Catalog Status Tracking: Check the Status of and Request a School's Catalog

This article provides an overview of how users can view the availability of other institutions' catalogs and course data sets in TES®. From there, the user can:

1. Add the catalog to the institution's watchlist to track it through the receipt & production cycle; or
2. In instances where no information is available about the catalog and it has not already been requested from CollegeSource, request that it be added to TES.

CollegeSource maintains an extensive database of college catalogs. Catalogs from United States institutions are collected annually (or by print cycle) where permission exists or where it is implied by subscription to a CollegeSource service. For more information, see CollegeSource’s Catalog Collection Policy.

CollegeSource makes every effort to ensure that catalog holdings are up to date. However, when going to build an equivalency or initiate an evaluation task, colleges may occasionally find an institution's catalog (and its corresponding course data set) unavailable.

A catalog may not be available in TES® when:

1. An institution has not yet shared it with CollegeSource;
2. A school revises its catalog throughout the academic year and asks CollegeSource not to publish it until it is complete; or
3. CollegeSource is no longer actively collecting catalogs from the institution.

Additionally, a catalog may have been received from an institution but is not yet available for use in TES because it needs to go through processing and quality control checks. Below is the process that users can follow to determine catalog availability in TES.

Search for a Course Catalog

To determine if a course catalog (and its corresponding course data set) is available within TES®:

1. Go to the Search menu.
2. Select Course Finder.
3. Use the INSTITUTION SEARCH box to enter the name of the institution.
   • The U.S. Schools toggle is selected by default.
   • If needed, toggle Non-U.S. Schools or All to broaden the search.
4. Select Search.
5. Select the arrow to the left of the institution's name.
6. Use the DATA SET dropdown to view the list of available course data sets.

7. Use the CATALOG drop-down to view the list of available catalogs.

Depending on whether and what information is available, one of the following messages will appear either in place of or below these fields in TES. These messages can help the user determine the next steps in locating the catalog and/or data set needed.

Data Set and Catalog Messages

Data Sets or Catalogs Not Available

If no data sets are available from the institution, the following message will appear in place of the DATA SET drop-down:

If no catalogs are available from the institution, the following message will appear in place of the CATALOG drop-down:

If neither course data sets nor catalogs have been collected from an institution, at the bottom of the page, the following message will also appear:

Users can select the bolded, hyperlinked portion of the message to request more information from CollegeSource.

New Catalogs Not Being Actively Pursued

In the event that new catalogs are not being actively pursued, at the bottom of the page, the following message will appear:

Users can select the bolded, hyperlinked portion of the message to request more information from CollegeSource.

Some Data Sets and/or Catalogs Available

If at least one data set and/or catalog is available for the institution, the following message will display:

Users can select the bolded, hyperlinked portion of this message to:

1. Check the catalog's status;
2. Manage the institution's watchlist; or
3. Request a catalog be added to TES.

Check a Catalog's Status

To check a catalog (and its corresponding data set's) status:

1. Where the following note appears in Course Finder 2 (see above), select the bolded, hyperlinked portion of the text.

2. The Status Tracking page will appear with the following information:

Where one or more catalogs have been added to the watchlist, the following information is displayed:

To view a catalog's status, select the Catalog Title and applicable Academic Year from the drop-down menus.

3. Select Check Status.
4. Review the information presented.

Example: No information available

Example: No information available; catalog has already been requested

Example: File Received

Example: In Progress; catalog previously added to the institution's watchlist

Example: Quality Control; catalog has already been requested

Example: Completed

Add a Catalog to the Institution Watchlist

If no information is available about a specific catalog, or a catalog file has been received but not completed, the user will be presented with the option to add the catalog to the institution's watchlist. Select the Watchlist button to do so.

Once added, the catalog will appear in the watchlist of all users at the institution:

Manage the Institution Watchlist

All active TES® users can add catalogs to or manage the catalogs within an institution's watchlist. Since the watchlist is not user-specific, any changes to the watchlist will span across the college or university account. As noted above, only TES Administrators can remove any catalog title from the institution's watchlist; any other user can only remove catalog titles that the individual added.

The institution's watchlist can be managed via one of two paths:

1. The Dashboard
2. The Course Finder

To manage the watchlist from within the Dashboard:

1. Go to the Manage menu.
2. Select Dashboard.
3. Scroll to the bottom of the page until the CATALOG STATUS TRACKING WATCHLIST appears.

From here, the user can:

• Sort the results by heading (select the heading name).
• Select the View button (eyeball) to the left of a CATALOG TITLE to view the catalog's status.
• If the user who added the catalog to the watchlist or a TES Administrator, select the Remove button to the right of a CATALOG TITLE to take it off the institution's watchlist.

To manage the watchlist from within Course Finder:

1. Go to the Search menu.
2. Select Course Finder.
3. Use the INSTITUTION SEARCH box to enter the name of an institution for which at least one data set and/or catalog is available.
   • The U.S. Schools toggle is selected by default.
4. Select Search.
5. Select the arrow to the left of the institution's name.
6. If at least one data set and/or catalog is available, the following message will appear:

7. Select the bolded, hyperlinked portion of the text.
8. The Status Tracking page will appear.

From here, the user can:

• Sort the results by heading (select the heading name).
• Check the status of a catalog from the institution selected.
  • From there, the catalog can be added to the watchlist and/or requested.
• Select the View button (eyeball) to the left of a CATALOG TITLE to view the catalog's status.
• If the user who added the catalog to the watchlist or a TES Administrator, select the Remove button to the right of a CATALOG TITLE to take it off the institution's watchlist.

Request a Catalog Be Added to TES

If no information is available and the catalog has not already been requested, the user will be presented with two options:

1. Add the catalog to the institution watchlist; or
2. Request the catalog be added to TES®.

To request the catalog be added to TES:

1. Select the Catalog Request button.
2. Complete the form below.
   • Catalog Title and Academic Year are pre-populated from prior selections.
   • Requestor, Account Name, and Email will be pre-populated from users' CollegeSource accounts.
   • The Instructions button links to this article.

Select and/or enter the following:

3. Select Submit.

A Data Request Confirmation will be generated, noting:

• The Case ID#
• The catalog title and academic year requested

A confirmation email will also be sent from tes-support@collegesource.com, referencing a ticket number. CollegeSource will follow up when the data is available.

Request More Information

In some instances, no catalog data may be available for an institution, or, CollegeSource may no longer be actively acquiring catalogs from that source. If searching for a catalog or course data set and these messages appear, users may reach out to CollegeSource for additional information.

1. Use the instructions above to locate the institution and view existing course data sets and/or catalogs. 

2. At the bottom of the screen, one of the following messages will be displayed: 

• Catalog data is not currently available for this institution. Request more information.
• New catalogs from the institution are not actively being pursued. Request more information.

Select Request more information.

3. Complete the form below.

• Requestor, Account Name, and Email will be pre-populated from users' CollegeSource accounts.
• Institution name is pre-populated based on prior selection.
• The Instructions button links to this article.

Select and/or enter the following:

4. Select Submit.

A Data Request Confirmation will be generated, noting:

• The Case ID#
• The name of the institution

A confirmation email will also be sent from tes-support@collegesource.com, referencing a ticket number. CollegeSource will follow up with additional information.