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ARIZONA COURSE EQUIVALENCY TRACKING SYSTEM(ACETS) TRAINING

PRESENTED BY:

Bryant Castaneda, APASC

Trudy Grantsen, ASU

Alecia Mooney, NAU

Karla Phillips, CCC

Mary Ellen Clark-Fortier, UA

Reference: APASC Handbook

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• A tool designed to help track course equivalency decisions through the statewide evaluation and articulation process.

• Process includes:• SUN courses• Exam Equivalencies

ACETSArizona Course Equivalency Tracking System

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COMMUNITY COLLEGE

SUBMISSION

UNIVERSITY PROCESSING

UNIVERSITY ENCODING

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SECTION A:Community College Submission

COMMUNITY COLLEGE

SUBMISSION

SECTION A

ACETS forms Query Reports & Other

Features

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ACETS Form Types

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Submission thru ACRES Submission thru Non-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.

1. Login into ACETS2. Choose and click on form

type (NEW/MOD/EDI/DEL)3. Complete form and attach

course outline4. 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.

ACETS Form Submission Process:

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SUN Action Form:

• Form creation and submission Process is the same as for NEW/MOD

• Difference is:

Submitting aSUN Action Form:

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:

• View any activity on Sun Numbered courses

• Click on Sun# icon to view all related Sun Numbered courses

Using a SUN Query Report:

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Query and Report Features

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Managing Errors and Resubmissions:

Trouble-Shooting Guide

Checking for Errored ACETS forms: Resubmit Errored ACETS forms

1. View Errored forms to read University Notes on the error

2. Click Resend button (bottom of page), choose proper form type to make corrections and then resend

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

1. Check on forms submitted to universities

2. Click Unchecked/New Error Forms to view Errored submissions

3. Click Checked/Reviewed Error Forms or All Error Forms to view lists

4. Run Error Report Query to search for specific forms errored by the universities

5. Update/correct errored form and resubmit to universities

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Other ACETS Features

1. Only Community Colleges participating in TAGS/MAPPS program will see the Pathway Review Report link.2. Defer any further questions to Bryant Castaneda at apasc@asu.edu

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Community College SubmissionProcess Summary

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Section B: University ProcessingSECTION

B

UNIVERSITY PROCESSING

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Step 2) Check ACETS form

• 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

Review the following form components for accuracy:

Trouble-Shooting Guide

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Step 3) Process/Error/Route ACETS form

Trouble-Shooting Guide

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Section C: University EncodingSECTION

C

University Encoding Arizona State University Northern Arizona University

University of Arizona

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Arizona State University: Using DARS System for CEG Encoding

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

STEP 3 STEP 4

STEP 5

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Northern Arizona Universityand

University of Arizona:

Using PeopleSoft System for CEG Encoding

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Retroactive Effective Dates RULES

Further Questions: please contact respective universities.

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Course Equivalency Guide (CEG) UpdateCEG Update

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Step 1: Collect Course Data

Early December Spring semester

Early August Fall semester

Weekly Upload

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

Following data sets are used:

• Community Colleges course data

• 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

University has the ability to make changes to the CEG directly for course equivalency information.

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Thank You

QA Session