2022 TES Enhancements



Change to Label within TES® General Use Usage Statistics Report 


How It Works

The reports and infographics within Usage Statistics can be used to gain insight into how individuals at an institution are using TES. The TES General Use report provides data showing what features of TES are being accessed. There are three sections within the report: LOG ENTRIES BY USAGE TYPE, LOG ENTRIES BY USER, and LOG ENTRIES BY USER BY USAGE TYPE. For purposes of consistency, the label of LOG NAME has been changed to USAGE TYPE.

For more information, see Usage Statistics and TES General Use.



Close Age Added to All Closed Evaluations Search

TES® users can now search closed evaluation tasks by the timeframe in which they were closed.

How It Works

The Close Age: drop-down menu has been added to the EVALUATION SEARCH screen within the All Closed Evaluations queue.

Users can select from the following options: 

  • <2 DAYS
  • <5 DAYS
  • <10 DAYS
  • <15 DAYS
  • <20 DAYS
  • <30 DAYS
  • <60 DAYS
  • <90 DAYS

Searching by a close age of <2 DAYS would return all evaluations that were closed within the last two days. Results can be exported.

For more information, see All Closed Evaluations.


Updated Course List Report Actions & Usage Statistics

Users can now Print, Email, and Export data from both the REPORT DETAIL and EQUIVALENCY ANALYSIS pages within Course List Reports.

How It Works

Before this update, users could Print and Email the Course List Report REPORT DETAIL, but could not export it. Now, when selecting the Export button, a PDF export will be generated. Users also gain the ability to email the EQUIVALENCY ANALYSIS. Prior, a user could Print or Export the report, but not Email it. When selecting Email, an Excel file of the EQ Audit will be generated. 

Usage Statistics are now available within the TES General Use report under the following Usage Types:

  • Course List Report - Export Summary
  • Course List Report - E-mail Equivalency Report

For more information, see Course List Report and its Related Articles.

New Usage Statistics for Printing and Emailing of EQUIVALENCY DETAILS

Within Usage Statistics, users can now see how many times EQUIVALENCY DETAILS are being printed and emailed.

How It Works

Within the Equivalency Manager, users with the CREATE EQ or ADMINISTRATOR user right can Print or Email EQUIVALENCY DETAILS. These occurrences are now tracked within the TES General Use report under the following Usage Types:

  • Course Equivalency Print
  • Course Equivalency Email

For more information, see Equivalency Edit Log, Usage Statistics, and TES General Use.

LAST LOGIN Date of Active TES Users

TES Administrators can now see the last date that an active user logged in to TES. 

How It Works

A new field has been added to the User Management screen: LAST LOGIN. The last date that an active user logged in to TES is reported in the format of MM/DD/YYYY. If the user has never logged in, this field is blank. This information also appears on the Export report.

For more information, see User Management and Export a List of Users.



Changes to TES® Evaluation Tracker Alert 

The TES Evaluation Tracker Alert email was updated to point users to the My Evaluations menu item within the Track menu. Resource links are now included in the message.

How It Works

Email alerts for assigned evaluation tasks are generated when:

  • the Send email alert? box is checked by default via a setting in Evaluation Tracker.
  • the task creator manually checks the Send email alert? box. 

The email alert previously instructed recipients to log into TES and click the Evaluation Tracker menu item for details. Given the Evaluation Workflow was renamed Evaluation Tracker, recipients are now directed to select the My Evaluations menu item under the Track menu to view assigned evaluations.

Within the email alert, recipients are also pointed to the following resources to help in the use of the Evaluation Tracker workflow:

  • A video overview of the Ins and Outs of the Evaluation Tracker.
  • The User Rights and Permissions documentation.
  • The Help button location in TES.

For more information, see Evaluation Tracker and E-mail Alert Default Status


Fix: Dashboard as Home Page

Users whose institutions are not storing equivalencies in TES® will no longer receive an error when logging into TES when the Dashboard is set as the Home Page. Updates to the user interface were made, so that account statistics are viewable.

