Best Bets at AACRAO Tech & Transfer

Jun 13, 2019


We’re All-In on AACRAO Tech & Transfer Conference

CollegeSource is thrilled to be the sole sponsor for the AACRAO Tech & Transfer Conference coming up July 14-16, 2019 in Las Vegas, NV. We recently cemented our commitment to this event and AACRAO with a 5-year sponsorship agreement.

Our software primarily supports the work registrars, admissions, and advisors are doing, and many of the individuals serving in those roles are either members of AACRAO or look to them for guidance. As a vendor partner, we want to do what we can to help support other organizations that have a shared cause and purpose. Conferences like AACRAO Tech & Transfer offer an opportunity for professional development and networking, as well as a space to talk to other members of the Higher Ed community – which ultimately benefits students. We also benefit from being there, because we’re able to listen to and exchange ideas with the people we’re trying to serve.

You can read the full article, AACRAO and CollegeSource sign five-year sponsorship agreement, on the AACRAO blog.

Check out our sessions!

Equivalency Management Best Practices
Presented by Tim Horzmann & John Panzica

One thing is certain, change in college curriculum is constant, both in your school’s catalog and in the catalogs of your feeder institutions. TES®, the Transfer Evaluation System from CollegeSource, provides you with powerful tools not available in any other application for researching changes in curricula, assessing how they impact your equivalences, and applying fixes to batches of equivalencies. In this session we will recommended steps and offer practical techniques for annual equivalency maintenance, including the Health Check and Course Change Explorer features, as well as discuss why storing equivalencies in TES is a good idea.

Show Students How Their Transfer Credit Chips Will Fall
Presented by Shelly Jackson

Are you tired of telling students how courses will transfer? Reduce your email and call volume by giving students the ability to easily enter coursework (as well as exams, military credit, and other learning experiences) to see how their courses will transfer back to, or away from, your institution. Transferology® was created by the same company that makes TES® and gives institutions a nationwide presence for recruiting students and publicizing transfer information. With staff-facing tools like the Popular Courses and Unknown Equivalency reports, schools can proactively build transfer rules and use real data to make decisions instead of guessing what courses need to be evaluated and wasting precious time. Advisors, recruiters, and transfer specialists can all use this web-based application to improve their daily workflows. With over 300 institutions, 20 million equivalencies, and millions of student users, come see what Transferology can do for you!

Notable client presentations

We love hearing how users in the CollegeSource community are leveraging our software to advance their goals. Below are a few of the sessions from people who are doing great things with TES, Transferology, and uAchieve.

How Seven Colleges Streamlined Transfer Credit Processing (link)
Presented by Alfredo Estrada, City Colleges of Chicago

One of the largest community college districts in the nation—City Colleges of Chicago (CCC)—successfully integrated the Transfer Evaluation System (TES) to routinely import course equivalencies into the PeopleSoft Campus Solutions system. Although complex, the integration streamlines the process for configuring transfer rules in the PeopleSoft CS system. As a result, transfer credit processing has become standardized – across all 7 community colleges in Chicago – improving the turnaround time to evaluate college transcripts and to post transfer credit.

The session will describe why and how CCC centralized, automated and standardized transcript evaluations. The organizational structure, the method for configuring transfer rules at CCC, and the work it took to integrate its transfer systems will be highlighted. Attendees will begin to understand the City Colleges’ articulation systems, and how the integration simplifies the process to configure course equivalencies.

Come and hear about an innovative approach for transferring-in course credits and learn how CCC uses the inter-operability of systems for transfer advising, to build course equivalency rules, and to transfer-in credit.

Office Minimalism: A Smarter, Paperless System for Transfer Credit Evaluations (link)
Presented by Sarah Hatfield & Carla Boyd , University of Minnesota-Duluth

Join UMD on our journey through fully implementing a 100% paperless transfer credit evaluation and petition process. We may not be there quite yet, but the dream is still alive! We will discuss how we are working to transition from utilizing a combination of TES (the Transfer Evaluation System) and a paper-based form for transfer credit evaluations and petitions. Learn how we are leveraging the new TES user-added course feature and other technologies to support our goal.

Transfer Students Can Be a Sure Bet! (link)
Presented by Dena Lawrence, University of Illinois System Office and Jennifer Harbaugh, Southern Illinois University Edwardsville

Transfer can be complex, leaving some institutions and systems a bit reticent to ‘bank on’ this important, diverse segment of the student population. That needn’t be the case. Attend this interactive session to discuss proven approaches for strengthening the success of your transfer students.

Illinois has the highest baccalaureate degree completion rate of transfer students in the nation. We will examine challenges and effective approaches to support your student success – even in a large, dynamic, diverse higher education system. This will include institution-, system- and state-level initiatives.
Come to learn; come to share; come to take away ideas for collaborative decision-making, maximizing diversity and inclusion through transfer, using holistic and systemic thinking to breakdown challenges, and key strategies for change-management to keep up with current trends in transfer.

It’s a Matter of Trust: Building Collaborative Relationships and Confidence in System Tools (link)
Presented by Sandra Quinn & Camden Farmer, University of Colorado Denver

Policies and business practices at the University of Colorado Denver have historically been established and managed in individual academic schools/colleges and administrative offices. This has led to inconsistent application and the lack of transparency of such policies and practices. In 2018, the College of Liberal Arts and Sciences (CLAS) Advising assessed their role, including their relationships with campus stakeholders (e.g., CLAS faculty and Registrar’s Office) and their confidence in utilizing the degree audit and transfer evaluation tools. The goals of the assessment were to breakdown the silos each school/college and administrative office had built, develop consistent and transparent policies and business practices, improve accuracy and confidence in the degree audit and transfer evaluation tools, and enhance student support services. This presentation will illustrate the approach and steps taken by both CLAS Advising and the Registrar’s Office to overcome the challenges, including finding common ground, establishing collaborative business practices, enhancing communication, and providing training sessions and reference materials.

