2024 TES Enhancements

The following information pertains to changes made to TES® in 2024. Nine enhancements and/or fixes have been made to TES within the year.


Total Enhancements: 1

Updates to the Equivalency Batch Editor EQ Search

When using the Equivalency Batch Editor EQ Search, users with the CREATE EQ user right can now:

  1. Narrow search results based on whether an equivalency is visible within or hidden from the TES® Public View.
  2. Change the home (or equivalent) course code when editing selected equivalencies.

How It Works

Institutions that store equivalencies in TES® can use the Equivalency Batch Editor to identify and edit equivalencies. There are two components to this feature:

  1. The EQ Search.
  2. The Health Check.

The EQ Search, or Equivalency Search, locates specific groups of equivalencies in the institution's TES database based on selected criteria. From there, equivalencies can be exported, edited, or deleted. When updating the selected equivalencies, users can change the Begin Date, End Date, the visibility of the equivalency in the Public View, the Public Note, and the Private Note.

A new criterion called Public View Visibility allows users to refine search results based on whether an equivalency is visible or hidden within the Public View. New functionality also allows users to change the home course code within the equivalency. When a user enters a specific Course Code and toggles Equivalent Course within the EQ Search, after selecting Batch Edit, the individual can replace the home course within all selected equivalencies. Users can select one replacement course using the data set and department drop-downs.

Users should know that replacing a home course updates that course within all selected equivalencies – including those containing multiple home course codes. Batch Editor will not remove the other courses from the equivalency. Users should review all updated equivalencies containing multiple home courses to ensure accuracy and verify if manual updates are needed. Updated equivalencies can viewed by entering the replacement Course Code within the EQ Search. Any changes to other fields above (such as Begin Date) will also apply to all selected equivalencies when updating a replacement course.

For further information, see Find Equivalencies through the Equivalency Search and Batch Edit Equivalencies.


Total Enhancements: 1

New: Scheduled Email Reminders

Users can now create a rule to send weekly scheduled email reminders to evaluators with open evaluation tasks.

How It Works

The Send Email Reminders feature in TES® allows individuals with the MANAGE EVAL user right to send reminder notifications to evaluators who have not completed evaluation tasks. Previously, this could only be done manually. Users would select email recipients from a list of evaluators with open tasks and initiate the email through TES. The process would be repeated each time reminders were needed.

Functionality has been expanded to allow users to also automate email reminders. Institutions can create one email reminder rule based on the number of days since an evaluation task was created. By default, this rule is turned off. When on, email reminders will be sent to any user assigned evaluation tasks meeting the established criterion. Reminders will be sent every Monday at 8:00 a.m. (PST).

For further information, see Send Email Reminders for Open Evaluation Tasks: Create and Manage an Email Rule.

Total Enhancements: 2

Transcript Course Field Available in Course Details

The Transcript Course field has been added as a data point within TES® course details to help convey known differences between course code formatting within TES course catalog data sets and institution transcripts.

How It Works

Course catalog information within TES® is supplied directly from the institution. As a result, course codes appear in TES® as documented in the college or university's official catalog edition. While the transfer course codes in catalog data sets generally match those used on the college or university's transcript, they sometimes differ, resulting in difficulties, in some instances, in retrieving equivalencies in Transferology®. Best practice when creating transfer rules in a transfer solution system (such as uAchieve®) or a Student Information System (SIS) is to format the transfer course codes as displayed on the transcript to ensure the student's transfer credit can be correctly processed upon entry.

In instances where transcript and catalog data set codes differ, Transferology Lab users with the Transfer Specialist or Program Admins roles can submit a request to CollegeSource asking that the transcript course code be displayed in place of the transfer course code in the application. The display of the transcript code is controlled through the population of the transcript course field within each catalog data set edition in TES.

When CollegeSource adds the transcript course code into TES, TES users will see the code displayed to the right of the Transcript Course field within the course details. This information can be used to determine how to build the transfer rule in systems such as uAchieve for transcript processing and use by Transferology. If the transcript course code has not been supplied to TES, this new field (located directly under the course code and title) will be absent from TES course details. When data is present, this field also displays in uAchieve 5.1 when using TES Mode.

Character Counter Added to Note Fields within the Evaluation Tracker Workflow

A character counter has been added to Note fields within multiple SELECT AN ACTION drop-down choices.

How It Works

Users selecting the actions of Approve, Deny, Need More Information, or Re-Assign from within an evaluation task can (or, depending on the action type, must) enter supporting comments into the Note field. When the 2,000-character limit is reached, text within this field is truncated. A character counter has been added to help prevent users from exceeding this limit.

