Create an Exam Schedule in XAMS (Centre)

Note:  Not all centres will have access rights to create or edit exam schedules.  This is determined by your organisation's settings.  These instructions are only applicable to those that do.

To create a new schedule, click +Create at the top left of the screen to display the Edit Schedule popup.

Qualification

The Qualification dropdown lists all the qualifications on which your centre has learners registered.  In most cases (depending on your organisations settings), the qualification must be selected before you can be presented with the assessment list.

Assessment

The Assessment dropdown lists all the assessments within the selected Qualification.   You must select an assessment before you can move on to the other fields in the popup.

Note: you may see different fields depending on your organisations particular settings.  Mandatory fields will be shaded in pink.

Delivery type:

Select how the exam is to be delivered from the dropdown options.  The options available for selection depend on the exam selected and the delivery methods your AO has chosen to support.  They can be any or all of the following:

• On-line
• Off-line
• Paper

On-line exams are ones taken in a browser and for which answers are recorded instantly as they are answered.

Off-line exams are downloaded to a laptop, which can then be taken to a workplace where there is no reliable internet connection. The learner takes the exam in the workplace and the invigilator subsequently uploads the answers when they have an internet connection. 

Paper exams are downloaded from the system and printed for the learner to fill in by hand.

Start Date/Time

This is the point at which the exam will first become available to a learner to sit. A learner will see it as an available exam before this point, but they will not be able to start it. We recommend that you set this to the actual time at which you expect the exam to be sat.

This field will autocomplete according to your organisations settings and rules.  It can be edited by using the calendar & clock date & time pickers to the right of it.

End Date/Time

This is the latest point at which a learner can start an exam. After this, a learner will not see the exam when logged in.  

This field will autocomplete according to your organisations settings and rules.  It can be edited by using the calendar & clock date & time pickers to the right of it.

Schedule Name

You can name the schedule as you like, but we recommend it has a connection to the exam being sat and makes the schedule readily identifiable when you are looking at the list of schedules.

Schedule Password

This password will be required to activate the exam and is common to all learners in a particular schedule. It will be communicated to the learners by the invigilator at the time of the exam. We recommend that you use the randomly generated password that the system creates for you.

Venue

A dropdown of possible venues.  This is not always a mandatory field.

Add Learners to the Schedule

Once all the relevant information has been entered, click on Click here to pick the learners to select the individual learners who are to participate in the exam.  

To select learners, click the checkbox to the left of their name. Click again to remove the learner from the schedule.

Where there is more than one screen of learners, you can page through the list and/or use the column filters to quickly find learners.

When you have selected all the learners for the schedule, click Save to return to the Edit Schedule popup.

Alternatively, if you have entered the learners in a cohort, you can select them as a group by clicking Add Cohort.

You select a cohort in the same way that you select a learner. Once you have select the cohort and clicked Save, the learners are added to the schedule as though they were individually selected and can be selectively removed.

When you have selected the cohort for the schedule, click Save to return to the Edit Schedule popup.

Complete the Schedule

When you are happy with the schedule details, click Save to complete the schedule and return to the Schedule screen.

The Schedule screen will now display your newly created schedule. Bear in mind that the default sort order is by Start Date (latest first), so the newly created one may not be at the top of the list or, depending on the filter values and the number of other schedules on the screen, and you may have to change the filters or page through the list to find it.