Tracker (DOC)

					Using the Evaluation Tracker in TES–UMD Version                                                   Page 1

Start at http://tes.collegesource.com
At PLEASE SIGN-IN, enter the username and password given by your TES administrator in an e-mail
message.

Username: your UMD email address (include @d.umn.edu)

Password: XXXXXXXXXXXXXXXX

TES Administrator: Carly Moritz, 726-8800
Using the Evaluation Tracker in TES–UMD Version    Page 2

From the gray menu bar near the top of the page,

click on TRACK

select MY EVALUATIONS from the drop-down menu.
Using the Evaluation Tracker in TES–UMD Version                                                          Page 3

The resulting screen, MY OPEN EVALUATIONS, will display tasks awaiting your action; this
is your “My Assigned” list.

This list is the result of the Registrar’s staff “entering” evaluation tasks. Now, these tasks are waiting for
an evaluator (faculty member) to complete them. Next step for the evaluator is to click on the arrow (>)
to the left of any task to begin the course evaluation.
Using the Evaluation Tracker in TES–UMD Version                                                    Page 4

This EVALUATION TRACKER SCREEN will appear.




SELECT ACTION shows the course evaluation options
ASSIGNED TO the person named here will always be you
CREATE DATE this is the date task was originated
CREATED BY shows who originated or created the task
COMMENTS this box shows a message the originator may send to the evaluator. Evaluators will be asked
to evaluate a course either “for an incoming student” or “for a catalog update or review”. Evaluating
courses “for an incoming student” is usually a more urgent task.
EVALUATION LOG shows all actions taken, to date, in regard to this task. Whenever anyone takes action
on an evaluation task, their name and the date/time are stamped into the log, as well as any NOTES they
typed.
The COURSE TO EVALUATE is at the bottom of the screen, on the left. This example includes a suggested
equivalent. You may agree with this suggestion, or you may change it. In cases that have no suggested
equivalent, it is up to you to choose the appropriate match.
The small CONTEXT button below the course description from the sending institution on the left allows you
Using the Evaluation Tracker in TES–UMD Version                                                    Page 5

to see all the courses in the sending school’s department. The course you are evaluating will be
highlighted. You can see how it fits with the other courses.

Once you have made a decision about the transferability of the course,
use the pull-down menu in the SELECT ACTION dialogue box to choose an option:

       Approve
            Deny (disregard this option)
            Need More Information (disregard this option)
       Re-assign
       Select/Change Equivalent Course


If there is a suggested course equivalent in the right column,
and if you agree with the suggested equivalent course, choose APPROVE. Click
SUBMIT.
If you do not agree with the suggested course, then choose Select/Change
Equivalent Course, choose a new course equivalent, click SUBMIT, go back
to the SELECT ACTION box and choose Approve, then click SUBMIT.
Clicking MY QUEUE returns you to MY OPEN EVALUATIONS.
Using the Evaluation Tracker in TES–UMD Version                            Page 6

COMMENTS and NOTES

                                                  You may make notes
                                                  (optional). All comments and
                                                  notes are private for
                                                  University internal use and
                                                  will be seen by evaluators,
                                                  advisers, and administrators
                                                  with login privileges. Feel free
                                                  to make notes for your
                                                  colleagues. TES
                                                  administrators (in the Office
                                                  of Financial Aid and Registrar)
                                                  are able to set notes as
                                                  public, and you may request
                                                  they do so. Public notes will
                                                  be seen by anyone viewing
                                                  the Website. All NOTES
                                                  become part of the
                                                  EVALUATION LOG.
Using the Evaluation Tracker in TES–UMD Version                                          Page 7

Disregard the DENY option.
Instead, use a NO TRANSFER option for your department (i.e., ENGL NNNN, CE NNNN, etc.)
Using the Evaluation Tracker in TES–UMD Version                                             Page 8

Disregard the NEED MORE INFORMATION option.
The Registrar’s office will not be able to supply more information.

Use the CONSULT option for your department, instead.

