Processing External Test Scores

This chapter provides overviews and discusses how to:

Load external test score files.
Correct and edit data in the suspense record.
Perform search/match and post external data.
Enter optional criteria for creating prospects.
Research duplicate records.
Re-run the search/match/post process.
Purge suspense files and test score messages.
Review additional external test data.
View test score messages summary information.

Understanding How to Process External Test Score Data

The ability to receive external test score data and post it to your database is integral to recruiting and evaluating applicants. Academic institutions receive hundreds if not thousands of test scores per year. Using your PeopleSoft Recruiting and Admissions application, you can receive external test score data, review the data for errors, and post the data, confident that you are not creating duplicate IDs.

PeopleSoft Recruiting and Admissions supports loading many test scores, such as ACT, ADA, AMCAS, AP, CRS, DAT, EOS, GMASS, GMAT, GRE, LSAT/LSDAS, SAT, SSS and TOEFL. The ultimate goal in processing external test score data is to update test score data for individuals through electronic data loads. Your institution receives tapes that contain scores, bio/demo, and sometimes transcript data for individuals. For each test, you first load the data into suspense tables. Then, you ensure that you are not going to create any duplicate bio/demo or test records—it’s very hard to identify and correct duplicate records after they’ve been created. Finally, you post the bio/demo and test score data to your database—the search/match/post process posts self reported academic information to test score candidate data tables. You follow this process for each test.

Regardless of the test, the same components are used to load, view and post test score data. The ID of the test you are processing must be entered on each component. The entry of the test ID determines which fields appear on each page. The test IDs shown in the prompt are based on your test ID security. You must have test ID security defined in order to process external test scores.

To Process External Test Score Data:

Load the test score data from a file in your directory into a suspense table using the external test score load process.
Review and edit the data that you loaded in suspense pages.

Correct all load errors before moving on to the next step. In the search dialog page of the suspense component, enter the test ID, Error in the Edit Processing Option field and click the Search button. Go into each suspense record and correct the errors until every suspense record has a value of Complete (rather than Error) in the Edit field on the Test Score Suspense Data page.
After you have corrected all of the load errors, run the search/match/post process.

This process looks for data in your database (based on search parameters that you define on the search/match criteria pages, that can include name, social security number, birth date, and so forth) that matches the data that you are posting. For a set of parameters that suggest only a possible match (such as name and gender, for example), the process will not post the record until you can manually determine which records are truly duplicates. You can also choose to create prospect records and assign 3Cs during the post process.
Go into each suspense record that did not get posted and check to see if it is truly a duplicate.

In the search dialog page of the suspense component, enter the test ID, Complete in the Edit Process Option field and Perform in the Search/Match Process Option field. Then click the Search button. The search process finds only those suspense records that went through the search/match/post process but did not get posted. The reason the search/match/post process did not post the records is because it found a possible duplicate record in the database. After you are in the component, find the parameters for which the process identified a match, then use Search Match to look up the bio/demo information that matches the suspense record and decide on your own whether a person who truly matches the incoming data already exists in the system. Then, specify whether you want the search/match/post process to add the bio/demo and test record to your database, update an existing record, or ignore the suspense record altogether.
Run the search/match/post process again.

The process posts the suspense records that you manually tagged to post. By this time, all of your suspense records should be posted to your database. When a record posts to your database, the search/match/post process assigns an ID to the person. To view a bio/demo record that the search/match/post process created, select Student Recruiting, External Test Score Processing, Add/Update a Person or Student Admissions, External Test Score Processing , Add/Update a Person. To view a test score record that the search/match/post process created or updated, select Student Recruiting, External Test Score Processing, Test Results or Student Admissions, External Test Score Processing, Test Results.
Purge the suspense tables.

We recommend that you purge the suspense tables as soon as all of the suspense records have been posted to the database. This helps you to avoid confusion the next time you load data into the suspense tables.
Review Test Score Candidate Data, if desired.

When external test score loads contain additional information about the student such as academic interests, extracurricular activities and prior schools attended, the search/match/post process stores the data in the Test Score Candidate Data component.
Create Prospects from Tests, if desired. Create prospects from posted test scores using query manager to define a specific population.

See Understanding Creating Prospects from Test Scores with Query.
Create Applicants from Test, if desired. Create applications for posted ADA, AMCAS or LSAT/LSDAS tests.

See Pages Used to Create Applications from External Test Score Data.

See Also

Reviewing Test Score Candidate Data

Loading External Test Score Files

To run an external test score load process, you must enter the directory path where the test data file is located (such as \\network\test files\ACT_1.dat). The process loads the data from the file into suspense tables.

Prerequisites

Before you load external test scores, you must:

Set up tests and test components.
Set up test ID security for all appropriate users.
Configure the External Test Load Mapping page.
Configure the Ethnic Group Mapping page.

See Pages Used to Create Applications from External Test Score Data.

Page Used to Load External Test Score Files

Page Name	Object Name	Navigation	Usage
External Test Score Load	SAD_TEST_LOAD	Student Recruiting, External Test Score Processing, External Test Score Load or Student Admissions, External Test Score Processing, External Test Score Load	Designate the directory location of the test scores that you are loading and enter the load parameters for that test. Note. We recommend that you complete the full loading, search/match and posting process before loading a new set of data. If you have test scores waiting to be processed, such as ACT test scores, do not load a new ACT test score file until you have processed the data in your ACT suspense files.

Page Name

Object Name

Navigation

Usage

External Test Score Load

SAD_TEST_LOAD

Student Recruiting, External Test Score Processing, External Test Score Load
or Student Admissions, External Test Score Processing, External Test Score Load

Designate the directory location of the test scores that you are loading and enter the load parameters for that test.

Note. We recommend that you complete the full loading, search/match and posting process before loading a new set of data. If you have test scores waiting to be processed, such as ACT test scores, do not load a new ACT test score file until you have processed the data in your ACT suspense files.

Setting Up Load Parameters and Loading the File

Access the External Test Score Load page.

Test ID

Test ID

Select the test that you want to load. Define test ID values on the Test Tables page. Once the Test ID is entered, the additional fields specific to the test will display. You must have Test ID Security established in order to select a value. This field is required.

