Transfer Credit Articulation

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Transfer Evaluation and Articulation- Using TES 1

Transfer Credit Articulation with TES (Transfer Evaluation System) Department Chairs/Faculty/Transfer Coordinators/Advisor Approvers

Morgan State University Office of the Registrar Transfer Evaluation and Articulation

Transfer Evaluation and Articulation- Using TES 2 INTRODUCTION What does TES stand for? Transfer Evaluation System What is it used for and why would it be efficient? TES, the Transfer Evaluation System from CollegeSource is the premier interactive resource for course data from institutions of higher education. TES can help institutions search, track, match, and manage transfer articulations. It will allow the transfer evaluation and articulation (TEA) to reduce time and track evaluations that are sent from Chairs/ Faculty/Transfer Coordinators/Advisors for their schools/colleges.

LOGGING-IN AND PASSWORD Enter your TES username and password that you received via an email from College Source. A sample of the email listed below: On behalf of TES Administrator <tes@collegesource.com> Subject: TES Account Password Setup To: Joe.student@morgan.edu> Dear Chairs/ Faculty/Transfer Coordinators/ Advisors, Your TES administrator has created your TES user account and initiated a password reset. Please visit the link below to complete the setup process. Gain access to the premier interactive database of course data from institutions of higher education. The link will expire in 48 hours. YOUR USERNAME: Joe.student@morgan.edu CLICK/FOLLOW THIS LINK TO SET YOUR PASSWORD: https://tes.collegesource.com/TES_passresetverify.aspx?vc=d43fce78-8593-4255acb4-79558b6f81

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1) Address: http://tes.collegesource.org 2) Username: Enter your TES logon 3) Password: Enter your TES password 4) Click: Sign In

If you don’t have an account, speak with Rhonda Shields in the Office of the Registrar or by calling #3395 or sending her an email at Rhonda.shields@morgan.edu

FORGOT YOUR PASSWORD 1) Click on “Forgot Your Password?” located below the sign-in box. 2) Type university email / TES username into the “Enter Your Email Address” area. 3) Click SUBMIT

Transfer Evaluation and Articulation- Using TES 4 4) Check your university email account for your new designated password for your TES account. Be sure to check your SPAM folder as well.

USER PREFERENCES The User Preferences screen is available to everyone that has access to TES. Users can change their password and set your default login page for TES in the User Preferences feature. This is highly recommended to make evaluations easier to find. It is highly recommended that you change your password.

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Your Name

Enter (and re-enter) your new Password. Click SUBMIT to change your password. Your password will be changed, and you will be logged out. You may then log back in with the new password.

In addition to changing your password, also available in the User Preferences feature is the ability to select your TES homepage – called SET MY HOMEPAGE. This allows you to select a default homepage that will display immediately upon logging in.

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-Click the radio button next to My Evaluations. - Click Submit to enforce this change. You will now be directed to the My Evaluations screen so you may work with the evaluations you’ve been assigned. - You can now continue using this guide to proceed to your assigned evaluations.

Transfer Evaluation and Articulation- Using TES 7 SEARCHING FOR INDIVIDUAL COURSE INFORMATION Faculty, Staff, and student can access course descriptions, prerequisite information (when available), and credit information using TES®. On the top navigation bar, click on the “Search” menu. To search for individual course information, click “Course Finder.”

Search for an institution by entering the name. You may also select whether an institution is a U.S. School, Non U.S. School. Click on the “Search” button.

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Transfer Evaluation and Articulation- Using TES 9 The search result(s) will populate. You may then click on the arrow button icon to the left of the institution name.

Using the search options, you may choose the specific catalog year (i.e., data set) you would like to search and you may search by course code (i.e., course prefix and number), or you may view a PDF catalog file.

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Use the icons to view Institutional Profile

, School

Website , or the Transcript Key

Searching by course code (i.e., course prefix and number) should yield the specific course matching the search criteria, listed by data set (i.e., catalog year). To view course information for a specific year, check the corresponding box and click the “View� button, to the right of the data set. The following page will display course description, prerequisite (if available), credit, department, and catalog year information.

