Purpose

To validate the file of Student Unit Attempt Outcomes for electronic upload.

This form is used to validate an Assessor's Unit Results file in the Electronic Upload Process. For details of the electronic Result File and examples of the file formats, see Electronic Upload of Results in Understanding Assessments.

The records within the file are validated according to the upload file validations configured in the Maintain Entry Configuration form (ASSF01K0).

Validated records are uploaded into a batch file within Callista.

Records that could not be validated are displayed in an exception report - Upload Student Unit Attempt Outcomes Report (ASSR5340) - which lists warnings, errors and fatal errors. If fatal errors are encountered, the file is not uploaded. The validation process can be run several times, for the same file, as exceptions are resolved by the academic.

Note: This process (ASSF5340) only caters for single unit uploads. However, the 'Upload Results - Mulitple Units' (SCRUPLD) function in Staff Connect is used to validate and upload a file containing results for both single and multiple units. For more information, see Understanding Assessments.

For an overview of the Electronic Upload process, see Electronic Upload of Results in Assessments for the Subsystem Specialist.

The Validate Electronic Outcome Upload File block contains:

• Teaching Period
• Start Date
• End Date
• Unit Code
• Location
• Unit Mode
• Unit Class
• Comments
• File Name
• Final check box

  Buttons

  • Browse (find file window)
  • Validate File

Select the Teaching Period. (Mandatory.).

Enter the Unit Code. (Mandatory.)

Enter the Unit Offering Option details (right of Unit Code).

• These details are optional. However, if the records in the file relate to a single Unit Location, Mode and/or Class, it is strongly recommended that the details be entered in the appropriate fields. This will assist in identifying the validated file when it is loaded into the database.

Enter the file path or use the Browse button to select the file.

Rules/Notes:

A file that contains multiple unit records cannot be uploaded using this form.

From this form, the report ASSR5340 that is created will report any grades that are system assigned.

Select the Validate File button to validate the upload file.

• Callista will then attempt to validate each record in the file and store the details in a temporary area before loading them into the system as student unit results.
• If it is unable to validate the file, an error message will be displayed. Possible causes for this are listed in the right column.
• When the file is validated, various types of errors may be encountered. If any abort errors are encountered, the validation process will continue, but the file contents will NOT be loaded into the system.
• When the process finishes, a window showing a summary of the validation is displayed. It gives a count of the number of errors, warnings, abort errors and successful records encountered while validating the file. If no warnings, errors or abort errors are encountered, the user is given the option of generating a report of the summary details. Otherwise, an exception report is automatically produced and displayed on screen, with the option to print.
• The Exception Report gives details of all warnings, errors and abort errors encountered and the action taken by the system. Actions taken will depend how the System Administrator has configured the process:
  • Records displayed with the WARNING message are generally minor problems such as a surname misspelt. These records are still loaded into the system. The assessor may choose to fix the error before attempting to upload the file again.
  • Records displayed with an ERROR message are not loaded into the system. These are more serious problems which must be corrected by the assessor before attempting to upload the file again. However, when these errors are encountered during the validation, subsequent clear records are still validated and uploaded.
  • Records displayed with a FATAL message prevent any further records from being loaded into the system whether or not they are validated. The validation of the file is continued and exceptions are displayed in the report. Fatal errors must be corrected by the assessor to allow the uploading of the file.
• Where exceptions are encountered that must be resolved by the assessor, this process may take several attempts in order to upload all student unit attempt outcomes.

Final - Check Box

This indicator is inserted by the system when the validation completes with no errors or aborts (as configured in ASSF01K0). An active Final check box clearly indicates files ready to be uploaded.

Rules/Notes:

Possible Causes for Failure to Validate File:

• Path or filename are incorrect.
• File is not a comma delimited text file.
• File format is incorrect. (Refer to Understanding Assessments).
• File contents in conflict with details entered in form. For example, file gives details of student unit attempts at Location X, but form details specify Location Y.

Possible Validation Errors in File:

• The grade must have a mark specified.
• The specified grade is not valid for the student.
• Person ID does not exist in the system.
• The Surname in the file does not match Surname recorded on the system.
• Student is DISCONTINUED from the Unit Attempt.
• Student already has an outcome for the Unit Attempt.
• Unable to determine Grading Schema for Unit Attempt. Contact administrator.
• Student is not enrolled in the unit within the specified period.
• The person does not have any Course Attempts recorded
• The mark is not within the allowable range for the specified grade.

The action taken for these validations are:

• WARNING - there is a minor problem with the record. However, the record is still loaded into the system.
• ERROR - the record is not loaded into the system, the validation of the file continues.
• FATAL - no records are loaded into the system, the validation of the file continues.