When importing results into Arbor, you might see some errors preventing you from importing the file. You might see a warning pop up after uploading the file, stopping you from importing the file, or if you can upload the file, you may see errors in the Results File Errors section, stopping you from fully importing results. This guide helps you troubleshoot such issues.
Errors when uploading your file
When importing a file by using the green +Add button on the Examinations > Results Administration > Results Import page, you might see a warning pop-up advising you to please correct the error, followed by a brief description of the issue that is blocking your file import.
To resolve such an error:
- Take note of the issue highlighted
- Click OK to close the pop-up
- Resolve the issue with the file
- Re-try the import (please note, if the issue highlighted is with the file itself and not resolved by changing a setting in Arbor, you will likely need a different file)
Errors and causes
The causes of such errors and the action you will need to take to resolve each error are listed in this section.
The file name is incorrect
If you encounter this error, please contact the exam board that provided the file, as they need to be informed about the file name issue. If you're pressed for time and you can consider editing the file name yourself using the validation rules listed below. Arbor's Support Team cannot assist with editing the results file's name.
Please verify that the file name is in the format RAAAAABB.XCC adheres to these rules:
- The file name must start with an R
- The next 5 characters (AAAAA) should be your centre number
- The 7th and 8th characters (BB) should be numbers, and correspond to the awarding organisation
- The 9th character should be a full stop
- The 10th character should be an X
- The 11th and 12th characters are the file's sequence numbers (CC)
An EDI file with the file's sequence number already in use in Arbor
Sometimes sequence numbers get reused (for example, from last year) or get uploaded out of order. We display a warning and block the import to avoid clashes if a file with the same sequence number within the same series is being reused, or if a later number in the sequence is already in use. If an Awarding Organisation has generated multiple result files for a given series, then they will need to be uploaded in sequence to avoid this error.
As with the previous error, please contact the awarding organisation that provided the file, as they need to be informed about the file sequencing issue and will be able to assist with a new file and sequence number.
If you are confident that your file is not a duplicate and you are pressed for time, you can try resolving this error by editing the file name and the second row of the file itself to change the sequence number. To update the sequence number, change the numbers after the X at the end of your file name.
For example, you might change R1234510.X01 to R1234510.X02 to change the sequence number to the next number in the series. Please note, Arbor's Support Team is not able to advise you on editing files and or file names.
The results file is a test file
An awarding organisation (for example, AQA) may share a test file with you to check if you are able to receive results files; importing one of these files into Arbor leads to an error. Test files normally end in .X99. By design, these files cannot be imported into Arbor, and if you attempt to do so, you see an error informing you that "the file is a test file and cannot be processed." For further information on the test file, please contact your awarding organisation.
The results file does not match the centre
We verify that the centre number in the results file matches the one in Arbor for your school to avoid importing files for the wrong centre.
Your school can have only one centre number in Arbor. If you have multiple, check our Can we have more than one centre number? guidance. For updating your centre number, refer to this guide.
Ensure the centre number in your file matches the one in Arbor to avoid errors during import.
The awarding organisation is invalid
We check if the awarding organisation (AO) in the file is one that your school is set up to work with. If you see this error, please contact your Arbor Support team for further guidance.
Pearson vocational basedata series (9B or 7B) missing
For Pearson vocational results, ensure you've imported your centre-specific basedata. We block imports if basedata is missing to avoid errors. Schools must import the relevant basedata before importing Pearson BTEC results files. Once you have imported your basedata, please reattempt the results file upload.
The file contains a series that does not exist in Arbor
If we do not have this series in Arbor, it likely means something has gone wrong. We automatically block the import. If you see this error, please contact your Arbor Support team for further guidance.
The result file is invalid
We check that EDI files have the correct headers and footers, and that XML files are in a valid format. This avoids errors in your result imports. If you see this error, please check that the file you are importing is a valid result file.
An XML file has already been imported
If you attempt to import an EDI file after the XML result file for the same Awarding Organisation and series has been imported, the import will be blocked to prevent duplicates. To import additional results for that series, use XML files or reverse the XML import to replace it with an EDI file.
An EDI file has already been imported
If an XML file import is attempted after the EDI result file for the same Awarding Organisation and series has been imported, the import is blocked to prevent duplicates. To import more results for that series, use EDI files or reverse the EDI import to replace it with an XML file.
An XML file with the same timestamp is already in use
We check that the same file is not imported twice. As you cannot import two files with the same timestamp, if you are confident your file has not already been imported, acquire another file with a different timestamp and re-attempt your import.
Errors after uploading (Results File Errors)
Step 1 - Try resolving the errors
Follow the onscreen recommended actions next to errors to resolve Results File Errors before proceeding.
There are 4 different errors you could receive after uploading your exam results file. Clicking into the error message will show you the specific student and entry code affected. Find what to do if you encounter any of these errors below:
- Results for qualification(s) that are not held within Arbor - You can get this error if the candidate has results but isn’t entered on Arbor and the qualification doesn’t exist. If the file is for a Pearson BTEC, please delete the file, and import your centre-specific basedata. Once done you can import the results file again. For other qualifications, please contact the Arbor Support Team and reference code 1040 if supported by Arbor, or your Support Partner if not supported by Arbor.
- Results for a qualification, for which no entry was made via Arbor - You'll get this error if the candidate doesn’t have an entry but the qualification exists on Arbor. No action is required. However, you can make the entries in Arbor if you wish to tidy up this data.
- Results grade does not match a grade held within Arbor - Contact the Arbor Support Team and reference code 1040 if supported by Arbor, or your Support Partner if not supported by Arbor.
- Mismatch of candidate UCI held on Arbor and displayed in results - Change the student's UCI in Arbor to match that in the file, reverse the import, change the student's UCI in Arbor to match that in the file, then add the file again.
Step 2 - Try reimporting the file
Once you have corrected any errors you need to with the file, you can reverse the import and try to upload it again.
Go to Students > Examinations > Results Administration > Results Import. Click the import, then the Reverse results import button at the bottom of the page.
Once you confirm the deletion, you'll be taken back to the Results Import page, where you can reimport the corrected file.
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