All Open Evaluations

The Evaluation Tracker Workflow overviews the three queues of evaluation tasks in TES®: My Evaluations, All Open Evaluations, and All Closed Evaluations. The All Open Evaluations queue houses all pending evaluation tasks. Evaluation tasks are considered open or pending until they are removed from the Evaluation Tracker workflow by selecting one of the following actions:

  • Create Equivalency and Close
  • Close

SERVICE EVAL and MANAGE EVAL user rights are required to access this queue. From here, a user can view, take action on, or search pending evaluation tasks. To create equivalencies from an evaluation task, the CREATE EQ user right is required.

In this article:

To navigate to All Open Evaluations:

  1. Go to the Track menu.
  2. Select All Open Evaluations.

Details are provided regarding: 

  • The institution from which an evaluation was created.
  • The number of evaluation tasks from that institution (EVAL COUNT).
  • The city and state in which the institution is located.

View a Pending Evaluation Task

1. Select the blue arrow to the left of the institution's name.

The following information will be displayed in the EVALUATION LIST:

SEND COURSE(S)                                                                       

Transfer institution course identifier (often structured as a subject + number)

PROPOSED COURSE(S)                                                            

Equivalency suggested by the evaluation task creator or evaluator (if blank, no equivalency was proposed)

LAST ACTION NOTES                                                                  

Description of the last action taken (may include comments)

LAST ACTION DATE                                                                   

Most recent date an action was selected

ASSIGNEE                                                                                   

Person to whom the evaluation task is currently assigned

CREATOR                                                                                    

Person who initiated the evaluation task

CREATED

Date the evaluation task was created

lt is important to note that evaluations within this queue can be in various stages of the review process. Some may have yet to be reviewed. Others may be ready for final steps (e.g., creating an equivalency).


2. Select the blue arrow to the left of SEND COURSE(S) to view its details.

The EDIT EVALUATION screen will appear:

Select an Action

Options vary based on user rights, and include: 

  • Approve
  • Deny
  • Need More Information
  • Re-Assign
  • Add/Edit Course
  • Create Equivalency and Close
  • Add/Edit Support File
  • Send Email
  • Close

Course Information

The transfer institution's name will appear on the left. The following course details will be available. When optional data is not provided by the institution, the header name will not appear. 

Code                                                                                           

Institution course identifier (often structured as a subject + number)

Title                                                                                              

Name of the course (a brief label)

Description                                                                                 

Summary of the content of the course

Units                                                                                           

Credit value of the course (educational systems vary; this number could represent semester, quarter, unit, or other credit types)

Lecture Hours  (optional)                                                                            

Number of credit hours assigned to instructor presentation (a portion of the total credit hours of the course)

Lab Hours (optional)                                                                                  

Number of credit hours assigned to laboratory work (a portion of the total credit hours of the course)

Other Hours (optional)                                                                                

Additional hours assigned to the course, outside of lecture or laboratory

Prerequisite (optional)                                                                                

Requirement that must be met prior to taking the course

Corequisite (optional)

Requirement that must be fulfilled while the course is taken

Recommended (optional)                                                                           

Additional coursework or skills that should be acquired before taking the course

Offered (optional)                                                                                          

Term(s) in which the course is typically scheduled

Grade Basis (optional)                                                                                     

Scale or options under which the course will be evaluated (ex. A-F, CR/NC)

Department                                                                                 

Faculty by which the course is taught or attributed to

Source catalog                                                                           

Name of the academic publication the course was sent for evaluation from

Course tag(s) (optional)

Institution-supplied code attached to a course, used to facilitate system and statewide transfer; generally applied to core or general education requirements

Course outline (optional)                                                                           

Institution-supplied document attached to a course; a PDF of a curriculum outline, learning outcomes, and/or a syllabus

Course history                                                                           

Select +  to see previous versions of the course

If the evaluation task creator suggests a proposed equivalency, or if the evaluator has already chosen an equivalency, the course will appear under the home institution's name. 

Evaluation Details

The following will be noted: 

Assigned:                                              

Name and job title of the person to whom the evaluation task is currently assigned

Create Date:                                                                            

Date and time the evaluation task was created (time is reported in Pacific time)

Created by:                                                                               

Name and job title of the person who initiated the evaluation task

Comment:                                                                                 

Notes or additional information supplied by the evaluation task creator

Evaluation Log

The EVALUATION LOG tracks all of the activity that occurs during the evaluation. This log is stored within the evaluation task; if an institution stores equivalencies in TES, this information is available when viewing a course equivalency in the Equivalency Manager.

The more steps an evaluation task goes through, the longer its EVALUATION LOG will be. 

Reading from the bottom up:

  1. A Advisor sent an evaluation task to R Descartes on 9/7/2022. No equivalent course was proposed. 
  2. R Descartes chose MATH 141 as the equivalent course. 
  3. R Descartes approved the course and re-assigned it to S Hatfield.

Completing an Evaluation Task 

As noted above, pending evaluations within this queue can be in various stages of the evaluation process. What needs to happen with each task will depend on an institution's business processes.

The person to whom the evaluation task has been initially assigned will need to complete the review. See Completing an Evaluation for an overview of this process. 

Once an evaluation task has been completed, it is routed to a user who can finalize the evaluation by either creating an equivalency from or closing the task. The evaluation task will appear in that person's Assigned to me queue within My Evaluations. Institution business practice may be to wait for this person to finalize the evaluation. Or, if an institution has a more collaborative approach, other users with the required permissions may review the All Open Evaluations queue and take action.

Creating an Equivalency

See Creating an Equivalency from an Evaluation Task for an overview of this process.

Searching for an Evaluation Task

1. Select Search.

2. Select and/or enter the appropriate search criteria. Search criteria apply filters that refine how results are returned. 

Current Assignee:                                                                 

Person to whom the evaluation task is currently assigned

(select from the drop-down or search across all users with the SERVICE EVAL user right [SHOW ALL])

Previous Assignee:                                                             

Person to whom the evaluation task was at one point assigned 

(select from the drop-down or search across all users with the SERVICE EVAL user right [SHOW ALL])

Institution:                                                                              

College, university, or organization the course is from

(select from the drop-down or search across all institutions [SHOW ALL])

Course Code:                                                                              


Transfer Course                                                                    

Transfer institution course identifier (often structured as a subject + number)

Proposed EQ Course                                                            

Equivalency suggested by the evaluation task creator or evaluator

(input a full or partial code, and toggle the radio button)           

Creator:

Person who initiated the evaluation task

(select from the drop-down or search across all users with the CREATE EVAL user right [SHOW ALL])     

Last Action Status:

Most recent action selected

(select from the drop-down: Approve, Deny, Need More Information, Re-Assign, Add/Edit Course, Add/Edit Support File)

Evaluation Age:                                                              

Number of days since the evaluation was created

(select from drop-down: >2 DAYS,  >5 DAYS, >10 DAYS, >15 DAYS, >20 DAYS, >30 DAYS, >60 DAYS, >90 DAYS)

Sort List By:                                                                            

Arrange results in descending order 

(select from the drop-down: COURSE CODE, CREATE DATE, ASSIGNEE, CREATOR, INSTITUTION, LAST ACTION DATE)

3. Select Search. 

4. Select the blue arrow in front of the institution name to view the evaluation task.

5. To Reassign all pending evaluation tasks meeting the search criteria, select Reassign. 

6. To export all pending evaluation tasks meeting the search criteria, select Export.

7. Select INSTITUTION LIST VIEW to return to the main page of All Open Evaluations.

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