Update User Added Transfer Courses

This article provides instructions for updating User Added Transfer Institutions, Data Sets, Departments, and Courses in TES®.

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Occasionally, a college or university needs to update a User Added Transfer Institution, Data Set, Department, or Course. For example, the school may wish to:

  • Clarify the institution name so the institution is not confused with official TES® data;
  • Extend a data set; and/or
  • Append a course description.

Before doing so, it is important to note that changes made to User Added Transfer Courses will apply to all existing equivalencies and evaluation tasks that contain them.

Update the Transfer Institution

To update data about the User Added Transfer Institution:

  1. Go to the Match menu.
  2. Select User Added Courses.
  3. The user will be prompted to select the type of data to manage.
    • Home Data is selected by default.
      • Toggle the Transfer Data radio button.
      • Select Submit.
  4. The User Added Institution screen will appear. Any previously-created institutions will be listed.
    • Select the Edit an institution button to the left of the institution's name.

Callout notes the location of the Edit an institution button.

  1. The EDIT INSTITUTION pop-up will appear. Update the following fields using the keyboard or drop-downs:
    • Institution (required)
    • Country (required)
    • State (required)
    • City (required)
    • Website (optional)

In the example below, the User Added Transfer Institution name is being updated; the new name of CollegeSource Community College - CSU Added is noted.

Regardless of the casing utilized when creating/editing the User Added Institution, institution name, country, and the city will be capitalized elsewhere throughout TES®.

EDIT INSTITUTION; available fields are noted above. Callout illustrates the Institution title is being changed to CollegeSource Community College CSU Added.

  1. Select Update.

TES® will alert the user if the individual is creating an institution with the same name and within the same country and state as an institution currently in TES. If state is unavailable, an alert will be issued if the same institution name and country are being used. TES will issue a warning if a user makes any changes on the EDIT INSTITUTION page that meet these criteria. The user can select Confirm to proceed with updating the institution using duplicate data or Cancel to stop updating the institution.

TES users should avoid adding institutions with the same name as those in TES.

  • When determining naming conventions for User Added Transfer Institutions, it is advised that a designation be added to the institution name that indicates a TES user added the institution.
  • Options include adding the following to the institution name:
    • - (initials) UA;
    • - (TES Subscribing Institution Name Initials) Added; and
    • - Non-Catalog Courses.

Update a Data Set

To update a User Added Transfer Data Set:

  1. Go to the Match menu.
  2. Select User Added Courses.
  3. The user will be prompted to select the type of data to manage.
    • Home Data is selected by default.
      • Toggle the Transfer Data radio button.
      • Select Submit.
  4. The User Added Institution screen will appear. Any previously-created institutions will be listed.
    • Select the arrow to the left of the institution's name ("Select an Institution").

Callout illustrates the location of the Select an institution button.

  1. Select the Edit Data Set button.

Callout illustrates the location of the Select an institution button.

  • Use the keyboard to update the data set Title or adjust the Low Year and High Year using the drop-downs. All fields are required.

In the example below, the data set title is being updated to reflect that the data set is user added.

Regardless of the casing utilized when creating/editing the data set title, the title will be capitalized elsewhere throughout TES®.

EDIT DATA SET pop-up. Callouts illustrate location of the Title, Low Year, and High Year fields. The updated data set title reads Undergraduate Course Descriptions CSU Added.

  1. Select Update.

When updating the Title, the user will be asked to select Confirm to proceed with the updates. Confirmation is not requested when updating the Low Year and High Year fields.

Warning message conveys that the following data set or sets will be updated. Click confirm button to proceed. Otherwise, click Cancel button.

  1. Select Confirm.

Update a Department

To update a User Added Transfer Department:

  1. Go to the Match menu.
  2. Select User Added Courses.
  3. The user will be prompted to select the type of data to manage.
    • Home Data is selected by default.
      • Toggle the Transfer Data radio button.
      • Select Submit.
  4. The User Added Institution screen will appear. Any previously-created institutions will be listed.
    • Select the arrow button to the left of the institution's name ("Select an institution").

Callout illustrates location of Select an institution button.

  1. Within the User Added Data Set screen, select the Edit an institution button to the left of the catalog's name.

  1. The User Added Course Department screen will appear. Select the department name from the DEPARTMENTS / COURSES drop-down.

Callout illustrates location of the DEPARTMENT slash COURSES drop-down.

  1. Select the Edit department button.

Callout illustrates the location of the Edit department button.

  1. Use the keyboard to update the Department name and/or Abbreviation.

Callout illustrates the Department and Abbreviation fields.

  1. Select Update.

Update a Course

To update a User Added Transfer Course:

  1. Go to the Match menu.
  2. Select User Added Courses.
  3. The user will be prompted to select the type of data to manage.
    • Home Data is selected by default.
      • Toggle the Transfer Data radio button.
      • Select Submit.
  4. The User Added Institution screen will appear. Any previously-created institutions will be listed.
    • Select the arrow button to the left of the institution's name ("Select an institution").

Callout illustrates location of the Select an institution button.

  1. Within the User Added Data Set screen, select the Edit an institution button to the left of the catalog's name.

Callout illustrates location of the Edit an institution button.

  1. The User Added Course Department screen will appear. Select the department name from the DEPARTMENTS / COURSES drop-down.

Callout illustrates the location of the Department slash Courses drop down.

  1. Select the Edit course button to the right of the COURSE CODE.

Callout illustrates location of the Edit course button.

  1. Use the keyboard to update the course information. Course Code and Course Title are required.

EDIT COURSE pop-up. Course Code, Course Title, Description, Units, Lecture Hours, Lab Hours, Other Hours, Prerequisite, Corequisite, Recommended, Offered, and Grade Basis feels can all be edited.

  1. Select Update.

Changes made to User Added Transfer Institutions, Data Sets, Departments, and/or Courses will apply to all existing equivalencies and evaluation tasks.

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