Exam Entries

Use the Exam Entries screen to manage individual or multiple learner entries.

To add or to edit an existing exam entry:

Select Exam Entries from the Grids pane.
Click the Add button on the Exams Manager ribbon to add a new exam entry.

Alternatively, use the Condition Builder to locate and select an existing exam entry.

Note: The grid can be filtered to display access arrangements-, entry details- or entry results-specific fields by selecting from the filters drop-down menu in the grid toolbar.

If required, you can navigate to the Learner Details, Learner Exam Entries or Grids screens relating to an exam entry by right-clicking on the relevant record and using the Go To functionality. Refer to Use the Go To Functionality for further information.

The Exam Entry Details section is displayed and populated if an existing exam entry record is selected.

From the Exam Entries screen, you can:

Add or edit exam entry details

To add or edit exam entry details:

Click the Exam Entry Details tab. This is displayed by default.
Enter or edit the relevant data.

The fields in the Exam Entry 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.
Exam Name	The user-definable exam name for this examination, subject, paper, and so on.
Exam Category	The exam category (for example: Certification).
Exam Type	The exam type (for example: GCSE).
Exam Level	The exam level (for example: Higher Level).
Board Occurrence	The user-defined exam board occurrence code.
Person	The candidate's person code, as defined in ebs: central.
Surname	The candidate's surname.
Forename	The candidate's forename.
Date of Birth	The candidate's date of birth.
UCI	The candidate's Unique Candidate Identifier (UCI).
Candidate Ref	The relevant unique board reference number stored in people or exam entries.
ULN	The candidate's Unique Learner Number (ULN).
Confirmed	Whether the candidate is a confirmed exam entrant.
Course Code	The course code. It is populated if the candidate is active on only one of the courses linked to the relevant exam occurrence via curriculum links.
Calocc Code	The calendar occurrence code
Centre Code	The centre code of the institution the candidate is being entered under.
Exam Entry Date	The exam entry date.
Late Entry	Whether a candidate's entry is late.
Funding Year	The funding year to which this exam entry relates to.
Certificate Date	The date on the certificate returned from the exam board.
Certificate Return Date	The date that the certificate was received.
Certificate Delivery Method	The method of delivery for the certification.
Has Special Exam Needs	Whether the candidate has any special exam needs.
Special Details	Whether there are special details to record for the selected exam entry. Note: This field cannot be edited if the exam has been seated.
Special Exam Date	The date of the special exam. Note: This field cannot be edited if the exam has been seated.
Special Start Time	The start time of the special exam. Note: This field cannot be edited if the exam has been seated.
Special Finish Time	The end time of the special exam. Note: This field cannot be edited if the exam has been seated.
Special Reason	The reason for the special exam. Note: This field cannot be edited if the exam has been seated.
Fee	The default fee as defined in Exam Occurrences.
Fee Paid	Whether the fee has been paid.
BTEC Closed	Whether the BTEC is closed. Note: This is applicable to BTEC exam boards only.
BTEC Completion Date	The planned completion date for the BTEC programme. Note: This is applicable to BTEC exam boards only.
BTEC Franch Number	The six-character BTEC franchise number. Note: This is applicable to BTEC exam boards only.
BTEC Overseas	Whether the learner is an overseas student. Note: This is applicable to BTEC exam boards only.
BTEC Registration No	The seven-character BTEC registration number which is allocated by BTEC following initial registration and is returned to the institution via EDI. This is imported automatically. Note: This is applicable to BTEC exam boards only.
BTEC Registration Type	Whether the registration type is normal, an individual unit registration, a modern apprenticeship or special reduced fees registration. Note: This is applicable to BTEC exam boards only.
BTEC Study Mode	A one-character field for the learner's study mode. The default is defined in Exam Details. Note: This is applicable to BTEC exam boards only.
BTEC Withdrawn	Whether the learner has withdrawn. This is displayed in the SRF submission. Note: This is applicable to BTEC exam boards only.
BTEC Order Test	Whether GNVQ test papers are to be ordered. Note: This is applicable to BTEC exam boards only.
Funding TEC	The four-character TEC number of funding.
CG Category	The previous CG category, if applicable. Note: This is applicable to City & Guilds exam boards only.
CG Period	The CG processing period number will be defaulted into this field from the CG Period field at exam board occurrence level. Note: This is applicable to City & Guilds exam boards only.
CG Reference	The previous CG candidate number, if applicable. Note: This is applicable to City & Guilds exam boards only.
Notes	A field for storing any notes regarding the exam entry.
Is Seat Locked	Whether the learner has been allocated a seat for this exam.

Click the Save button to save the record.

Add or edit exam entry results

To add or edit exam entry results:

Click the Exam Entry Results tab.
Enter or edit the relevant data.

The fields in the Exam Entry Results section are described in the following table.

This field	Holds this information...
First Grade	The candidate's first grade result. Note: This field cannot be edited if the Confirmed (in the Exam Entry Details tab) and the Absent check boxes are selected.
Forecast First Grade	Grade field which contains a lookup of grades as defined in the Exam Grades reference data. Note: This is applicable to GCE/GCSE exam boards only.
First Mark	The candidate's first mark.
First Endorsement	The first endorsement of the examination result for this examination entry. Note: This normally applies to GCE/GCSE exam boards only.
Second Grade	The candidate's second grade result. Note: This field cannot be edited if the Confirmed (in the Exam Entry Details tab) and the Absent check boxes are selected.
Forecast Second Grade	Grade field which contains a lookup of grades as defined in the Exam Grades reference data. Note: This is applicable to GCE/GCSE exam boards only.
Second Mark	The candidate's second mark.
Second Endorsement	The second endorsement of the examination result for this examination entry. Note: This normally applicable to GCE/GCSE exam boards only.
Passed	Whether the candidate passed this examination.
Absent	Whether the candidate was absent for this examination.
Exempt	Whether the candidate was exempt from this examination.
Units Achieved	The number of units achieved from the examination.
BTEC Certificate No	The certificate number returned from the BTEC board. Note: This is applicable to BTEC exam boards only.
Award Applied	Stores achievement data used when producing the SRF submission. Note: This is applicable to BTEC exam boards only.
Award Date	The date of the award.
Award Withdraw	Used when ordering GNVQ/VCE tests. You can select one of the following: C - to claim the award W - to withdraw the learner Note: This is applicable to BTEC exam boards only.
Unit Certification	Whether to request a unit certification. Note: This is applicable to BTEC exam boards only.
Fallback COA	Whether to request a unit certificate of achievement that closes the registration. Note: This is applicable to BTEC exam boards only.
Old Combination	The previous combination code, if changed. Note: This is applicable to BTEC exam boards only.
Old NVQ/GNVQ ID	The learner’s previous NVQ/GNVQ ID, if changed. Note: This is applicable to BTEC exam boards only.
Result Status	The result status for GNVQ/VCE test results. Note: This is applicable to BTEC exam boards only.
Include in SRF	Whether to include the entry in the SRF. Note: This is applicable to BTEC exam boards only.
Special Grade	The special grade for the examination result, for this examination entry. Note: Special grades are normally only awarded by GCE/GCSE exam boards.
QCF Credits Achieved	The number of credits achieved by the learner.

Click the Save button to save the record.