Test Score File Name and Path

Test ScoreFile Name and Path

Enter the path of the directory and file where the test data resides. This field is required.

For the ADA test only: in the AADSAS field, enter the name of the directory and file where the AADSAS data resides. This is the bio/demo and test score data. In the AADSAS (Crs) field, enter the name of the directory and file where the AADSAS course data resides. This is course data only and is linked to the matching person’s test score record.

Name Prefix

Male, Female, and Unknown

Test score loads do not include name prefixes. They do, however, include gender. Enter the prefix according to the gender provided in the test data load. Values for this field are delivered with your system as translate values. You can modify these translate values. The delivered values are Dr, Miss, Mr, Mrs, and Ms.

Test Parameters

The test components are displayed based on the test ID entered. For example, ACT has seven components as part of their test but LSAT only reports one component. After the Test ID field is populated, enter the test component corresponding to each test parameter listed. The prompt in test parameters will only display the test components for the Test ID. Test Components are mapped to the Test ID on the Test Table page. You may leave these fields blank for EOS, GMASS and SSS. The Test components must be entered for all other tests.

See Setting Up External Test Score Loads.

Score and Percentile

For EOS, GMASS, and SSS only: For each test component, enter the score and percentile that you want to appear for all of the EOS, GMASS, and SSS records that you load. EOS, GMASS, and SSS are search tapes and do not deliver test scores. If you used test scores or percentiles as part of your criteria when purchasing the search tape, you have the option of entering that information on the page. The scores and percentiles will be posted for each person on the search tape. You may leave these fields blank.

Mapping Additional Test Codes

For AP, GRE, SAT and SSS Only: These tests require that you map additional test codes for the test. To begin, click the button to retrieve the test codes for the test ID. The left column is the delivered test code. This is the code that the testing organization defines. (To view the delivered codes, select Setup SA CR, Product Related, Recruiting and Admissions, External Test Scores, then choose the component that you want to review.) The right column is the corresponding component that you defined on the Test Component page and mapped to the test ID on Test Table page. Select the test component that corresponds to the delivered test code.

Other Parameters

Test Date, Test Day, Test Month, Degree Day, Graduation Day and Graduation Month	The PeopleSoft date format requires a day, month, and year. If the date format for a test omits one of these numbers, the system asks you to enter the numeric value for the missing number (such as day, month, or graduation day) that you want the load process to use when it converts the date to the PeopleSoft date format. This also allows the program to populate the Degree Date and Graduation Date information to the prospect record if you select the Create Prospect field on the Search/Match/Post Test Scores page. Your valid options for Test Day, Degree Day and Graduation Day are 1 through 28. The valid options for Test Month and Graduation Month are 1 through 12.
LSAT/LSDAS Test Score	For LSAT/LSDAS only: Select LSAT or LSDAS to indicate the type of file that you are loading.
Score/Test Type	For ADA only: Select USA or CAN to indicate if the test is administered for the United States or Canada. The test components on the page will change based on the option selected.
SAT I Search, PSAT/NMSQT Search, or AP Search	For SSS only: Your institution can buy the names of students who have either taken the SAT I, PSAT/NMSQT, or AP exams. Select the search tape that you are loading. The format of the file varies according to the test that you are loading.
School Tape Type	For SAT only: Select the type of file that you’re loading: College or Secondary. The default is College. The format of the file varies between the two school tape types.
Initial or Full	For DAT only: Select one of these options to determine whether to have the system load the student’s middle name initial or the full middle name. The default setting is to load the middle initial.

Correcting and Editing Data in the Suspense Record

Use the suspense component to correct processing errors after the external test score load.

Understanding, Correcting, and Editing Suspense Data

Edit information in the suspense record. However, remember that the search/match/post process only posts bio/demo data and test score data to your database. The system stores additional data that the test loads contain in the Test Score Candidate Data component. This data does not affect other tables in your database.

Before entering the External Test Score Suspense component, you must enter the Test ID and at least one other search criteria. The pages in the component dynamically display based on the Test ID entered. The pages in the component are very similar in the way they look and work. For example, every suspense component has a Personal Information page and a Tests page. In addition, they all share the first page — Test Score Suspense Data. Some testing agencies ask questions about college preferences, high school activities, and transcript information. Independent of the testing agency, core and supplemental data are handled similarly within the system.

Much of the data that is loaded into the suspense record is data the person entered when completing the student profile section of the test. If the person left out information, or did not complete the entire section, there will be empty fields in the suspense component.

Many of the values and codes that appear in the suspense component are based on values and codes that the testing agency defines. Contact the testing agency that manages the test for full descriptions of the data that appears in these pages or refer the test score layouts you receive from the testing agency.

Correcting Load Errors

An error is indicated on the External Test Score Suspense component when certain values are missing or invalid. You will see an error flag for First Name or Last Name if the value is not populated. In addition an error flag will appear for the following data if it is invalid for the test ID entered: Birthdate, Graduation Date, Test Date, Test Component, Country, Subject Test Code and Degree Date. An invalid test score is a score that is outside the valid test score range according to the ranges that you defined on the Test Table page. The program validates the country for every test where a country code is received. The country code is validated against the PS Country table with the exception of GMAT and ADA which have their own country mapping tables. Find the field that contains the missing value and enter a valid value. You can find the First Name, Last Name, and Birthdate fields on the Personal Information page, and the Test Date and Test Component fields on the Tests page. For other error indicators, look through the suspense component to find the corresponding field and enter a valid value.

After you enter a valid value for the fields that were missing or incorrect, save the component. The Edit field on the Process Options page should now display Complete. Be sure to correct all errors before posting the data.

Note. Data in suspense tables does not affect tables in your database until you post the data by running the search/match/post process. In addition, if you find an error in the suspense component after you run the search/match/post process, you would need to go to the proper page in your database to make any changes. For example, if you found an error on the Personal Information page in the suspense component, you would need to go to the Add/Update a Person component in the External Test Score Processing menu for this person to correct the error.

