TES Catalog Change Requests: Submit Department-Wide Changes

When there are differences between course codes on a student transcript and those used in the course catalog data sets in Transferology®, Transfer Specialists and Program Admins can use the TES Catalog Change Requests feature to submit a request to CollegeSource to review the course code display. This article overviews the process for submitting TES Catalog Change Requests pertaining to either all courses in all departments or all courses in a specific department at an institution. Additionally, users can also submit course-level changes after having made a department selection.

Articles in this series:

All Courses in All Departments

Transfer Specialists and Program Admins may encounter situations in which the transcript and course catalog code differ for all courses in all departments at a particular institution. For example, the institution may place a dash or a leading zero between the department abbreviation and course number for all courses in the course catalog but do not utilize this separator on the transcript.

    • If the leading zero is only applied to some courses in the department, a course-level change request should be submitted. Up to five courses can be submitted within one course-level change request.

Before requesting CollegeSource populate and display the transcript course code field in TES® and Transferology® for all courses within all departments, please verify with the transfer institution that:

  1. The leading or special character(s) used for the particular course seen on the transcript would be used for all courses within all departments on the transcript; and
  2. The time period in which the leading or special character(s) is used.

To request changes to all courses within all departments:

  1. Go to the Rule Management menu.
  2. Select TES Catalog Change Requests.

The TES Catalog Change Requests screen will appear. Any previously submitted requests will be listed to the right.

TES Catalog Change Requests screen as described below.
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  1. Select Department-Wide Changes.
  2. Under School Name, type the school's name into the search box.
    • As characters are entered, choices will begin to auto-populate.
    • Select the School Name from the list.
  3. Select the Confirm Source School button.

Callouts illustrate the location of the School Name search box and the Confirm Source School button.

  1. Enter the start and end dates corresponding to the term.
Start Date and End Date fields for Department-Wide Change request.
Select to see a larger version
Field Description/Instrucitons
Start Date - Month

This field is used to identify the start of the time period in which the transcript course code appears on the student transcript.

Select the approximate start month using the guidelines below:

  • If Fall, select September.
  • If Winter or Spring, select January.
  • If Summer, select June.
Start Date - Year

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Enter the year in which the term begins.

Format: YYYY
End Date - Month

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Select the approximate month of the end of the term using the guidelines below:

  • If Fall, select December.
  • If Winter or Spring, select January.
  • If Summer, select August.
End Date - Year

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Enter the year in which the term ends.

Format: YYYY


  1. Select Confirm Year Terms.
  2. Within the following screen, choose All Departments to apply the request to all courses within every department.

  1. The Catalog Change Request Preview pop-up will appear.

Catalog Change Request Preview. The user is asked to review the Departments, Course Numbers, Start and End Dates, and provide additional information to help review the request.

    • Review the data contained within the request.
    • Provide any additional information needed to review the request in the field supplied.
      • Users are required to submit additional information in order to complete the request.
      • Example: "I verified with the institution that within Transferology, starting with the 2019 catalog, each of the institution's courses has a leading zero in front of them. However, the leading zero does not appear on the transcript."
    • Select Send.
      • A message will appear indicating that a ticket has been created.

Once submitted, the request will appear under the heading of Active Requests by (Institution Name) in Transferology Lab.

Active Requests for CollegeSource University SH.
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All Courses in a Specific Department

Institutions may encounter situations in which the transcript and course catalog codes differ for all the courses within one department. For example, the institution may transcript Biology courses under the department abbreviation of BIOLOGY but opt to list the courses under BIOL in the course catalog.

Before requesting CollegeSource populate and display the transcript course code field in TES® and Transferology® for courses within an entire department, please verify with the transfer institution that:

  1. The department abbreviation used for the particular course seen on the transcript would be used for all courses within that department on the transcript; and
  2. The time period in which the transcript department abbreviation is used.

To request changes to the courses within an entire Department:

  1. Go to the Rule Management menu.
  2. Select TES Catalog Change Requests.

The TES Catalog Change Requests screen will appear. Any previously submitted requests will be listed to the right.

TES Catalog Change Requests screen as described below.
Select to see a larger version

  1. Select Department-Wide Changes.
  2. Under School Name, type the school's name into the search box.
    • As characters are entered, choices will begin to auto-populate.
    • Select the School Name from the list.
  3. Select the Confirm Source School button.

Callouts illustrate the location of the School Name search box and the Confirm Source School button.

  1. Enter the start and end dates corresponding to the term.
Start Date and End Date fields for Department-Wide Change request.
Select to see a larger version
Field Description/Instrucitons
Start Date - Month

This field is used to identify the start of the time period in which the transcript course code appears on the student transcript.

Select the approximate start month using the guidelines below:

  • If Fall, select September.
  • If Winter or Spring, select January.
  • If Summer, select June.
Start Date - Year

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Enter the year in which the term begins.

