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Processing NCEA Test Scores

This section provides an overview of the steps required for NCEA processing, and discusses how to:

To process test scores:

  1. Load the test score data from a file in your directory into a suspense table using the NCEA test score load process.

    There are four files: Candidate File, Subject Group File, Result File, and Standard File.

  2. 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 Error in the Edit Processing Option field and click the Search button. Access 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 Process Options page.

  3. 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, for example, name, ID number, and birth date) 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 actually duplicates.

  4. View each suspense record that did not get posted to confirm that it is actually a duplicate.

    On the Search Dialog page of the Suspense component, enter the NCEA test ID, Complete in the Edit Process Option field and Perform in the Search/Match Process Option field. Click the Search button. The search process finds only those suspense records that were not posted in the search/match/post process. The search/match/post process does not post records if it encounters a possible duplicate record in the database. After you access the component, find the parameters for which the process identified a match. Use Search Match to find the bio/demo information that matches the suspense record and decide whether a person who matches the incoming data already exists in the system. 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.

  5. 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. To view a test score record that the search/match/post process created or updated, use the NCEA Test Results page.

  6. Purge the suspense tables.

    You should purge the suspense tables as soon as all of the suspense records have been posted to the database. This helps to avoid confusion the next time that you load data into the suspense tables.

  7. Review or edit posted test results.

Page Name

Definition Name

Navigation

Usage

NCEA Load External Data

SAD_RCTL_NCEA_LD_N

select Student Admissions, then select Processing Admissions NZL, then select NCEA Load External Data

Run the NCEA Data Load SQR process (ADUEBNZL), in order to load NCEA test scores in to the suspense tables.

Process Options

SAD_NCEA_SPROC_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Process Options

View and correct load process results.

Bio/Demo Data

SAD_NCEA_SPBIO_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Bio/Demo Data

Review and edit the student's personal information in the suspense record.

Other Bio/Demo Data

SAD_NCEA_SPOTR_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Other Bio/Demo Data

Review and edit additional personal information in the suspense record.

Subjects

SAD_NCEA_SPSUB_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Subjects

Review and edit the student's loaded subject data.

Standard Result

SAD_NCEA_SPSTD_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Standard Result

Review and edit the student's loaded standard result record.

Messages

SAD_NCEA_MSG_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Messages

Review message details from the load process.

Search/Match Parameters

SEARCH_PARMS

select Student Admissions, then select Processing Admissions NZL, then select NCEA Search/Match/Post, then select Search/Match Parameters

Define 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.

NCEA Post Parameters

SAD_RCTL_NCEAPST_N

select Student Admissions, then select Processing Admissions NZL, then select NCEA Search/Match/Post, then select NCEA Post Parameters

Post NCEA test data from suspense files. Before you post the data, however, set up the search/match parameters on the Search/Match Parameters page. You can post a single record or all of the records in the suspense file.

NCEA Test Results

SAD_NCEA_TERES_NZL

select Student Admissions, then select Processing Admissions NZL, then select NCEA Test Results, then select NCEA Test Results

View a student's posted NCEA test data.

Additional Test Score Detail

SAD_NCEA_TSTSC_SEC

Click the Details button on the NCEA Test Result page.

Review additional information about a test component.

NCEA Purge Suspense File

SAD_RCTL_NCEAPRG_N

select Student Admissions, then select Processing Admissions NZL, then select NCEA Purge Suspense File

Purge NCEA suspense records.

Access the NCEA Load External Data page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Load External Data).

Image: NCEA Load External Data page

This example illustrates the fields and controls on the NCEA Load External Data page.

NCEA Load External Data page

The NCEA Data Load process loads four files: A candidate record, a subject group summary record, and a result record, (each of which is loaded into suspense and then posted to the profile test results tables), and a standard record, which is loaded each time to provide a temporary look up table. The temporary standard table is used by the load SQR to obtain the subject group for each standard/version on the result record. It is also used to obtain more detail about each standard.

Access the Process Options page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Process Options).

Image: Process Options page

This example illustrates the fields and controls on the Process Options page. You can find definitions for the fields and controls later on this page.

Process Options page

This page provides the status of a suspense record regarding the loading process. Any informational and error indicators that NCEA data load processes generate appear on this page. You can use this page to keep current on the status of an individual's NCEA processing.