How It Works

Within User Preferences, under SET MY HOMEPAGE, users can establish a default login page for TES. Users no longer need to store equivalencies in TES to access the system via this default.

When equivalencies are not stored in TES, users will not see the following sections of the Dashboard:

  • Equivalency distribution infographic
  • Schools with which we have equivalencies list
  • New catalogs for schools to which we have equivalencies list

Instead, the following message will be seen in this location: “No equivalency data found. This section intentionally left blank.”

Users can view USER ACTIVITY, MY TASKS, and ACCOUNT ACTIVITY regardless of whether equivalencies are stored in TES. 

For more information, see User Preferences.



Deny Action Reason Now Called “Type”

Within the My Evaluations queue, the Deny Reason drop-down menu name has changed.

How It Works

Within the Evaluation Tracker, evaluators can optionally select a reason that a course is being denied. The label has been changed to “ Type.”

For more information, see Completing an Evaluation

Last Action Status Added to All Open Evaluations Search

TES® users can now search pending evaluation tasks by Last Action Status.

How It Works

The Last Action Status: drop-down menu has been added to the EVALUATION SEARCH screen within the All Open Evaluations queue.

Users can select from the following statuses: 

  • Approve
  • Deny
  • Need More Information
  • Re-Assign
  • Add/Edit Course
  • Add/Edit Support File

When searching by the Last Action Status of Deny, radio buttons corresponding to each Type (Subject, Level, Lab, Sequence, or Other) can be used to further refine search results. The default choice of All will return every pending evaluation task with the Last Action of Deny and any or no Type.

Results can be reassigned or exported.

For more information, see All Open Evaluations and Re-Assign a Group of Open Evaluations.

“Re-Assign?” Button Name Change

The question mark and hyphen have been removed.

How It Works

The Re-Assign? button within the All Open Evaluations queue is now called “Reassign.”

For more information, see Re-Assign a Group of Open Evaluations.

Last Action Date Added as a Sort Option within All Open Evaluations, All Closed Evaluation Searches

EVALUATION SEARCH results can now be sorted by LAST ACTION DATE.

How It Works

Selecting LAST ACTION DATE from the Sort List By: drop-down menu in the EVALUATION SEARCH will return results in descending order of the last date an action was taken.

For more information, see All Open Evaluations and All Closed Evaluations

Institutional Identifier Codes Added to All Open Evaluations Search Export

Users can now include OPEID, IPEDS, CEEB, and/or PESCGEO codes in an export.

How It Works

A new pop-up screen will appear, asking the user to select the institution identifier to include in the export file. OPEID is selected by default.

For more information, see All Open Evaluations.

Export Options Menu Item Renamed

Export Options is now called Equivalency Export.

How It Works

After navigating to the Manage menu, users will select Equivalency Export. No changes have been made to the export functionality.

For more information, see Export Options


SUBHEADER TEXT in Group Reports expanded to 2048 characters

The SUBHEADER TEXT can now contain 2048 characters. Spaces, punctuation, and .html tags are also counted in the total character limit.

How It Works

Previously, Group Report SUBHEADER TEXT only allowed for 1024 characters. As more and more schools are starting to see what a great tool Groups and Group Reports are for communicating transfer programs, people are starting to need more characters in the SUBHEADER TEXT of the Group Reports. The character limit has now been expanded to 2048.

For more information, see Groups.


Full List of Schools with Equivalencies Now Available

All TES® users can now view the complete list of schools with which their institution has equivalencies within the Dashboard.

How It Works

Previously, only the top three schools with which an institution has equivalencies could be viewed on the Dashboard. TES Administrators could access the complete list within the Equivalency Count by Institution infographic within Usage Statistics. Now, all users will have access to the full list within the Dashboard. By default, the top three schools will automatically display. To view the complete inventory, select FULL LIST. Select TOP 3 to return to the default.

For more information, see Dashboard.8/9/2022

User Added Transfer Course: Increased Course Code Field Character Limit

The Course Code field character limit has been increased.

How It Works

Previously, user added Transfer Course codes could be no more than 50 characters in length. Now, up to 150 characters can be used when creating or editing these courses.



