Grades File Errors and Warnings

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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: 

  • Incorrect record length (often due to invalid completion date data)
  • Missing line endings: <CR><LF>
Unknown Error N/A This occurs when you attempt to process a file. Please 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: 

  • The OEN is already on file for another student or
  • The student changed their surname in the application and the surname and OEN do not match; so our system thinks they are 2 different people. Contact the student to confirm their surname and either change it in your system or in the 101 application.
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: 

  • If the credit value sent is blank or “0001”, then the OUAC will default to “0100” and issue warning 2064.
  • If the credit value is not in the OUAC’s table, then we issue error 2065. Your school must correct the value.
  • If Course Status is “W”, “R”, “X” and/or the Note is “M” or “A”, then the credit value must be “0000”; otherwise, we issue error 2083.
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 needs to 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: 

  • If the course MIDENT is “000000” or blank, then the OUAC will default to the home school MIDENT.
  • If the course MIDENT is not “000000” or blank and not in the OUAC’s file, then it will default to generic school code: “000002”.

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