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 have the following local college-managed security roles:

  • ZZ CS Test Score Loads
  • ZZ CS Test Processing
  • ZZ CS Test Score Loads

You'll need Read/Write Access security on test scores.

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

Before loading test scores, please review that each test row is matched to the correct EMPLID in your CSV file. If something is loaded to the incorrect EMPLID, the college will need to adjust those entries individually on the Test Results page.

Load Test Scores

Navigation:  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 their reuse. Including your institution code and a short process description in the Run Control ID  is recommended--for example, WA220_LOAD_TEST_SCORES. This only has to be done once.
  3. To use an existing Run Control ID, click on the Find an Existing Value tab and select Search.
  4. Existing Run Control ID(s) are displayed below.
  5. Click on the appropriate Run Control ID.

Uploading a CSV File

  1. The CTC Load Test Scores page displays.
  2. Select Upload CSV File.
  3. Files must be saved in .csv format. Uploading any other format will result in an error message.
Upload CSV File button outlined with a red box

Required Columns

  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 it.
    • 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

Attaching the CSV File

  1. In the File Attachment panel, select Choose File.
  2. After the file name appears, click Upload. Attached Filename displays.
  3. To view the attached file, select View CSV File.
  4. To correct issues, select Delete CSV File, revise your file, and re-upload the corrected .csv.

Running the Process

  1. Select Run in the upper-right corner of the page.
  2. The Process Scheduler Request page displays.
  3. Select OK in the lower-left corner.
  4. After selecting OK, the CTC Load Test Scores page returns.
  5. The Process Instance number displays below the Process Monitor link.
  6. Select Process Monitor.

Monitoring the Process

  1. On the Process Monitor page, in the Process List panel, ensure:
    • Run Status = Success.
    • Distribution Status = Posted.
  2. Select Refresh as needed until the statuses update.
  3. To view process details:
    • Click Details.
    • On the Process Detail page, select View Log/Trace.
    • On the View Log/Trace page, in the File List, select the hyperlinked file name ending in _details.log.
  4. Processing results open in a new window.

If the Process Runs to No Success

  1. If Run Status = No Success:
    • In Process Monitor, select Details.
    • On the Process Detail page, select View Log/Trace.
    • On the View Log/Trace page, select the _details.log file.
  2. The log displays CSV ERRORS, such as:
    • Invalid EMPLID.
    • Incorrect Test Date format.
    • Score out of range (example shown in image).
  3. Correct your .csv file as needed and re-run the process.
  4. Process complete.
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.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.