Close an Evaluation Task

The Evaluation Tracker Workflow overviews the three queues of evaluation tasks in TES®: My Evaluations, All Open Evaluations, and All Closed Evaluations. This article provides instructions for how to close an evaluation task within the My Evaluations or All Open Evaluations queues.

Why Close an Evaluation Task?

There are two main reasons that a user may opt to close an evaluation task in TES®:

1. An error was made when creating the evaluation task; or
2. The evaluation task is complete and needs to be removed from the Evaluation Tracker workflow.

Error

Suppose an error was made when sending out an evaluation task. For example, suppose courses intended to be sent as a batch were instead sent as one evaluation task. In this case, the individual who created the evaluation task may choose to close the task and create new evaluations.

Before doing so, the user should consider whether a communication needs to go out to the evaluator assigned the evaluation task. There may be confusion when the user logs in to TES® and is unable to find the assigned task.

If an error was made during the evaluation process (for example: the wrong home course was originally selected), it is best practice to record this as part of the evaluation instead of closing it and starting again.

Complete Evaluation Tasks

When an evaluation task is complete, it can be closed in one of two ways:

1. The action of Create Equivalency and Close closes the evaluation task and stores the equivalency in TES.
   • This process is documented within Creating an Equivalency from an Evaluation Task.
2. The Close action removes the task from the Evaluation Tracker workflow without creating an equivalency. 

Close an Evaluation Task

To close an evaluation task the user created or has been assigned:

1. Go to the Track menu.
2. Select My Evaluations.
   • Assigned to me will be selected by default.
     • To see evaluation tasks the user created, toggle Created by me.

3. Locate the name of the institution within the list.
   • Once located, select the arrow to the left of the institution’s name (Select an institution).
4. Select the arrow to the left of the SEND COURSE(S) (Edit evaluation).
5. The EDIT EVALUATION screen will appear. Review the evaluation and confirm it should be closed.
   • If the evaluation is being closed because it is complete, review the EVALUATION LOG and verify all needed steps within the review process have been taken. 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. For example, a course evaluated as a PSY 1xx LEVEL ELECTIVE may need to be sent to another evaluator to determine if it could meet a 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.

6. Under SELECT AN ACTION, select Close.

7. The CLOSE pop-up will appear.
   • Enter optional 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.

8. Select Confirm.

The closed evaluation task will now be stored in the All Closed Evaluations queue. If needed, it can be reopened at a later time.