If you are storing equivalencies in TES, you can get a list of them at any time. The Export Options feature at the bottom of the MANAGE menu allows any TES Administrator to create an extract file of the equivalencies stored in TES.
There are a variety of selection parameters that are available to determine what you extract from TES.
EXPORT FORMAT. Select either to export a .txt file or to export the output to the screen (3,000 record limit).
DATE RANGE. Set a date range based on
CREATE or EDIT date (or both).
EQ TYPE. Select PUBLIC AND HIDDEN, just
PUBLIC, or just HIDDEN equivalencies.
INSTITUTION. Select either ALL INSTITUTIONS or a specific one.
Click EXPORT to create the extract or
CANCEL to return to the home screen.
EXPORT FORMAT: Create a tab-delimited .txt file or extract the file to the screen (XML). For extract files that exceed 3,000 records, the .txt file option must be selected.
DATE RANGE: Establish the date range for the records you wish to extract. You have the option to designate whether the date range applies to the CREATE AND LAST EDIT DATE, just the CREATE DATE, or just the LAST EDIT DATE.
EQ TYPE: When an equivalency is created in TES, users have the option of flagging it as a “hidden” equivalency. Hidden equivalencies will not display in the Public View or to Users with no User Rights assigned. This parameter allows you to include both PUBLIC AND HIDDEN equivalencies, just PUBLIC equivalencies, or just HIDDEN equivalencies in the extract.
INSTITUTION: You can request equivalency records that contain transfer courses from ALL INSTITUTIONS or one institution at a time using this drop-down menu.
Depending upon the amount of data you have stored in TES, and the range of data you have selected the extract could take from several seconds to several minutes to complete. The extract file could be passed along to your technical folks if they are able to create a script to load the extracted equivalencies into your Student Information System/Articulation System. It may be copied and dropped into an Excel spreadsheet so that you can read the output more easily. The columns can then be manipulated and used by a processor to manually enter the information into your Student Information System/Articulation System.
The TES Export Options Equivalency Report Fields:
SendInstitution SendInstitutionCity SendInstitutionState SendInstitutionCountry SendInstitutionOPEID SendEditionLowYear SendEditionHighYear SendCourse1CourseCode SendCourse1CourseTitle SendCourse1Units SendCourse2CourseCode SendCourse2CourseTitle SendCourse2Units SendCourse3CourseCode SendCourse3CourseTitle SendCourse3Units SendCourse4CourseCode SendCourse4CourseTitle SendCourse4Units SendCourse5CourseCode SendCourse5CourseTitle SendCourse5Units SendCourse6CourseCode SendCourse6CourseTitle SendCourse6Units SendCourse7CourseCode SendCourse7CourseTitle SendCourse7Units SendCourse8CourseCode SendCourse8CourseTitle SendCourse8Units SendCourse9CourseCode SendCourse9CourseTitle SendCourse9Units SendCourse10CourseCode SendCourse10CourseTitle SendCourse10Units ReceiveInstitution ReceiveEditionLowYear ReceiveEditionHighYear ReceiveCourse1CourseCode ReceiveCourse1CourseTitle ReceiveCourse1Units ReceiveCourse2CourseCode ReceiveCourse2CourseTitle ReceiveCourse2Units ReceiveCourse3CourseCode ReceiveCourse3CourseTitle ReceiveCourse3Units ReceiveCourse4CourseCode ReceiveCourse4CourseTitle ReceiveCourse4Units ReceiveCourse5CourseCode ReceiveCourse5CourseTitle ReceiveCourse5Units ReceiveCourse6CourseCode ReceiveCourse6CourseTitle ReceiveCourse6Units ReceiveCourse7CourseCode ReceiveCourse7CourseTitle ReceiveCourse7Units ReceiveCourse8CourseCode ReceiveCourse8CourseTitle ReceiveCourse8Units ReceiveCourse9CourseCode ReceiveCourse9CourseTitle ReceiveCourse9Units ReceiveCourse10CourseCode ReceiveCourse10CourseTitle ReceiveCourse10Units ActiveDateBegin ActiveDateEnd ContactName EQCreateDateTime EQLEditDateTime HideFlag CommentsPublic CommentsPrivate
SendInstitution = Transfer Institution/Sending Institution for the equivalency. SendInstitutionCity = Transfer Institution City for the institution in the equivalency. SendInstitutionState = Transfer Institution State for the institution in the equivalency. SendInstitutionCountry = Transfer Institution Country for the institution in the equivalency. SendInstitutionOPEID = Transfer Institution OPEID for the institution in the equivalency.
