What's Coming in TES: 2022 Evaluation Tracker and User Rights Changes

Changes to TES are now live! 

  • The below article was made available to TES users on May 31st, 2022 as a means to inform them about the upcoming Evaluation Tracker and user rights changes. This document will be archived on July 13th, 2022. The information contained within is now available at:

Changes are coming to TES on June 13th, 2022. These primarily involve updates to the Evaluation Tracker and user rights. 

There will be three opportunities to attend our upcoming webinar Introducing the New TES Evaluation Tracker Workflow User Rights:

June 10th - 3pm EDT/12pm PDT    Register for Webinar

June 13th - 3pm EDT/12pm PDT    Register for Webinar

June 15th - 3pm EDT/12pm PDT    Register for Webinar

If you have questions, please contact tes-support@collegesource.com.

Why Changes are Happening

  1. CollegeSource is responding to customer feedback: 
    1. Institutions have requested functionality that would enable some users to send courses for review but not be able to take further action on evaluations. 
      • This requires adjusting the current user rights and evaluation tracker.
  2. The new user rights schema creates a strong cybersecurity framework.
  3. The changes happening open the way for more complex routing of evaluations.

What Do Institutions Need to Do to Prepare?

CollegeSource has developed a plan to transition your institution's existing users from their current rights to their closest equivalents on June 13th. This means no action is required by your institution. However, you may want to do the following:

  1. Export a copy of your users' current rights by June 13th if you want to be able to refer back to them.
    1. Select the Export button in User Management.
  2. Familiarize yourself with the new user rights, the CollegeSource User Rights Migration Plan, and how changes will impact your users.
    1. See User Rights and Permissions for a refresher on existing user rights. This document will be updated on June 13th with the new user rights schema. 
    2. Make a plan to review your current users and the rights they will be assigned in the migration.
      • If there are any users whose rights you will want to change (i.e., you prefer to give them different rights than those assigned in the migration), make a note of this. 
  3. Start thinking about the following: 
    1. Will your institution allow some users to send course reviews but not take further action on evaluations? If so, you can start planning who you will be assigned the new CREATE EVAL user right on your campus.
    2. What campus stakeholders need to be made aware of changes to existing user rights and the routing within the Evaluation Tracker? How will you inform them?
  4. After user rights are updated on June 13th, make any needed changes to your user's rights.

What's Changing in TES

1. The Evaluation Tracker

  • Institutions will be able to assign user rights that enable someone to create an evaluation task but not evaluate courses or create equivalencies. 
  • Within Select an Action, users currently see multiple reasons they could Deny a course for transfer - Subject, Level, Lab, Sequence, and Other. These reasons are being relocated.
    • Users will see one Deny option; when they select this, they will have the option to choose one of the reasons noted, or leave the Reason field blank.
  • When evaluators select the Approve, Deny, or Need More Information actions within an evaluation, they will be prompted to choose a person to route the completed evaluation to.
  • Evaluation Workflow, located under Manage, will now be called Evaluation Tracker. 
    • Within this area, TES Administrators establish default settings for evaluation tasks.

2. User Rights

  • The above changes to the Evaluation Tracker requires three new evaluation tracker rights: CREATE EVAL, SERVICE EVAL, and MANAGE EVAL.
    • To create evaluation tasks, users will need the CREATE EVAL user right. 
      • Currently, users need both EVAL TRACKER rights and EQ MANAGER or ADMIN rights to create evaluation tasks. 
    • To review evaluation tasks assigned to them, users will need the SERVICE EVAL right.
    • To manage the evaluation process, users will need the MANAGE EVAL user right. 
      • They will also need the SERVICE EVAL right.
    • Given some users will be able to only initiate an evaluation, completed evaluations no longer automatically return to their originator and will need to be routed to someone for next steps. 
      • Users with SERVICE EVAL and MANAGE EVAL OR CREATE EQ user rights will populate the drop-down list of eligible recipients. The Default Assignee for evaluation tasks (as determined in Evaluation Tracker) will always appear at the top of the list. 
    • 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.
  • Several user rights are being renamed, and some are given additional capabilities.
    • CREATE REPORT is now CREATE LIST.
    • EQ REPORT 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.
    • EXPLORER REPORTS is now EXPLORE EQ.
    • EQ MANAGER is now CREATE EQ.
    • ADMIN 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.

3. Course Change Explorer

  • The Course Change Explorer is moving to Equivalency Explorer.
    • Users will need EXPLORE EQ user rights to run any of the Explorer reports.  However, both EXPLORE EQ and CREATE EQ user rights will be required to create equivalencies. 

CollegeSource User Rights Migration Plan

On June 13th, CollegeSource will automatically transition users at your institution to the noted future rights. If institutions want to make additional changes, they are welcome to do so after the migration. 

