In this guide we will cover how to add Students to an Exam Season, how to Assign UCI and Candidate Numbers and how to Release Candidates:
- Assigning Students as Candidates to an Active Examination Season
- Assign UCI/Candidate Numbers
- Assign UCI and Candidate Number by File
- Release Candidates
Access: The minimum permissions required to access Manage Candidates are found in the Examination Module from within Config > Setup > Roles & Permissions.
Note: In order to make Examination Entries, Students must be assigned to the relevant Season. For a detailed look at creating a new Exam Season, please see How to Create an Examination Season Pattern and a Season.
From the left Menu, go to Modules > Examination > Routines > Manage Candidates.
Assigning Students as Candidates to an active Examination Season
First, ensure that the correct Season is selected in the Season dropdown.
To add a New Candidate, click the New button.
This will give you the option to create an Internal Candidate or an External Candidate.
Internal Candidates
To create an Internal Candidate, click the Internal Candidate option.
This will give you the option to Add New Candidates or Add From Previous Seasons.
if you have not previously added Candidates to the Exams module. This will open the Student Selector, select the Student/s to be added and click Done.
The selected Student/s will now be displayed on the Manage Candidates page.
Select the Add from Previous Seasons if the Student/s you wish to add have already seated Exams with your School. This will open the Candidate Selector, change the Season to the Previous Season the Candidates were entered into Exams and click the Find button, then select the Student/s and click Done.
The selected Student/s will now be displayed on the Manage Candidates page.
External Candidates
To create an External Candidate, click the External Candidate option.
This will give three options Add New Candidates, Add from Previous Season and Add Leaver Candidates.
Selecting the Add New Candidate will open a new page allowing you to enter the Personal and Exam Details for the Candidate. Enter the Personal Details, the Exam Details can be added now or later and Save.
Once Saved the details for that Candidate will be added to the system and can be edited at any time.
That Candidate will now be displayed on the Manage Candidates page, with the Candidate Type External.
The Add from a Previous Season option will be the same as for adding an Internal Candidate.
Selecting the Add Leaver Candidates option will open the Student Selector with the Status set to Leaver, select the Student/s and click Done.
The selected Student/s will now be displayed on the Manage Candidates page with the Candidate Type External.
Assign UCI and Candidate Numbers
To Assign UCI and Candidate Numbers, select the required Student/s and from the Actions option select Assign UCI & Candidate Numbers.
This will open the Assign UCI & Candidate Numbers pop-up. Tick the boxes to Assign Candidate Numbers and Assign UCI’s and Save.
Note: UCI or Candidate Numbers can also be assigned by a File.
Note: Any Number in the range already Assigned will not be Assigned and any selected Candidate who already has a Number will not be given a new one.
A Warning message has been added when Deleting a Candidate who has an Assigned Candidate Number, which has never been submitted for any Exams, as the Candidate Number in these circumstances will not be saved.
Once the UCI and Candidate Numbers have been assigned you can Edit these by selecting the Candidate/s and clicking Edit.
Then change the Candidate Number and click Validate to check no other Student has the same Candidate Number and Save.
Assign UCI and Candidate Number by File
Candidate Numbers can also be assigned by a File.
Note: You will need a CSV File with data in the following format for this to work;
- Ad.No – The Admission Number of the Student, used to map the data correctly.
- Exam No – While the title implies it is the Exam Number, this is actually the Candidate Number you wish to assign to the Student.
- UCI – The UCI Number you wish to assign to the Student.
Note: During the Import, either one of or both the Exam No and UCI options can be included. You just need to ensure both fields are ticked when you carry out the next steps. The below example contains two Exam Numbers and two UCI Numbers.
Once you have a File containing the Exam No and/or UCIs for your Students, select the Candidate/s and from Actions select the Assign UCI & Candidate Numbers option.
Tick the Assign by File option, select Upload to browse for your File and Open, the File will now be displayed in the Files box.
Tick the Assign Candidate Numbers and/or Assign UCI’s, click on your Uploaded File, this will now give the option to Delete the File if you want to change it, once complete click Save.
The screen will then update, showing you which Students have been assigned a UCI or Candidate Numbers.
Release Candidates
This option allows an Exam/Candidate Number to be re-used. For example if a Candidate has left your School and you want to re-use their Exam/Candidate Number.
Note: Each Season the Candidate was in will need to have a Status of Closed. To check this from the left Menu go to Config > Examination > Seasons.
Choose the required Season from the left hand list, change the Status to Closed and click Save
Then from the left Menu go to Modules > Examination > Routines > Active Season and set the Active Season for the Season you just Closed and Save.
Now go to the Manage Candidates page Modules > Examination > Routines > Manage Candidates, select the Candidates you want to Release and from the Actions dropdown select Release Candidates.
A Message will be given to inform you that the Numbers have been Released.
Note: You will not be able to release Candidates for Students that are still on roll.
