User Rights and Permissions

User rights control access to the features in TES. A TES Administrator assigns the appropriate rights to each staff member, faculty member, or advisor.  This article will overview the current user rights and help institutions determine which are suitable for their campus' needs. 

TES user rights changed as of June 13, 2022:

TES User Rights

User rights are managed through the User Management page, located in the Manage path. The following user rights are available in TES:

  • CREATE LIST
  • CREATE EVAL
  • SERVICE EVAL
  • MANAGE EVAL
  • ACCESS EQ
  • EXPLORE EQ
  • CREATE EQ
  • ADMINISTRATOR

This is an image of the User Management page in TES, whereby TES Administrators can grant users the rights noted above.All users have access to some basic features in TES, such as viewing institution and course information through Course Finder, and viewing public equivalencies in Equivalency Finder. Institutions must store equivalencies in TES to take advantage of the Equivalency Finder.

As not all users need or should have the same level of access to information in TES, an institution's TES Administrator will need to determine the appropriate permission(s) to grant each user. 

When logged into TES, all users will see the Search, Track, Match, and Manage menu at the top. 

This is an image of the Search, Track, Match and Manage Menu in TES.

However, users will only see the items within each path for which they have corresponding user permissions. If a user does not have permission to access functionality within Match, for example, they won't see options within this path.

CREATE LIST 

Users with this right can create, edit, and share lists of courses from other institutions within Course List Report. Users can also view institution and course information within the Course Finder and view public equivalencies within the Equivalency Finder. Those who needs to run an EQ Audit (equivalency report) for a Course List Report will also need the  ACCESS EQ user right.

The below chart illustrates the access granted with this right:

This chart illustrates what a user with the Create List user right can do in TES, as explained above.

CREATE EVAL

This user right should be assigned to anyone who needs to initiate an evaluation task in TES. Users with this right can create and assign evaluation tasks through the Course Finder. Within the evaluation task, they can propose an equivalent course(s) and add a support file(s). 

Users who have the  CREATE EVAL right, but do not have SERVICE EVAL or MANAGE EVAL are limited to only sending evaluations - that is, they cannot evaluate courses or create equivalencies from them. Institutions may choose to give this right, but no other EVAL rights, to, for example, advisors on their campus who wish to facilitate the review of students' coursework.

If an evaluation task creator also has SERVICE EVAL and either (MANAGE EVAL or CREATE EQ) user rights, this person is eligible to have an evaluation task assigned to them for next steps. This person will appear at the top of the Re-Assign list as the Evaluation Task Creator.

Users with this right can also view institution and course information and evaluation histories within the Course Finder. They can also view public equivalencies within the Equivalency Finder. 

The below chart illustrates the access granted with this right: This chart illustrates what a user with the CREATE EVAL user right can do in TES, as explained above.

SERVICE EVAL

This right should be assigned to any user who will have course evaluations assigned to them. This right enables users to review courses routed to their My Evaluations queue and select the following actions within an evaluation task: Deny, Need More Information, Re-Assign, Add/Edit Course, Add/Edit Support File, and Approve. 

Users with  MANAGE EVAL or CREATE EQ user rights will also need to have SERVICE EVAL assigned to them. If a user with SERVICE EVAL rights additionally has MANAGE EVAL or CREATE EQ rights, they can also Close evaluation tasks within My Evaluations.

Additionally, users with this right can also view institution and course information and evaluation histories within the Course Finder. They can also view public equivalencies within the Equivalency Finder.

The below chart illustrates the access granted with this right:

This chart illustrates what a user with the SERVICE EVAL user right can do in TES, as explained above.

MANAGE EVAL

This right would generally be assigned to users who direct the transfer evaluation process. Users with both this right and  SERVICE EVAL keep evaluations in the All Open Evaluation queue moving so as to help complete the evaluation process. They can select the following actions within an evaluation in this queue: Deny, Need More Information, Re-Assign, Add/Edit Course, Add/Edit Support File, Approve, and Close. They can also batch re-assign evaluations and export evaluations from this area. Additionally, users with this right can access, re-open, export, and delete all closed evaluations. They can also Send Email Reminders to users who have open evaluations assigned to them.

If a user has  SERVICE EVAL and MANAGE EVAL user rights, they are eligible to have completed evaluation tasks assigned to them by an evaluator.

Users with this right can also view institution and course information and evaluation histories within the Course Finder. They can also view public equivalencies within the Equivalency Finder.