See Also

Using Search/Match

Pages Used to Correct and Edit Data in the Suspense Record

Page Name	Object Name	Navigation	Usage
Test Score Suspense Data	SAD_SUSP_PROC_OPTN	Student Recruiting, External Test Score Processing, External Test Score Suspense Student Admissions, External Test Score Processing, External Test Score Suspense	View and correct load process results and test score messages. This page will appear for every test ID.
Personal Information	SAD_ACT_SUS_BIO SAD_ADA_SUS_BIO SAD_AMC_SUS_BIO SAD_AP_SUS_BIO SAD_CRS_SUS_BIO SAD_DAT_SUS_BIO SAD_EOS_SUS_BIO SAD_GMS_SUS_BIO SAD_GMT_SUS_BIO SAD_GRE_SUS_BIO SAD_LAW_SUS_BIO SAD_SAT_SUS_BIO SAD_SSS_SUS_BIO SAD_TFL_SUS_BIO	Student Recruiting, External Test Score Processing, External Test Score Suspense, Personal Information Student Admissions, External Test Score Processing, External Test Score Suspense, Personal Information	Review and edit the student's personal information in the suspense record. Refer to the data layouts from the testing agency to determine the fields that will display. Each test has a Personal Information page. The data will vary depending on the test ID.
Tests	SAD_ACT_SUS_TST SAD_ADA_SUS_TST SAD_AMC_SUS_TST SAD_AP_SUS_TST SAD_CRS_SUS_TST SAD_DAT_SUS_TST SAD_EOS_SUS_TST SAD_GMS_SUS_TST SAD_GMT_SUS_TST SAD_GRE_SUS_TST SAD_LAW_SUS_TST SAD_SSS_SUS_TST SAD_TFL_SUS_TST	Student Recruiting, External Test Score Processing, External Test Score Suspense, Tests Student Admissions, External Test Score Processing, External Test Score Suspense, Tests	Review or edit test data in the suspense record. Some of the information on this page is required (such as test date and test components). If this information is missing in the external test data load, you will have to enter valid values here before posting the record. Refer to the data layouts from the testing agency to determine the fields that will display. Each test has a Tests page with the exception of SAT. The data will vary depending on the test ID.
Academics	SAD_ACT_SUS_SPS	Student Recruiting, External Test Score Processing, External Test Score Suspense, Academics Student Admissions, External Test Score Processing, External Test Score Suspense, Academics	For ACT only. Review or edit academic data in the suspense record. Refer to the data layouts from ACT to determine the fields that will display.
Activities	SAD_ACT_SUS_COL	Student Recruiting, External Test Score Processing, External Test Score Suspense, Activities Student Admissions, External Test Score Processing, External Test Score Suspense, Activities	For ACT only: Review and edit activity information in the suspense record. Refer to the data layouts from ACT to determine the fields that will display.
Interests	SAD_ACT_SUS_INT	Student Recruiting, External Test Score Processing, External Test Score Suspense, Interests Student Admissions, External Test Score Processing, External Test Score Suspense, Interests	For ACT only. Review and edit interest data in the suspense record. Refer to the data layouts from ACT to determine the fields that will display.
Education	SAD_ADA_SUS_OTH	Student Recruiting, External Test Score Processing, External Test Score Suspense, Education Student Admissions, External Test Score Processing, External Test Score Suspense, Education	For ADA only. Review and edit education data in the suspense record. Refer to the data layouts from AADSAS (Associated American Dental Schools Application Service) to determine the fields that will display.
Courses	SAD_ADA_SUS_CRS	Student Recruiting, External Test Score Processing, External Test Score Suspense, Courses Student Admissions, External Test Score Processing, External Test Score Suspense, Courses	For ADA only. Review and edit course detail information in the suspense file. Refer to the data layouts from AADSAS to determine the fields that will display.
Applicant Data	SAD_ADA_SUS_ADDL SAD_AMC_SUS_OTH	Student Recruiting, External Test Score Processing, External Test Score Suspense, Applicant Data Student Admissions, External Test Score Processing, External Test Score Suspense, Applicant Data	For ADA only. Review and edit applicant data in the suspense record. Refer to the data layouts from AADSAS to determine the fields that will display.
Colleges	SAD_AMC_SUS_COL	Student Recruiting, External Test Score Processing, External Test Score Suspense, Colleges Student Admissions, External Test Score Processing, External Test Score Suspense, Colleges	For AMCAS only. Review and edit college data in the suspense record. Refer to the data layouts from AAMC (American Association of Medical Colleges) to determine the fields that will display.
GPA/Hours	SAD_AMC_SUS_GPA	Student Recruiting, External Test Score Processing, External Test Score Suspense, GPA/Hours Student Admissions, External Test Score Processing, External Test Score Suspense, GPA/Hours	For AMCAS only. Review and edit undergraduate education data in the suspense record. Refer to the data layouts from AAMC to determine the fields that will display.
Schools	SAD_AP_SUS_SCH	Student Recruiting, External Test Score Processing, External Test Score Suspense, Schools Student Admissions, External Test Score Processing, External Test Score Suspense, Schools	For AP only. Use the Schools page to review and edit school data in the suspense record. Refer to the data layouts from ETS (Educational Testing Service) to determine the fields that will display.
Awards	SAD_AP_SUS_PREV SAD_SSS_SUSP_SDQ	Student Recruiting, External Test Score Processing, External Test Score Suspense, Awards Student Admissions, External Test Score Processing, External Test Score Suspense, Awards	For AP and SSS only: Review and edit additional question information in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.
Additional Information	SAD_CRS_SUS_ACI	Student Recruiting, External Test Score Processing, External Test Score Suspense, Additional Information Student Admissions, External Test Score Processing, External Test Score Suspense, Additional Information	For CRS only. Review and edit additional information in the suspense record. Refer to the data layouts from LSAC (Law School Admission Council) to determine the fields that will display.
Profile Data	SAD_GRE_SUS_PRFL	Student Recruiting, External Test Score Processing, External Test Score Suspense, Profile Data Student Admissions, External Test Score Processing, External Test Score Suspense, Profile Data	For GRE only. Review and edit profile data in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.
Prior Schools	SAD_LAW_SUS_MTR	Student Recruiting, External Test Score Processing, External Test Score Suspense, Prior Schools Student Admissions, External Test Score Processing, External Test Score Suspense, Prior Schools	For LSAT/LSDAS only. Review and edit prior schools attended in the suspense record. Refer to the data layouts from LSAC to determine the fields that will display.
Candidate Data	SAD_LAW_SUS_ACI	Student Recruiting, External Test Score Processing, External Test Score Suspense, Candidate Data Student Admissions, External Test Score Processing, External Test Score Suspense, Candidate Data	For LSAT/LSDAS only. Review and edit candidate data in the suspense record. Refer to the data layouts from LSAC to determine the fields that will display.
Recommendations	SAD_LAW_SUS_REC	Student Recruiting, External Test Score Processing, External Test Score Suspense, Recommendations Student Admissions, External Test Score Processing, External Test Score Suspense, Recommendations	For LSAT/LSDAS only. Review and edit recommendation data in the suspense record. Refer to the data layouts from LSAC to determine the fields that will display.
Academics	SAD_LAW_SUS_SCH	Student Recruiting, External Test Score Processing, External Test Score Suspense, Academics Student Admissions, External Test Score Processing, External Test Score Suspense, Academics	For LSAT/LSDAS only. Review and edit academic data in the suspense record. Refer to the data layouts from LSAC to determine the fields that will display.
SAT I	SAD_SAT_SUS_SATI	Student Recruiting, External Test Score Processing, External Test Score Suspense, SAT I Student Admissions, External Test Score Processing, External Test Score Suspense, SAT I	For SAT only. Review and edit SAT I data in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.
SAT II	SAD_SAT_SUS_SATII	Student Recruiting, External Test Score Processing, External Test Score Suspense, SAT II Student Admissions, External Test Score Processing, External Test Score Suspense, SAT II	For SAT only. Review and edit SAT II data in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.
Student Data	SAD_SAT_SUS_SDQ SAD_SSS_SUS_SDQ	Student Recruiting, External Test Score Processing, External Test Score Suspense, Student Data Student Admissions, External Test Score Processing, External Test Score Suspense, Student Data	For SAT and SSS only. Review and edit student data in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.
School Data	SAD_SAT_SUS_SDQ2	Student Recruiting, External Test Score Processing, External Test Score Suspense, School Data Student Admissions, External Test Score Processing, External Test Score Suspense, School Data	For SAT only. Review and edit school data in the suspense record. Refer to the data layouts from ETS to determine the fields that will display.

