All Closed Evaluations
This article provides an overview of the All Closed Evaluations queue in TES® and instructions for viewing and searching for closed evaluation tasks.
In this article:
When an evaluation task is complete, it can be closed in one of two ways:
- The action of Create Equivalency and Close closes the evaluation task and stores the equivalency in TES.
- The Close action removes the task from the Evaluation Tracker workflow without creating an equivalency.
All evaluations no longer in the Evaluation Tracker workflow are stored in the All Closed Evaluations queue. The SERVICE EVAL AND MANAGE EVAL user rights are required to access this area. Within this queue, closed evaluation tasks can be reviewed, re-opened (if an equivalency was not created from them), and deleted.
To navigate to All Closed Evaluations:
- Go to the Track menu.
- Select All Closed 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 Closed Evaluation Task
To view a closed 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) The transfer institution course identifier (often structured as a subject + number). |
PROPOSED COURSE(S) The equivalency suggested by the evaluation task creator or chosen by the evaluator (may be blank). |
LAST ACTION NOTES A description of the last action taken. |
LAST ACTION DATE The last date an action was selected. |
ASSIGNEE The person to whom the evaluation task was last assigned. |
CREATOR The person who initiated the evaluation task. |
CREATED DATE The date the evaluation task was created. |
2. Select the blue arrow to the left of the SEND COURSE(S) to view its details.
The CLOSED EVALUATION screen will appear. If an equivalency was created from the evaluation task, no further action will be available.
If no equivalency has been created from the closed task, users will be given the option to re-open the task or delete it.
- Re-Open? will return the evaluation to the Evaluation Tracker workflow.
- See Re-opening a Closed Evaluation Task (under Related Articles) for an overview of this process.
- Delete will permanently delete the evaluation task.
- See Deleting a Closed Evaluation Task (under Related Articles) for an overview of this process.
- If deleted, the evaluation task will be removed from the queue, and any statistics related to it in the Evaluation Tracker Use Usage Statistic report may be altered.
- See Deleting a Closed Evaluation Task (under Related Articles) for an overview of this process.
Course Information
Within the closed evaluation task, 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 The institution course identifier (often structured as a subject + number). |
Title The name of the course (a brief label). |
Description A summary of the content of the course. |
Units The course’s credit value (educational systems vary; this number could represent semester, quarter, unit, or other credit types). |
Lecture Hours (optional) The number of credit hours assigned to the instructor’s presentation (a portion of the total credit hours of the course). |
Lab Hours (optional) The 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) Requirements that must be met before taking the course. |
Corequisite (optional) Requirements that must be fulfilled while the course is being taken. |
Recommended (optional) Additional coursework or skills that should be acquired before taking the course. |
Offered (optional) The term(s) in which the course is typically scheduled. |
Grade Basis (optional) The scale or options under which the course will be evaluated (ex. A-F, CR/NC). |
Department The faculty by which the course is taught or attributed to. |
Source catalog The name of the academic publication from which the course was sent for evaluation. |
Course tag(s) (optional) An institution-supplied code attached to a course, used to facilitate system and statewide transfer; generally applied to core or liberal/general education requirements. |
Course outline (optional) An institution-supplied document attached to a course: a PDF of a curriculum outline, learning outcomes, or a syllabus. |
Course history Select + to see previous versions of the course. |
If an equivalency was proposed or selected in the evaluation, the course will appear under the receiving institution's name.
Evaluation Detail
The following will be noted:
Assigned: The name and job title of the person to whom the evaluation task is assigned. |
Create Date: The date and time the evaluation task was created (time is reported in Pacific time). |
Created by: The name and job title of the person who initiated the evaluation task. |
Support Files: PDF files attached by the evaluation task creator (or other parties). If none are attached, this field will be blank. |
Comment: Notes or additional information supplied by the evaluation task creator. Evaluations sent through the Transferology® Lab or uAchieve® TES Mode will include a comment noting the system from which the evaluation was generated and the year/terms, or an English translation of the terms, in which the courses were taken. For example, 202204 or Fall 2022. |
Close Note: Additional information supplied by the person closing the evaluation task; only appears within the All Closed Evaluations queue |
Activity Log
The ACTIVITY LOG tracks all the activity that occurs during the evaluation process. 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 (there, it is referred to as the EVALUATION LOG).
