Processing Score Transfer Orders

This article will outline the process used to process Score Transfer orders

Process Overview

1. Score Transfers order is imported (if online order) or after the completion of the order (if placed by ASWB Staff)

2. Score Transfer reports (PDFs) are generated on Tuesday afternoons

   1. All generated score reports are stored in the \\dbapps\CRC\ScoreTransferReports\Sent folder

   2. Reports are named “<Transfer to Jurisdiction> - <Candidate Name>.pdf”

3. Delivery

   1. If the receiving Jurisdiction accepts email, the Score Transfer reports will be emailed

      1. Emails are sent via encrypted emails

      2. A maximum of 25 reports are sent per email

      3. Emails are sent via the aswbservices@aswb.org email address

   2. CSC staff are emailed if any score reports are available for Jurisdictions that do not accept email

   3. IT will monitor the delivery of emails and will attempt to address any delivery failures.

      1. If score transfer failure can not be addressed, IT will advise CSC Management. (and ASWB staff if score transfer report was requested via a Jira ticket.)

Re-sending a Score Transfer Report to be resent

1. A score transfer report may be resent to a jurisdiction using one of the following methods:

Submitting via crcManagement

After logging into into crcManagement

Click on the “Home” tab if not already selected.
2. Click on the “Send Score Report” button
3. Populate the Start Date field with the date the Score transfer report was originally ordered The time field is not considered when looking for orders.
4. Populate the End Date field with the end date the score transfer was originally ordered The time field is not considered when looking for orders.
If the Start Date and End Date entered are not the same, then any score transfer order for the AuthNo value that occurred within the date range will be processed.
5. Verify the Send Report(s) for AuthNo radio button should be selected
6. Enter the Authorization to Test number associated with exam level score results to be sent into the AuthNo field
7. Press the send button If one or more orders are found, the system will provide a confirmation of: the number of score transfer reports that were requested; the Authorization to test number of the request and the date range used. If no orders will found, the system will indicate this.

Submitting a Jira ticket

1. Open a Jira ticket using this link: Score transfer - Resend request type.

2. Populate the following form fields

   1. ACTNo - the Authorization to test number associated to the exam level results to be sent

   2. Order Number - if available the invoice number for the score transfer order

   3. Transfer to State - the 2-digit state abbreviation when the order should be sent to

   4. Requested by - who requested the score transfer report be resent

   5. Description - Additional details about the request such as:

      1. If additional address(es) at the Jurisdiction should receive the Score Transfer report that do not normally receive them, please include the email address(es) in the ticket.

      2. the date the order must be sent by if the order has to be processed before the next scheduled process date

         1. Unless specified in the ticket, the score report will be generated when the next process is run.

         2. IT has a targeted processing time of up to 8 business hours to complete the request, if this is needed sooner, please request Mgmt reach out to IT to make them aware of the request

3. Tickets will be placed in pending status until the Score Transfer reports have been generated and sent. You will receive an email indicating that the request has been processed, and when the item will be sent.

4. Tickets will be closed when the report is sent to the jurisdiction contact(s).

Submitting via Email

The email process is reserved for instances where expedited delivery of the score transfer report is needed. It is best to reach out to IT before committing to a delivery date to ensure that there is staff available.

After creating a Jira ticket, staff should send an email to Robert Adach, Dan Sheehan with the following:

• Subject Line: Expedited Score transfer request - <JIRA Ticket Number>

• Body:

  • Provide the delivery date promised to the Jurisdiction

  • The CSC Management staff which approved the expedited delivery

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