Processing Options

Field or Control

Definition
Edit

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

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

  • Error: The load process encountered problems when loading the 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 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

Delete Update ID

Not used with NCEA.

Not used with NCEA.

Error

The posting process encountered a problem.

Set by the system during the search/match/post process.

New ID Add

Not used with NCEA.

Not used with NCEA.

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.

Wait Srch

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

Field or Control

Definition
Last Name, First Name, and Birthdate

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 Bio/Demo Data page or another page in the NCEA 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 appear. After all of the check boxes are cleared and the component is saved, the system enters Complete in the Edit field.

Search/Match Results

Field or Control

Definition
Order Nbr (order number)

You know that the search/match 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 Nbr field. Use this information to decide whether or not a possible duplicate exists.
Matches

Displays the number of matches that the process found at order number given.

Access the Bio/Demo Data page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Bio/Demo Data).

Image: Bio/Demo Data page

This example illustrates the fields and controls on the Bio/Demo Data page.

Bio/Demo Data page

Review and edit the student's personal information in the suspense record.

Access the Other Bio/Demo Data page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Other Bio/Demo Data).

Image: Other Bio/Demo Data page

This example illustrates the fields and controls on the Other Bio/Demo Data page.

Other Bio/Demo Data page

Review and edit additional personal information in the suspense record.

Access the Subjects page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Subjects).

Image: Subjects page

This example illustrates the fields and controls on the Subjects page.

Subjects page

Review and edit NCEA subject information in the suspense record. Each component has its own row and details.

Access the Standard Result page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Standard Result).

Image: Standard Result page

This example illustrates the fields and controls on the Standard Result page.

Standard Result page

Review and edit NCEA standard result file information in the suspense record. Each component has its own row and corresponding detail rows.

Access the Messages page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Suspense, then select Messages).

Image: Messages page

This example illustrates the fields and controls on the Messages page.

Messages page

Any messages that the NCEA load process generates appear on this page. Use this page to find the most current information on the status of an individual's NCEA data processing. These messages can serve historical and analytical purposes, giving you a picture of the kinds of errors encountered in your processing. Therefore, you should purge your NCEA messages only after you have completed your analysis.

Access the NCEA Post Parameters page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Search/Match/Post, then select NCEA Post Parameters).

Image: NCEA Post Parameters page

This example illustrates the fields and controls on the NCEA Post Parameters page. You can find definitions for the fields and controls later on this page.

NCEA Post Parameters page

Search/Match/Post Exec Options

Field or Control

Definition
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

Field or Control

Definition
Academic Institution

Enter the institution for which you want to post NCEA suspense data.
NCEA Year

Enter the year of the NCEA examination.
NCEA File Number

Specify the examination file you want to post. Values are:

  • First Examination File

  • Second Examination File

  • Third Examination File

NCEA file number values are delivered with your system as translate values and you should not modify them.
Process Single Record

Select this check box if you want to run the search/match/post process for a single suspense record. The National Student Number field becomes available.
National Student Number

The national student number for the single record you want to process. This field applies only if you have selected the Process Single Record check box.

Access the Search/Match Parameters page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Search/Match/Post, then select Search/Match Parameters).

Image: Search/Match Parameters page

This example illustrates the fields and controls on the Search/Match Parameters page.

Search/Match 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.

Access the NCEA Test Results page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Test Results, then select NCEA Test Results).

Image: NCEA Test Results page

This example illustrates the fields and controls on the NCEA Test Results page.

NCEA Test Results page

Use this page to review a student's loaded NCEA test score data.

Access the Additional Test Score Detail page (Click the Details button on the NCEA Test Result page).

Image: Additional Test Score Detail page

This example illustrates the fields and controls on the Additional Test Score Detail page.

Additional Test Score Detail page

Review additional information about an NCEA test component.

Access the NCEA Purge Suspense File page (select Student Admissions, then select Processing Admissions NZL, then select NCEA Purge Suspense File).

Image: NCEA Purge Suspense File page

This example illustrates the fields and controls on the NCEA Purge Suspense File page. You can find definitions for the fields and controls later on this page.

NCEA Purge Suspense File page

Field or Control

Definition
NCEA Year and NCEA File Number

When you purge NCEA suspense files, you do so by year and file number. Enter a year and file number that correspond to the suspense records you want to delete.
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.