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How TES Saved the Columbia College Transcript Evaluators from Mental Disintegration

How TES Saved the Columbia College Transcript Evaluators from Mental Disintegration. Presented by: Scott Ziolko Columbia College February 1 st , 2013. Columbia College Evaluations Department. Serves all 35 campuses Nationwide, including online campus

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How TES Saved the Columbia College Transcript Evaluators from Mental Disintegration

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  1. How TES Saved the Columbia College Transcript Evaluators from Mental Disintegration Presented by: Scott ZiolkoColumbia College February 1st, 2013

  2. Columbia College Evaluations Department • Serves all 35 campuses Nationwide, including online campus • From 2011-12, 31,000+ individuals enrolled in CC courses • Non-traditional set-up for evaluating transfer credit: Evaluations Department is separate from the Registrar • Evaluators are trained to grant transfer equivalencies and do not require academic department approval • 24 of Evaluations’ 31 staff members are trained to build and grant equivalencies • Since 2010, Columbia College has received transcripts from more than 2,000 different schools

  3. History of Equivalency Guides (Ye Olde Process) • Originally struggled to maintain just 121 equivalency guides • In 2010, most guides had last been updated sometime between 2004-2008 • Of the 121, only 19 had been updated to the most recent catalog year • Requests for new equivalency guides are submitted constantly; old process provided no way to keep up

  4. Convoluted Mess

  5. The End Result (Old Equivalency Guides) • Excel file printed to PDF • No active fields • No course descriptions

  6. TES and the Evaluations Department “TES® is an exhaustive course description database, which contains complete course details, including course code, course title, description and number of credits. It also encompasses a suite of tools specifically aimed at automating and streamlining educational business processes.” • 2004:CollegeSourcedisk reference guides • 2007: Transfer Evaluation System (TES) primary research tool • 2010: Early investigation into establishing TES-based equivalency guides • 2011: TES Equivalency Manager Project

  7. The Amazing New Process Starting in July 2011 • Equivalency Manager: Evaluators each spend two hours/week entering outdated equivalency guides into TES using equivalency manager • Send Catalog Migration (Single): Once equivalency guides were entered into TES, this feature was used to update all catalog years for each institution • Evaluators go back into equivalency manager to build equivalencies for all new courses • By May 2012 all of our equivalency guides were updated tothe most recent catalog year • As of May 28th 2012 …

  8. The Amazing New Equivalency Guides • TES transfer equivalency portal is an interactive tool • Students select the courses they wish to view and create their own lists • Course descriptions are available • Lists can be e-mailed on behalf of the student

  9. The AmazingNew Workflow

  10. The Amazing New Migration

  11. Added Benefits of Using TES for Equivalency Guides • Increased Morale • Increased Efficiency • New Features on equivalency guides allow for more accurate advising • Multiple years for equivalency guides • Shared catalog locations (for schools with several campuses) • They’re prettier The biggest improvement of them all: Equivalency Export!

  12. The Equivalency Export/Data Dump/D2 • With the equivalency export we are able to take everything we build in TES and import it directly into our equivalency tables • Depending on your student information system, data export can be a bit of a challenge, but well worth the effort • EllucianColleague (formerly Datatel) requires two custom forms to be built in order to allow the export/import process • By the time we completed customizations to Colleague to prepare for D2, we had completed data entry to TES for most equivalency guides

  13. How the Process Works Three-Phase Import Process • Build and verify the information in TES CollegeSource • Clean up the equivalency data tables to catch overlapping information • Import and adjust the new TES CollegeSource datasets

  14. The Amazing Results • As of January 2013: Number of Equivalencies Created in TES: 60,818 Number of Equivalencies Migrated in TES: 345,427 Number of Institutions with at least one complete Equivalency Guide in TES: 114 Number of Those with Exported Equivalencies: 80 Number of Total Equivalencies Exported into Colleague: 279,155

  15. Benefits of the New System • Full catalog equivalency sets are built in an automated process (15 minute - 2 hour process) • Evaluations can provide a near 100% guarantee that what students see on the website is what they are going to earn in transfer credit • There are possible implications with our document imaging system to streamline our evaluation process • Less confusion regarding transfer credit college-wide • Better advising and planning • Provides a great platform for future expansions of our equivalency guides

  16. u.Select Integration • u.Select and TES integration • Twice a year you can have your Equivalency Data imported into u.Select • TES then provides a platform for updating your Equivalency Guides, Recruiting tools and your equivalency libraries.

  17. Questions? Scott Ziolko saziolko@ccis.edu Or TESQuestions@ccis.edu

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