Entries for exams officers Philip Bridgehouse Copyright © AQA and its licensors. All rights reserved. 26 January 2016

Agenda Copyright © AQA and its licensors. All rights reserved. 1.Using WebEx 2.About you 3.Objectives 4.Entries content 5.Questions answered

If you can’t hear me….. Copyright © AQA and its licensors. All rights reserved. If you want to listen via your computer e.g. speakers / headphones Step 1: Click call using computer Step 2: Ensure you’re not muted/volume low If you want to listen via a phone line - Step 1: Dial Step 2: enter event code Step 3: enter # for participant number

How to interact with the webinar: polls Copyright © AQA and its licensors. All rights reserved.

How to interact with the webinar: polls

Objectives for today Copyright © AQA and its licensors. All rights reserved. Where to find the right information What information you will need to provide How we inform you of potential errors

About you Copyright © AQA and its licensors. All rights reserved. 1. Are you…. a)An experienced exams officer b)A new exams officer with some entries experience c)A new exams officer with no entries experience? 2. Will you be entering students for… a)GCSE exams only b)AS and A-level exams only c)A mixture of GCSE and A-level exams?

About you Copyright © AQA and its licensors. All rights reserved. 3. Are you entering via…. a)Your school or college’s MIS/EDI/A2C b)e-AQA?

Source for entries information Copyright © AQA and its licensors. All rights reserved. Entries web page

Accessible information and essential documents Copyright © AQA and its licensors. All rights reserved. Making entries flowchart Entry codes booklet

The exam cycle Planning and preparation EntriesPre-examsExam DayResults Copyright © AQA and its licensors. All rights reserved. Candidates access arrangements are administered Candidates are entered for qualifications Candidates are provided with exam timetable Candidates sit examinations Candidates receive results

Stages in the entry procedure Copyright © AQA and its licensors. All rights reserved. Limited subjects only Exactly which candidates for each exam Any changes/additions/withdrawals Amendment Estimated entry Entry

Ways of making entries Copyright © AQA and its licensors. All rights reserved. Your school or college MIS with A2C – migration tool e-AQA

Basedata Copyright © AQA and its licensors. All rights reserved. Specification and timetable information Inter-board common format Imported into school or college administration software This only applies to centres using a Management Information System (MIS) EDI and basedata

e-AQA Copyright © AQA and its licensors. All rights reserved. Making entries for exams officers page

Question break Copyright © AQA and its licensors. All rights reserved.

Codes and personal information Copyright © AQA and its licensors. All rights reserved. Student information Series codes Subject codes

Student information Copyright © AQA and its licensors. All rights reserved. Candidate Name Gender Date of birth Status Candidate number UCI (Unique Candidate Identifier) ULN (Unique Learner Number)

UCI (unique candidate identifier) Copyright © AQA and its licensors. All rights reserved. All students require a UCI. You should not issue a UCI for a student that has been issued one previously - if you realise after the point of creating a new UCI then contact us A UCI is 13 characters long. 1-5 is always your school/college centre number 6 is always a 0 (zero) (for AQA exams) 7-8 is the last two digits of the academic year in which the UCI is allocated, e.g. 14 for the 2014/15 academic year 9-12 is the student's candidate number issued by your school/college 13 is a 'check' character

ULN (Unique learner number) Copyright © AQA and its licensors. All rights reserved. Unique learner page Linked to the Personal Learning Records of students Mandatory for students entering exams in state-funded schools/colleges – we will not process an entry where it is not present. We will generate a report and contact you if a student’s ULN does not correspond with the Learning Records Service (LRS) data. Not required for private candidates LRS contact details

Series codes Copyright © AQA and its licensors. All rights reserved. 6G166A16 Level 1 and 2 qualifications eg GCSE, ELC New and old specifications Level 3 qualifications eg GCE AS and A-levels, AQA Baccalaureate New (linear) and old specifications exam series guide

Question break Copyright © AQA and its licensors. All rights reserved.

