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: To follow this guide, you will need the following minimum permissions from the Modules>Examination>Routines>Manage Entries from Config>Setup>Roles & Permissions.
Further Guidance
- For further information on the examination processes see Exams.
- See also How to Add Rooms/Seat Candidates and How to Use the Exams Widgets.
- For submission of entries see Manage Submissions
Make Individual Candidate 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.
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 the top left Manage
You will then 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 for Maths 8300H, Statistics 8382H and Biology 8461H
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 in the same class then you would select both Exam Options for Foundation and Higher
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 database 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 , for example C for Centre Entry into the required column/row for each Candidate/Option Code.
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.
Then use the drop down in the top left hand corner to select the Season you would like to create Exam Sheets for.
Click New
This will open a new Exam Sheet Template.
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.
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 you can choose to Hide them from Teachers in the Exam Sheet by ticking the box in the Hidden column, or to make them Read Only, so the Teachers can view them but not make changes, by ticking the box in the Read Only column.
Next, use the Add Group button to add Groups to your Exam Sheet.
This 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 you’re happy with your selections, click Save in the top left hand corner.
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.
In the example below I can only see one Exam Sheet, for Year 11 English GCSE as that is the only class that I am assigned as a teacher for that has an Exams Sheet set up.
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 you have made your Entries and are happy with them, 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 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 Candidates, 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
