Review and Reconcile Potential Duplicate Equivalencies

This article provides instructions for using the EQ Dedupe feature within the Equivalency Manager to identify, review, and reconcile potential duplicate equivalencies within TES®. The CREATE EQ user right is required to access this feature.

In this article:

Identify Potential Duplicate Equivalencies
Review Potential Duplicate Equivalencies
Edit Equivalencies
Delete Equivalencies

The Equivalency Manager is where all of an institution's equivalencies are stored in TES. Within this area, users select a transfer institution and, from there, can view, create, edit, and delete established equivalencies. Users can also review a list of potential duplicate equivalencies for that college, university, or organization. Two equivalencies are considered potential duplicates if the same transfer course(s) and home course(s) are defined within. Equivalencies with differences in Begin Dates, End Dates, Public View statuses, Public Notes, Private Notes, and data set editions would be considered potential duplicates.

There are several reasons that potential duplicate equivalencies may exist in TES:

Some of these equivalencies may be created in error:
- Staff at the same institution may accidentally create an equivalency for the same course.
- An institution may re-review an equivalency when the course curriculum changes but not effective-date either equivalency.
- Equivalencies may be appended to an import file with an unintentional difference Begin Dates, End Dates, Public View statuses, Public Notes, Private Notes, or data set editions.
Some of these duplicate equivalencies may be intentional:
- For example, an institution may end-date an equivalency when the course curriculum changes and send it for re-review through the Evaluation Tracker workflow. The faculty selects the same equivalent course(s), and a new effective date is added when the equivalency is created.
  - The institution followed the correct business practice; however, the equivalencies are still considered potential duplicates since they contain the same transfer course(s) and home course(s).

Within the Equivalency Manager, users can review the list of potential duplicate equivalencies at each transfer institution and, if desired, edit or delete one or more equivalencies.

Identify Potential Duplicate Equivalencies

To find potential duplicate equivalencies:

Go to the Match menu.
Select Equivalency Manager.
Within the INSTITUTION SEARCH, enter the name of the institution for which potential duplicate equivalencies should be identified.
- The U.S. Schools radio button is selected by default.
  - To search for institutions outside of the United States, toggle either the Non U.S. Schools or All radio button.
  - If helpful, use the A-Z INDEX field or page index to navigate to the institution’s name.
Select the arrow to the left of the institution’s name (“Select an institution”).

Arrow points to the location of the Select an Institution button. — Select to see a larger version

A list of all equivalencies established with the institution will appear.
- Select EQ Dedupe.

Arrow points to the location of the EQ Dedupe button. — Select to see a larger version

If no potential duplicate equivalencies have been identified for this institution, a message will appear indicating that no data records were found.

Text reads - There are no data records found.

Equivalencies identified as potential duplicates will be displayed in a grid, like below.

Each row will contain course code(s) from the transfer institution (first column) and the home institution (second column). The number of equivalencies to these courses will be noted in the # DUPE field. Users can sort results by selecting the hyperlinked field names within the headers.

Potential Duplicate Equivalencies list. — Select to see a larger version

Review Potential Duplicate Equivalencies

To review an equivalency:

Select the arrow to the left of the transfer course code(s) (“Select a course equivalency”).

Potential Duplicate Equivalencies list. Callouts highlight the location of the Select a course equivalency button. — Select to see a larger version

The Potential Duplicate Equivalencies Detail page will display further information about the equivalencies.

Potential Duplicate Equivalencies Detail. The EVAL, NOTE, BEGIN, and END fields are highlighted. — Select to see a larger version

Field	Description
EVAL?	A speech bubble icon will appear in this field if the equivalency was created from an evaluation task; otherwise, it will be blank.
NOTE?	Select the View course equivalency public note icon to view Public Notes. Select the View course equivalency private note icon to view Private Notes. If an equivalency contains Public and Private Notes, both icons will appear with View course equivalency public and private note as the label. This field will be blank if no Public or Private Notes are within the equivalency.
BEGIN	The first day on which the equivalency is effective. Format: (MM/DD/YYYY) If no Begin Date is entered, the equivalency is considered effective from the “beginning of time” (or at least since the course was created)
END	The last day on which the equivalency is effective Format: (MM/DD/YYYY) If no End Date is entered, the equivalency is considered effective into the future.

To view equivalency details:

Select the View/Edit equivalency detail button to the left of the equivalency.
- Users can also view details by selecting the evaluation, Public Note, and Private Note icons.

