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ARIZONA COURSE EQUIVALENCY
TRACKING SYSTEM
(ACETS) TRAINING
Reference: APASC Handbook
PRESENTED BY:
Bryant Castaneda, APASC
Trudy Grantsen, ASU
Alecia Mooney, NAU
Karla Phillips, CCC
Mary Ellen Clark-Fortier, UA
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ACETS
Arizona Course Equivalency Tracking System
• A tool designed to help track
course equivalency decisions
through the statewide
evaluation and articulation
process.
• Process includes:
• SUN courses
• Exam Equivalencies
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ACETS Course Evaluation Process
COMMUNITY
COLLEGE
SUBMISSION
UNIVERSITY
PROCESSING
UNIVERSITY
ENCODING
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SECTION
A
COMMUNITY
COLLEGE
SUBMISSION
SECTION A:
Community College Submission
ACETS forms
Query
Reports &
Other
Features
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ACETS Form Types
NEW (New Form)
CEG Data Cleanup **
• New community college courses
• Courses never submitted thru ACETS
• Correct blank cells, typos, and incomplete
information in CEG
MOD (Modification Form)
• Revised community college articulated
courses
• Courses with substantial changes:
• credit hours/course descriptions/learning
outcomes/curriculum content
• Course that needs to reevaluated
EDI (Editorial Form)
• Course changes:
• Prefix/number/title
DEL (Deletion Form)
• Removal of community college course from
course bank
ATF-CEG Change **
• Reflection of ATF recommended equivalency
change for community college listed in CEG
EXAM Review (EEG Form) **
• Document institutional designations for
specific scores: AP, IB, CLEP, DSST
SUN Action **
• Add potential SUN course
• Plan to make changes to designated SUN
courses
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ACETS Form Submission Process:
Submission thru ACRES
1.
Upon curriculum approval, click Send to
ACETS within the Approved ACRES Form
2.
Log into ACETS
3.
Click Query button
4.
Click Saved Forms Not Yet Sent
5.
Choose and click form type
(NEW/MOD/EDI/DEL)
6.
Click EDIT to view and update for accuracy
7.
Complete form and attach course outline
8.
Click Send to submit to universities.
Submission thru Non-ACRES
1.
2.
3.
4.
Login into ACETS
Choose and click on form
type (NEW/MOD/EDI/DEL)
Complete form and attach
course outline
Click Send to submit to
universities
Comprehensive Course Evaluation by University:
NEW or MOD course evaluation form must include an appropriate course
outline that matches the requested equivalency term and year.
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SUN Action Form:
Submitting a
SUN Action Form:
• Form creation and
submission Process is the
same as for NEW/MOD
• Difference is:
Use of SUN Action Form:
Community colleges uses SUN Action Form to submit a request for review and approval by
the universities regarding changes of respective sun numbered course(s).
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SUN Query Report:
Using a SUN Query Report:
• View any activity on Sun Numbered courses
• Click on Sun# icon to view all related Sun Numbered courses
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Query and Report Features
Error Reports
Forms Sent Since Last Week
• Check for courses errored by universities
• Recent sent forms to universities
Saved Forms-Not Yet Sent
Cross Listed Query
• Creation of form in process, not yet submitted
to universities
• Enter any course prefix and number
Sent CEG Evaluations
SUN Course Query
• All sent evaluations
• All SUN course activity
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Managing Errors and Resubmissions:
Checking for Errored ACETS forms:
Resubmit Errored ACETS forms
1.
Check on forms submitted to
universities
1. View Errored forms to read
University Notes on the error
2.
Click Unchecked/New Error Forms
to view Errored submissions
3.
Click Checked/Reviewed Error
Forms or All Error Forms to view
lists
2. Click Resend button (bottom of
page), choose proper form type to
make corrections and then resend
4.
5.
Run Error Report Query to search
for specific forms errored by the
universities
Update/correct errored form and
resubmit to universities
3. Make appropriate changes and
attach course outline (for New or
Mod)
4. Submit Form to universities
5. Recheck Unchecked errors in a few
days
Trouble-Shooting Guide
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Other ACETS Features
My Account Info
• Edit personal information and page colors
University Status Report
• View status of submitted course evaluations
to universities:
• Total/Pending/Overdue/Complete
ATF-CEG Report
• Your submitted ATF-CEG reports
Add/Edit Read Only Users
• Set up or edit read only access
Import Data from File 2
Equivalency and Activity Reports
• Tab delimited txt files
• Query equivalencies
Course Activity Report
• Course activity per form type
1.
