Exam Centre Manager Website. User Guide

Transcription

1 Exam Centre Manager Website User Guide Updated 2016

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3 Exam Centre Manager Website - User Guide The Exam Centre Manager website has been designed to assist exam centre managers in planning for and managing exams. An exam centre manager is able to undertake the following tasks using the website: Maintain personal details Indicate the preferred address for delivery of exam booklets Indicate the preferred method of pick up of exam booklets Advise NZQA of receipt of exam papers Manage the rooms that will be available for exams during the examination period Manage supervisors and other exam centre staff View the most up-to-date number of candidates for each exam session Allocate candidates to rooms Identify and allocate candidates special assessment requirements Identify and allocate resources to manage exam clashes Assign supervisors to rooms Review the sessions worked by each exam centre staff member Enter claims for supervisors Review and maintain the exam plan as entry numbers alter leading up to the examinations. NZQA Assistance Need further help? For assistance or enquiries please contact: Richard Cole on (04) richard.cole@nzqa.govt.nz or Bianca Muollo on (04) bianca.muollo@nzqa.govt.nz or Helen Cartmell on (04) helen.cartmell@nzqa.govt.nz or The NZQA Helpdesk on (0800)

4 Logging in If you do not have an NZQA login, or if you have forgotten your username or password, please contact NZQA for assistance (see page 1). Most ECMs will be able to use the same username and password as they did last year. Step-by-step instructions to logging in: 1. Open your web browser (eg, Internet Explorer). 2. Type the following into your browser address field: 3. Once on the NZQA homepage, click on the LOGIN button in the top right hand corner of the window. 4. Click on the All other users Login link. 5. Type your username into the Username field and your password into the Password field. Click on the Login button. If your login attempt doesn t work and a red message is displayed or you are re-diverted to an error message, please contact NZQA for assistance (see page 1). 2

5 User Home Use this menu to navigate the user homepage. To navigate back to the NZQA homepage, click the Home link. If the Exam Centre Manager Home link (underlined in yellow) does not appear on your user homepage, please contact NZQA for assistance (see page 1). 3

6 Step-by-step instructions to change your password 1. Click on the Change password link. 2. Type your current password into the Current Password field; and your new password into the New Password and Confirm New Password fields. Click on the Update button. To cancel, click on the home page link. 3. The following screen will be displayed confirming the change. Click on the home page link to return to the User Home page. 4

7 Step-by-step instructions to check and change your contact details 1. Click on the Contact details link. 2. Ensure your name and date of birth are correct. To edit your name and/or date of birth click on the Edit link. 3. Make the required changes and click on the Save button. To cancel, click on the Contact details page link. 5

8 4. Ensure you have at least one contact number. To add a new phone number, click on the Add a phone number link. 5. Click on the drop-down box to select the type of phone number you are adding. 6

9 6. Enter the phone number and click on the Save button. To cancel, click on the Contact details page link. 7. Your phone number will now be added onto your contact details page. You can edit or delete this by clicking on the Edit or Delete links respectively. 7

10 8. Ensure you have an address entered. To add a new address, click the Add an address link. 9. Click on the drop-down box to select the type of address you are adding. 10. Enter the address and click on the Save button. To cancel, click on the Contact details page link. 8

11 11. Your address will now be added onto your contact details page. You can edit or delete this by clicking on the Edit or Delete links respectively. 12. Ensure that your home address is accurate and is a physical address (not a Private Bag or PO Box). To edit your home address, click on the Edit link. 9

12 13. Make the required changes and click on the Save button. To cancel, click on the Contact details page link. 14. If your postal address is not the same as your home address (for example, you have a Private Bag or PO Box), or if you would rather non-secure mail was delivered to an address other than your home, you will need to add a postal address and indicate this as your preferred address. To add a new postal address, click on the Add an address link. 15. Click on the drop-down box and select Postal as the type of address you are adding. 10

13 16. Enter the address and select this as your preferred address by clicking the Yes circle. Click on the Save button. To cancel, click on the Contact details page link. 17. Your postal address will now be added onto your contact details page. You can edit this by clicking on the Edit link. 18. Ensure that you have a delivery address entered for exam papers to be delivered to in October. This must be a physical address (not a Private Bag or PO Box). You can add a new delivery address by clicking on the Add an address link, or you can edit an existing delivery address by clicking on the Edit link. Your delivery address is the address the exam papers and exam materials will be delivered to. This will automatically be defaulted to your Exam Centre if you have not entered a delivery address