Reviewing Test Score Suspense Data

Access the Test Score Suspense Data page.

This page provides the status of a suspense record regarding the loading, search/match and posting processes.

Any informational and error messages that external test data load and search/match/post processes generate appear on this page. You can use this page to keep current on the status of an individual’s test score processing. These messages can serve historical and analytical purposes, giving you a picture of the kinds of errors encountered in your test score processing. To do so, you would need to wait to purge your test score messages until you have completed your analysis.

Processing Options

Edit

Displays the status of the load process for this suspense record. The load process populates this value.

Complete: The load process loaded the test score data without a problem. This record is ready to be posted.

Error: The load process encountered problems when loading the test score data. The system indicates the values that you must correct in the Error Indicators group box. Correct all errors and save the data before running the search/match/post process on this record. After you correct the errors and save the component, the system changes the field value to Complete.

Perform: You set this value manually. This is for informational purposes only.

Search

Displays the status of the search/match process for this suspense record. The search/match process populates this value.

Complete: The search/match process completed successfully.

Error: The search/match process encountered problems. Refer to the log file for information regarding the error.

Perform: The search/match process will process this record the next time you run the process.

Post

Displays the status of the record regarding the search/match/post process. These values can be entered manually; however, some are entered by the system after processes are run as described in the table below. If the process created a new person in your database, the process generates an ID for the person and displays it in the ID field on the page. If the process updated an existing person’s record, the process displays the ID that was updated in the ID field on the Bio/Demo page.

Post Value	Meaning	How Set
Error	The posting process encountered a problem.	Set by the system during the search/match/post process.
New ID Add	The system was unable to find a match in the database and will add a record with a new ID to your database when you run the search/match/post process. When set manually, means that the process identified a match and the user determined manually that no duplication exists. When the user runs the search/match/post process again, the process creates a new record and generates an ID, which it displays in the ID field on the Personal Information page.	Set by the system during the search/match process if no match was found in your database (only when you run search/match and post and different times). Set manually.
No Action	Search/match/post and purge suspense file processes will ignore the record if this value is entered.	Set manually.
Purge	Indicates that this suspense record will be removed from the system during the purge suspense file process.	Set by the system during the search/match/post process if the record was successfully processed.
Update ID	The search/match/post process found a matching ID in the database. The process will update the matching records with the data from this suspense record. When set manually, means that the process identified a match and the user determined manually that duplication exists. The system makes available the ID field on the Personal Information page. Select the ID that you want the search/match/post process to update. You must save the page and run the search/match/post process to update the record.	Set by the system during the search/match process if a match was found in the database and if your search parameters define that an update should occur in this situation (only when you run search/match and post and different times). Set manually.
Awaiting Search/Match	This record is in the suspense file and is waiting to be processed by the search/match/post process.	Set by the system during the load external data process.

Note. While you can manually edit the values in the Edit, Search and Post fields, keep in mind that if a field contains Error and you manually change it without correcting an error, you may experience problems when posting the data.

Error Indicators

Last Name, Test Date, Birth Day, First Name, Graduation Date, High School Graduation Date, Test Component

When a load error occurs, the load external data process displays the required values that were missing or incorrect in the load. Go to the Personal Information page, the Tests page, or another page is the Suspense component where the missing or incorrect data resides to enter a valid value. When you correct the error the system clears the check box and the fields will no longer display. After all of the check boxes are cleared and the component is saved, the system enters Complete in the Edit field.

Search/Match Results

Order Number	You know that the search/match/post process found a match and did not post the suspense record when the Search field contains Perform and displays the search order number that led to the match in the Order Number field. Use this information to decide for yourself whether or not a possible duplication exists.
Matches	Displays the number of matches the process found at order number given.

