9.2 Load Test Scores with an External File

Purpose:  Use this document as a reference for how to load test scores with an external file in ctcLink.

Audience:   Admissions/ Testing Center staff

You must have at least one of these local college managed security roles:

  • ZZ CS Test Score Loads

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Users must have the ZZ CS Test Processing and ZZ CS Test Score Loads roles. Additionally, you'll need Read/Write Access security on test scores--please contact your security administrator for proper access.

Load Test Scores

Navigation:  NavBar > Navigator > Records and Enrollment > CTC Custom > CTC Processes > CTC Load Test Scores

  1. The Load Test Scores Run Control ID search page displays.
  2. Select the Add a New Value tab to create a new Run Control ID and select Add. It is important to note that Run Control IDs cannot be deleted; therefore,  we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID  is recommended--e.g., WA220_LOAD_TEST_SCORES. This only has to be done once.
The image displays the Run Control ID page -- Add a New Value
  1. To use an existing Run Control ID, click on the Find an Existing Value tab and select Search.
  2. Existing Run Control ID(s) displays below.
  3. Click on the appropriate Run Control ID.
The image displays
  1. The CTC Load Test Scores page displays.
  2. To attach a CSV file, select Upload CSV File. If you save the file in a format other than CSV, you will receive an error message.  
The image highlights the Upload CSV File button
  1. Upload CSV File: Upload a Microsoft Excel file in the .csv format with the required columns. The header row is not necessary. When you choose to include the header row, the View Log/Trace will indicate that the system skipped the header row.
    • Columns required are as follows:
      1. EMPLID Numeric IDs are the only acceptable IDs; test IDs cannot be used(e.g., XX220CS01)
      2. Test ID
      3. Test Component
      4. Test Date--Acceptable formats include the following:
        • Month-Day-Year with leading zeros (08/01/2022)
        • Month-Day-Year with no leading zeros (8/1/2022)
      5. Data Source
        • E = Extract
        • SCH = School
      6. Score 
The image displays an Excel .csv file with six columns-EMPLID, Test ID, Test Component, Test Date, Data Source, Score
  1. The File Attachment panel displays in the center of your screen.
  2. Select Choose File to upload your file. Click Upload once the file name appears.
The image highlights the File Attachment box
  1. The Attached Filename displays.
    • To view the attached file, select View CSV File.
    • To make corrections, select Delete CSV File to delete the uploaded file. Next, make the necessary changes to the file. Then, re-upload the .csv file. 
The image highlights the View CSV File and Delete CSV File button
  1. Select the Run in the top-right corner.
The image highlights the Run button in the top-right corner of the page
  1. The Process Scheduler Request page displays.
  2. Select OK in the lower-left corner below the Process List panel.
The image displays the Process Scheduler Request page focusing on the OK button in the lower-left corner of the image
  1. After selecting OK, the CTC Load Test Scores page displays. Note: In the top-right corner, the Process Instance number appears below the Process Monitor link.
  2. Select the Process Monitor link.
The image highlights the Process Monitor link directly above the Process Instance number
  1. The Process Monitor page displays.
  2. In the Process List panel, ensure the Run Status runs to Success, and the Distribution Status runs to Posted.  You may select the Refresh button until the status is Success, Posted.
The image displays the Process Monitor page with a successful Run Status and posted distributed status
  1. To view process details, click Details in the Process List panel.
The image emphasizes the Details link in the Process List panel
  1. On the Process Detail page, select the View Log/Trace link.
The image focuses on the View Log/Trace hyperlink, instructing the user to select it
  1. On the View Log/Trace page in the File List panel,  select the hyperlinked file name ending with _details.log.
The image displays the File List panel highlighting the file link ending in details.log
  1. The processing details open in a new window.
The image displays the .csv file process results

No Success

  1. If the Run Status runs to No Success, select the Details on the Process Monitor to view the error.
The image displays the Process List panel highlighting the Details link to view why the file resulted in No Success
  1. On the Process Detail page, select the View Log/Trace link.  
The image displays the View/log trace link -select the link
  1. On the View Log/Trace page in the File List panel,  select the hyperlinked file name ending with _details.log.
The File list panel displays in the image --select the link
  1. The processing details open in a new window—the CSV ERRORS display. You can fix the error by reviewing your .csv file and making the necessary changes.
The image displays the error on the process file log
The image displays an error that generated due to the CSV file --the score added was out of rang.
  1. Process complete.

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