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The course equivalency management system has two reviewer roles: 1st Reviewer and 2nd Reviewer.

Reviewers must be defined by the faculty administrator.听1st Reviewer听is the first role to see incoming equivalency requests, and they are听able to render final decisions in cases where 2nd Reviewers are not defined. To view pending requests:

1. Go to听www.mcgill.ca/course-equivalency
2. Click on听Login听and sign in with your McGill Username and Password
3. Click on听Menu
4. Click on听View Pending Assessment
5. Click on a course equivalency record

2nd Reviewer听role receives equivalency requests only after a 1st Reviewer has rendered a preliminary decision. To view pending confirmations:

1. Go to听www.mcgill.ca/course-equivalency
2. Click on听Login听and sign in with your McGill Username and Password
3. Click on听Menu
4. Click on听View Pending Confirmation
5. Click on a course equivalency record

Note:听Depending on the faculty requirements, there may not be any 2nd reviewers for a particular McGill subject.

There are occasions when an equivalency request may not have sufficient information to be able to determine whether the host course is equivalent or not听(e.g.听the attached course syllabus file is corrupted or the wrong course syllabus was attached).

In those cases, you can submit the request back to the requestor with information on how to correct the issue without recording a decision in the database.听
Depending on your role, click on 'View Pending Assessment'听or View 'Pending Confirmation', then:

1. Click on the request you wish to send back to the requestor without recording a decision in the database
2. Verify that you are unable to make a decision with the information provided
3. Click on听Incomplete
4. Provide the requestor with details as to why you are unable to render a decision and any recommendations (e.g. Wrong course syllabus. Please submit request again with proper syllabus.)
5. Click on听Submit

Now that you have reviewed the request and you are ready to record a decision of Equivalent or Not Equivalent, you will need to record as a final decision or a preliminary decision in situations where there is a 2nd Reviewer. To do so, click on 'View Pending Assessment' or 'View Pending Confirmation', depending on your role, then:

1. Click on the request subject to the decision
2. Click on听Assess
3. Make any necessary changes to the request. For example, correcting course title or selecting the appropriate course number (See听Additional Steps)
4. Click on听Equivalent听if the host course is equivalent to the assigned McGill Subject or click on听Not Equivalent听if otherwise听
5. Select one or more justification matching the criteria on which听you are basing your decision
6. Select a Decision Expiration Term if deemed necessary to change the default value
7. In the听Comments听field, enter any course specific comments that you would like to share with the public -听note that any comment entered here is made public
8. Click on听Submit听when ready

Additional Steps:听These steps must be followed when you deem necessary to have multiple courses taken to be equivalent to one course or vice versa.

You wish to add one or more host courses (Many 鈥� One) that must be taken to be equivalent to a single McGill course

1. Click on听Add Course听from the Host Institution table
2. Enter the Host Course Number, Title, and AUs if applicable
3. Repeat these steps as necessary
4. When finished, resume with the above steps

You wish to add one or more McGill courses (One 鈥� Many) that would be equivalent to a single host course

1. Click on听Add Course听from the McGill University table
2. Select a McGill Subject and Course Number
3. Repeat these steps as necessary
4. When finished, resume with the above steps

Tips: When assessing a request, try to ensure that you are recording positive (Equivalent) decisions when possible. If you are recording primarily negative decisions (Not Equivalent), requestors would not be able to request other equivalencies for the same subject

Example: You are assessing a request听that Course听BIOL2000听at Concordia University be Equivalent to听BIOL402. After reviewing the request, you determined that the course can only be Equivalent to BIOL120. Instead of publishing your decision as听BIOL2000听Not Equivalent to听BIOL402, it is best to be published as听BIOL2000听Equivalent to听BIOL120.

There are situations when a course at the host institution or at McGill has changed, thus changing the equivalency decision associated with it. In this example, we are assuming that the host courses were changed,听as reflected in the newly submitted course syllabus, and what used to be many host courses equivalent to one McGill Course should not be one host course is equivalent to one McGill course:

From this:

To this:

To do so听during the reassessment process:

1. Click on听Assess
2. Click on听Delete听icon next the course you wish to remove from this equivalency request (e.g.听Host Course 2MO430)
3. Make听any other necessary changes
4. Click on听Equivalent听or听Not Equivalent,听depending the request, and resume processing the request as usual

Some faculties require a given subject to have a 2nd Reviewer. If this is the case, a course equivalency decision is published after the 2nd Reviewer has confirmed the 1st Reviewer鈥檚 decision or has submitted a different one.

In the event that there is only a 1st Reviewer role assigned to a subject, the decision made by the 1st Reviewer is automatically published after clicking on Submit.

Requests that are processed as 鈥淚ncomplete鈥� are not published in the Course Equivalency Database.

You need to contact a System Administrator to alter a course equivalency decision after it is published. You can do so by sending an email to听ceqadmin [at] mcgill.ca听along with what you need changed (including course numbers for McGill and host institution)听and why it needs to change.

You must be assigned听as a Faculty Administrator to be able to add/remove/modify reviewers.

1. Go to听www.mcgill.ca/course-equivalency
2. Click on听Login听and sign in with your McGill Username and Password
3. Click on听Menu
4. Click on听Manage Reviewers
5. You may have to click on a Faculty from the list or click on a McGill subject that you wish to manage
6. Type the name or email address of the person you wish to add, then click听Search -听note that you听cannot search by preferred name
7. Assign the appropriate role
8. To remove a reviewer, click on听Delete
9. To change a reviewer's听role, select the appropriate role
10. To disable a reviewer鈥檚 access temporarily without removing it, uncheck the appropriate role

Make sure you search by official first and last name or the McGill email address. Resource accounts and preferred names are not searchable. You will only be able to search for current McGill staff.

It is possible that you receive an email notifying you that there are course equivalency requests pending. This only occurs if there are McGill subjects which you administer that do not have a 1st reviewer assigned to them. To stop those emails from being sent to you, assign a 1st Reviewer for each McGill subject for which you are responsible.

A 2nd Reviewer is not needed to be able to assess and public course equivalency decisions. Some faculties or departments may require that a 2nd reviewer validate the decisions made by the 1st Reviewer and any accreditation requirements.

Double-click on the selected Faculty group -听you will see the names of the people in the Faculty group.