2.
Sun Query
• Any SUN course activity
Pathway Review Report 1
Manage Action Items
• TAGS or MAPPS
• Create, review, or comment on action items
Only Community Colleges participating in TAGS/MAPPS program will see the Pathway Review Report link.
Defer any further questions to Bryant Castaneda at apasc@asu.edu
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Community College Submission
Process Summary
Submit institutionally approved curriculum ACETS
form for University review
Check Error Reports for rejected ACETS forms
following submission
Periodically check evaluations and notes through
Queries and Reports
Use Data Cleanup, CEG-ATF, Exam Review and Sun
Action forms when appropriate
Typically 60 Day Processing Time
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SECTION
B
Section B: University Processing
UNIVERSITY
PROCESSING
3: University
Process/Route/Error
2: University review
ACETS form for accuracy
1: Submission of ACETS
by Community Colleges
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Step 2) Check ACETS form
Review the following form
components for accuracy:
• Correct form type
• Check CEG for listing
• Query ACETS
• Course description information
• Cross listed courses
• Additional respective
ACETS form(s) submissions
• Attached course outline
• Requested effective term
and year matches the
respective attached outline
Trouble-Shooting Guide
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Step 3) Process/Error/Route ACETS form
After Checking
the ACETS form
OPTION 1:
PROCESS
OPTION 2:
ROUTE
OPTION 3:
ERROR
• No Faculty
• Faculty evaluation
• Return form to
Evaluation
Community College
• Finalize evaluation
to correct and
• Process form for CEG • Process form for CEG
resubmit
encoding
encoding
Trouble-Shooting Guide
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SECTION
C
University
Encoding
Section C: University Encoding
Arizona State University
Northern Arizona University
University of Arizona
Using
DARS
System
Using
PeopleSoft
System
CEG
Encoding
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Arizona State University:
Using DARS System for CEG Encoding
Step 5
Step 4
Step 3
Step 2
Step 1
• Enter
articulated
data into
DARS
mainframe
Sunday
• Extract DARS
data from
mainframe
weekly
STEP 5
Monday
STEP 3
• Load DARS
data into CAS
DARWIN files
• Load DARS
from
DARWIN into
CAS to CEG
• Refreshed
CEG data
available for
viewing in
CEG
Tuesday
Wednesday
STEP 4
Thursday
Friday
Saturday
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Northern Arizona University
and
University of Arizona:
Using PeopleSoft System for CEG Encoding
Step 1
Step 2
Step 3
Step 4
Review
finalized form
for accuracy
Encode in
ACETS
Load
spreadsheet
to Peoplesoft
Upload data
to CEG
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Retroactive Effective Dates RULES
New Courses
• Retroactive effective date can be applied at
any time
Re-Evaluation of
existing courses
• Equivalency changed, retained, or additional
• Retroactive effective date not accepted past
posted semester timeline
Course Deletions
• Retroactive effective date can be applied at
any time
Editorial Changes
• Retroactive effective date can be applied at
any time (no changes to equivalency)
Further Questions: please contact respective universities.
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CEG
Update
Course Equivalency Guide (CEG) Update
Step 1
Step 2
Step 3
• Collect
course
data
• Generate
CEG data
• Schedule
CEG
refresh
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Step 1: Collect Course Data
Universities
course
banks
Community
Colleges
course
banks
Early December  Spring semester
Early August  Fall semester
CEG
data
source
Weekly Upload
ACETS
forms
Additional
Processing
Current Community Colleges and Universities course bank data must be uploaded in order to have an
accurate and updated CEG .
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Step 2: Generate Course Data
Step 1
Step 2
• CEG data
collection
• CEG is ready to be
generated
Following data sets are used:
• Community Colleges
course data
• Run weekly CEG
refresh process
• Universities course data
• ACETS course form data
• Additional process** to
clean up the data
**Example: course substitution table to search and replace course equivalency data into readable
text, i.e. DEC replaced with Department Elective Credit
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Step 3: Schedule CEG data refresh
Weekly Process
• CEG data is
updated and
refreshed
Wed
• Refreshed
CEG data is
visible
Tues
University has the ability to make changes to the CEG
directly for course equivalency information.
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Thank You
QA Session