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Amendments and Withdrawals |
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External Exams
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Sunday, 20 July 2008 17:19 |
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Amendments
Once your entry has been made, it is inevitable that changes will be needed but amendments can only be made to data which was originally entered using SchoolBase®. Create amendments as follows:
- Return to the Entry data tab and select the correct exam header number.
- Delete entries, change entries and add entries as necessary. DO NOT delete an entire row - to delete an entire entry erase the entry codes (cash-in and module codes). You should not delete a row which has already been submitted before you have submitted a withdrawal or an amendment.
- Whichever you do, you MUST place a tick in the Amend box of the line that you are altering.
- Return to the Export files tab and go through the same process as when you made the main entry. The only difference is that you click the Create Amendment file button rather than the Create Entry File button. The Joint Council for Qualifications is quite specific about the fact that there can only be one entry file per board per series but you can have as many amendment files as you need.
- Repeat the process for as many boards as you are making amendments for.
Withdrawals
SchoolBase® will not add candidates to the amendment file who have been withdrawn from all examinations. These must be handled slightly differently. Mark the amendments in the normal way but once you have created the amendment file click the Withdraw candidate button (see below). SchoolBase® will identify any candidates amended who now have no entries and create the appropriate amendment file. Submission of Amendments
Finally return to the Export files tab and go through the same process as when you made the main entry. The only difference is that you click the Create Amendment file button or the Withdraw candidate button rather than the Create Entry File button. Use the Withdraw candidate button where one or more candidates are being withdrawn from all entries for that board. SchoolBase® will look for ALL entries for an amended pupil for the selected series for the selected board. The reason it looks at all entries (even those you have not changed) is that the board takes the file and does a comparison. Thus if subject X was on the first and is no longer, they know that you have withdrawn that pupil from that unit. It can find extras and spot changes but only by having the entire entry.  Check the output file(s). Unlike the entry files, these all start with the letter A and you will also note that the numbers on the end will have increased to represent the sequence of files. Send the files to the boards using your EDI link in the normal way. Final NoteAll of the reports will reflect the amendments you have made and will do so cumulatively so as you need to make further changes, you can use whatever reports you need. Once you have sorted and exported all of your amendments, return to the Entry data tab and click the Clear amendment markers button to ensure you have a clean set of data ready for the next set of changes!
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Last Updated on Wednesday, 10 December 2008 11:30 |
External Exams 
