Test Scores not Found for Student in PeopleSoft 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.  

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.

1. Enter first few characters of the Last Name and First (note, for international students, the incoming test score records might have the name reversed).

2. Click Search

3. If a record is found for the student, select the record for the Transaction corresponding to the test scores you are searching for.

4. Take note of any information referenced within Constituent Errors.

5. After correcting the data to fix the error, change the Constituent Status to "Loaded" and click Run Search/Match/Post.
   1. If an error still exists, Constituent Status will change back to "Error".
   2. If Search/Match/Post was able to match to an existing PeopleSoft ID uniquely, Constituent Status will update to "ID Updated".
   3. If Search/Match/Post identified more than one possible match to an existing PeopleSoft ID, Constituent Status will update to "Suspended".
   4. If Search/Match/Post was unable to match to any existing PeopleSoft IDs, Constituent Status will remain as "Loaded".

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.

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.