Transcript Evaluation: Submitting a Course Equivalency Request in TES Procedural Documentation

Transcription

1 Transcript Evaluation: Submitting a Course Equivalency Request in TES Procedural Documentation Document type: Policy and Procedure Status of document: Approved Version: V.7 Date of approval: CD 4 September 2015 Implementation date: 28 September 2015 Date for completion of review: 8 October 2015 Owner: Clarissa Duarte Applies to: Records Input(s) to the Process Description of Process Process Output(s)/ End State Trigger Policy N/A No. of Steps 29 Access to SIS, TES, and CurricUSEARCH This process details how to establish and request course equivalencies using institution-specific course data, collected from TES, CurricUSEARCH, and/or an institution s website. Records staff submits a rule request to the CCTA for initial evaluation and inputs these proposed rules into SIS until further notice from the CCTA. Student submits transcript evaluation request. Page 1 of 17

2 Step # Description Performed By 1. To begin evaluating a transcript, research the course description and pre-existing equivalency rule for each transfer course by navigating to the Transfer Evaluation System (TES) website. 2. Begin your search in TES by navigating to the Search tab in the upper-left corner and select Course Finder. 3. Enter the name of the transfer institution (e.g., Lone Start College System) and click Search. Page 2 of 17

3 4. Once you have found the correct college, click on the arrow to review their available catalogs. Note: if the college you are looking for is not found in TES, utilize other resourses to research the course information, such as CurricUSEARCH or the college s website, then send details of the course and the proposed equivalency (if applicable) to the CCTA Technician through . Once an equivalency has been determined for the course(s) you are evaluating, a rule will be created directly in SIS instead of TES. 5. There are two ways to search for courses: 1) data set and 2) course code. Note: You can search either course code or by catalog year, but not both at the same time. Tip: If you are evaluating a transcript, more than likely you will have the course code right in front of you, so using that information to search may work better than choosing the catalog year to find the course. Page 3 of 17

4 6. Choose the course listed next to the correct data set (catalog year) and click View. If you are looking for PSYC 2319 from Fall 2006, you will select the corresponding 06/07 data set. Note: You will notice icons at the top right-hand corner of this screen. The icon will give you information about the institution. The icon will take you to that institution s website The icon (If available) will take you to a transcript key. Page 4 of 17

5 7. After clicking on the corresponding data set, you will be taken to the following screen. This screen allows for several functions 1. Read Course Information 2. Print Course Information 3. course information to someone 4. Search for a possible equivalent course 5. Send an Equivalency Request (without proposing an MCCCD course) 8. If You know what the equivalent course should be AND/OR need to research MCCCD courses to propose an equivalency You are unsure of what the equivalent course should be Then Click on 9. Click on 21 and 29. and proceed to Step and proceed to Steps Note: If the is gold, there is NO existing rule for this course in TES. However, if it is grey, there is a rule already created in TES that has not yet been exported into SIS. 9. If you click the puzzle piece to search the equivalent course, you will be taken to the following screen. Since this page is showing NO existing equivalencies in TES for PSYC 2319, you must complete a search below. Page 5 of 17

6 If You know the course or subject you would like to propose as the equivalency You need to research MCCCD courses Then Choose the current data set and click Search. Use the words of the transferring course to help you (e.g., Social and Psychology as separate terms). Note: When researching courses, you may also want to use CurricUSEARCH, the transferring college s website, and ASU s Transfer Guide, The Course Equivalency Guide, or Maricopa course descriptions. Page 6 of 17

7 10. Select a department (e.g., PSY) to pull up the courses in that subject. 11. Choose the course you would like to propose at the equivalency and click View. Page 7 of 17

