Grades File Errors and Warnings
When you upload a grades file to the OUAC, we conduct several file and data validations. We then report any issues we find in the form of errors and warnings. You can view these in the File Log found within the Search OST Files section of COLS.
The following chart outlines several common errors/warnings; some are informational, while others require corrective action.
If you encounter any errors or warnings that you do not understand, contact us for further information.
|Error Message||Error/Warning Number||OUAC Solution|
|Parsing Failed||N/A||This occurs when you attempt to process a file. Typical causes:
|Unknown Error||N/A||This occurs when you attempt to process a file. Do not resend your file; contact the OUAC immediately.|
|Invalid Home School Indicator||Error 2101||Your school must correct and resend the value. No PIN is generated and no updates are made to the student’s record.|
|Invalid OEN||Error 2004||Your school must correct and resend the OEN. No PIN is generated and no grades are saved to the student’s record.|
|OEN already exists||N/A||This occurs in the following circumstances:
|Duplicate course code and completion date||N/A||Keep the most recent grades reported for the course and delete other occurrences of the same course code and completion date.|
|Not Applicable (N/A), Equivalency (EQV) and Alternative (ALT) reported as grade||Warning 2100||Changed to blank on the OUAC system. Currently no distinction as to type (Midterm versus Final, etc.).|
|Final grade already reported for course||N/A||Report the most recent grades for the same course.|
|Invalid completion date||N/A||Your school must correct and resend the date or update it in COLS.|
|Invalid course code||Errors 2053, 2054||Your school must correct the code. The OUAC may attempt to find a valid code substitute, if possible.
Note: The OUAC does not collect all courses (e.g., co-op placeholder and EQV courses).
|Invalid credit value||Warning 2064; Error 2065, 2083||This occurs in the following circumstances:
|Invalid grad status||N/A||The system defaults to “Not Reported”.|
|Invalid grade type (i.e., Midterm versus Final)||N/A||The OUAC may use course code/completion date to correct the type; otherwise, your school must correct it.|
|Invalid/missing course language code||N/A||Value will change to “E” (English).|
|Midterm grade reported as “zero” or Midterm supplied without grade (blank)||Error 2073||Course will show an error. Your school must enter a correct grade.|
|Numeric grade > 100%||Error 2057||Your school must correct the grade.|
|Course MIDENT is “000000” or not in the OUAC’s table||N/A||This occurs in the following circumstances:
|You cannot update grades for courses taken at another school||Error 2113||No action required. Non-home schools cannot report courses taken at another school. Only courses under the non-home school MIDENT save to the student’s OUAC account.|
|Grade type cannot move backwards. Course with invalid type not saved||Error 2111||This occurs in the following circumstances:
|Completion date must be greater than the current collection period date range and month when Grade Type is “C”||Warning 2072||No action required. Octomester courses might trigger this warning in collections 2 and 3.|
|Expecting a midterm mark for this course||Warning 2102||No action required. Octomester and quadmester courses might trigger this warning.|