How to Make Exam Entries

Exams Officers can use this guide to;

Make Individual Candidate Entries
Make Class Entries
Create Exam Sheets Lists for Teachers
Candidate Reports

Pre Requisites : Prior to making Exam Entries ensure you have the following;

An Active Exam Season
All exam components must have the correct Basedata
Candidates must be assigned to the Active Season.

IMPORTANT : we strongly recommend checking with the exam boards directly to ensure they have received your submission files.

Access: The minimum permissions required to access the Manage Entries page is found in the Examination Module of Config>Setup>Roles & Permissions.

For more information see How to Edit a Role.

Further Guidance

For further information on the examination processes see Exams.
For submitting exam entries via A2C see here.
See also How to Add Rooms/Seat Candidates and How to Use the Exams Widgets.
For submission of entries see Manage Submissions
For sending exam reports to candidates from the DMS see here.

Make Individual Candidate Entries

This process is usually used 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.

Navigate to Modules>Examination>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 the top left Manage

This will open 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 for Maths 8300H, Statistics 8382H and Biology 8461H

Click Done.

In the Entry Maintenance example below

All the Candidates have been selected
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

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 in the same class then select both Exam Options for Foundation and Higher

Go to Modules>Examination>Manage Entries.

From the Actions drop down choose Manage Entries by Class

This will open the Group Selector list to show ALL Teaching Classes

In the example below Ma has been entered into the top left Group Name, Ma has been selected in this example as all the Maths Teaching Classes in this database begin with Ma.
Filter by the Year Group drop down to further Filter the list to a specific Year Group

Click Find to refresh the Group Selector list.

Then the 2 Year 11 Maths classes have been selected.

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 , for example C for Centre Entry into the required column/row for each Candidate/Option Code.

As we have selected more than one class click Next at the top of the panel for the Next class.

Or alternatively click to Select All Candidates in the left hand column tick, choose the required Entry Grade and Apply to enter all Candidates for all Option Codes.

Click Save.

Create Exam Sheets Lists for Teachers

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

Teachers use the Exam Sheets Lists to Enter/Edit Exam Entry Codes plus see Marks, Forecasts and Results for students in their Classes.

Exams Sheets Lists are set up in Modules>Examination>Manage Exam Sheets.

The Season should show the Active Season, use the drop down to change this if required.

Click New

New

This will open a new Template Details and Exam Options panel.

In the Template Details panel, enter a Name for the Exam Sheet, you can enter any Name but it is good practice to include the Exam Season so you can easily differentiate it from other Season’s Exam Sheets.

You also have the option to enter any Notes.
If the Status is ticked as Active, the Exam Sheet will be visible, if this box is unticked the Exam Sheet will be Inactive and will not be displayed to any Teachers.

You then have the option to select Separate Exam Sheet or Consolidated Exam Sheet:

Separate Exam Sheet – An Individual Exam Sheet will be created for each selected Option Code and each Group.
Consolidated Exam Sheet – One Exam Sheet will be created per Group with columns for each of the selected Option Codes. This may be useful if you have a subject with tiered Exam Options and need to ensure each Student is only entered once.

In the Exam Options panel, use the Add Option Code button to add new Exam Options to your Exam Sheet Template.

This will open the Exam Options Selector, use the filters on the left to refine your search, find the required Exam Options and click on each of them once to select them, once you have selected all required Exam Options, click Done.

In the example below we have chosen 4 Exams Options, this is because GCSE Maths and GCSE Statistics are both taught in the Year 11 Maths Teaching Classes.

This will add the selected Exam Options to the Exam Options panel.

For each Exam Option you have 4 components;

Entry, Teacher Mark, Forecast, and Result.

For each of these choose to Hide them from Teachers in the Exam Sheet by ticking the box in the Hidden column,

Make them Read Only, so the Teachers can view them but not make changes, by ticking the box in the Read Only column.

In the example below we have made the Entry Read Only and Hidden the Teacher Mark, Forecast and Result

Next, use the Add Group button to add Groups to your Exam Sheet.

Clicking Add Group will open the Group Selector, find the relevant Groups in the list, using the filters on the left to refine your search if necessary, click once on each of the required Groups to select them, once you have selected all the required Groups, click Done.

The selected Groups will then be added to the Exam Options Panel.

Once all the selections are correct click Save in the top left hand corner.

Save

Once the Exams Sheets have been created Teachers can use the Exams Sheets List Widget on the Overview tab to show and access the Exams Sheets List for the classes they teach.

Note: The Exam Sheets will only be shown to those Teachers who are linked with the Group associated with the Exam Sheet, whether that is as a Class Teacher, Head of Department, Head of Year etc. For more information on how to add Staff to Groups please see How to Add Staff to Teaching Classes and/or Groups.

Teachers then Click on the Sheet Name to open the Exam Sheet.

Click More in the widget to see all Exam Sheets, this can also be accessed via Modules>Examination>Exam Sheets List

Click in the top left User Access if you have more than one Role assigned to you.

Then you can view the Exams Sheets List in the same format as accessing them from the Widget.

Once the Entries have been made, please see either

How to Manage Exam Entries/Submit Entry Files for how to make Exam Submissions manually,

Or Submitting Exam Entries via A2C for how to make Exam Submissions through the built in A2C Exchange.

Note: Once your Exam Sheets are no longer needed, you can Delete or Deactivate them without affecting the stored data.

Candidate Reports

Once the Exam Entries have been made use this section to produce the following two reports.

Individual Candidate Entries (Statement of Entry)
Candidate Timetable reports for the Candidates to check.

For guidance on sharing Candidate Reports with Candidates see How to Send Student Reports from the DMS

Navigate 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

This will open up the Candidate Selection list to select the Candidates, use the left hand filters to further filter the list remembering to click Find to refresh the list.

In the example below we have selected 11 from the Year Group filter, click Select All once the required Candidates have been selected