03 March 2025

Exam Occurrences

Use the Exam Occurrences screen to record the details of different occurrences when each examination may be taken, or are available. These occurrences are associated with the examinations as appropriate (that is: to make the examination available in a particular time frame).

To add or edit an exam occurrence:

1. Select Exam Occurrences from the Grids pane.

   

2. Click the Add button on the Exams Manager ribbon to add a new exam occurrence.

   

   Alternatively, use the Condition Builder to locate and edit an existing exam occurrence.

   The grid can be filtered to display BTEC- or C&G-specific fields by selecting from the filters drop-down menu in the grid toolbar.

   

   If required, you can navigate to other Grids screens relating to the exam occurrence by right-clicking on the relevant record and using the Go To functionality. Refer to Use the Go To Functionality for further information.

3. Enter or update the required details in the Exam Occurrence Details section.

   

The fields in the Exam Occurrence Details section are described in the following table.

This field	Holds this information...
Board Code	The exam board code.
Board Type	The exam board type.
Exam Code	The user-definable exam code for this examination, subject, paper, and so on.
Board Occurrence	The user-defined exam board occurrence code.
Exam Name	The user-definable exam name for this examination, subject, paper, and so on.
Confirmed	The number of confirmed candidates.
Candidates	The total number of candidates.
Unconfirmed	The number of unconfirmed candidates.
Exam Date	The date of this examination within this examination occurrence.
Day of Week	The day of the week the exam takes place on. This is populated automatically on selection of the exam date.
Start	The start time of this examination within this examination occurrence.
Finish	The end time of this examination within this examination occurrence.
Generate Timetable	Whether the system should generate a timetable. This can only be selected if the exam date falls within a board occurrence session range and the Start and Finish fields are populated.
Edit in Timetable	Whether the exam occurrence is editable within the timetable.
Funding Year	The funding year in which the exam occurrence exists.
Fee	The fee relating to the exam in the selected occurrence. This could be used as a registration fee or resit fee, depending on the exam board.
BTEC Appeal Date	The latest date on which an appeal can be made to challenge an awarded result. This is supplied as part of the BTEC basedata. This is applicable to BTEC exam boards only.
BTEC Ass. Type	The assessment type of the unit (for example: MC – Multiple-Choice, SA – Short Answer, P - Portfolio, ET - Exemption (Test), EP – Exemption (Portfolio)). This is supplied as part of the BTEC basedata. This is applicable to BTEC exam boards only.
BTEC Cert End	The NVQ/GNVQ certificate end date. This is applicable to BTEC exam boards only.
BTEC Comp Date	The planned completion date for on this BTEC programme. This is applicable to BTEC exam boards only.
BTEC Enrol Date	The planned enrolment date for this BTEC programme. This is applicable to BTEC exam boards only.
BTEC Order Date	The date to which the test orders apply (for example: for Jan 2018 series, enter 01/01/2018). This is applicable to BTEC exam boards only.
CG Block Cands	The number of candidates in a ‘block candidates’ entry. It is recommended that this is not used and any block registrations are done via the City and Guilds Walled Garden. Applicable to City & Guilds exam boards only.
Room Code	The main room code that the exam will be taken in (if it is a unit or paper). Extra rooms can be added in ebs: shape.
Invigilator Person Code	The main invigilator that will be responsible for the exam (if it is a unit or paper). Extra invigilators can be added in ebs: shape.
Notes	A field for writing notes regarding the exam.
Is Seated	Whether this exam has been seated. If the exam is seated, then the Exam Date, Day of Week, Start and End fields cannot be edited.
Create Child Occurrences	Whether to automatically enter mandatory child exams when a learner is entered for this exam. This field cannot be edited once the record is saved.

4. Click the Save button to save the record.