8 12. This page is a side-by-side comparison between the transfer course and the MCCCD course. Complete one or more of the following: Print this screen for later. it to someone else (possibly for their opinion). Create an Equivalency Request by clicking on the icon (if chosen, proceed to step 21 and 29 as final steps, and repeat entire process for each course.) 13. Note: You will have the security access to create rules in TES from this page. Please do NOT use this function. Equivalency Requests Involving Multiple Courses If You are evaluating several, unrelated courses that currently have no rules in TES and you do not want to propose a course as the equivalency You need to propose only one equivalency using multiple courses to create that equivalency Then Use Batch Mode to complete this request. Proceed to Steps Use Single Mode to propose only one equivalency. Proceed to Steps and 29. Note: Batch Mode will not allow you to send an Equivalency Request for multiple courses, proposing a different equivalency for each course. Page 8 of 17

9 14. Navigate to the Equivalency Manager in TES. 15. If The college is listed If the college is not listed Then Click on the arrow next to it. Search the college by name (e.g., Finger Lakes Community College) Page 9 of 17

10 16. Click Add EQ. 17. Choose the correct Data Set (i.e., Catalogy Year) for Finger Lakes Community College and MCCCD, and then click Submit. Page 10 of 17

11 18. Choose the correct departments for each college: (e.g.- CHM for Finger Lakes Community College, and CHM for MCCCD.) 19. Make sure that Single Mode is the select Type of Entry, click the incoming course for Finger Lakes (e.g.-chm 121), and click the course you feel is the equivalency at MCCCD (e.g.-chm 151 and CHM 151LL). Next, click View. Page 11 of 17

12 20. This page allows you to create a rule. Do not use this function; instead, create an Equivalency Request. Click the icon to submit a proposed equivalency. 21. This page allows you to submit an equivalency request. Complete the following fields, attach supporting files if necesssary, and click Submit. Type of Entry (Single Mode) Assign To (Clarissa Duarte) Comments (Enter notes to be evaluated by Clarissa Duarte) Page 12 of 17

13 After Clarissa Duarte is notified by TES, she will send you a confirmation with further instructions. She will either 1) determine course equivalency, 2) request more information, or 3) assign it to someone else for approval. Finally, she will notify you by once this process is complete. Proceed to step 29 as final step. 22. Steps will guide you in sending an equivalency request for multiple courses that are non-related by using Batch Mode. Keep in mind that this mode will not allow you to propose an equivalency for each course. Navigate in TES to the Course Finder. Page 13 of 17

14 23. Search for the transferring institution by name. 24. Instead of searching by Course Code, choose the correct Data Set and click Select. This will pull up a list of all subjects offered at that institution. 25. In the drop-down menu, select Show All Courses. Page 14 of 17

15 26. Choose all of the desired courses and click View. 27. Complete one or more of the following: Print this screen for later. it to someone else (possibly for their opinion). Create an Equivalency Request by clicking on the icon. Page 15 of 17

16 28. This page allows you to submit an an equivalency request. Complete the following fields, attach supporting files if necesssary, and click Submit. Type of Entry (Batch Mode) Assign To (Clarissa Duarte) Comments (Enter notes to be evaluated by Clarissa Duarte) After Clarissa Duarte is notified by TES, she will send you a confirmation with further instructions. She will either 1) determine course equivalency, 2) request more information, or 3) assign it to someone else for approval. Finally, she will notify you by once this process is complete. Note: If you would like to propose and equivalent course for each one, please enter that information into the Comments Section. Page 16 of 17

17 29. While waiting for approval, enter your proposed equivalency rule into Course Credits Automated of SIS (refer to the process document, Transcript Evaluation: Course Credits- Automated. ) If the rule is denied, or another course is approved in its place, the rule will be modififed to reflect this change in SIS. Note: This will prevent our students from being negatively affected by the timeframe of this process. If you have proposed a course that ends up not being the equivalent course, you will be notified, and will need to make a decision as to whether or not the evaluation needs to be changed in SIS. For questions or concerns, or to send an equivalency request for a course not found in TES, please contact the CCTA Technician at CCTA-equivalencies@domail.maricopa.edu Tel: End Procedure Page 17 of 17