1. SQA SEEMiS

2. Introduction SEEMiS Group
SEEMiS Group
Limited Liability Partnership, owned and managed by our partner members (local authorities)
Only Education Management Information System (MIS) provider in Scotland.
All 32 local authority and some independent/GASS student data is processed and managed by SEEMiS  
By working closely with its members and the strategic bodies responsible for the education direction in Scotland, the Group looks to continually improve its product set and support local authorities and their associated schools to deliver their statutory and discretionary responsibilities.

3. NORTH
Aberdeen City Council
Aberdeenshire Council
Comhairle nan Eilean Siar
Highland Council
Moray Council
Orkney Council
Shetland Council
EAST
Angus Council
Clackmannanshire Council
Dundee City Council
Fife Council
Perth & Kinross Council
Stirling Council  
CENTRAL
City of Edinburgh Council
East Lothian Council
Falkirk Council
Midlothian Council
Scottish Borders Council
West Lothian Council  
WEST
Argyll & Bute Council
East Renfrewshire Council
Glasgow City Council
Inverclyde Council
Renfrewshire Council
East Dumbartonshire Council
West Dumbartonshire Council  
SOUTH
Dumfries & Galloway Council
East Ayrshire Council
North Ayrshire Council
North Lanarkshire Council
South Ayrshire Council
South Lanarkshire Council

4. National 5 Changes
With the Deputy First Ministers announcement last September to remove units and unit assessments from National 5 to Advanced Higher which will be implemented over the next 3 years. SEEMiS and SQA are working together to assist schools manage this change.
SQA provide a file to SEEMiS on a yearly basis with the current SQA courses, codes, levels and units. This year in May SEEMiS will receive a file from SQA which will include the original National 5 codes as well as the new National 5 codes.
Changes to National 5 structures will take place in year 1 which is 2017/18

5. National 5 code change Pre-Turnaround
SEEMiS receive and process the SQA file before Click+Go Turnaround
schools will require to add the new SQA National 5 codes into School courses within Click+Go in the Next Session area -Application>Next Session>COS>Subjects>School Courses
Changing National 5 course codes
Once the new SQA National 5 codes are added to the School courses within the Next Session area in Click+Go the current National 5 codes already added can be changed to the new National 5 codes - Application>Next Session>COS>Subjects>Year Options
Example:
Select relevant year stage
Click and select to highlight current National 5 code to be changed example C Accounting
Select new National 5 code example C Accounting from the Course dropdown list
Click SAVE
Repeat the above for all relevant year stages
Retire original National 5 course codes select from next year

6. Recognising Positive Achievement
The ability to send RPA data, Literacy and Numeracy unit entries and Passes to SQA for pupils who have not achieved a National 5 assessment but may be able eligible to achieve the course at National 4
This function will be available once exam results have been processed by SQA and SEEMiS and results are no longer under embargo and certification has gone out which will be on 8th August 17, agreed with SQA on a yearly basis
It will provide support for RPA only. Schools should follow all other SQA processes at this time using the SQA paper based system.
The new SQA file will not be uploaded to SEEMiS until after the RPA area is closed on 15th September 17
Once the RPA function area is closed Click+Go Control centre will then be opened for schools to send Registrations
This screen has restricted access with single user access only

7. Recognising Positive Achievement
If a pupil does not achieved a National 5 course assessment and has attained a grade 8 or 9 they will be presented in this facility as a ‘Suggested Entry’ with the relevant Added Value Unit for the same course.
Sending RPA units and passes to SQA:
Select the pupil and relevant unit, once selected clicking on the ‘Send to SQA’ button will send a file with the unit entry only to SQA
‘Awaiting Acknowledgment’ status will show as soon as the unit entry has been sent to SQA and SEEMiS are waiting for a response to the entry file
Once SQA respond to the unit entry the Pass for the unit is sent automatically (no manual process required)
‘Awaiting Acknowledgement’ status will be displayed again until SQA respond to the unit Pass
‘Complete’ status will show when SEEMiS receive both entry and Pass response files with no errors received. The data is added to the pupils archive
File details will display at the bottom of the screen

8. RPA Questions/Answers
When would I use the ‘Mark as Ignored’ option?
If a pupil is on the ‘Suggested Entry’ list and has not passed the Added Value unit the school have the option to remove the row from the displayed list by clicking on ‘Mark as Ignored’
Why are pupils showing with ‘Error with Entry’?
The response file for the entry has been returned from SQA to SEEMiS with an error.
If the unit entry file has been returned with an error investigation by the school will be required to establish the reason for SQA rejecting the entry.
Check SQA navigator as SQA may already hold the unit entry.
The ‘Re-send to SQA’ option should only be used if SQA do not hold the SQA unit entry
Why are pupils showing with ‘Error with Pass’?
The response file for unit pass has been returned from SQA to SEEMiS with an error
Check SQA navigator
No action can be taken in SEEMiS

9. RPA Questions/Answers
When would a school use the ‘Override Entry’ option
The ‘Override Entry’ option should only be used in exceptional circumstances when SQA have processed the unit entry and Pass outwith the SEEMiS application and the school wish to bring Click+Go in line with SQA navigator
Can I send a RPA unit entry and pass for a pupils who is not on the ‘Suggested Entry’ list?
Yes. Clicking on the plus button at the top right will open a second screen with access to a student and AVU unit selector.
Does the facility allow for any units for any pupil to be sent as an entry and pass to SQA?
No. The proposal was written only to support the RPA at this time.  Currently the system only references the AVU file and so in this first year, will only handle this aspect of resubmission to SQA. 
If a school have already sent and SQA have accepted RPA unit entries before turnaround. Can the school send a pass only for the open RPA entry?
No. The system is designed to send the RPA unit entry on request from school, after this point the system is automatic.  If the unit entry is accepted then the process will automatically send the unit pass.