Equivalency Finder: Institution Profile Accessible within Equivalency Detail

The Institution Profile pop-up button (+) has been added to the Equivalency Detail page within Equivalency Finder. 

How It Works

Once an equivalency has been selected, the Equivalency Detail screen will appear. Select the Institution Profile pop-up (+) next to the institution name to be taken to the Institution Profile. Select the X at the top right of the pop-up window to return to Equivalency Detail.

Equivalency Explorer: Course Titles Added to Course Code Match Report

Transfer and home course titles have been added to the Course Code Match report. This information gives users a means to more quickly pinpoint courses they want to further analyze for potential equivalency.

How It Works

The Course Code Match report helps institutions identify potential equivalencies by comparing a transfer institution's dataset with a home institution's dataset and producing a list of matching course codes. Users will now see the following fields when viewing a report: Matching Course Code, Transfer Course Title, (Transfer Course) Units, Home Course Title, and (Home Course) Units. Users can compare the course titles. If the course titles are similar enough that they want to review the courses in more detail, they can click the arrow next to the matching course code and compare the course descriptions. If the content is deemed comparable, an equivalency can be created. 

Consistent Terminology: Eval Count

Labeling within the My Evaluations, All Open Evaluations, and All Closed Evaluations queues has been updated. 

How It Works

The number of evaluation tasks from an institution is now consistently called the "Eval Count." This number was previously labeled "#Course" within the My Evaluations and All Closed Evaluations queues. Within the All Open Evaluations queue, the label was "#Evaluation."

User Added Home Course: Increased Course Code Field Character Limit

The Course Code field character limit has been increased. 

How It Works

Previously, user added Home Course codes could be no more than 50 characters in length. Now, up to 150 characters can be used when creating or editing these course codes.



User Management: Updates to Profile Customization

This update fixes a bug that was preventing institutions from being able to grant a user the CREATE LIST, CREATE EVAL, SERVICE EVAL, MANAGE EVAL, ACCESS EQ, EXPLORE EQ, and CREATE EQ user rights without automatically granting them the ADMINISTRATOR right.

How It Works

If an institution grants CREATE LIST, CREATE EVAL, SERVICE EVAL, MANAGE EVAL, ACCESS EQ, EXPLORE EQ, and CREATE EQ user rights, the ADMINISTRATOR user right will no longer automatically be self-selected. A user can grant the rights listed without having to make a user an ADMINISTRATOR

Institutions should be aware that assigning the ADMINISTRATOR right to a user will continue to automatically assign all other user rights to them. If one of the user rights is removed from a user's profile, the ADMINISTRATOR right will also be removed.

Change to Evaluation Tracker Workflow: Option to Assign Tasks Back to Creator

Within the new routing system, evaluators now have the option to assign evaluation tasks back to their creator, if the creator has the necessary user rights.

How It Works

When selecting Approve, Deny, or Need More Information within an evaluation task, evaluators are required to Assign the course to a user for the next steps. If a Default Assignee for evaluation tasks was established by the TES Administrator in Evaluation Tracker, this person would appear at the top of the Assign list. Unless another user from the list were selected, the evaluation task would route to this individual. If no Default Assignee was selected, the Assign list would be blank, and the evaluator would have to select a user. Users are required to have the  SERVICE EVAL and either (MANAGE EVAL or CREATE EQ) user rights to appear on the Assign list.

With this update, if the evaluation task creator has both  SERVICE EVAL and either (MANAGE EVAL or CREATE EQ) user rights, this person will appear at the top of the Assign list as the Evaluation Task Creator. If no other user is selected by the evaluator, the evaluation task will return directly to them. If the evaluation task creator does not have the needed rights, then the Default Assignee for evaluation tasks as designated in Evaluation Tracker will appear on the top of the list. If the creator does not have the noted rights, and no default assignee has been assigned, the Assign field will appear blank. The evaluator is then required to select a person to which to assign the evaluation task. users are required to have the SERVICE EVAL and either (MANAGE EVAL or CREATE EQ) user rights to appear on the Assign list.

