How to Manage Candidates

Note: All pages below are subject to having relevant Roles and Permissions.

Use this guide to assist with the following processes;

Note: In order to make Examination Entries, Students must be assigned to the relevant Season.

Assigning Students as Candidates to an active Examination Season

From the left Menu, go to Modules>Examination>Manage Candidates.

To add a New Candidate, click the New button.

You can then select whether to add an Internal or External Candidate.

To create an Internal Candidate, select Internal Candidate.

After you press Internal Candidates, you will see options for Add New Candidates or Add From Previous Seasons.

Select Add New Candidates if you have not previously added Candidates to the Exams module or select Add from Previous Seasons if the Student/s you wish to add have already seated Exams with your School.

For this example, we will be selecting Add New Candidates to demonstrate adding a Student from scratch.

Use the Student Name selector tool to locate the Student/s.

Once you have selected the Student/s of your choice, press Done to confirm the selection.

The Internal Candidates will now appear in the list when you return to the Manage Candidates page.

Assign UCI and Candidate Numbers

To Assign UCI and Candidate Numbers from Modules>Examinations>Manage Candidates, select the required Student/s and select Assign UCI & Candidate Numbers from the Actions dropdown.

Tick to Assign Candidate Numbers and Assign UCI’s.

Note: UCI or Candidate Numbers can also be assigned by a File, which will be detailed further in the guide.

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.

Save to complete the process.

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 is Modules > Exams > Manage Candidates. Choose the Candidate and click Edit.

Then change the Candidate Number and click Validate to check no other Student has the same Candidate Number.

Click Save to complete the process.

Assign UCI and Candidate Number by File

As previously mentioned, UCI and Candidate Numbers can also be assigned by a File.

Note: You will need an Excel 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 of Exam No/UCI 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 desired Exam No/UCIs for your Students, you can go to Manage Candidates>Actions>Assign UCI & Candidate Numbers.

This time, tick the Assign by File option.

Press Upload to browse for your File.

Once you have located the File, highlight it and press Open.

This will take you back to the Assign by File screen.

Next, ensure that you tick either Assign Candidate Numbers or Assign UCI’s.

Finally, click on the actual File in the Files area to highlight it, and press Save.

The screen will then update, showing you which Students have been assigned a UCI or Candidate Numbers.

This concludes the process for assigning a UCI or Candidate Number by a File.

Release Candidates

Use this process in the example a candidate has left your school and you want to re-use their exam/candidate number.

The first step is ensure that any season that the candidate has the status Closed.

Go to Config>Exam>Seasons

Seasons Pathway

Choose the require Season from the left hand list and change the Status to Closed and click Save

Status – Closed

Then in Modules>Exam>Active Season set the Active Season to the closed Season

Then go to Modules>Exam>Manage Candidates.

Select the Candidates you wish release and from the Actions drop down select Release Candidates. You won’t be able to release Candidates for Students that are still on roll.

Select Candidates
Actions>release candidates

You will then get a confirmation pop up to confirm the candidates have been released. Click OK

Updated on March 2, 2023

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