SendEditionLowYear = Transfer Institution Dataset low year for the transfer course(s). For example, if the 2014- 15 dataset is the dataset that was selected when creating the equivalency, 2014 would represent the low year.
SendEditionHighYear = Transfer Institution Dataset high year for the transfer course(s). For example, if the 2014-15 dataset is the dataset that was selected when creating the equivalency, 2015 would represent the high year.
SendCourse1CourseCode – SendCourse10CourseCode = Transfer Courses for selected equivalency (up to 10 courses can be grouped together in an equivalency. For example, you may have the transfer courses PH121, PH121L, and PH121R grouped together to represent what the student would have taken to satisfy the equivalency).
SendCourse1CourseTitle – SendCourse10CourseTitle = Transfer Course Title for each of the send courses in an equivalent (up to 10 courses can be grouped together in an equivalent – see SendCourse1CourseCode).
SendCourse1Units – SendCourse10Units = Transfer Course Credits for each of the send courses in an equivalent (up to 10 courses can be grouped together in an equivalent – see SendCourse1CourseCode).
ReceiveInstitution = Your Institution’s Name.
ReceiveEditionLowYear = Your Institution’s Dataset low year for the equivalent course(s). For example, if the 2014-15 dataset is the dataset that was selected when creating the equivalency, 2014 would represent the low year.
ReceiveEditionHighYear = Your Institution’s Dataset high year for the equivalent course(s). For example, if the 2014-15 dataset is the dataset that was selected when creating the equivalency, 2015 would represent the high year.
ReceiveCourse1CourseCode – ReceiveCourse10CourseCode = Your Institution’s courses for the equivalency (up to 10 courses can be grouped together for the equivalency. For example, you may have the home courses PHIL 111, PHIL111L, and PHIL111R grouped together to represent what the student will receive credit for as part of the equivalency).
ReceiveCourse1CourseTitle – ReceiveCourse10CourseTitle = Your Institution’s Course Title for each of the receive courses in the equivalency (up to 10 courses can be grouped together for the equivalency – see ReceiveCourse1CourseCode).
ReceiveCourse1Units – ReceiveCourse10Units = Your Institution’s Course Credits for each of the receive courses in the equivalency (up to 10 courses can be grouped together for the equivalency – see ReceiveCourse1CourseCode).
ActiveDateBegin = The Effective Date Range Begin Date for the equivalency (if applicable).
ActiveDateEnd = The Effective Date Range End Date for the equivalency (if applicable).
ContactName = The TES User that created the equivalency in your TES database. EQCreateDateTime = The Date and Time the equivalency was created in your TES database. EQLEditDateTime = The Date and Time the equivalency was edited in your TES database.
HideFlag = Do you want to Hide the equivalency from your TES Public View? Yes will hide it. No will allow it to display.
CommentsPublic = The Public Note for the equivalency.
CommentsPrivate = The Internal (Private) Note for the equivalency.
Let’s quickly recap. The MANAGE menu provides access to the following elements:
o Change your password. Set your personal default login page.
o Create a report of GENERAL USE statistics, create a report of EVALUATION TRACKER USE statistics, view the EQUIVALENCIES BY STATE infographic, or view the EQUIVALENCIES BY INSTITUTION infographic.
o The TES Administrator(s) can customize various aspects of the Public View, including the colors, fonts, descriptions, and more.
o The TES Administrator controls all the aspects of User Access to TES. Create new users, update existing users, or even delete user accounts for staff that no longer need access.
o The TES Administrator can extract a file of equivalencies stored in TES at any time. Pull equivalencies by date range, by equivalency type, and/or by Institution.
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