Messages

Message Severity	The message severity, such as Message or Error.
Message Text	The message on this row of data.
Description	The detailed message.
Comments	Results or other additional information about the message.
Process Instance	The process number of the process that you ran for this record. Process Scheduler generates this number.
Run Date/Time	The day and time the process ran for this record.
Process Name	The name of the application engine that you ran for this record. For example, in the previous page example, the messages displayed from running SAD_TST_LOAD application engine, which is the External Test Score Load process.
User ID	The user ID of the person who ran the process.

Reviewing Personal Information

Access the Personal Information page.

Use Personal Information page in the suspense component to review and edit biographical and demographic data loaded through the external test data load. Use this page to edit the person’s last name, first name, and birth date, if the external data load omitted these values. The data varies depending on the Test ID. Common fields are described below.

When the search/match/post process posts the data in the suspense record, the process posts much of this data to the newly created personal information record.

Note. If the search/match/post process finds a match and updates the existing record with the data in the suspense file, the process does not update the personal information. This prevents you from overriding verified information.

Record Number	The test record number. This number is automatically populated based on the Installation parameters.
Date Loaded	The date that you loaded this record.
Last Name, First Name, and Middle Initial	The person’s last name, first name, and middle initial or middle name as they appear in the test record. If the last name or first name are empty, enter a value.
ID	This field is unavailable until you run the search/match/post process. The search/match/post process generates an ID and displays it here when the process creates a new record. If the process finds a match and updates an existing record, the process enters the ID of the record that it updated. If the process finds a match and retains the record in the suspense table, and you decide to update an existing ID (by selecting Update ID in the Post field on the Process Options page), a prompt becomes available. Click the prompt to select the ID that you want to update.
Birthdate	The person’s birth date after the load process converts it to the PeopleSoft date standard from the birth date reported on the test.
Name Prefix	A name prefix is inserted here according to the gender from the test record and the prefix criteria you set up on the External Test Score Load page.
Gender	The person’s gender. The load process converts the person’s gender as reported in the test record to the corresponding PeopleSoft gender code.
Ethnic Group	The person’s ethnic group. The load process converts the person’s ethnicity code as reported on the test record to the corresponding PeopleSoft ethnic group. This value is populated based on the Ethnic Group Mapping page. This setup must be done for the Test ID indicated or a value will not be populated.
SSN (social security number)	The person’s social security number after the load process converts it to the PeopleSoft standard from the social security number reported on the test.
Address 1, Address 2, City, State, Postal Code, Country	The person’s address. The load program validates the country for every test where a country code is received. The country code is validated against the PS Country table with the exception of GMAT and ADA which have their own country mapping tables.
Telephone	The person’s telephone number.
Citizenship Status	The person’s citizenship status. This value is populated based on the conversion of the data from the test record to a PeopleSoft value. Values for this field are delivered with your system as translate values.

Reviewing Test Score Data

Access the Tests page.

Test Date

The day this person took the test appears. The load process converts the test date delivered with the test to the PeopleSoft format, which appears here. The search/match/post process posts the test date to your database when you run the process for this suspense record.

Test ID

Test ID is the ID of the test taken by this person. Define test IDs on the on the Test Tables page. The Test ID is entered as a parameter during the load process.

Post

The load process selects this check box if the score and component are valid. You can post the score for this component.

Error

The load process selects this check box if it encountered an error with either the component or the score during the load process. You can view additional information about this error on the Test Score Suspense Data page. The error must be cleared in order for the component and score to post to Test Results. Once the specific error is corrected, the Error check box will automatically clear and the Post check box will be selected.

Test Component

The test components that you selected on the External Test Score Load page for the Test ID.

Score and Percentile

The reported score and percentile appears for each component (if applicable).

Performing Search/Match and Posting External Data

This section provides an overview of how to perform search/match and post external data, and discusses how to:

Post the external data.
Set up search/match parameters for test score data.

Understanding Performing Search/Match and Posting Test Scores

The search/match/post process consists of two separate processes that complement each other. The search/match process uses data from the suspense record to determine if the person might already exist in your database. The purpose of the search/match is to prevent duplicate records. Duplicate records are very difficult to find and delete after they have been created. The post process uses the data in the suspense record to create a person if they don't already exist and to create or update test score data based on the search/match results. The post process also creates or updates test score candidate data.

You can specify what you want the post process to do when search/match finds a match (or multiple matches). Based the results of the search/match process, the post process can update the record in your database that matches the suspense record if you are sure that the person in your database is the same person the test data is for. For example, if the search/match process found a matching social security number, you might be confident that this is the same person, so the post process could update the record automatically. You can also define search/match parameters that tell the post process to wait on posting the record. This enables you to review the record and decide manually if it matches a record already in your database. For example, you would want to check for yourself whether or not duplication exists if the only parameters that matched were name and gender.

If the search/match process does not find a match, and you selected the Add option for the New parameter on the Search Parameters page, the post process populates data from the suspense record to your database. Data from the suspense records post to the Add/Update a Person component, the Test Results component and the Test Score Candidate Data component. After you post suspense data, you must use these components to edit the information.

You can perform the search/match and post processes separately, or you can perform them together. We recommend that you run the search/match and post processes in one step. This ensures that you process the records in the right order, which can save you a lot of confusion later on.

You might run the search/match/post process more than once for any given suspense record. If the search/match/post process finds possible matches in the suspense table, you must manually determine whether or not a match exists and then run the process again.

You can also create prospect records for all students for whom you post external test data. Before you create prospects as part of the search/match/post process, you can optionally configure test ID mapping options for academic interests, extracurricular activities and religious preference. Event IDs for 3Cs can also be defined.

Page Used to Perform Search/Match/Post Test Scores

Page Name	Object Name	Navigation	Usage
Search/Match/Post Test Scores	SAD_TEST_POSTS	Student Recruiting, External Test Score Processing, Search/Match/Post/Test Scores Student Admissions, External Test Score Processing, Search/Match/Post Test Scores	Post external test data from suspense files. Before you post the data, however, set up the search/match parameters on the Search Parameters page. You can post a single record or all of the records in the suspense file. Prospect records can also be created from this data.

