Sample Life of an Evaluation Task

The following takes you through a "day in the life" of an evaluation task. Each step taken in the Evaluation Tracker workflow is illustrated.

Creating the Evaluation Task

The first step in creating an evaluation task is finding the course needing review. 

In this example, a transfer student took PHL 103 Introduction to Philosophy at The University of Rhode Island.

  • Using the Course Finder, we look up the University of Rhode Island, select a data set, select the Philosophy department, and view the Introduction to Philosophy course description.
    • We see that there are no current equivalencies and that the course has not been evaluated before.
  • To send the course for review, we select the footprint icon. 
  • In this example, we are going to just send the course for review without proposing an equivalency.
  • We select Preview.

  • We assign the task to our Philosophy evaluator, Rene Descartes.
    • We ensure the Send email alert? checkbox is checked, as we want the evaluator to receive notification of the evaluation task.
    • We then proceed to upload a course outline as a PDF. 
  • We select Create Evaluation Task to assign the evaluation to Professor Descartes.

  • The evaluation task has now been sent. 

Evaluating the Course for Transfer

  • Professor Descartes logs in to TES.
  • He lands right in his My Evaluations queue (because he set that up in his User Preferences (Manage>User Preferences).

  • Clicking on the Select Institution arrow next to the University of Rhode Island brings Professor Descartes into the list of pending evaluations.

  • Selecting the Edit Evaluation arrow opens the evaluation task.
  •  You can see from the log that the evaluation task has an attached file and was assigned to Professor Descartes.
    • Clicking the Support files link displays the attached file.

  •  Professor Descartes selects Add/Edit Course from the SELECT AN ACTION drop-down.

  • The Add/Edit Course popup appears.
    • Professor Descartes selects the equivalent course from the Philosophy Department in the appropriate data set.
    • The Professor clicks the Done button.

  • Professor Descartes goes back to the SELECT AN ACTION MENU.
    • He selects Approve.
      • If this evaluation needed to be sent to the Dean for further review, Professor Descartes would select Re-Assign from the drop-down.
  • If needed, the Professor would enter Notes into that optional field.
  • He then selects the appropriate person to route the evaluation back to, now that it's complete. This person is responsible for taking the additional steps needed to complete the evaluation.
    • Users must have SERVICE EVAL and (MANAGE EVAL or CREATE EQ) user rights to appear on the list of eligible recipients.
      • If the evaluation task creator has these rights, they will appear as the first name on the list.
      • If an institution has established a default assignee for externally generated tasks, this person's name will also be a choice - in this example, they would appear as the second name on the list. 
    • The Professor has opted to select the Evaluation Task Creator. However, any user with the appropriate rights could have been selected.  
    •  The Professor keeps the Send Email? box checked, and selects Confirm.

  • The Evaluation task will now disappear from Professor Descartes’ queue.

Creating an Equivalency

The evaluation task has been sent back to the evaluation task creator. In this example, the next and final step will be creating an equivalency from the evaluation. Review the SELECT AN ACTION: drop-down menu to see additional actions that can be taken on a completed evaluation task.

    • User Rights and Permissions determine what actions a user can both see and select.  The person creating the equivalency must have both SERVICE EVAL and CREATE EQ user rights to create equivalencies from evaluations assigned to them. To create evaluations from evaluations from the All Open Evaluations queue, they will need SERVICE EVALMANAGE EVAL, and CREATE EQ.
      • The Close action simply closes the evaluation task, without creating an equivalency in TES. A closed evaluation task can be re-opened from the Closed Evaluations queue.
  • The evaluation task creator selects Create Equivalency and Close.

  •  A window appears, in which the following can be entered:
    • Enter a Begin Date
    • Enter an End Date
    • Select the Public View Hide? checkbox 
      • This will hide the equivalency from the Public View. 
        • Hidden equivalencies will not display in the Equivalency Finder, unless a user has ACCESS EQ user rights.
    • An optional Public Note
      • Here, an institution can include any information they wish to share with users who are accessing the Public View.
        • This note can also be viewed within the evaluation's EQUIVALENCY DETAILS in Equivalency Manager. 
        • This note is not viewable in All Closed Evaluations.
    •   An optional Private Note
      • Here, an institution can note any information that did not get tracked within the EVALUATION LOG, or any policy details that are relevant to the evaluation.
        • The Private Note can be viewed within the evaluation's EQUIVALENCY DETAILS in Equivalency Manager. 
        • This note is not viewable in All Closed Evaluations. 
        • Users will only be able to see this note in Equivalency Finder if they have ACCESS EQ user rights.
    • An optional Close Note
      • Institutions might use this field to document something that happened during the evaluation process that they don't feel needs to be part of the equivalency log. 
        • Close Notes do not appear in EQUIVALENCY DETAILS stored within Equivalency Manager. They do, however, appear in the EVALUATION DETAILS stored in All Closed Evaluations. 

The evaluation task includes a Public and Private Note in the equivalency.

  • The EVALUATION LOG tracks all of the activity that takes place during the course of the evaluation, from the initiation of the request to the final resolution. 
    • This history is available to review in the All Closed Evaluations queue as well as in the equivalencies themselves for the tasks that resulted in a defined equivalency.
      • Users who have ACCESS EQ user rights will also be able to view this information in Equivalency Finder. 

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