Potential Duplicate Equivalencies list. Callouts highlight the location of the View/Edit course equivalency detail buttons. — Select to see a larger version

The EDIT EQUIVALENCY screen will display the fields noted above, along with the equivalency creator, the equivalency log, and the evaluation log (if applicable).

Once reviewed, select the x at the top right of the screen to close the pop-up.

Callout highlights the location of the close button.

Select the View/Edit equivalency detail button to the left of the next equivalency.
- Users can also view details by selecting the evaluation, Public Note, and Private Note icons.
  - Repeat until all equivalencies have been reviewed.

Edit Equivalencies

In the example below, two users at the same institution created an equivalency between the same transfer and home courses. One equivalency was created with an effective date; the other was not. Both were evaluated through the Evaluation Tracker workflow. The institution has reviewed the equivalencies and decided to merge them, editing one equivalency and deleting the other.

Two potential duplicate equivalencies are listed between CollegeSource Community College's PHYS1201 and CollegeSource University's PHYS195 and 195L. — Select to see a larger version

To edit an equivalency:

Select the Edit Header button.

Callout illustrates the location of the Edit Header button.

Edit or fill in the following optional fields on the EDIT COURSE EQUIVALENCY HEADER screen.

Edit Course Equivalency Header pop-up. Text reads PHYS1201, from the same edition, was also sent by B Allen to S Beckett for evaluation on 1/17/2024. S Beckett indicated that the course is equivalent to CollegeSource University's PHYS195 & 195L (2022-2023 catalog). That equivalency, created on 1/17/2024 without effective dating, has been removed from TES. Since PHYS1201 first appears in CollegeSource Community College's 2021-2022 catalog, the Begin Date of the current equivalency has been changed from 9/1/2023 to 9/1/2021. SGH, 1/19/2024. — Select to see a larger version

Field	Description
Begin Date	The first day on which the equivalency is effective. Format: (MM/DD/YYYY). If no Begin Date is entered, the equivalency is considered effective from the “beginning of time” (or at least since the course was created).
End Date	The last day on which the equivalency is effective. Format: (MM/DD/YYYY). If no End Date is entered, the equivalency is considered effective into the future.
Public View Hide?	To hide the equivalency from the Public View, check the box. When checked, users without the ACCESS EQ user right will not be able to see the equivalency in the Equivalency Finder. To unhide the equivalency from the Public View, uncheck the box.
Public Note	A note to display in the Public View.
Private Note	A note documenting the evaluation process or the rationale behind the evaluation. Users with the CREATE EQ user right will be able to view Private Notes when reviewing equivalencies in the Equivalency Manager. Users with the ACCESS EQ right can view this information in the Equivalency Finder.

Select Submit.

The Edit Equivalency pop-up now displays a new begin date and the Private Note added by the user. — Select to see a larger version

Delete Equivalencies

Institutions may choose to delete one or more equivalencies after reviewing the list of potential duplicates.

Institutions should exercise caution in deleting equivalencies, as all references to the equivalency will be deleted, including evaluation history and references in Groups and Group Reports. Colleges and universities wishing to retain a duplicate equivalency for record-keeping purposes can hide the equivalency from the Public View and Transferology® to prevent it from displaying to external parties.

Using the example from the section above, two users at the same institution created an equivalency between the same transfer and home courses. One equivalency was created with an effective date; the other was not. Both were evaluated through the Evaluation Tracker workflow. The institution has reviewed the equivalencies and decided to merge them, editing one equivalency and deleting the other. All relevant data from the soon-to-be deleted equivalency is entered in a Private Note in the retained equivalency.

To delete an equivalency:

Select the Delete EQ button.
A pop-up will ask the user to confirm that the equivalency should be deleted. All references to this equivalency will be deleted, including in Groups and Group Reports. This action cannot be undone.

Delete equivalency pop-up as described above.

Select Confirm to proceed.

The equivalency will be removed from the list of potential duplicates.

Only one entry appears on the Potential Duplicate Equivalencies Detail page after the equivalency has been deleted. Select the image to see a larger version.

Potential Duplicate Equivalencies Detail page. — When the user selects the POTENTIAL DUPLICATE EQUIVALENCIES breadcrumb, equivalencies between PHYS1201 and PHYS 195 and 195L no longer appear. Select the image to see a larger version.