Search/Match/Post Test Scores

Access the Search/Match/Post Test Scores page.

Test ID

Enter the test ID you want to process. Once the Test ID is entered, the additional fields specific to the test will display. You must have Test ID Security established in order to select a value. The prompt will only display Test IDs you have security to access. This field is required.

Execution Option

Search, Match and Post	Select this option if you want the process to search your database for records that match the suspense record and post the suspense data to your database. This is the recommended option.
Post Only	Select this option if you only want to post the suspense data to your database (if you select this option, you must have already run search/match or manually changed the Search and Post process options on the External Test Score Suspense page).
Search and Match Only	Select this option if you only want to run the search and match process on the suspense file. You will need to post the data at a later time.

Post Processing Parameters

Process Single Record	Select this check box if you want to run the search/match/post process for a single suspense record. The field to the right becomes available. Select the suspense record that you want to process. Only records where the Edit processing option is set to Complete on the External Test Score Suspense component will display.
Data Source	Select the data source from which this information was received. Data source is a required value on the Test Results page. The search/match/post process will post the value that you select here to the Test Results page. Values for this field are delivered with your system as translate values. You can modify these translate values.
Address Type	If the search/match/post process adds a new record to your database, the process loads the address information from the test record into the Addresses page. Select the address type that you want the process to assign to the new address. Define address types on the Address Type Table.
Phone Type	If the search/match/post process adds a new record to your database, the process loads the phone number from the test record to the Personal Information page. Select the Phone type that you want to process to assign to the new phone number. This field will only appear for Test IDs where the phone number is loaded.
Commit Frequency	The commit frequency allows you to decide how often the data is saved during the Search/Match/Post process. The field defaults to 1000. Edit this field to decrease or increase the number of records that are processed before being saved. The commit frequency can help with the performance of the program. A commit frequency that is too low, however, can slow the program down.
Populate Email Address, Email Type	Select this check box to post an email address to the Email Addresses on the Add/Update a Person component. If you choose to populate an email address, you must then select an Email Type. Note. These fields will only appear for test IDs where an email address is loaded.
Create Prospects	Select to create prospect records for the IDs that are added or for existing IDs where no prospect record exists from the test score post. The Default Prospect Values group box becomes available to enter default values for the prospect records that the system creates. You can view prospect data in the Create/Update Prospect component under the menu Student Recruiting, Maintain Prospects.

Default Prospect Values

Select the default values that you want the system to assign to the prospects that you create from the test score post. For example, if you select UGRD in the Academic Career field, the system will assign every prospect it creates to the undergraduate academic career. To create prospects, you must enter an academic institution, academic career, recruiting status, and recruiting center. In certain circumstances, you might also want to assign additional information, such as academic program and plan, and admit term, when your test load contains a specific set of prospects.

Academic Program	Because the Academic Program table is keyed by admit term, you must select an admit term to select an academic program. You do not have to assign an academic program.
Assign 3C	Select this check box to assign 3Cs to the prospects that you create from the test score post. The Event ID field becomes available.
Event ID	Assign an event ID to the prospects you create from the test score post. Only the event IDs that have the administrative functions PROS (prospect) and PROP (prospect program) will be available. PROP is only available if you select an academic program on this page. Define event IDs on the Event Definition page.

See Understanding the 3C Engine.

Setting Up Search Parameters for Test Score Data

Access the Search Parameters page. Use this page to set up your search/match parameters. These are the rules that determine what the post process should do with the suspense record after the search/match process is complete. This page is the same for each Test ID entered on the Search/Match/Post Test Scores page.

Select Student Recruiting, External Test Score Processing, Search/Match/Post Test Scores or Student Admissions, External Test Score Processing, Search/Match/Post Test Scores.

See Also

Setting Up Search/Match Parameters

Researching Duplicate Records

In the search dialog page of the External Test Score Suspense component, enter the Test ID you want to review, Complete in the Edit Process Option field and Perform in the Search/Match Process Option field. Then click the Search button. The search process finds only those suspense records that went through the search/match/post process but did not get posted. The reason the search/match/post process did not post the records is because it found a possible duplicate record in the database. Upon entering the component, the Test Score Suspense Data page displays the search/match level involved in the possible match and the number of individuals in the database that match the criteria in the Search/Match Results group box.

For example, suppose that the Order Number field in the Search/Match Results group box displayed 40 and the number of matches displayed is three. At PSUNV, Order Number of 40 means that the process is checking for a matching name and gender. Therefore, you know that there are three people in your database with the same name and gender as the person in the suspense record. Use the Search/Match component to look up the name and gender that matches the suspense record and compare the other information (such as address) to determine whether or not the person in the database is the same as in the suspense record. Select Student Recruiting, External Test Score Processing, Search/Match or Student Admissions, External Test Score Processing, Search/Match to access this page.

If the person from the suspense record is not the same as a person in your database, set the Search field to Complete and the Post field to New ID Add.

If the person from the suspense record is the same as a person in your database, set the Search field to Complete and the Post field to Update Existing ID. Then go to the Personal Information page and enter the ID that you want to update. Note, however, that the search/match/post process only updates test score and candidate data information. The process does not update bio/demo data because some bio/demo data may have already been verified.

Re-Running the Search/Match/Post Process

The process posts the suspense records where you manually changed the Search/Match processing option to Complete and the Post processing option to New ID Add or Update Existing ID. By this time, all of your suspense records should be posted to your database. When a record posts a new record to your database, the post process assigns an ID to the person. To view a bio/demo record that the post process created, select Student Recruiting, External Test Score Processing, Add/Update a Person or Student Admissions, External Test Score Processing, Add/Update a Person. To view a test score record that the post process created or updated, select Student Recruiting, External Test Score Processing, Test Results or Student Admissions, External Test Score Processing, Test Results. To view the additional data from the testing agency not posted to Test Results or Add/Update a Person, select Student Recruiting, External Test Score Processing, Test Score Candidate Data or Student Admissions, External Test Score Processing, Test Score Candidate Data. If you chose to create a prospect record, select Student Recruiting, Maintain Prospects, Add/Update a Prospect.