This image shows illustrates the future TES user rights as shown in User Management. Starting at the left, these are CREATE LIST, CREATE EVAL, SERVICE EVAL, MANAGE EVAL, ACCESS EQ, EXPLORE EQ, CREATE EQ, and ADMINISTRATOR.

Current Right Future Right
EQ MANAGER CREATE EQ
EVAL TRACKER SERVICE EVAL
EVAL TRACKER (AND)
EQ MANAGER
CREATE EVAL (AND)
SERVICE EVAL (AND)
MANAGE EVAL (AND)
CREATE EQ
EXPLORER REPORTS EXPLORE EQ
ADMIN ADMINISTRATOR
CREATE REPORT CREATE LIST
EQ REPORT ACCESS EQ

Future User Rights: A Detailed Look

The below provides a more detailed explanation of the capabilities of each future user right.

CREATE LIST

Formerly, CREATE REPORT

Grant the CREATE LIST user right to anyone who needs to create a Course List Report. Users can view institution and course information in the Course Finder, and view equivalencies in the Equivalency Finder. As noted, users with this right can also create, edit, and share Course List Reports.

CREATE EVAL

New User Right

Grant this user right to users who need to initiate an evaluation. Within the Course Finder, users can view institution and course information, and view evaluation histories. They can also create and assign evaluation tasks. When doing so, they can add a proposed course, and support files. Within Equivalency Finder, they can view equivalencies.

SERVICE EVAL

New User Right

Assign this right to anyone who needs to evaluate a course. Users with MANAGE EVAL or CREATE EQ user rights will also need this right. Within Course Finder, users can view institution and course information, and view evaluation histories. Within Equivalency Finder, they can view equivalencies. Within the Evaluation Tracker, within tasks in My Evaluations, the user can select the following actions: Deny, Need More Information, Re-Assign, Add/Edit Course, Add/Edit Support File, and Approve. If the user also has MANAGE EVAL, they can close evaluations.

MANAGE EVAL

New User Right

Assign this role to users who direct the transfer evaluation process. users can view institution and course information, and evaluation histories, within course finder. within the equivalency finder, they can view equivalencies. within the evaluation tracker, they can access, re-open, export, and delete all closed evaluations. they can also send reminder emails. when combined with service eval, within all open evaluations, they can select the following actions: deny, need more information, re-assign, add/edit course, add/edit support file, approve, and close. they can also batch re-assign evaluations, and export evaluations.

ACCESS EQ

Formerly, EQ REPORT

Grant this user right to those who need to run the EQ Audit, and view hidden equivalency data in Equivalency Finder. Users with this right can view institution and course information, and use the EQ Search feature in Course Finder. Within Equivalency Finder, they can view equivalencies. They can also see hidden equivalencies, including creator, equivalency log, evaluation log, and private note details. Within Course List Report, they can run an EQ Audit.

EXPLORE EQ

Formerly, EXPLORER REPORTS

Grant the EXPLORE EQ right to users who need to use the Equivalency Explorer Reports. Users can view institution and course information within the Course Finder. Within the Equivalency Finder, they can view equivalencies. Within the Equivalency Explorer, they can run Explorer Reports.

CREATE EQ

Formerly,  EQ MANAGER

Grant the CREATE EQ right to users who need to create equivalencies. Users can view institution and course information and create equivalencies within the Course Finder. They can also view equivalencies within the Equivalency Finder. When combined with SERVICE EVAL user rights, within My Evaluations, they can create and close equivalencies within the Evaluation Tracker. Users with SERVICE EVAL, MANAGE EVAL, and CREATE EQ user rights can create evaluations from tasks within All Open Evaluations in the Evaluation Tracker. Users with this right can do the following within the Equivalency Manager: create, edit, export, delete and de-dupe equivalencies, create groups, and create, edit and share group reports. If they have CREATE EVAL rights, they can also create evaluation tasks from within the Equivalency Manager. Here, they can propose equivalent courses and add support files. Within Equivalency Batch Editor, they can search, edit, and export equivalencies. They can also create equivalencies from Health Check Reports. Within Equivalency Explorer, if they have EXPLORE EQ rights as well, they can also create equivalencies from these reports. Within User Added Courses, they can create, edit, migrate and delete user added courses.
ADMINISTRATOR

Formerly, ADMIN

Grant Administrator rights to users who need to be able to manage TES and perform any action within. Users will have full access to the Course Finder, Equivalency Finder, Course List Report, Evaluation Tracker, Equivalency Manager, and Equivalency Batch Editor. Within the Equivalency Batch Editor, they can also batch delete equivalencies. Administrators have full access to the Equivalency Explorer, User Added Courses, and Course Tags and Outlines. Contact CollegeSource regarding Course Tags and Outlines. Once established, Administrators can create, update, and migrate course tags. They can also upload, update, migrate, and delete course outlines. Administrators have full access to Usage Statistics, the Evaluation Tracker, Public View Management, User Management (including sending reminder emails), and Export Options.