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Completing an Evaluation

There are several possible outcomes for an evaluation task once it has been referred to an evaluator. It can be approved, denied, more information can be requested, it can be re-assigned to another evaluator, and/or it can be modified. The evaluator will select their response by using the SELECT AN ACTION drop down.1

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  • The Approve action does not require a note, but an evaluator has the option to add their comments – for example, they may indicate that the equivalency should only be awarded to students accepted into a particular program or they may indicate that the equivalency should not be included in the Public View. Comments entered here in the evaluation task will not automatically carry forward into the equivalency, so whoever creates the equivalency will need to add it to the Public or Private in the equivalency.

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  • The Deny (or Deny/Other) action requires a note. Selecting one of the other four Deny options does not require an additional note, although an evaluator can certainly add an optional note.

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  • The remaining four Deny actions are intended to convey that the reason for the denial is one of the reasons with intended uses; Deny/Subject, Deny/Level, Deny/Lab, or Deny/Sequence.

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  • The Need More Information action requires a note because you need to know what information they are looking for. The task will return to the Creator's queue. The creator will then need to add the document(s) requested and then will need to Re-Assign it back to the evaluator.

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  • The Re-Assign action allows the evaluator to re-assign the evaluation task to another user.2 This is particularly helpful if the task first goes to a faculty member, who then must pass it along to the chair, who then must pass it along to the Dean, etc. It can also be used if a course evaluation is mistakenly assigned to the incorrect reviewer or if a course equivalency needs to go to two different departments for final approval; for example English and History.

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  • The Add/Edit Equivalent Course(s) action allows the evaluator to select the equivalent course(s) using your institution’s data set (which may also include User-Added Courses). The Add/Edit popup provides access to all the data sets from both the feeder and the target institutions. Click the Done button when the course selection is complete.

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  • The next action would presumably either be Approve or Re-Assign after the selection of the equivalent course(s).

Let’s follow this evaluation task through.

  • In this example, the Chair of the Astronomy Department (N. Copernicus) has evaluated the course, selected the equivalent coursework, adds comments, and then forwards (Re-assigns) it to the Dean of the Arts and Sciences (W. Shakespeare) for final evaluation and approval.

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  • The Evaluation task will now disappear from Dr. Copernicus’ queue.

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  • Dean Shakespeare then logs in (in response to the e-mail alert that was sent) and opens his queue.

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  • He opens the evaluation task, and approves the equivalency, electing to reiterate Professor Copernicus' comments.

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  • The evaluation task returns to the creator’s queue. The evaluation task creator must have both the Equivalency Manager User Right and the Evaluation Tracker User Right assigned. The SELECT AN ACTION dropdown list will contain some additional elements when viewed by an individual with the Equivalency Manager User Right.3

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  • The Add/Edit Support File(s) action allows the creator to add documentation to an evaluation task. TES provides for you to be able to add up to two documents at a time, in .pdf format, that are (individually) less than 4MB in size. There is no cumulative size limit. (If you are attaching additional files as a result of a request within an existing evaluation, you will need to re-assign it to the evaluator.)

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  • The Close action simply closes the evaluation task, without creating an equivalency in TES.

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  • Selecting the task from the All Closed Evaluations queue reveals the Re-Open? button.

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  • Use the Re-Open? button to re-open the previously closed evaluation task. It will be assigned to you and can then be re-assigned to an evaluator for re-evaluation.

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  • The Create Equivalency and Close action allows you to create an equivalency in TES and close the evaluation task.

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  • The evaluation log tracks all of the activity that takes place during the course of the evaluation, from the initiation of the request, through the final resolution. This history is available to review in the All Closed Evaluations queue as well as in the equivalencies themselves for the tasks that resulted in a defined equivalency. 

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Additional Evaluation Task Resources

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Course History
  • Clicking the plus symbol box to the right of the Course history:  element in the evaluation task will open a popup window that will display all the entries for the course that exist in TES. This is particularly helpful if the course is a course that may have changed over time and if your institutional policy is to evaluate the course when the student took it (from their transcript).

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  • Close the Course History box using the "x" symbol in the top-right corner of the popup.
Department Courses (sequence)
  • Clicking the plus symbol box to the right of the Department: element in the evaluation task will open a popup window that will display all the course offerings from that department. This is particularly helpful if the sequence of the course is important to the evaluator.

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  • The course being evaluated will display with a red title, making it easily identifiable.
  • Prerequisites from the same department are easily viewed by scrolling up in the window to see the description(s) of those, allowing the evaluator to assess if the preparation for the course matches what would be expected at your institution.
  • Close the Department Courses box using the "x" symbol in the top-right corner of the popup.
Institution Profile
  • Clicking the plus symbol box next to the transfer institution name will open a popup window that will display the institution profile, complete with access to the institution's website and, if we have it, the institution's transcript key.

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  • Click the Globe icon to access the transfer institution's website directly.
  • Click the Key icon (if the head is gold) to access the transfer institution's transcript key.
  • Close the Institution Profile box using the "x" symbol in the top-right corner of the popup.
Support Files
  • If the evaluator requires support files, they will be accessible at the bottom of the evaluation task window (right above the evaluation log).

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  • Click on the Adobe icon(s) to open the support file(s).

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  • It will open on a separate tab in your browser. Close the browser tab to return to the evaluation task. 
Set up your My Evaluations queue as your default login page
  • To make it even easier to get to your pending evaluation tasks you can set your default login page to go directly to your My Evaluations queue.
  • Select User Preferences from the Manage menu.

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  • Click the My Evaluations option under the Track menu section and click the Submit button to set your My Evaluations queue as your default login page.

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1 The list of available actions will contain different options depending on User Rights assigned. If both the Equivalency Manager User Right and the Evaluation Tracker User Right are assigned there will be additional actions available. The example shown here is the list that is associated with an evaluator that just has the Evaluation Tracker User Right.

2 TES doesn’t currently have routing list functionality. The Re-Assign To: action allows you to effectively simulate that functionality, allowing individual reviewers to then route the evaluation task along the path. It will require a little training on the part of the TES Administrator, to make sure evaluators Re-Assign, rather than Approve the task.

3 The list of available actions will contain different options if both the Equivalency Manager User Right and the Evaluation Tracker User Right are assigned, or if just the Evaluation Tracker User Right is assigned. The example shown here is the list that is associated with both the Equivalency Manager User Right and the Evaluation Tracker User Right.

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