The below chart illustrates the access granted with this right: This chart illustrates what a user with the MANAGE EVAL user right can do in TES, as explained above.

ACCESS EQ

This user right should be granted to users who need to run an EQ Audit (equivalency report) within a Course List Report. To manage Course List Reports, users will also need the  CREATE LIST user right. Users with this right can view institution and course information within the Course Finder and use the EQ Search.

The  ACCESS EQ right additionally grants users the ability to see hidden equivalencies (including creator, equivalency log, evaluation log, and private note details) within the Equivalency Finder. 

The below chart illustrates the access granted with this right:

This chart illustrates what a user with the ACCESS EQ user right can do in TES, as explained above.

EXPLORE EQ

Users with this right can use the following Equivalency Explorer reports: 

  1. Reciprocal
    • Review equivalencies created by other institutions involving courses from your institution. 
  2. Course Title Match
    • Find and research possible course equivalencies by matching course titles.
  3. Course Code Match
    • Find and research possible course equivalencies by matching course codes.
  4. Course Tag Audit
    • Audit tagged courses from another institution.
  5. Course Change Explorer
    • Compare an institution's courses from one catalog edition to another.

A user must have  EXPLORE EQ and CREATE EQ rights to create equivalencies through these reports. 

Additionally, users with this right can view institution and course information through the Course Finder, and view public equivalencies through the Equivalency Finder.

The below chart illustrates the access granted with this right: This chart illustrates what a user with the EXPLORE EQ user right can do in TES, as explained above.

CREATE EQ

This right should be granted to any users who need to create equivalencies. 

Within the Course Finder, users will be able to view institution and course information and create equivalencies. Within Equivalency Finder, they can view public equivalencies.

If the user also has  SERVICE EVAL rights, within the Evaluation Tracker, they can create and close equivalencies, as well as close evaluations, in My Evaluations. If the user has SERVICE EVAL, MANAGE EVAL, and CREATE EQ user rights, they can create and close equivalencies in All Open Evaluations.

Within the Equivalency Manager, users with this right can create, edit, export, delete and de-dupe equivalencies.  If they also have  CREATE EVAL user rights, they can create evaluation tasks from within the Equivalency Manager. When creating an evaluation task from this area, users can propose equivalent course(s) and add support files. They can also create Groups, and create, edit and share Group Reports.

If a user has  SERVICE EVAL and CREATE EQ user rights, they are eligible to have completed evaluation tasks assigned to them by an evaluator.

Within the Equivalency Batch Editor, users can search, edit, and export equivalencies. They can also create equivalencies from Health Check reports.

Users with this right and  EXPLORE EQ can create equivalencies from Equivalency Explorer reports. 

Lastly, users with this right can create, edit, migrate and delete user added courses.

The below chart illustrates the access granted with this right:

This chart illustrates what a user with the CREATE EQ user right can do in TES, as explained above.

ADMINISTRATOR

The TES Administrator manages the user rights for all staff within TES. Users with this right are automatically assigned all other rights in TES and can perform any function within any area of TES. Areas include the Course Finder, Equivalency Finder, Course List Report, Evaluation Tracker, Equivalency Manager, Equivalency Batch Editor, Equivalency Explorer, User Added Courses, Course Tags & Outline, Usage Statistics, Evaluation Tracker default settings, Public View Management, User Management, and Export Options.  

TES Administrators are granted additional rights to:

  • Send e-mails all users via User Management.
  • Batch delete equivalencies within the Equivalency Batch Editor.
  • Create, update, and migrate course tags within Course Tags & Outlines.
  • Upload, update,  migrate, and delete course outlines within Course Tags & Outlines.
  • Run Usage Statistics.
  • Set Evaluation Tracker defaults:    
    • Select a default setting for evaluation task actions that have a SEND EMAIL ALERT checkbox.
    • E-mail address to notify when evaluation tasks result in an equivalency.
    • Designate a user that will be the DEFAULT ASSIGNEE for evaluation tasks.
    • Designate a user that will be the DEFAULT ASSIGNEE for externally generated evaluation tasks.
  • Manage the Public View.
  • Run an on-demand export report of equivalencies within Export Options.

CollegeSource sets up the initial TES Administrator. There is no limit to the number of users you can make a TES Administrator afterward. 

The below chart illustrates the access granted with this right: This chart illustrates what a user with the ADMINISTRATOR user right can do in TES, as explained above.