Re-Assign Last Action Note Hidden from Queue Grid View

The Re-Assign Last Action Note has been hidden from the My Evaluations and All Open Evaluations queue grid view. 

How It Works

When an evaluation task is routed to an individual for the next steps via the Assign box, a Last Action Note is added to the evaluation, indicating to whom it has been Re-Assigned. The evaluator's decision and Notes appeared as separate Note on the next line. When opening the My Evaluations and All Open Evaluations queues, the hierarchical placement of the Re-Assign note prevented users from being able to scan through all evaluator decisions and comments at once.

Now, Re-Assign Last Action Notes will be hidden from the noted queue's grid views, but still appear in the evaluation log. This will enable users to visually scan through the evaluations to better prioritize which evaluations need immediate action. The Last Action Note column is also now sortable.


Public View Updates: Consistent Heading Terminology & Placement

Consistency has been established with regards to the naming and order of Public View Transfer Resource URL headings.

How It Works

Institutions can display three Transfer Resources URLs on their TES Public View homepage. The Public View Management page describes these as the Transfer Website URL, the Transfer Policy URL, and the Transfer Appeals URL. The Transfer Website URL was listed as the "Transfer Section" URL on the Public View. It was also listed third, while it's first on the Public View Management page. 

The heading names and order are now consistent between pages. When URLs are made available, visitors of the Public View can now see the following heading names in the order listed: Transfer Website, Transfer Policy, and Transfer Appeals.


Updates to the Evaluation Tracker

  • Institutions can now assign a user right that enables someone to create an evaluation task but not evaluate courses or create equivalencies.
    • How It Works: The EVAL TRACKER user right has been split into three new user rights: CREATE EVAL, SERVICE EVAL, and MANAGE EVAL
      • Institutions that wish for users to be able to initiate and assign evaluation tasks but not evaluate courses or create equivalencies can assign them the CREATE EVAL.
      • For more information, see User Rights and Permissions
  • The Select an Action drop-down within the Evaluation Tracker has been modified.  
    • How It Works: Previously, evaluators would select the reason they were denying a course (Subject, Level, Lab, Sequence, Other) from the initial menu.
      • Users will now see only one Deny option; when they select this, the Deny screen will appear. They will then have the option to choose one of the reasons noted, or leave the Reason field blank. 
      • For more information, see Completing an Evaluation.
  • Evaluators will be prompted to route completed evaluations to a user for the next steps.
    • How It Works: When evaluators select  Approve, Deny, or Need More Information from the Select an Action menu, they will be prompted to choose a user to route the evaluation to.
  • The Evaluation Workflow, located under Manage, has been renamed to better reflect its content.
    • How It Works: The area in which to establish default settings for evaluation tasks is now called Evaluation Tracker. 

Updates to User Rights

  • Changes have been made to TES user rights to both support new functionality within the Evaluation Tracker and open the way for a more complex routing system. Several user rights have also been renamed and given expanded capabilities. 
    • How It Works
      • The EVAL TRACKER user right has been split into three new rights, as noted above. These are CREATE EVAL, SERVICE EVAL, and MANAGE EVAL. 
        • To create evaluation tasks, users will need the CREATE EVAL user right assigned to them. 
        • To review evaluation tasks assigned to them, users will need the SERVICE EVAL user right.
        • To manage evaluation tasks, users will need the MANAGE EVAL and SERVICE EVAL user rights.
      • CollegeSource has migrated all users with EVAL TRACKER rights to the new SERVICE EVAL right. 
        • Users who had EVAL TRACKER and EQ MANAGER (now called CREATE EQ) user rights have been migrated to the following: CREATE EVAL, SERVICE EVAL, MANAGE EVALand CREATE EQ.
      • Users with SERVICE EVAL, MANAGE EVAL, and CREATE EQ user rights will be able to create an equivalency from any evaluation - even those that didn't originate from them. This means more users at your institution can help build equivalencies without assigning them the previously required ADMIN right.
      • Users with the MANAGE EVAL right can now send reminders about pending evaluation tasks. Previously, this capability was restricted to users with ADMIN or EQ MANAGER rights.
      • The CREATE REPORT user right is now CREATE LIST.
      • The EQ REPORT user right is now ACCESS EQ.
        • Users with this right will be able to see equivalencies hidden from the public within Equivalency Finder. Within this area, they will also be able to see the Creator, Equivalency Log, Evaluation Log, and Private Note details of an evaluation. This right is also required to use Course Finder's EQ Search.
      • The EXPLORER REPORTS user right is now EXPLORE EQ.
      • The ADMIN user right is now ADMINISTRATOR.
        • When selecting this user right, all other rights are now automatically granted. This gives administrators access to all the functionality in TES without having to add additional rights.