Entering or Updating Applicant Biographical Data

Purging Suspense Files and Test Score Messages

This section discusses how to use the external test score purge and test score messages purge pages to purge suspense records and test score messages.

Note. If you intend to perform an analysis on your test score processing, do not purge your test score messages with the External Test Score Purge process. Instead, purge them at a later date when you know you no longer have a need to view them using the Test Score Messages Purge process.

Pages Used to Purge Suspense Files and Test Score Messages

Page Name	Object Name	Navigation	Usage
External Test Score Purge	SAD_TEST_PURGE	Student Recruiting, External Test Score Processing, External Test Score Purge Student Admissions, External Test Score Processing, External Test Score Purge	Purge suspense records and test score messages for a specific test ID.
Test Score Messages Purge	TST_SCORE_PARMS	Student Recruiting, External Test Score Processing, Test Score Messages Purge Student Admissions, External Test Score Processing, Test Score Messages Purge.	Purge all test score messages. You can run a process to purge all test scores remaining in your suspense files for all external test scoreloads.

Using the External Test Score Purge page

Access the External Test Score Purge page.

Test ID

Enter the test ID you want to delete from the suspense record. The test ID list that appears in the prompt is based on the Test ID Security.

All Suspense Rows

Select this option if you want to purge all of the records in your suspense table, regardless of the status of the Post field on the Process Options page.

Marked Suspense Rows

Select this option if you only want to purge those records in your suspense file marked Purge in the Post field on the Process Options page. Select this option if you suspect that there are still suspense records that need to be processed. The purge process will only delete suspense records with Purge in the Post field on the Process Options page.

Retain Associated Messages

Select this option if you want to retain messages that are associated with the suspense records that you are purging.

Remove Associated Messages

Select this option if you want to remove messages that are associated with the suspense records that you are purging.

Reviewing Test Score Candidate Data

This section provides an overview of candidate data.

Understanding Reviewing Test Score Candidate Data

The search/match/post process posts candidate data (according to the test) to the Test Score Candidate Data component. This component is informational only. The data in this component does not affect other data in your database. For example, if you change a person’s name in this component, it would not change the name anywhere else in the system. If you choose however to create prospects from test scores, some of this data is used for the process such as graduation date, intended major and extracurricular activities.

Many of the values and codes that appear in the Test Score Candidate Data components are based on values and codes that the testing agency defines. Contact the testing agency that manages the test for full descriptions of the data that appears in these pages or refer to the test score layout you received from the testing agency.

Before entering the Test Score Candidate Data component, you must enter the Test ID. The pages in the component dynamically display based on the Test ID entered. The number of pages that appear in the component depend on the Test ID. You must have Test ID Security defined for your user ID in order to access the component. The pages shown below are an example of the Test Score Candidate Data component.

Pages Used to Review Test Score Candidate Data

Page Name	Object Name	Navigation	Usage
Personal Information	SAD_ACT_CD SAD_ADA_CD SAD_AMC_CD SAD_LAW_CD SAD_SAT_CD SAD_SSS_CD	Student Recruiting, External Test Score Processing, Test Score Candidate Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Personal Information	This page appears for ACT, ADA, AMCAS, LSAT/LSDAS, SAT and SSS. Review the student's personal information as it was received from the testing agency. The fields will vary depending on the test ID. This page also indicates if the post process created an employee ID for this person.
Test Score Candidate Data	SAD_AP_CD SAD_CRS_CD SAD_DAT_CD SAD_EOS_CD SAD_GMT_CD SAD_GRE_CD SAD_GMS_CD SAD_TFL_CD	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Test Score Candidate Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Test Score Candidate Data	This page appears for AP, CRS, DAT, EOS, GMAT, GRE, GMASS and TOEFL. Review the student's personal and academic information as it was received from the testing agency. The fields will vary depending on the test ID. This page also indicates if the post process created an employee ID for this person.
Academics	SAD_ACT_CD_ACAD SAD_LAW_CD_SCH	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Academics Student Admissions, External Test Score Processing, Test Score Candidate Data, Academics	This page displays for ACT and LSAT/LSDAS. Access a student's test and academic data as reported by the testing agency. The fields will vary depending on the test ID.
Activities	SAD_ACT_CD_ACT	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Activities Student Admissions, External Test Score Processing, Test Score Candidate Data, Activities	This page displays for ACT only. Access student profile high school and projected college activity information.
Interests	SAD_ACT_CD_INT	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Interests Student Admissions, External Test Score Processing, Test Score Candidate Data, Interests	This page displays for ACT only. Access student profile interest and college preference information.
Education	SAD_ADA_CD_ED	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Education Student Admissions, External Test Score Processing, Test Score Candidate Data, Education	This page appears for ADA. Review a student's academic history as reported from AADSAS.
Applicant Data	SAD_ADA_CD_DATA SAD_AMC_CD_OTH	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Applicant Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Applicant Data	This page appears for ADA and AMCAS. Review the student's data to support their application for admission as it was received from the testing agency. The fields will vary depending on the test ID.
Application	SAD_ADA_CD_APP SAD_AMC_CD_APP	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Application Student Admissions, External Test Score Processing, Test Score Candidate Data, Application.	This page appears for ADA and AMCAS. View the results of the Create Applicants from Test process for this student. You can also select not to create an application for this student by selecting Do Not Use for Create Appl in the Post Option field.
Courses	SAD_ADA_CD_CRS	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Courses Student Admissions, External Test Score Processing, Test Score Candidate Data, Courses	This page appears for ADA. Review a student's academic course work and grades as reported by AADSAS.
Colleges	SAD_AMC_CD_COL	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Colleges Student Admissions, External Test Score Processing, Test Score Candidate Data, Colleges	This page will appear for AMCAS. Review a student's prior colleges attended as well as previous majors and degrees earned as provided by AAMC.
GPA/ Hours	SAD_AMC_CD_GPA	Student Recruiting, External Test Score Processing, Test Score Candidate Data, GPA/Hours Student Admissions, External Test Score Processing, Test Score Candidate Data, GPA/Hours	This page will appear for AMCAS. Review a student's grade point averages and credit hours as provided by AAMC.
Awards	SAD_AP_CD_AWRD	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Awards Student Admissions, External Test Score Processing, Test Score Candidate Data, Awards	This page appears for AP. Review the student's awards information including award type and year as reported from the Advanced Placement exam.
Schools	SAD_AP_CD_SCHL	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Schools Student Admissions, External Test Score Processing, Test Score Candidate Data, Schools	This page appears for AP. Review a student's high school and college information as reported from the Advanced Placement exam.
Test Data	SAD_AP_CD_TEST SAD_LAW_CD_SB SAD_SAT_CD_TEST	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Test Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Test Data	This page appears for AP, LSAT/LSDAS and SAT. Review additional test data as reported by the testing agency that is not posted to the Test Results page. The fields will vary depending on the test ID.
Additional Data	SAD_CRS_CD	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Additional Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Additional Data.	This page appears for CRS. Review the student's academic, employment and search related data as provided by LSAC.
Prior Schools	SAD_LAW_CD_MATR	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Prior Schools Student Admissions, External Test Score Processing, Test Score Candidate Data, Prior School.	This page appears for LSAT/LSDAS. Review undergraduate academic data and prior law schools attended as provided by LSAC.
Candidate Data	SAD_LAW_CD_CD	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Candidate Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Candidate Data	This page appears for LSAT/LSDAS. Review the student's additional test and application information as provided by LSAC.
Recommendations	SAD_LAW_CD_REC	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Recommendations Student Admissions, External Test Score Processing, Test Score Candidate Data, Recommendations	This page appears for LSAT/LSDAS. Review letter of recommendation data as provided by LSAC.
Student Data	SAD_SAT_CD_STD SAD_SSS_CD_SDQ	Student Recruiting, External Test Score Processing, Test Score Candidate Data, Student Data Student Admissions, External Test Score Processing, Test Score Candidate Data, Student Data	This page appears for SAT and SSS. Review additional information about the student as provided by ETS. The fields will vary depending on the test ID.
School Data	SAD_SAT_CD_SCH	Student Recruiting, External Test Score Processing, Test Score Candidate Data, School Data Student Admissions, External Test Score Processing, Test Score Candidate Data, School Data	This page appears for SAT. Review college preference information for a student. If the test type is College, you can review the high school information for the student as provided by ETS. If the test type is Secondary, you can review the colleges the student submitted their test scores to as provided by ETS. The data that appears on the page will depend on the test type you selected during the external test score load process.