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CREATING EQUIVALENCIES

From the TES homepage click Search-> Course Finder->Type in the Institution>Search> Select the Institution

Or from the task bar above click on the ‘Search’ drop down and choose ‘Course Finder’

Transfer Evaluation and Articulation- Using TES 12 Using the search options, you may choose the specific catalog year (i.e., data set) you would like to search and you may search by course code (i.e., course prefix and number), or you may view a PDF catalog file.

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Searching by course code (i.e., course prefix and number) should yield the specific course matching the search criteria, listed by data set (i.e., catalog year). To view course information for a specific year, check the corresponding box and click the “View� button, to the right of the data set. The following page will display course description, prerequisite (if available), credit, department, and catalog year information.

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Use the icons to view Institutional Profile

, School

Website , or the Transcript Key

Check the box by the institution’s course and click ‘View’. This will pull up the course description.

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Additional Icons Meaning: =Email =Print =Create equiv. for all courses selected = Add/create equiv. for selected course

If there is no MSU equivalency, you may click the

icon to Create an Equivalency.

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Change MSU catalog year if course is unavailable in most recent catalog (defaults to newest catalog)

Search for the MSU Course Equivalent by choosing a Department in the dropdown menu. Add the Equivalent Course. The selected course will show up in the “Equivalent Course” section. You can add multiple courses from either institution if needed. Click the ‘Preview’ button after courses are added.

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Routing an equivalency for department evaluation from tea

Routing for Approval: Use the dropdown bar to choose who you want your evaluation request to be sent to. Comments: Optional to include any comments for the evaluator. Support Files: Optional to include support files such as course outline, syllabus, etc. After you click Create, an e-mail notification will be sent to the assigned evaluator informing them there is a course to evaluate. The next screen will show you the Evaluation Detail with time stamp. Options to create another course, change institution or go to your queue to review created equivalencies.

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As the Department Chairs/Faculty/Transfer Coordinators/Advisors, you may also create equivalencies to be placed into TES. Creating an Equivalency based on Department Courses: Follow these steps: Click>Equivalency Manager>Institution>Equivalency List>Course Selection>Preview>Add Equivalency

Equivalency Details: Begin/end Dates-Based on catalog year and with no end date. Public View Hide-Hides equivalency from the MSU website public transfer guide. If checked, the equivalency will not display on MSU’s website but will still be visible to logged in TES users. Public Note-Notes added that are visible on public transfer guide on the MSU website. Private Note-Notes only visible to logged in TES users.

Transfer Evaluation and Articulation- Using TES 19 The course equivalency was created successfully when you see the message in red ‘SUCCESS! The following equivalency was created. To continue adding course click ‘Return to course selection’.

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REVIEWING & TRACKING EQUIVALENCIES The transfer evaluation articulation team will create existing course equivalencies via TES for you to review. The TRACK menu provides access to the Evaluation Tasks assigned to Department Chairs/ Faculty/Transfer Coordinators/Advisors can view their tasks and make the equivalent determination.

This will be a listing of all the campuses from which you have been asked to accept or deny coursework. Click on the associated arrow to choose the institution in order to determine the transferability of the course(s). The evaluation tasks assigned to the individual display in the ASSIGNED TO ME queue. The CREATED BY ME Button-Those requests you have sent out to others for approval. The number of tasks for each institution displays in the #COURSE column. Select an institution to view the pending evaluation tasks by clicking the arrow next to the institution name.

Select an evaluation task to see the details.

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In the example below the task was created and routed to the evaluator for review. The evaluator selected equivalent courses and then re-assigned it to the assigned Chairs/ Faculty/Transfer Coordinators/Advisors.

DEPARTMENT-Displays all the course offerings from that department.

VIEW DETAIL-Displays all the entries for the course that exist in TES for MSU This is particularly helpful if the course is a course that may have changed over time and if MSU policy is to evaluate the course when the student took it.