Subject and unit entry codes Copyright © AQA and its licensors. All rights reserved. Impact of reform on Summer 2016 Examples of GCSE and A-level entry code requirements

Reform of GCSE and A-level qualifications Copyright © AQA and its licensors. All rights reserved. All GCSE examinations this summer will be the old qualifications and so entry codes required for all units and award code All A-level (A2) exams this summer will be the old qualifications and so entry codes for A-level and AS re-sits will be units and subject award code Year 12 sitting Phase 1 AS exams (see below) for the first time should be entering the new qualifications. AS and A-level timeline of changes

Flowchart for spec code type to use Copyright © AQA and its licensors. All rights reserved.

Making a GCSE entry – outgoing specification Copyright © AQA and its licensors. All rights reserved. GCSE English (4700) Full course subject award and endorsement ENG1F or ENG1H + ENG03 and ENG02 unit codes award codes

Copyright © AQA and its licensors. All rights reserved. A-level GCSE Making a GCSE entry – outgoing specification

Copyright © AQA and its licensors. All rights reserved. Making a GCSE entry – outgoing specification

Making a GCSE entry with carry forward– old specification Copyright © AQA and its licensors. All rights reserved. unit codes award codes

Making an AS entry (old specification) Copyright © AQA and its licensors. All rights reserved. AS award code components Must enter student for HIS1A + HIS2A and 1041 for AS award For re-sits, enter the unit(s) being re-sat together with the subject award entry code. AS History (1041) One from HIS1A – HIS1N + one from HIS2A – HIS2S

Copyright © AQA and its licensors. All rights reserved. Making an A-level entry (old specification) Must enter student for HIS1A + HIS2P+ HIS3C +HIS4X and 2041 for AS award. For re-sits, enter the unit(s) being re-sat together with the subject award entry code. A-level History (2041) One from HIS1A – HIS1N + one from HIS2A – HIS2S + one from HIS3A –HIS3N + HIS4X unit codes A-level award codes

Copyright © AQA and its licensors. All rights reserved. Making an AS/A-level entry (new specification) AS History (7041) AS award code

Making a GCE entry (new specification) Copyright © AQA and its licensors. All rights reserved.

Making a GCE entry (new spec)

Question break Copyright © AQA and its licensors. All rights reserved.

Fee and amendment deadlines Copyright © AQA and its licensors. All rights reserved. 21 February 22 April Standard entry fees Late entry fees Very late entry fees fees amendments withdrawals No feeNo fee* Issue of results *where entries are made AFTER 21 February entry the basic entry fee is refunded but not the supplementary late fee. Amendment fee applies Entry fees 2015/16

Transferred candidates Copyright © AQA and its licensors. All rights reserved. Sitting an exam elsewhere due to exceptional circumstances, e.g. at a hospital. Not for holidays etc. Both centres need to complete the necessary forms Transferred candidate request form Transferred candidate flowchart

Checking your entries Copyright © AQA and its licensors. All rights reserved. e-AQA Candidate Statements of Entry Centre Statements of Entry Confirmation of amendments Centre Summary Attendance lists (up to date)

Warning reports Copyright © AQA and its licensors. All rights reserved. Where there is an error with the entry for a student we produce warning reports to notify you. There are three kinds of report: Unsubstantiated entries Potential award Unused units (GCSE only)

Copyright © AQA and its licensors. All rights reserved. Certification warning reports

Copyright © AQA and its licensors. All rights reserved.

Unsubstantiated award report Copyright © AQA and its licensors. All rights reserved.

Potential award report/Unused units report Copyright © AQA and its licensors. All rights reserved.

Dates for warning reports Copyright © AQA and its licensors. All rights reserved. For all summer 2016 series certification warning reports will be created on: 9 April May June 2016

Summary Copyright © AQA and its licensors. All rights reserved. Familiarise yourself with all the info on the website Ensure student details are accurate – get them to check Use the entry codes booklet for codes Double-check, someone else to help if possible Check e-AQA for warning reports If you miss a call from the Entries Department please return it! If in doubt – call or us

Support from AQA Copyright © AQA and its licensors. All rights reserved. Customer Services First line support for Exams Officers aqa.org.uk Exams administration section on our website Exams Update Sent monthly by or available online To register, please