Format: YYYY
End Date - Month

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Select the approximate month of the end of the term using the guidelines below:

  • If Fall, select December.
  • If Winter or Spring, select January.
  • If Summer, select August.
End Date - Year

This field is used to identify the time period in which the transcript course code appears on the student transcript.

Enter the year in which the term ends.

Format: YYYY


  1. Select Confirm Year Terms.
  2. Within the following screen, choose Select Department to apply the request to a specific Department.

  1. Select the applicable department from the list.
    • Departments are populated from the institution's primary catalog's most recent course data set from TES®.

Department list; callout illustrates the location of the Add button next to Biology

  1. The user will be prompted to choose either all course numbers or select a specific course number. Select All Course Numbers.

Selection prompt gives the user the choice between selecting to apply the request to All Course Numbers or Select Course Numbers.

  1. The Catalog Change Request Preview pop-up will appear.

Catalog Change Request Preview. The user is asked to review the Department, Course Numbers, and Start and End Datessubmitted, and provide additional information to help review the request.

  • Review the data contained within the request.
    • Provide any additional information needed to review the request in the field supplied.
      • Users are required to submit additional information in order to complete the request.
      • Example: "I verified with the institution that while listed in Transferology under the department abbreviation BIOL, starting with the 2019 catalog, all courses within the Biology Department are transcripted as BIOLOGY."
    • Select Send.
      • A message will appear indicating that a ticket has been created.

Once submitted, the request will appear under the heading of Active Requests by (Institution Name) in Transferology Lab.

Active Requests for CollegeSource University SH.
Select to see a larger version

One Course in a Specific Department

TES Catalog Change Requests: Submit Course-Level Changes overviews the process for requesting that CollegeSource review differences between a transcript and course catalog data set course code for one or more courses but not all courses within an entire department.

Institutions may encounter situations where the transcript and course catalog codes differ for some courses within the department but not all. For example, an institution might, on the transcript, place a leading zero in front of a developmental course in a particular department. However, this leading zero may not appear in the course code in the institution's catalog.

With Department-Wide Changes, functionality is also provided to request the review of one course within a particular department.

To request a change to one course within a Department:

  1. Go to the Rule Management menu.
  2. Select TES Catalog Change Requests.

The TES Catalog Change Requests screen will appear. Any previously submitted requests will be listed to the right.

TES Catalog Change Requests screen as described below.
Select to see a larger version

  1. Select Department-Wide Changes.
  2. Under School Name, type the school's name into the search box.
    • As characters are entered, choices will begin to auto-populate.
    • Select the School Name from the list.
  3. Select the Confirm Source School button.

Callouts illustrate the location of the School Name search box and the Confirm Source School button.

  1. Enter the start and end dates corresponding to the term.
Start Date and End Date fields for Department-Wide Change request.
Select to see a larger version
Field Description/Instrucitons
Start Date - Month

This field is used to identify the term in which the transcript course code appears on the student transcript.

Select the approximate start month using the guidelines below:

  • If Fall, select September
  • If Winter or Spring, select January
  • If Summer, select June
Start Date - Year

This field is used to identify the term in which the transcript course code appears on the student transcript.

Enter the year in which the term begins.

Format: YYYY
End Date - Month

This field is used to identify the term in which the transcript course code appears on the student transcript.

Select the approximate month of the end of the term using the guidelines below:

  • If Fall, select December
  • If Winter or Spring, select January
  • If Summer, select August
End Date - Year

This field is used to identify the term in which the transcript course code appears on the student transcript.

Enter the year in which the term ends.

Format: YYYY


  1. Select Confirm Year Terms.
  2. Within the following screen, choose Select Department to apply the request to a specific department.

  1. Select the applicable department from the list.
    • Departments are populated from the institution's primary catalog's most recent course data set from TES®.

Department list; callout illustrates the location of the Add button next to Mathematics

  1. The user will be prompted to choose either all course numbers or select a specific course number. Choose Select Course Number.

Selection prompt gives the user the choice between selecting to apply the request to All Course Numbers or Select Course Numbers.

  1. Select the course number to be reviewed.

Course number list callout illustrates the location of the Add button to the right of the course number.

  1. The Catalog Change Request Preview pop-up will appear.

Catalog Change Request Preview. The user is asked to review the Department, Course Number, Start and End Dates, and provide additional information to help review the request.

  • Review the data contained within the request.
  • Provide any additional information needed to review the request in the field supplied.
    • Users are required to provide additional information with the request.
      • Example: "I verified that while MATH103 is the course code used in CollegeSource University (SH)'s catalog, MATH0103 is the code that appears on the transcript for Fall 2023."
  • Select Send.
    • A message will appear indicating that a ticket has been created.

Once submitted, the request will appear under the heading of Active Requests by (Institution Name) in Transferology® Lab. The details submitted on the Catalog Change Request Preview screen will be documented within the information icon under Changes.

Active Requests for CollegeSource University SH.
Select to see a larger version
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