For more information, see User Rights and Permissions.

Course Change Explorer: New Location

The Course Change Explorer is moving to a new location within the menu.

How It Works

The Course Change Explorer report is now accessible through the Equivalency Explorer. 

Users will need EXPLORE EQ user rights to run any of the Explorer reports. Both EXPLORE EQ and CREATE EQ user rights will be required to create equivalencies from these reports.



Public View Update: Hide/Unhide Institutions from the Public View

TES Administrators can now hide a transfer institution (or a campus(s) with shared catalogs) and its equivalencies and GUIDES from the Public View.

How It Works

A new field has been added to Public View Management. Within SHOW/HIDE SEND INSTITUTION, TES Administrators can select an institution or campus branch that they wish to hide from the Public View. When prompted, they would then select the Hide radio button. If an institution has been hidden, it will have a notation after its name on the drop-down list. To unhide an institution, the administrator will choose the institution name from the list and select the Show radio button. 

This functionality enables administrators to limit the number of shared catalogs visible in the Public View.

For more information, see The TES Public View.

Equivalency Search: New Options

New capabilities are available within Equivalency Search. Users can now locate equivalencies by searching across a date range and by Begin Date or End Date. 

How It Works

There are now separate FROM and TO date fields instead of one date field. Users can manually enter the date in each area or use the calendar icon to find their selection. Searches can be performed across a range of dates or by a specific Create Date, Last Edit Date, Begin Date, or End Date. If searching by a particular date (example: find all equivalencies with an End Date of 8/31/2022), users should enter that date into both the FROM and TO fields. Once located, equivalencies can be batch edited, deleted, or exported.

For more information about Equivalency Search, see The Equivalency Batch Editor.

Consistent Terminology: Date Range

Terminology within Equivalency Export has been updated. 

How It Works

"Select Date Range" has been updated to "Date Range." What was "Apply Date Range" is now nested under Date Range and called "APPLY TO." 

For more information about Equivalency Export, see Export Options.

Fixed Rendering of Apostrophe in Email Subject Line: Course Finder

Fixed issue with rendering an apostrophe in the subject line when emailing course description through Course Finder. The apostrophe was being converted into a string of symbols.

How It Works

Apostrophes will now correctly display in the email subject line.

For an overview of Course Finder, see Using Course Finder.



Public View Update: Institution's Equivalency Data Can Be Updated Immediately via UPDATE EQS 

This update makes it possible for TES Administrators to immediately update the display of an institution's equivalencies in their Public View. Ordinarily, equivalencies are automatically refreshed every 24 hours.

How It Works

Within Public View Management, administrators can now navigate to UPDATE EQs and select the institution whose equivalencies they want to be updated in the Public View right away. Once the user has selected UPDATE, data from that institution will be refreshed. This functionality can be useful if information needs to be communicated prior to the scheduled refresh.

For more information regarding the TES Public view, see The TES Public View.

Equivalency Export: Filter By EQ Status - Active,  In-Active, or Both

Equivalency Status is now a search parameter within Export Options. TES Administrators can now specify whether to export only active equivalencies, inactivate equivalencies, or both.

How It Works

Equivalency Export will be set by default to export only active equivalencies. Users can change the EQ Status to In-Active to export only In-Active equivalencies, or Both to export both Active and In-Active equivalencies. This enables users to more effectively target the type of equivalencies they would like to retrieve. 