The more steps an evaluation task goes through, the longer its ACTIVITY LOG will be. Below is an example of a task that underwent multiple rounds of evaluation before an equivalency was created, and the task was closed. Activity logs should be read from the bottom up.
1. S Hatfield sent an evaluation task to C Rogers on 6/9/2022. No equivalent course was proposed.
2. C Rogers chose PSY 1xx (a Psychology 1xx-level elective) as the equivalent course.
3. C Rogers approved the course and re-assigned it to S Hatfield with the following note: "Our Abnormal Psychology is a 3xx-level class."
4. S Hatfield re-assigned the evaluation task to S Beckett with the following note: "Please review to determine if this course will meet CSU liberal education requirements."
5. S Beckett added the course LE SOC SCI (this User Added Course is used to evaluate courses as meeting the CollegeSource University Social Sciences requirement).
6. S Beckett approved the course and re-assigned it to S Hatfield.
7. An equivalency was created from the evaluation task; the evaluation task was closed.
8. An email was sent to the email address to notify when evaluation tasks result in an equivalency, as established within the Evaluation Tracker.
Search for a Closed Evaluation Task
To search for a closed 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: The 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: The 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]) |
Resulted in EQ? (Toggle No to include only those closed evaluation tasks that did not result in an equivalency in the search results.) (Toggle Yes to include only those closed evaluation tasks that resulted in an equivalency in the search results.) (Toggle Both to search across all closed evaluations.) |
Institution: The college, university, or organization the course is from. (Select from the drop-down or search across all institutions [SHOW ALL]) |
Course Code: Transfer Course The transfer institution course identifier (often structured as a subject + number). Proposed EQ Course The equivalency suggested by the evaluation task creator or evaluator. (Input a full or partial code, and toggle the radio button) |
Comment: A note supplied by the evaluation task creator when initiating a task. Evaluations sent through the Transferology® Lab or uAchieve® TES Mode will include a comment noting the system from which the evaluation was generated and the year/terms, or an English translation of the terms, in which the courses were taken. For example, 202204 or Fall 2022. (Input text; field is case-insensitive and will return results including – but not limited to – the entered value) |
Creator: The person who initiated the evaluation task. (Select from the drop-down or search across all users with the CREATE EVAL user right [SHOW ALL]) |
Evaluation Age: The number of days since the evaluation was created. (Select from the drop-down: >2 DAYS, >5 DAYS, >10 DAYS, >15 DAYS, >20 DAYS, >30 DAYS, >60 DAYS, >90 DAYS) |
Close Age The number of days since the evaluation was closed. (Select from the 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.
Select any of the column headers to change the sort order of the results:
4. Select the blue arrow to the left of the INSTITUTION name to view the evaluation task.
- Once within the evaluation task:
- Select Re-Open? to open the evaluation task and return it to the Evaluation Tracker workflow.
- See Re-opening a Closed Evaluation Task (under Related Articles) for an overview of this process.
- Select Delete to permanently delete the evaluation task.
- See Deleting a Closed Evaluation Task (under Related Articles for an overview of this process.
- If deleted, the evaluation task will be removed from the queue, and any statistics related to it in the Evaluation Tracker Use Usage Statistic report may be altered.
- See Deleting a Closed Evaluation Task (under Related Articles for an overview of this process.
- Select Re-Open? to open the evaluation task and return it to the Evaluation Tracker workflow.
5. To export the evaluation tasks, select Export.
- See Export Closed Evaluation Tasks for an overview of this process.
6. Select INSTITUTION LIST VIEW to return to the main page of All Closed Evaluations.
Sometimes a course may be evaluated as not transferring to an institution, either because it does not carry credit at the receiving institution or because of policy. In those instances, best practice for institutions storing equivalencies in TES® is to create a User Added Course to convey this information. From there, institutions should create an equivalency from this evaluation task.
It is not the best practice to simply close the evaluation. Doing so will prevent the evaluation decision from appearing in multiple areas of TES and give the appearance that the course has not been evaluated.