User Rights and Permissions

User rights control access to the features in TES®. A TES Administrator assigns the appropriate right(s) 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 college or university.

TES® User Rights

User rights are managed through the User Management page in the Manage menu. 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, course information, and equivalency histories (except for Private Notes) through the Course Finder.
  • Viewing public equivalencies through the Equivalency Finder.
    • Institutions must store equivalencies in TES to take advantage of the Equivalency Finder.
  • Changing the individual user's account password and setting a home page in User Preferences.
  • Viewing reports and infographics within the Dashboard.

In addition, within the Course Finder, all users can:

  • View and track the availability of other institutions' catalogs and course data sets in TES.
  • Add catalogs to the institution's watchlist to track them through the production cycle.
  • Request catalogs be added to TES if no information is available about these catalogs and they have not already been requested from CollegeSource.
  • Remove catalogs from the institution's watchlist in the event that the user is the individual who added them to the list.

Within the Dashboard, all users can additionally view and manage the catalogs within the institution's watchlist; unless one is a TES Administrator, however, an individual can only remove a catalog from the watchlist if the user was the person who added it to the list.

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 is not permitted 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 a Course List Report.

Like all users, these individuals can also:

  • View institution and course information and equivalency histories (though not Private Notes) within the Course Finder.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • View public equivalencies within the Equivalency Finder.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Create List User Right capabilities, as described above.


CREATE EVAL

This user right should be assigned to anyone who needs to initiate an evaluation task in TES®.

Through the Course Finder, users with this right can:

  • Create and assign evaluation tasks.
    • Propose an equivalent course(s) within the evaluation task and add a support file(s). 
  • View the equivalencies of institutions the user's college or university has identified as peer institutions.

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 further manage evaluations. Institutions may give this right 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 the next steps. This person will appear at the top of the Re-Assign list as the Evaluation Task Creator.

Individuals with this right can also:

  • View institution and course information, equivalency histories (though not Private Notes), and evaluation histories within the Course Finder.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • View public equivalencies within the Equivalency Finder.
  • Change the individual user's account password and set a home page in User Preferences.
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Create Eval User Right capabilities, as described 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
  • Approve

Users with the MANAGE EVAL or CREATE EQ user rights will also need to have SERVICE EVAL assigned to them. If a user with SERVICE EVAL additionally has the MANAGE EVAL or CREATE EQ right, that individual can also Close evaluation tasks within My Evaluations. Users with SERVICE EVAL and MANAGE EVAL can add or remove the TRANSFER COURSES within an initiated evaluation task on the ADD/EDIT COURSE page.

Individuals with this right can also:

  • View institution and course information, equivalency histories (though not Private Notes), and evaluation histories within the Course Finder.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • View public equivalencies within the Equivalency Finder.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Service Eval User Right capabilities, as described 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 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
    • Close
  • Add or remove the TRANSFER COURSES within an initiated evaluation task on the ADD/EDIT COURSE page.
  • Batch re-assign evaluations and export evaluations from All Open Evaluations.
  • Access, re-open, export, and delete all closed evaluations.
  • 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.

Individuals with this right can also:

  • View institution and course information, equivalency histories (though not Private Notes), and evaluation histories within the Course Finder.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • View public equivalencies within the Equivalency Finder.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Manage Eval User Right capabilities, as described above.

ACCESS EQ

Users with this right can:

  • Run an EQ Audit (equivalency report) within a Course List Report.
    • The CREATE LIST user right is also needed to manage Course List Reports.
  • Utilize the EQ Search within the Course Finder.
  • View institution and course information and equivalency histories (including Private Notes) within the Course Finder.
  • View the equivalencies of institutions the user's college or university has identified as peer institutions within the Course Finder.
  • View all equivalencies (both public and hidden) within the Equivalency Finder, along with CREATOR, EQUIVALENCY LOG, EVALUATION LOG, and PRIVATE NOTE details.

Individuals with this right can also:

  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Access EQ User Right capabilities, as described 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.

Individuals with this right can also:

  • View institution and course information and equivalency histories (though not Private Notes) within the Course Finder.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • View public equivalencies within the Equivalency Finder.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

Chart of Explore EQ User Right capabilities, as described above.

CREATE EQ

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

Users with this right can:

  • Create equivalencies through the Course Finder.
  • View the equivalencies of institutions the user's college or university has identified as peer institutions within the Course Finder.
  • View all equivalencies (both public and hidden), along with CREATOR, EQUIVALENCY LOG, EVALUATION LOG, and PRIVATE NOTE details, within the Equivalency Finder.
  • Create, edit, export, delete and de-dupe equivalencies within the Equivalency Manager.
    • If users also have the CREATE EVAL user right, these individuals can create evaluation tasks from within the Equivalency Manager. When creating an evaluation task from this area, users can propose an equivalent course(s) and add a support file(s).
  • Create Groups and create, edit, and share Group Reports.
  • Search, edit, and export equivalencies within the Equivalency Batch Editor.
  • Create equivalencies from Health Check reports.
  • When combined with EXPLORE EQ, create equivalencies from Equivalency Explorer reports. 
  • Create, edit, migrate, and delete User Added Courses.

If users also have the SERVICE EVAL right, within the Evaluation Tracker, these individuals can create and close equivalencies and evaluations in My Evaluations. If users have the SERVICE EVAL, MANAGE EVAL, and CREATE EQ user rights, these individuals can create and close equivalencies in All Open Evaluations.

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.

Individuals with this right can also:

  • View institution and course information and equivalency histories (including Private Notes) within the Course Finder.
    • If granted the SERVICE EVAL user right, this user can additionally view evaluation histories.
  • View, track, and request catalog availability through the Course Finder.
  • View the institution's watchlist and remove catalog titles added by the user through the Course Finder and/or Dashboard.
  • Change the individual user's account password and set a home page in User Preferences;
  • View reports and infographics within the Dashboard.

The below chart illustrates the access granted with this right:

Chart of Create EQ User Right capabilities, as described 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, Send Email Reminders, Equivalency Manager, Equivalency Batch Editor, Equivalency Explorer, User Added Courses, Course Tags & Outline, User Preferences, Dashboard, Usage Statistics, Evaluation Tracker default settings, Peer Management, Public View Management, User Management, and Equivalency Export.

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.
  • Create, edit, and delete Institution Profile notes within the Course Finder.
  • Remove catalog titles added by any user from the Catalog Status Tracking Watchlist; this can be done either within the Course Finder or via the Dashboard.
  • 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.
    • Email 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 CREATOR/ASSIGNEE for externally generated evaluation tasks.
  • Turn Peer Sharing On/Off and manage the college or university's list of Peer Institutions.
  • Manage the Public View.
  • Run an on-demand export report of equivalencies within Equivalency Export.

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:

Chart of Administrator User Right capabilities, as described above.

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