For more information regarding exporting equivalencies, see: Export Options

Consistent Terminology: EQ Status

The phrase "EQ Status" is now consistently used within areas of TES where you can adjust your search parameters by whether equivalencies are Active, In-Active, or Both. 

How It Works

The phrase "Effective Date" has been replaced with "EQ Status" in the Equivalency Search field of the following: the Public View, Equivalency Finder, Equivalency Batch Editor, and within Equivalency Manager.


Public View Font Styling Updates

This fix addresses consistent font styling in the Public View. All letters and characters within Institution names, Report Link names, Equivalency Group names, and Equivalency Group Report names are now capitalized and underlined. These names are no longer bolded.

How It Works

Browser caches retain CSS styling sheets. An older styling sheet was retained, causing inconsistency in the styling of font in the Public View. While all Institution names were bolded, international and user-added institution names were not fully capitalized. Similarly, Equivalency Group names were case-sensitive. This fix ensures that all above-noted names are consistently capitalized. When a link to more information is available, the text is underlined.

If you are not seeing consistent styling in the Public View, please clear your cache. For more information regarding the Public View, see Using the Public View.

Course Tag Audit Sortable by Whether There are Existing Equivalencies

This update allows users to sort the results of a Course Tag Audit by whether equivalencies exist to the specified institution's courses.

How It Works

When conducting a Course Tag Audit through Equivalency Explorer, users can now click on the EQ EXISTS? button to sort the audited institution's courses by whether equivalencies exist in the selected catalog. This allows users to quickly see which courses have not been evaluated and prioritize these for review.

For more information regarding Course Tags, see Course Tags and Outlines and Equivalency Explorer: Course Tag Audit

Adjusted Button Sensitivity to Prevent Creation of Duplicate Evaluations Tasks, Equivalencies, and Users

This update prevents the creation of duplicate data by increasing the length of time required before a user can click submit buttons a second time.

How It Works

TES will no longer recognize accidental double-clicks on the Create Evaluation Task button in the Evaluation Tracker, the Create button in the Equivalency Manager, the Submit button in Equivalency Explorer (Reciprocal, Course Title Match, Course Code Match), and the Add User button in User Management. Double-clicks had been creating duplicate entries; this adjustment is an effort to prevent this from happening. 



Public View Updates for Accessibility

This update removed the arrow element from the Public View list of schools and equivalencies. The link was duplicated within the list itself and did not follow convention for screen readers.

How It Works

The duplicated link was removed to enhance clarity.

For more information regarding the TES Public View, see: The TES Public View



Added Transferology Terms of Use to Annual Password Reset

This update added a link to the Transferology Terms of Use to the Password Reset feature. Because the same credentials provide access to TES and/or Transferology (depending on what your institution subscribes to), resetting your password is impacted by the Terms of Use for both products.

How It Works

A link to the Transferology Terms of Use was added to provide access to those guidelines.

For more information regarding the TES Password, see: TES User Preferences


Fixed "Mixed Content" Error in Public View E-mail (only affected iFrame deployments)

This update fixed duplicate e-mail messages sent when accessing the Public View through an iFrame.

How It Works

Duplicate e-mail messages will no longer be generated.

For more information regarding the TES Public View, see: The TES Public View


Public View E-mail Will Display User's E-mail Address

This update changed the From: e-mail display to display the e-mail address the user enters in the "Your E-mail" field in the Public View E-mail questions pop up.

How It Works

Previously the "From:" e-mail displayed tes@collegesource.com. It will now show the e-mail address of the correspondent.

For more information regarding the TES Public View, see: The TES Public View


Equivalencies to International Institutions Added to the Export Options Report

This update added your equivalencies to International Institutions to the output that you receive when you use the Manage>Export Options report. Previously, only equivalencies to domestic institutions would display in the export file.

How It Works

Equivalencies to Non U.S. institutions now display in the Export Options output file.

For more information regarding the Export Options feature, see: Export Options

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