Candidate Watchlist

Description

There are opportunities when a Candidate will be declared ineligible to take an ASWB examination, even though one or more valid approvals exist. The reason/cause for the ineligibility is not of concern with the scope of this work, nor is the source of the decision. To prevent users from registering and sitting for an exam while ineligible, the candidate is added to the ASWB “watchlist”.

Current Process

As of September 1st, 2022, the watchlist mechanism tracks a list of Candidate ID numbers which have been deemed ineligible and removes all open approvals associated with the candidate from the list of eligible approvals the online registration system has access to. When an ineligible candidate attempts to register, they receive the standard “No registration found” error message and are directed to contact Exam Administration. If the candidate contacts Exam Administration, they are still able to process the approval.

Assumptions

• Only Exam Administration Management or higher has the authority to add or remove a candidates eligibility to sit for an exam in lieu of a valid approval

• Removal from the watchlist will be requested by authorized individuals and will not automatically occur.

• Inclusion on the watchlist applies to all approvals for the Candidate regardless of authorizing state and/or exam level

• Exam Administration staff (non-management) should not be aware of the reason for ineligibility.

• Adding a candidate to the watchlist prevents registrations immediately.

• It is the responsibility of the Exam Admin staff to address any active registrations the candidate has at the time they are added to the watchlist.

Requirements

1. Prevent ASWB staff from completing a registration for a candidate on the watchlist through legacy applications

2. Prevent a candidate from completing an application via the exam registration website.

3. Provide ASWB staff direction on how to proceed when the candidate attempts to register and cannot

Design Considerations

While the simplest means of meeting requirements 1 & 2 listed above is to insert a mechanism that immediately deletes the any approval received for the candidate while they are on the watchlist, this would conflict with requirement 3. If this is instituted, the staff will have no record of the approval, and would be under the impression that the board had not sent one, with the staff referring the candidate to the board.

IT recommends the following approach to meeting the 3 requirements listed above

• The current mechanism in place for preventing online registrations will remain in place and not altered.

• When approvals are imported and associated to an ineligible candidate record, the system will do the following to each approval:

  • The approval expiration date will be set to the approval start date, automatically preventing any registration from occurring against the approval.

  • A note with the text “Candidate is not eligible for examination. Please see Management for further details: Refer to code WL22” will be added to the approval.

Questions

Decisions

On Thursday, September 15th, IT (@Robert Adach @Dan Sheehan ) mwt with Exam Admin (@Felicia Dennison @Subrena Breeden ) to discuss the requirements and possible solutions. After the discussion regarding the needs of the watchlist, the process for handling contacts from an affected Contact, it was determined that we would proceed with the IT recommended solution of altering the approval and adding notes to the approval, rather than deleting the email.

Test Cases

Action Items