Reviewing Candidate Data Personal Information

Access the Personal Information page.

Personal and academic data posted from the suspense record appears in these fields.

Test ID	The test entered you entered on the search page. The pages to the component will vary based on the test ID.
Test Date	The day the person took the test.
Caused Personal Data Creation	Indicates whether or not the process added a new ID to your database.

Reviewing Academic Information

Access the Academics page.

Academic information data posted from the suspense record appears in these fields.

Reviewing Student Profile High School and College Activity Information

Access the Activities page.

High school and college activities data posted from the suspense record appears on this page.

Reviewing Interest Information

Access the Interests page.

Interest and college preference data posted from the suspense record appears on this page.

Viewing Test Score Messages Summary Information

This section discusses how to use the Test Score Messages page to view a list of all test score messages stored in your suspense files for any record loaded through an external test score load.

Page Used to View Test Score Messages Summary Information

Page Name	Object Name	Navigation	Usage
Test Score Messages	TST_SCORE_MSG_TBL	Student Recruiting, External Test Score Processing, Test Score Messages Student Admissions, External Test Score Processing, Test Score Messages	View a list of all test score messages stored in your suspense files for any record loaded through an external test score load.

Viewing Test Score Messages Summary Information

Access the Test Score Messages page.

Test ID

Enter the test ID you want to view the test messages for. The fields that appear in the prompt will be based on your Test ID security.

Record Number

Select the record number for which you want to search for test score messages.

Process Instance

Select the process instance for which you want to search for test score messages.

Date Loaded

Select the date loaded for which you want to search for test score messages.

Last Name

Select the last name for which you want to search for test score messages.

First Name

Select the first name for which you want to search for test score messages.

ID

Select the ID for which you want to search for test score messages.

Search

Click the Search button to bring up information matching your search criteria.

Test Date	The day this person took the test appears. The load process converts the test date delivered with the test to the PeopleSoft format, which appears here. The search/match/post process posts the test date to your database when you run the process for this suspense record.
Test ID	Test ID is the ID of the test taken by this person. Define test IDs on the on the Test Tables page. The Test ID is entered as a parameter during the load process.
Post	The load process selects this check box if the score and component are valid. You can post the score for this component.
Error	The load process selects this check box if it encountered an error with either the component or the score during the load process. You can view additional information about this error on the Test Score Suspense Data page. The error must be cleared in order for the component and score to post to Test Results. Once the specific error is corrected, the Error check box will automatically clear and the Post check box will be selected.
Test Component	The test components that you selected on the External Test Score Load page for the Test ID.
Score and Percentile	The reported score and percentile appears for each component (if applicable).

Test ID	Enter the test ID you want to delete from the suspense record. The test ID list that appears in the prompt is based on the Test ID Security.
All Suspense Rows	Select this option if you want to purge all of the records in your suspense table, regardless of the status of the Post field on the Process Options page.
Marked Suspense Rows	Select this option if you only want to purge those records in your suspense file marked Purge in the Post field on the Process Options page. Select this option if you suspect that there are still suspense records that need to be processed. The purge process will only delete suspense records with Purge in the Post field on the Process Options page.
Retain Associated Messages	Select this option if you want to retain messages that are associated with the suspense records that you are purging.
Remove Associated Messages	Select this option if you want to remove messages that are associated with the suspense records that you are purging.

Test ID	Enter the test ID you want to view the test messages for. The fields that appear in the prompt will be based on your Test ID security.
Record Number	Select the record number for which you want to search for test score messages.
Process Instance	Select the process instance for which you want to search for test score messages.
Date Loaded	Select the date loaded for which you want to search for test score messages.
Last Name	Select the last name for which you want to search for test score messages.
First Name	Select the first name for which you want to search for test score messages.
ID	Select the ID for which you want to search for test score messages.
Search	Click the Search button to bring up information matching your search criteria.