For more information, see Completing an Evaluation.


Total Enhancements: 1

TES Terms of Use Added to the Public View

Links to the Subscription Agreement and Terms of Use have been added to the TES® Public View.

How It Works

Within the Public View disclaimer, visitors will be referred to the Terms of Use for guidelines regarding appropriate use and restrictions in using TES.

For more information, see the TES Subscription Agreement and Terms of Use and Using the Public View.


Total Enhancements: 1

Change to Column Sort-Order Within User Management

When sorting by column name in User Management, rows containing checkmarks are now filtered to the top.

How It Works

Data within the User Management table can be sorted by column name to help TES® Administrators see how user rights are distributed among individuals at the institution. Previously, when sorting by column name, No values (user rights not assigned) were filtered to the top. Now, Yes values (communicated through checkmarks) are sorted first.

For more information, see User Management.


Total Enhancements: 2

Change to User Rights Required to Receive Externally Generated Evaluation Task in TES

Any TES® user with the SERVICE EVAL user right will now be eligible to be assigned evaluation tasks generated from Transferology Lab® or uAchieve® 5.x.

How It Works

TES Mode provides a means for users of Transferology Lab and uAchieve 5.x Self-Service to initiate an evaluation task in TES® directly from these systems.

Transferology Lab

Within Transferology Lab, School Administrators can enable a setting that allows users with the TES Evaluator role to assign TES evaluation requests to a specific user. Previously, if this setting was enabled, all users with the SERVICE EVAL and (MANAGE EVAL or CREATE EQ) user rights in TES would appear on the list of users to whom a request can be assigned. If the Transferology Lab School Administrator does not enable the setting to allow TES evaluations to be routed to a specific user, then all evaluations will go directly to the default assignee for externally generated tasks as established in TES. Within uAchieve 5.0 and 5.0.1 Self-Service, previously, users could send evaluation requests to any user with the above-noted TES user rights in addition to the default assignee.

Evaluation tasks initiated within TES can be assigned to any individual with the SERVICE EVAL TES user right. To bring Transferology, uAchieve, and TES into alignment, individuals will only need the SERVICE EVAL user right in TES to be eligible to be assigned externally generated evaluation tasks.

Within Transferology Lab, assuming the Allow users to assign TES Evaluation requests to a specific user checkbox is marked in the General Information tab, all users with the said right in TES will appear on the list of assignees, along with the default assignee.

Within uAchieve 5.0 and 5.0.1, all users with the said right in TES will appear on the list of eligible assignees, along with the default assignee.

For more information, see TES Mode: Creating Evaluations through Transferology and uAchieve.

Change to Multifactor Authentication Verification Code Expiration

One-time verification codes to confirm user identity now expire after 10 minutes instead of 5 minutes.

How It Works

When logging into TES®, users will receive a prompt indicating that CollegeSource sent a one-time verification code to the individual’s registered email. Instructions will appear on the screen to guide the user through retrieving and entering the six-digit code. Previously, users were given 5 minutes to retrieve and enter the code into TES. If not entered within that period, the verification code expired, and users had to request a new code be sent. Now, users will have 10 minutes to enter the verification code before it expires. Since TES automatically ends user sessions after 10 minutes of inactivity, if a user’s session has timed out before the verification code has been entered, the individual will be redirected to the TES login page and prompted to start the MFA process again.

For more information, see How to Log In to TES.


Total Enhancements: 1

Multifactor Authenticated Login Required in TES®

TES® will now require multifactor authentication - also known as “MFA” - to help protect a user’s account - and the data within - from unauthorized access if the user’s password becomes stolen or compromised.

How It Works

When logging into TES®, users will receive a prompt indicating that CollegeSource sent a one-time verification code to the individual’s registered email. Instructions will appear on the screen to guide the user through retrieving and entering the six-digit code. Users will have 5 minutes to retrieve and enter the code but can request a new verification code sent via email if the previous one expires.

After entering the code, users must indicate whether the device used to log into TES should be remembered as a secure device. If Yes is selected, additional two-step verification will not be required for the next 90 days when logging into TES via this device. Two-step verification will be required upon the next login from the device if No is selected. Upon submission, users will be redirected to either the individual’s default home page or the main TES home page. It is important to note that each time a user logs into TES from an unrecognized device, MFA will be required.

For more information, see How to Log In to TES.

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