Creating an Equivalency from an Evaluation Task

The Evaluation Tracker overviews the three queues of the TES® Evaluation Tracker workflow. This article reviews the process for creating an equivalency from an evaluation task.

Overview
Creating an Equivalency

Overview

Equivalencies can be created from evaluation tasks housed within the My Evaluations and All Open Evaluations queues. Once an evaluation task has been assigned to a person for the next steps, it will appear in the user's Assigned to me queue within My Evaluations. The evaluation task can also be viewed within All Open Evaluations. Depending on the institution's business practices, a person may create equivalencies from evaluation tasks:

assigned to that individual.
assigned to others.
- Institutions taking this collaborative approach allow multiple people to work through tasks in the All Open Evaluations queue, regardless of who the evaluation was assigned to for completion.

The SERVICE EVAL and CREATE EQ user rights are needed to create an equivalency from an evaluation task. MANAGE EVAL is additionally required to create the equivalency from an evaluation task not assigned to the person.

Creating an Equivalency

To create an equivalency from an evaluation task:

1. Go to Track.

2. Select one of the following:

My Evaluations
All Open Evaluations

If selecting My Evaluations, Assigned to me is selected by default.

3. Select the blue arrow in front of the name of an institution.

Screenshot of My Evaluations queue. Red call out illustrates location of the blue arrow to the left of the institution's name.

The following information will be displayed in the EVALUATION LIST:

Screenshot of EVALUATION LIST as described below. One course from Central Lakes College is in the list.

SEND COURSE(S)

Transfer institution course identifier (often structured as a subject + number)

PROPOSED COURSE(S)

Equivalency suggested by the evaluation task creator or evaluator (if blank, no equivalency was proposed)

LAST ACTION NOTE

Description of the last action taken (may include comments)

LAST ACTION DATE

Most recent date an action was selected

ASSIGNEE

Person to whom the evaluation task is currently assigned

CREATOR

Person who initiated the evaluation task

CREATED

Date the evaluation task was created

3. Select the blue arrow next to the SEND COURSE(S) of an evaluation task.

Screenshot illustrates blue arrow to the left of PSYC 1423.

4. The EDIT EVALUATION screen will appear:

Screenshot depicting EDIT EVALUATION screen. Course information for Central Lakes College's PSYC 1423 Positive Psychology The Science of Well being displays.

For a complete overview of the course information, EVALUATION DETAIL, and EVALUATION LOG details included in an evaluation, see My Evaluations: Tasks Assigned to Me.

5. Review the EVALUATION LOG. Verify that the evaluation is complete.

How this is determined will vary by institution.
- A Last Action Note of Approve does not necessarily mean the evaluation cycle is complete.
  - Some evaluation tasks will require multiple rounds of review, such as in the example above.
    - Professor Piaget evaluated Central Lake's PSYC1423 as a PSY 1xx LEVEL ELECTIVE. The course was then sent to Dean Beckett, who determined the course could meet CollegeSource University's Social Sciences requirement.
- A Last Action Note of Deny or Need More Information does not necessarily mean a course cannot transfer.
  - Suppose a course is sent to CollegeSource University's Biology Department for review. The faculty member does not think it should transfer as equivalent to a Biology course and selects Deny. CollegeSource University has a policy that all coursework must transfer as elective credit, at a minimum. An authority in the Registrar's Office could then consider the faculty evaluation complete, and proceed to complete the evaluation by choosing Add/Edit Course from the SELECT AN ACTION drop-down menu, and selecting an elective.

Tip: TES Administrators should ensure that anyone with the CREATE EQ user right is familiar with the institution's transfer policies. The person creating the equivalency often acts as the final "reviewer" of the evaluation task by ensuring that evaluation decisions accord with policy and practice.

6. Under SELECT AN ACTION, select Create Equivalency and Close.

Screenshot of Select an Action. The action of Create Equivalency and Close is being selected by the user.

The CREATE EQUIVALENCY/CLOSE screen will appear with the following fields:

Screenshot of Create Equivalency/Close screen as described below.

Begin Date:

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:

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 from the Public View, check the box

Users without the ACCESS EQ user right will not be able to see the equivalency in the Equivalency Finder.

Public Note: (optional)

Enter notes to display in the Public View

Private Note: (optional)

Enter notes to document 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 or CREATE EQ user right can view this information in the Equivalency Finder.

Close Note: (optional)

Enter additional notes to document something that happened during the evaluation process that does not need to be part of the equivalency log

This note only appears within the All Closed Evaluations queue.

7. Fill in the fields according to the instructions above.

8. Select Submit.