Overview
There are situations where students have completed external tests such as GRE or TOEFL, and have verified with testing agencies that their test results have been sent to the University of Pittsburgh, but the students test scores cannot be found when searching Test Results within PeopleSoft. There are multiple locations where Test Results can be accessed, but a common navigation for admissions is Main Menu > Student Admissions > External Test Score Processing > Test Results. If it is expected that the test scores for a student should be available in Test Results but they cannot be found, this article provides some common troubleshooting steps.
Detail
Searching in Test Results
On Test Results search page, try entering the first few characters of the Last Name and First Name and click on Search. If no matching values are found, it is possible the student’s first and last name were reversed when they took the test, so try switching the first and last name.
A word of caution, it is possible for multiple students to have the same name, so be aware that a match on name alone may not indicate a positive match.
Check to see if Test Score Records exist in Constituent Staging
If unable to find specific test scores for a given student in Test Results, it's possible the incoming test score records for the student encountered an error, have been suspended, or not yet matched to an existing PeopleSoft ID by the Test Score Load processing. Current test scores imported through a batch load process are AP, ACT, SAT, DUOLINGO, GRE and TOEFL.
Go to Student Recruiting > Prospect /Admissions Data Mgmt > Constituent Staging
If you know the specific type of test scores you are looking for, you can add the corresponding Transaction as part of your search criteria to filter results.
| Test |
Transaction |
| AP |
SAD_AP |
| ACT |
SAD_ACT |
| DUO Lingo |
SAD_DUO |
| GRE |
SAD_GRE |
| SAT |
SAD_SAT |
| TOEFL |
SAD_TOEFL |
Test Score Records in Constituent Staging with Staging Status = Error
-
Enter first few characters of the Last Name and First (note, for international students, the incoming test score records might have the name reversed).
-
Click Search
-
If a record is found for the student, select the record for the Transaction corresponding to the test scores you are searching for.
- Take note of any information referenced within Constituent Errors.
| Constituent Status |
Error Description |
Action |
| Error |
Address - STATE(SCC_STG_ADDR.STATE) Invalid value - Check and try again |
Click Constituent Details, locate Address Information and correct the State |
| Error |
At least one Address field must be populated in order to save the address |
Click Constituent Details, locate Address Information and add missing Address information |
| Error |
Birthdate is after today. Please check the century entered |
Click Constituent Details, locate Personal Information, Date of Birth and correct birth year |
| Error |
First Name is required. |
Click Constituent Details, locate Name Information, add First Name |
| Error |
COUNTRY(SCC_STG_ADDR.COUNTRY) Invalid value - Check and try again |
Click Constituent Details, locate Address Information and correct Country |
| Error |
BIRTHCOUNTRY(SCC_STG_CONSTIT.BIRTHCOUNTRY) Invalid value - Check and try again |
Click Constituent Details, locate Personal Information, Date of Birth and correct Birth Country |
| Error |
Test Score Component - TEST_COMPONENT(SCC_STG_TESTCMP.TEST_COMPONENT) Invalid value - Check and try again |
Test Component is not defined |
- After correcting the data to fix the error, change the Constituent Status to "Loaded" and click Run Search/Match/Post.
- If an error still exists, Constituent Status will change back to "Error".
- If Search/Match/Post was able to match to an existing PeopleSoft ID uniquely, Constituent Status will update to "ID Updated".
- If Search/Match/Post identified more than one possible match to an existing PeopleSoft ID, Constituent Status will update to "Suspended".
- If Search/Match/Post was unable to match to any existing PeopleSoft IDs, Constituent Status will remain as "Loaded".
Test Score Records in Constituent Staging with Staging Status = Suspended
If the Constituent Status is ‘Suspended’, click on the ‘Search/Match Results’ link to identify the potential duplicate. The system suggests ID(s) that potentially match the suspended record. Determine if any of the suggested IDs match the suspended record by comparing Bio/Demo Data such as Name, DOB, Address, Email, etc. If the suggested ID is the same as the suspended record, change the Constituent status to ‘Update ID’, then system will prompt to enter the ID, save the record after entering the correct ID. Click on ‘Run Search/Match/Post to complete posting of test scores to the system. The scores will be loaded to Test Results for the specified ID.
NOTE: Extreme caution is advised. If the wrong PeopleSoft ID is entered, it will add the test scores and related bio/demo data to the wrong student’s record.
If the suggested ID(s) is not the same as the suspended record, or a known existing ID is not found, change the Constituent Status to ‘Add New ID’ and save the record. Click on ‘Run Search/Match/Post to complete posting of test scores to the system. A new ID will be created for the individual in this case and the scores loaded to Test Results.
NOTE: Caution is advised. If the individual already exists with a PeopleSoft ID and "Add New ID" is selected, a duplicate PeopleSoft ID will be created and will not be associated with the individuals Admissions Application.
Test Score Records in Constituent Staging with Staging Status = Loaded
If the Constituent Status is ‘Loaded’, the nightly scheduled SCC_SL_SMP – Transaction Management Process will continue to evaluate the record and post the students’ test scores when a positive, unique PeopleSoft ID is found by the Search/Match/Post process.
Unlike some other test scores such as ACT or SAT, GRE and TOEFL scores will not automatically create a new PeopleSoft ID for the individual. The incoming test score records must match to an existing PeopleSoft ID, typically created when an Admissions Application is imported for the individual. This is in attempt to avoid creating duplicate PeopleSoft IDs for an individual as a result of the test score bio/demo record and admission application bio/demo record not matching, or unnecessarily creating PeopleSoft IDs for individuals that just submit test scores but never apply to the University.
If you find the individuals test scores in Constituent Staging with a Staging Status of Loaded, after reviewing the Constituent Details, you are 100% certain that the test scores match an existing PeopleSoft ID with your individuals admission application, you can update Constituent Status to Update ID, enter the existing PeopleSoft ID in the ID field, then click Run Search/Match/Post, which will post the test scores in Test Results.
NOTE: Extreme caution is advised. If the wrong PeopleSoft ID is entered, it will add the test scores and related bio/demo data to the wrong student’s record. If an invalid PeopleSoft ID is entered, an invalid PeopleSoft ID will be created.
Related Information
If unable to resolve the issue after checking the above potential causes, use the Request Help button to create a ticket for assistance. Please include the following information which will help expedite further troubleshooting:
INFORMATION NEEDED
- Applicant/Students PeopleSoft ID (Optional, if known)
- Applicant/Students First and Last Name
- Test ID
- Approximate date the test was taken
- Subject, Catalog Number, Section Number, Class Number