1. Entries for exams officers
Philip Bridgehouse
26 January 2016
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2. Agenda Using WebEx About you Objectives Entries content
Questions answered
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3. If you can’t hear me….. If you want to listen via a phone line -
Step 1: Dial
Step 2: enter event code
Step 3: enter # for participant number
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
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4. How to interact with the webinar: polls
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5. How to interact with the webinar: polls
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6. Objectives for today Where to find the right information
What information you will need to provide
How we inform you of potential errors
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7. About you Are you…. Will you be entering students for…
An experienced exams officer
A new exams officer with some entries experience
A new exams officer with no entries experience?
Will you be entering students for…
GCSE exams only
AS and A-level exams only
A mixture of GCSE and A-level exams?
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8. About you Are you entering via…. Your school or college’s MIS/EDI/A2C
e-AQA?
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9. Source for entries information
Entries web page
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10. Accessible information and essential documents
Entry codes booklet
Making entries flowchart
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11. Planning and preparation
The exam cycle
Planning and preparation
Entries
Pre-exams
Exam Day
Results
Candidates access arrangements are administered
Candidates are entered for qualifications
Candidates receive results
Candidates sit examinations
Candidates are provided with exam timetable
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12. Stages in the entry procedure
Estimated entry
Limited subjects only
Entry
Exactly which candidates for each exam
Amendment
Any changes/additions/withdrawals
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13. Your school or college MIS with A2C – migration tool e-AQA
Ways of making entries
Your school or college MIS with A2C – migration tool
e-AQA
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14. Basedata 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
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15. Making entries for exams officers page
e-AQA
Making entries for exams officers page
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16. Question break
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17. Codes and personal information
Student information
Series codes
Subject codes
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18. UCI (Unique Candidate Identifier) ULN (Unique Learner Number)
Student information
Candidate
Name
Gender
Date of birth
Status
Candidate number
UCI (Unique Candidate Identifier)
ULN (Unique Learner Number)
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19. UCI (unique candidate identifier)
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. 1 2 3 4 5 6 7 8 9 10 11 12 13
33555 16
1234
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20. ULN (Unique learner number)
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
Unique learner page
LRS contact details
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21. 6G16 6A16 Series codes exam series guide 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
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22. Question break
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23. Subject and unit entry codes
Impact of reform on Summer 2016
Examples of GCSE and A-level entry code requirements
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24. Reform of GCSE and A-level qualifications
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
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25. Flowchart for spec code type to use
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26. Making a GCSE entry – outgoing specification
GCSE English (4700)
Full course subject award and endorsement
ENG1F or ENG1H + ENG03 and ENG02
unit codes
award codes
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27. Making a GCSE entry – outgoing specification
A-level
GCSE
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28. Making a GCSE entry – outgoing specification
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29. Making a GCSE entry with carry forward– old specification
unit codes
award codes
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30. Making an AS entry (old specification)
AS History (1041)
One from HIS1A – HIS1N + one from HIS2A – HIS2S
components
AS award code
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.
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31. Making an A-level entry (old specification)
A-level History (2041)
One from HIS1A – HIS1N + one from HIS2A – HIS2S +
one from HIS3A –HIS3N + HIS4X
unit codes
A-level award codes
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.
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32. Making an AS/A-level entry (new specification)
AS History (7041)
AS award code
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33. Making a GCE entry (new specification)
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34. Making a GCE entry (new spec)
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35. Question break
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36. Fee and amendment deadlines
Issue of results
21 February
22 April
Standard entry fees
Late entry fees
Very late entry fees
fees   
Amendment fee applies
amendments
No fee
No fee*
No fee*
withdrawals
*where entries are made AFTER 21 February entry the basic entry fee is refunded but not the supplementary late fee.
Entry fees 2015/16
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37. Transferred candidates
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 flowchart
Transferred candidate request form
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38. Candidate Statements of Entry Centre Statements of Entry
Checking your entries
e-AQA
Candidate Statements of Entry
Centre Statements of Entry
Confirmation of amendments
Centre Summary
Attendance lists (up to date)
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39. Warning reports
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)
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40. Certification warning reports
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41. Certification warning reports
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42. Unsubstantiated award report
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43. Potential award report/Unused units report
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44. Dates for warning reports
For all summer 2016 series certification warning reports will be created on:
9 April 2016
14 May 2016
18 June 2016
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45. Summary 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
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46. Support from AQA 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
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