10. SCN Numbers Registrations
SQA are the owners of the SCN numbers and SQA manage this area with schools.  SQA have confirmed that only in exceptional circumstances will there ever be a need to change an SCN number for a pupil.
 A new SCN number is required to be generated in Click+Go as another pupil has been allocated this number
requests to clear the pupils current SCN number will come to SEEMiS directly from SQA
SQA will then inform the school this action has been completed and a new number requires to be generated in Click+Go>Record Edit, SQA tab
It is recommended that schools also inform their Local Authority representative
Registrations
A pupil is only ever registered once with SQA.  Registration updates should be sent from C+G to SQA
Include pupil to send a registration update ensure there is no registration date - SQA>Control Centre
Including and transmitting information to SQA - SQA>Export Transmit to SQA
Informing SQA of a pupils address change
Update the pupils address within pupil edit, then send a registration update from Click+Go to SQA - Record>Edit, Address tab

11. Entries/Results Course/units not coming into the control centre Check
Course/units not coming into the control centre
Check
SQA catalogue making sure the SQA codes and levels are valid
Offered course codes, levels and unit completion dates are correct –
SQA courses and relevant units are confirmed for the pupils - Progress>Administration>Secondary>Confirm Courses
SQA course and units are not suppressed - SQA>Suppress Course and Units
Pupils entries are not pending with SQA - SQA>Control Centre
Results
Running a compare in Control Centre producing an 'Unprocessed Entry Report'
This report will show in the Control Centre if a result was entered into SEEMiS and accepted by SQA then altered in SEEMiS Click+Go or Tracking & Monitoring by a staff member in the school
 The most common reasons for this are:
Pass/Fail entered in error
Completion Date changed
Progress>Bulk Entry>Mark National Qualifications or Tracking&Monitoring>Teacher View

12. Verification Process
A pass has been sent to SQA from Click+Go and accepted by SQA, the verification process takes place and SQA change pupils Pass to a Fail (at SQA) SQA data and SEEMiS data are now not syncronised. There is no solution to this at present  
Question from school would be? Example ‘ A pupil’s results shows a fail in unit(S) the school believes should be a pass – the school have checked Click+Go and can see they sent a pass to SQA which was accepted.  Why is the result not credited to the student?’
SEEMiS helpdesk guidance to schools would be:
Has your school been subject to verification activity this session?
If YES – check SQA Navigator  – verify the pupils result held on SQA Navigator?
Any queries/issues contact data services, SQA
The SQA and SEEMiS data will not fully  match until post result service file received by SEEMiS from SQA in November.

13. Results
School have submitted a PASS in error, this is one area where contact to SQA and SEEMiS is required
School should contact SQA Data Services who will issue them with the form which the school will require to complete and return to SQA
 SQA would then open up the entry at their side so that the school can then take the appropriate action e.g. Fail, Withdraw, or leave open so that they can process a change of level.
Schools will also need to contact SEEMiS helpdesk providing us with a copy of the form sent to SQA to allow SEEMiS to also open up the entry within Click+Go
Once both SQA and SEEMiS have confirmed that the area is open.  The school can update the entry as required and submit the file to SQA.
School has entered a fail inappropriately
School has submitted a FAIL in error
SQA will not remove the FAIL.  schools should submit a new entry with a different completion date.  Once the entry has been processed successfully, school should process a pass

14. Quality Checks How can I tell what I have sent to SQA from Click+Go?
How can I tell what I have sent to SQA from Click+Go?
To check the status of the school roll, courses, units and results. More detail can be viewed by selecting the relevant column item and clicking on the arrow with the question mark - SQA>Reports>Status
To see exactly what courses and units have been sent to SQA- SQA>Reports>SQA Entries list
List by Subject, this is broken down into individual course codes and can be useful for departmental checks - SQA>Reports>List by Subject 
School are sure a course has been sent for a pupil but SQA don't have this information
Candidate History this screen will show all information which has been sent from the SEEMiS system to SQA during this session.  This screen will show the Command that was sent ie Entry, Withdrawal, EntryUpdate along with the file name also an indicator to show if an error was sent back from SQA - SQA>Export>Candidate History
Errors sent back from SQA to SEEMiS
SQA response messages will detail messages sent from SQA to SEEMiS, to see the details of the full error, click under the error column on the line this will open a small window with the full error message - SQA>Response>Messages

15. SQA Exam Results
SQA direct SEEMiS to the dates for release and you may notice that various areas of SEEMiS will not be available when there is an embargo on results. SEEMiS will receive the results file and process this information populating Click+Go instructed by SQA.
Pupil Profile, which shows SQA results for individual students
Mini-stacs exam result reports
Management>Mini-stacs>Whole School Report – This report will generate a pupil list and the grades attained for the selected level AND a subject list that shows how many pupils have attained each grade. The number of pupils who have achieved a specific grade
Exam Results – There are 2 reports available - overall award for all the subjects for pupils or by selecting the ‘elements’ option this will also include any unit results
Exam Results by Student – specific pupil results
Subject Report – Subject and level, list of pupils with course element and course award and course award estimate
Tracking&Monitoring
Management>SQA Results Report

16. Thank you
Questions