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FAQ - FREQUENTLY ASKED QUESTIONS


1. What is TES® - Transfer Evaluation System?
Central to TES® is an exhaustive course description database. The database contains complete course details, including course code, course title, description and number of credits. TES® also encompasses a suite of tools specifically aimed at automating and streamlining educational business processes. These processes include; analysis of transfer courses and transcripts, the administration and maintenance of course equivalencies, communication of course data between staff, users and faculty.
 
2. Is there a Users Manual for TES®?
Yes, located under the Support Tab in TES®. Another browser will open with a PDF version of the manual. There are also Movie Demos under the Support Tab that demo certain areas of TES® and how to navigate through the functions.
 
3. What is Course Finder?
Course Finder allows you to quickly navigate the course description database. Once you have identified a course(s) you have the ability to print, email or route the course description(s) to the appropriate person on your campus to make the equivalent determination. Additionally, you can research your institution's course inventory for possible equivalents by using a keyword search utility.
 
4. What is a Course List Report?
A Course List Report allows you to create a custom report containing any courses and course descriptions that you select. It can contain courses from multiple institutions.
 
5. What is an Equivalency Report?
An Equivalency Report is a function of the Course List Report that utilizes course equivalency relationships created with the Equivalency Manager. It lists courses that have been added to a course list report, maps them to the data set you choose, and then generates a report.
 
6. What is Equivalency Manager?
Equivalency Manager allows you to create and manage course equivalency relationships between your course inventory and another institution. The equivalency relationships are shared between all members/users of your account and can be displayed on your website using the Public View function.
 
7. Why doesn’t TES show the most recent catalog for particular institutions?
CollegeSource makes every effort to ensure that our catalog holdings are up-to-date; however there are a number of reasons why they may not be current in every instance. We collect every catalog by permission of the institution. The vast majority grant such permission, but even those that do are sometimes slow in submitting their catalogs. Another reason is that many institutions today keep a "living" catalog that undergoes constant revision, even after students begin taking courses within the effective date range of the catalog. These institutions sometimes clearly ask us not to collect the catalog until they are finished revising it. If you need a catalog that is missing, you should always submit a case to us asking that we try and acquire the catalog. We will respond with an explanation of why the catalog is not in our holdings and/or supply an estimated date on which the catalog will be processed.
 
8. Who is a TES® administrator and what responsibility does this person have?
When a TES® subscription is activated for an account, a TES® administrator needs to be designated by your institution. One of the things a TES® administrator does is to oversee your account user base. The TES® administrator has complete control to add/create/edit users and to set user rights for each user. User rights control what application features are available to that user. User Right definitions are described in detail in the Users Manual listed under the Support Tab. The administrator has the ability to control other areas of TES® for your campus such as setting up the Public View, running Usage Statistics, and using other e-mail functions within TES®.
 
9. How do I add a user to my account?
You need to have Administrator rights to add/create users for your account. To add a user, go to the MANAGE menu and select the User Management item. Click on the ADD NEW USER button and fill out the necessary contact information fields and select the appropriate user rights for the user. Click the Create button and the user will be added to your account.
 
10. How does a user receive their password?
Initial user passwords are auto-generated when you create a user. To send a user their password, go to the MANAGE menu and select User Management. Then select a user by clicking the arrow button > to the left of their name. Finally, click the SEND PASSWORD TO USER button. The user will receive an email containing their login information. Subsequently, users can change their password by using the Change Password menu item.
 
11. What is a transcript key?
Transcript keys are the data on the back of a transcript, also called a legend, which communicate grading types, course numbering schemes, and other useful information.
For more information and where to send your transcript key click here.
 
12. What are Course Tags?
Course Tags are to be used when there are state approved codes corresponding to courses from the state’s institutions. Talk to staff at CollegeSource if your state has codes that you would like to be added to TES®. Administrators have rights to add these tags to courses from your institution.
 
13. What are Outlines?
Outlines are PDF files that can be attached to your courses to show learning outcomes. These can be attached to your courses through your administrator.
 
14. What are User Added Courses and what are they used for?
User Added Courses are those courses you might need outside of your catalog to assign to transfer courses in your transfer articulation processes. These can be "wildcard" type courses needed for courses that your institution doesn’t teach, used for additional credit awarding when course credits are more from the sending institution, awarding of a "lump" credit category, etc.
 
15. How do I get my course equivalencies which are currently in my system (Banner, DARwin/u.achieve, Datatel, Jenzabar, PeopleSoft, etc.) into TES®?
You can export from your system to a flat .txt file (verticle pipe "|" delimited). We'll import them into TES®.* For more information and to view the flat file specifications click here.

*Note: Please contact sales for a price quote.
 
16. How do I export equivalencies to my Student Information System (SIS) or Transfer Articulation (TA) System?
Run an export file from the Manage Tab, Export Options. An IT person at your institution can create a program to push this file into your SIS or TA system to add the equivalencies to your database. Other fields might need to be mapped that are not included in your TES® files.
 
17. Rather than have CollegeSource get my school’s course data from my school’s printed or pdf catalog version, can I give you the data directly?
Yes. You can send us your data directly for a course catalog data import. For more information and to view the flat file specification click here.
 



 
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