Pre Requisites : Prior to Making Exam Entries ensure you have an Active Exam Season, All Exam Components must have the correct Basedata and Candidates must be assigned to the Active Season.
IMPORTANT : we strongly recommend checking with the exam boards directly to ensure they have the submissions files.
Access: To follow this guide, you will need the following minimum permissions from the Modules>Examination>Routines>Manage Entries from Config>Setup>Roles & Permissions.
Exams Officers can use this guide to;
- Make Individual Candidate Entries
- Make Class Entries
- Create Exam Sheets Lists for Teachers to view and/or edit Entry Information
- Create Individual Candidate Statement of Entry and Candidate Exam Timetables
For further information on the Examination processes see Exams.
See also How to Add Rooms/Seat Candidates and How to Use the Exams Widgets.
Make Individual Candidate Exam Entries
Exams Officers would normally use this process to make Exam Entries for a Candidate that is not in a Teaching Class for the subject they are being entered for, i.e. Individual Candidates may be doing an extra qualification.
From the Home Page go to Modules>Exam>Manage Entries.
Either click to select individual Candidates, use the Search Names box on the top right to type in a single name or use the filter cups in the column headers to filter the list.
In this example 4 Candidates have been selected;
Click on Manage to see the Exam Option Selector page, then click on the required Option Code or Codes, click Done.
Tip : Use the left hand Filters to Filter the Exam Option Selector list, click Find to Refresh the list once any Filters have been applied.
In the example below multiple Exam Option Codes have been selected.
Click Done.
In the example below all the Candidates have been selected and all the columns with the Option Codes have been ticked, then in the Entry Grade select C for Centre Entry and Apply. This means that all the Candidates will be entered for all the Option Codes selected.
Click Save
Make Class Entries
Exams Officers would normally use this process to make Exam Entries for multiple classes with multiple Option Codes. So for example if a Maths Class has entries for either Foundation or Higher GCSE Maths then you would select both Exam Options for Foundation and Higher
From the Home Page go to Modules>Exam>Manage Entries.
From the Actions drop down choose Manage Entries by Class
In the example below Ma has been entered into the top left Group Name, Click Find to Refresh the List, then the 2 Year 11 Maths classes have been selected. Ma has been selected in this example and all the Maths Teaching Classes in this Bromcom begin with Ma.
Click Done.
In the next screen Click Add Option Code
In the Exam Option Selector list choose the required Exam Option Codes.
In this example 4 Option Codes have been chosen, this means we can enter a class for either Foundation or Higher GCSE Maths as well as Foundation or Higher GCSE Statistics if needed.
Use the left hand Filters to further Filter the list, click Find to Refresh the list once Filters have been made.
Click Done.
In the next screen Either type the Exam Entry Code into the required row for each Candidate.
Or alternatively click to Select All Candidates, tick the Column Headers for the Exam Option Codes and choose the required Entry Grade and Apply to enter all Candidates for all Option Codes.
Click Save.
Create Exam Sheets Lists for Teachers to view/enter Entry Codes and Exam Information.
Exam Sheets Lists can be created so a Teacher can either
View Exam Entries that have already been inputted by the Exams Officer, this can be set to Read Only so the Teacher can’t amend the Exam Entries.
And/Or
Enter/Edit Exam Entry Codes plus see Marks, Forecasts and Results for students in their Teaching Classes.
Exams Sheets Lists are set up in Modules>Examination>Manage Exam Sheets.
In the example below an Exams Sheets List has been created named Year 11 GCSE English, the Option Code 8700 has been added and the 2 English Year 11 classes added.
The Entry is ticked as Read Only so the Teacher can’t edit any Exam Entries that have already been made by the Exams Officer. The Teacher Mark, Forecast and Result are all hidden so they will not be visible on the Exam Sheets List.
In Options Separate Exam Sheet is ticked, Consolidated Exam Sheet can be used in the example a teaching class has Candidates who are doing 2 different Option Codes i.e. Foundation or Higher.
Once the Exams Sheets have been created Teachers can use the Exams Sheets List Widget to show and access the Exams Sheets List for the classes they teach.
In the example below I can only see one Exam Sheets List for Year 11 English GCSE as that is the only class that I am assigned as a teacher for that has an Exams Sheets List set up.
Teachers then Click on the Sheet Name to open the Exam Sheet.
Click More to see all Exam Sheets, this can also be accessed via Modules>Examination>Exam Sheets List
Click in the User Access if you have more than one role assigned to you.
Candidate Reports
Once the Exam Entries have been made you can produce individual Candidate Entries ( Statement of Entry) and Candidate Timetable reports for the Candidates to check. To do this go to Reports>Examinations>Entries
Click on Candidate Entries
The current Active Season is selected, use the drop down to select another season if required.
Click Find next to Candidate Name to open up the Candidate list and select the students, use the left hand filters to further filter the list remembering to click Find to refresh the list.
Click Done when you have selected all the required Candidates
The default text is populated in Config>Exams>Configurations however, you can amend the text in the report view
Choose to Order by Tutor Group then Name, Name or Candidate Number and if required tick to include fees for Private Entries and Cost to the School.
Click Preview
In the next screen you can choose to download or print the reports
Repeat this process for the Candidate Timetables – Basedata Report