👋 Make sure to say “Hey”

If you’re attending make sure to come by our booth to grab fun swag and say hello. If you won’t be there, follow our Facebook page where we’ll be posting updates and live videos!

Using TES® User Added Send Courses to Review International Transfer Credit

Jun 03, 2019

TES User Added Send Course

This article was co-written by Sarah Hatfield, Business/Systems Analyst at University of Minnesota Duluth, and John Panzica from CollegeSource.

Institutions have made great strides over the years in supporting transfer students. How many of us remember being transfer students ourselves, sending off our transcript for evaluation? In the past, we had to wait for the mail to come back with an official report of our transfer credit. We’ve come a long way in student services, having developed technologies that allow us to move away from pencil-and-paper evaluations of coursework and towards integrated systems like TES. Students now can access instant information about how their courses transfer through Transferology, and – for institutions that have integrated their degree audits into Transferology – even see how that coursework will apply to their intended major.

Another great stride in student support was made in Spring of 2018 with the addition of the user added send functionality in TES.

What Are User Added Send Courses?

While user added courses aren’t new to TES, user added send courses are. This new feature allows you to create transfer institutions that aren’t in the TES database. From there, you can then create catalogs, departments, and courses for these institutions. You may also encounter situations where a school and catalog exists in TES, but they are missing a course you need to review. You could create your own user added institution, catalog, and course for these instances as well. The courses that you create with user added can be sent through the TES workflow just like any other course in TES!

Why Is This Feature So Exciting?

Imagine the possibilities! Previously, if an institution didn’t have a catalog in TES, you had to figure out another means to evaluate the coursework. If this involves relying on paper forms, you’ve now added extra steps to your process, and potential delays in the return of evaluations.

The invention of user added send functionality has changed the way UMD’s Office of the Registrar facilitates the evaluation of international transfer credit. Before user added send courses, we estimate that it took approximately an hour to prepare a single course for evaluation – this included gathering the course description, inputting information on spreadsheets, printing forms, making copies of those forms (just in case!), and organizing documents for faculty. While this part of the process took an hour, the entire course review process took a minimum of three weeks – papers had to go through the mail, sometimes to multiple people, all while spreadsheets were updated, emails and phone calls exchanged, and stakeholders kept in the loop each step of the way. Since user added send, we have achieved a 40% gain in efficiency in preparing a single course for review. Faculty are now able to make decisions about how international coursework transfers to UMD just as quickly as they can make decisions about domestic coursework.

With user added send courses, we now have the means to better support students with international transfer credit and make their transfer experience more equitable. They are able to receive more timely, accurate evaluations of their coursework to support their advisement, registration, and path towards graduation. Reviews can be almost instantaneous! We also have the means to support our faculty and administration through giving them a more efficient, paperless process for evaluation, that allows them to use software they already know and like.

How Would I Get Started With Using TES for International Transfer Credit Evaluations At My Institution?

Getting started is simple! It begins with creating an international institution in TES, noting the institution’s country, state, city, and website (this last one is optional). The drop-down menus are user-friendly, and give you location options to select from.

From there, you can create individual catalogs for the institution. Each catalog has an edition, just like the catalogs you use every day in TES. You can choose the title for your catalog, and the year or years that you want the edition of your catalog to be from.

Now that you’ve created the catalog itself, it’s time to start creating courses! Each course needs to be associated with a department. So, your first step is to create the department. Each department needs to have an abbreviation; for example, the Accounting department might have an abbreviation of “ACCT”. As department is a required field, you might need to come up with some kind of internal means of assigning one if the international curriculum is not associated with a department name.

Once you’ve created the department, your next step is to add in your course details (course code, title, description, units – there’s lots of information you can supply!). You may need to have some flexibility here as well, if the transcript you are working with does not have course numbers. After you input the course information, you’re ready to send your course off for review, and can even attach documents such as a course outline or syllabus! You can attach a maximum of two files, up to 4 megabytes each.

The recipient of the evaluation will receive an alert from TES, letting them know that a course is in their queue. You now have the ability to route, evaluate, and store information about international transfer credit in TES, just like you can domestic transfer credit!

How Can I Learn More About User Added Send Functionality?

Are you attending the upcoming CollegeSource conference? If so, be sure to attend our Thursday session, “You’re in Charge: Using User Added Courses to Facilitate Curriculum Decisions & Review.” We’ll be discussing all types of user added courses, as well as showing you the step-by-step process of how to create user added send courses. We’ll also be discussing some best practices UMD has developed for our institution about how to use user added courses.
If you are attending this year’s AACRAO Technology & Transfer conference, UMD also invites you to join us for our session “Office Minimalism: A Smarter, Paperless System for Transfer Credit Evaluations.” We’ll be detailing our journey towards our goal of a 100% paperless process for evaluating transfer credit – both through our use of user added send courses for international transfer credit review, and our implementation of an electronic transfer course evaluation form.

What Else Can You Do With User Added Send Courses? My Institution Doesn’t See a Lot of International Credit.

While we’ve focused here on using user added send courses for international transfer credit review, there are also other types of credit or experiences you can use this functionality to evaluate. Did you know can review MOOCs, coding boot camps, unevaluated military or occupational training, and even create an institution and catalog for Project Lead the Way’s curriculum (it is transcripted at multiple colleges)? There are lots of ways to use this new feature!

We look forward to seeing you in June! In the meantime, if you have any questions, feel free to e-mail Sarah Hatfield at to learn more!