VIEW DETAIL-Displays all the entries for the course that exist in TES from transferring school. This is particularly helpful if the course is a course that may have changed over time and if MSU policy is to evaluate the course when the student took it.

This feature in the TES software is designed to compare the course and department history and of previous course descriptions with the courses prerequisites or co-requisites.

SELECTING AN ACTION The “Select Action� field has a drop down menu that will let you select the action you would like to take. Once you select an action from the drop down menu, you will automatically be transferred to the screens shown in the following steps.

Transfer Evaluation and Articulation- Using TES 22 Select an Action: Here is the drop down menu of choices. Below each one is explained.

1) Approve: After you’ve selected an equivalent course, please approve and it will send the evaluation task back to the originator of the task. a) Approve then re-assign 2) Deny: If someone has recommended an equivalency to you and you disagree that the 2 courses are equivalent, select Deny. a) There are 5 sub-choices in the DENY category in order to establish a deeper understanding of why the course is denied. i) It is recommended that a reason(s) is listed for denial. 3) Need More Information: If you receive an evaluation task but need more information in order to make a decision, click this option (i.e. requesting syllabi). a) There will be a required field for you to enter the information you require in order to select an equivalent course. 4) Re-Assign: There are two options that can occur under this category. a) The first option- If you receive an evaluation task in error, you can re-assign the task to the appropriate person. They will then receive the task to complete in their queue. b) The second option- If a transfer course has more than one equivalent course, the original evaluator can choose an equivalent course and then re-assign the task to another person/department. i) Re-assign will only be used once you’ve chosen the SELECT/CHANGE EQUIVALENT course function. To re-assign this message to another faculty or department chair, select the appropriate colleague from the drop-down list and leave a detailed note. TES will send them an email to re-assign this evaluation. If staff is not listed, please contact TEA to have them added to TES. 5) Add/Edit Support File: a) This function allows you to add course syllabi or any other PDF that you deem necessary to attach to the course for review. 6) Close: a) This function simply closes out the evaluation task. b) TEA will create and close ALL equivalencies. c) Closed tasks will live under CLOSED EVALUATIONS.

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Evaluation Log- The evaluation log tracks all of the activity (read the log from the bottom up). The decision is attached to the evaluation log after the reviewer logs into TES and reviews.

Repeat evaluation process as necessary to clear ‘my evaluations’ queue.

VIEWING EXSITING COURSE EQUIVALENCIES

1.) Navigate to Match > Select Equivalency Manager

Transfer Evaluation and Articulation- Using TES 24 2. Select the Institution the established equivalencies we have for that school will be shown.

If there are no equivalencies listed for an institution, we have yet to receive a transcript from that school OR have not started to review that institution.

EMAIL REMINDERS All users listed as an EVALUATION TRACKER have the ability to send email reminders with open evaluations. TEA will send email reminders to appropriate staff on open evaluations. TEA will send email reminders every FIVE days to appropriate staff for any open evaluations.

Transfer Evaluation and Articulation- Using TES 25 Emails can be sent to all or filtered based on a specific institution, evaluation age of the task, both institution, and age, or check all:

A reminder e-mail will be sent to each of the staff selected. The [X] will be replaced by the number of outstanding evaluation tasks for each user from the list above. Each e-mail will be sent BCC (blind copy) so that no one will see anyone else’s outstanding evaluation tasks. You may elect to send yourself a copy of the e-mail if so desired. All replies to the e-mail will be sent to the school e-mail address of the individual that initiates the e-mail reminder.

Transfer Evaluation and Articulation- Using TES 26 Email that is sent to staff:

Let us know if you have any questions. TEA is available to come to your office for department/individual support or conduct a web conferencing meeting.

CONTACTS Rhonda Shields-Associate Registrar Rhonda.shields@morgan.edu 443-885-3395 Transfer-evaluation@morgan.edu

Tamera Farrar- Transfer Evaluation Specialist Tamera.farrar@morgan.edu 443-885-3174 Transfer-evaluation@morgan.edu

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