If you need more information to evaluate a course from a Minnesota State College and
University system institution, you may find many course outlines online at
http://www.mntransfer.org/students/plan/s_schedules.php. Course syllabi are based on
course outlines, and the outline is a more accurate description, since all syllabi must follow the
outline.
Using the Evaluation Tracker in TES–UMD Version                Page 9

If you choose RE-ASSIGN, select another evaluator (person), and
type a message in the NOTE field, if desired. Click on SUBMIT when
finished.
  Using the Evaluation Tracker in TES–UMD Version                                         Page
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The catalogs will not always be up-to-date in TES.

If there is no course indicated in the right column, you may pick the the SELECT/CHANGE
EQUIVALENT COURSE option, you will see UMD’s catalog by year in a drop-down menu. Always
choose course equivalents from UMD’s most current catalog year. Click SUBMIT.

Choose the appropriate department (one for which you are the approved evaluator).

Choose the course equivalent. Click SUBMIT (bottom of the page).

Return to the SELECT ACTION drop-down menu and click APPROVE. Click SUBMIT.
  Using the Evaluation Tracker in TES–UMD Version                                                    Page
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Use the pull-down menu of departments to select the subject areas for which you are the evaluator. At the
bottom of the list is the option SEE ALL COURSES to display all UMD courses, if you need to pick from
multiple departments.

Choose equivalent courses from the departments for which you are authorized to evaluate.
  Using the Evaluation Tracker in TES–UMD Version                                                             Page
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Plase a check in the box next to the desired course and SUBMIT.




The 000x courses carry liberal education credit (the number designates the liberal education category)
and need Vice Chancellor of Academic Administration approval.

The 1XXX, 2XXX, 3XXX and 4XXX designate elective credits (this numbering replaces the formsr 1999A,
3999A, etc., numbering system)

The Dept CCCC means “consult the department”. Choose your own department. Assign courses that you
are authorized for; otherwise, refer the course to someone else.

     If you need more information to evaluate a course for a Minnesota State College and University
     system institution, you may find many course outlines online at
     http://www.mntransfer.org/students/plan/s_schedules.php . Course syllabi are based on course outlines.

The Dept NNNN option is for courses which definitely will not transfer to UMD.
  Using the Evaluation Tracker in TES–UMD Version                                                   Page
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Multiples

You may select two or more courses from the sending institution equal to one or more courses at UMD, or
select one course from the sending institution equal to two or more courses at UMD, or any sort of
combination like this.

The fact that you changed or selected new courses will be noted in the EVALUATION LOG.



You must again APPROVE your evaluation task, and again click on SUBMIT. This completes the task and
removes it from PENDING TASKS under the MY EVALUATIONS menu item.

NOTE: Always APPROVE, whatever your decision is, and then click SUBMIT. This returns your information
to the Registrar’s office.
  Using the Evaluation Tracker in TES–UMD Version                                                    Page
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UMD catalogs will no longer be printed. There will be a “snapshot” PDF online, however,
produced only periodically .. every two years, perhaps?
The TES database uses the PDF version of UMD’s last two-year catalog March 2009 version (PDF)
(without addendums and corrections) found at http://www.d.umn.edu/catalogs/

If your equivalent course choice is just recently added to the catalog (since
the last catalog PDF snapshot)
RE-ASSIGN the course to Carly Moritz
Add a NOTE indicating what recently added course should be the equivalent.
Click SUBMIT.

The Registrar’s Office will be able to enter your selection into the DARS system for APAS purposes even
though the course will not appear listed in the TES catalog until UMD produces a new snapshot PDF and
CollegeSource updates their database.
  Using the Evaluation Tracker in TES–UMD Version                                                  Page
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Check your MY OPEN EVALUATIONS list periodically to keep up with the evaluations waiting
on you. You will receive reminders from the system when you have new tasks and may be sent reminders if
you have a number of pending tasks.
 Using the Evaluation Tracker in TES–UMD Version                   Page
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The TES user manual PDF is a new feature. CollegeSource welcomes
feedback to improve it.
  Using the Evaluation Tracker in TES–UMD Version                                                    Page
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Tiny icons
Under COURSE FINDER functions, choose a college, then click on the
catalog year. Tiny icons appear.
The edifice links to the school’s accreditation information

The world links to their website

The Adobe trademark links to the school’s hard copy catalog PDF version.

The key links to the information on the back of the school’s transcript called the transcript key.

				
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