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 the needs of the campus.

TES® user rights changed as of June 13, 2022:

To make this transition as seamless as possible, CollegeSource migrated institutions' existing users from their prior right(s) to their new closest equivalent(s).
- For an overview of these changes, see 2022 TES Enhancements.

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 menus at the top:

Image of Search Track Match and Manage menus in TES.

However, users will only see the items within each path for which corresponding user permissions have been given. If a user does not have permission to access functionality within Match, for example, the individual 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 need 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, users can propose 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, these users cannot evaluate courses or create equivalencies from them. Institutions may choose to give this right alone to advisors on the campus who 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. These individuals 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, that individual can also Close evaluation tasks within My Evaluations. Users with both SERVICE EVAL and MANAGE EVAL can also add or remove the TRANSFER COURSES within an initiated evaluation task on the ADD/EDIT COURSE page.

Additionally, users with this right can view institution and course information and evaluation histories within the Course Finder. These users 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 Evaluations queue moving so as to help complete the evaluation process. These users 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. These individuals 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. These individuals 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, the individual is eligible to have completed evaluation tasks assigned to them by an evaluator. This user can add or remove the TRANSFER COURSES within an initiated evaluation task on the ADD/EDIT COURSE page.

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 and 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:

Reciprocal
- Review equivalencies created by other institutions involving courses from your institution.
Course Title Match
- Find and research possible course equivalencies by matching course titles.
Course Code Match
- Find and research possible course equivalencies by matching course codes.
Course Tag Audit
- Audit tagged courses from another institution.
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, these individuals can view public equivalencies, along with CREATOR, EQUIVALENCY LOG, EVALUATION LOG, and PRIVATE NOTE details.

If the user also has SERVICE EVAL rights, within the Evaluation Tracker, the person 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, the individual 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 users also have CREATE EVAL user rights, these individuals 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. These users can also create Groups, and create, edit and share Group Reports.

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

Within the Equivalency Batch Editor, users can search, edit, and export equivalencies. These individuals 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:

Add users, email users, and export the data of users within User Management.
Assign and manage evaluator Priority Departments within 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 that can be made 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.