14 19. Ensure that you have a pick up address entered from where you want answer booklets to be collected daily during exams. This must be a physical address (not a Private Bag or PO Box). You can add a new pick up address by clicking on the Add an address link, or you can edit an existing pick up address by clicking on the Edit link. Your pick up address is the address the exam papers will be picked up from. This will automatically be defaulted to your Exam Centre if you have not entered a pick up address. 20. Click on the preferred link to indicate your preferred contact details to NZQA, or click on the home page link to return to the user home page. If at any point this information changes, please update this page as soon as possible. If you need to make changes to your Delivery or Pickup address after September you must contact NZQA immediately. 12

15 Exam Centre Management Home 1. To access Exam Centre Manager Home, click on the Exam Centre Manager Home link. 2. Use this menu to navigate the Exam Centre Manager homepage. 3. To navigate back to the NZQA homepage, click the Home link. 13

16 Step-by-step instructions to download a user guide 1. On the main screen of your homepage, you will see a list of user guides. To download a user guide, click on the user guide name link, for example Examination Centre Manager Casual Employment Agreement Kiwisaver. 2. The following message will probably appear, click on the Open button. To cancel, click on the Cancel button. 3. The document should then open and you will be able to print it or save it to your computer. If an error message appears or you are unable to open the document, please contact NZQA for assistance (see page 1). 14

17 Step-by-step instructions to check and change your bank account and IRD details 1. Click on the Bank Account and IRD Details link. 2. Ensure you tax code is correct. To edit your tax code, click on the drop-down box and select the correct tax code. If your tax code is different from what is recorded, ensure you send an updated IR330 form to NZQA. 15

18 3. Ensure your bank account number is correct. To edit your bank account number, click in each box, delete the numbers already recorded, and type in the correct bank account number. If your bank account number is different from what is recorded, ensure you send in a bank verified deposit slip. 4. Ensure your IRD number is correct. To edit your IRD number, click in each box, delete the numbers already recorded, and type in the correct IRD number. If your IRD number is different from what is recorded, ensure you send in an updated IR330 form. 5. Once you have finished editing your personal details, click on the Submit Details button. To cancel, click on the Back link. If an error message appears when you attempt to submit your details, please contact NZQA. 16

19 6. The following screen will be displayed confirming the change. Click on the Back link to return to the ECM homepage. If at any point this information changes, please update this page as soon as possible, and send in the relevant documents. 17

20 Step-by-step instructions to check and change your preferred delivery address 1. Click on the Booklet Delivery link. 2. Ensure that your current delivery address is displayed and is a physical address (not a Private Bag or PO Box). Your delivery address is the address the exam papers and exam materials will be delivered to. This will automatically be defaulted to your Exam Centre if you have not entered a delivery address. To cancel, click on the Back to ECM Home link. 3. If you have not entered a delivery address, click on the Add new delivery address link. Enter your address details and click on the save button. 18

21 4. To edit your delivery address, click on the Edit link. Enter your address details and click on the Save button. Step-by-step instructions to check and change your preferred pick up address 1. Click on the Booklet Pickup link. 19

22 2. Ensure that your current pickup address is displayed and is a physical address (not a Private Bag or PO Box). Your pick up address is the address the exam papers will be picked up from each day. This will automatically be defaulted to your Exam Centre if you have not entered a pick up address. To cancel, click on the Back to ECM Home link. 3. If you have not entered a pickup address, click on the Add new Pickup address link. Enter your address details and click on the save button. 4. To edit your pickup address, click on the Edit link. Enter your address details and click on the Save button. 20

23 Step-by-step instructions to confirm receipt of examination booklets 1. Click on the Booklet Receipt Confirmation link. 2. Check boxes (either or both) to indicate: All parcels have been received and without damage. All signature-required parcels were signed at the time of receipt from the courier by yourself or by someone known to you. 3. Enter the date you received the exam papers 4. Click Submit 21

24 Step-by-step instructions to manage your Supervisors 1. Click on the Select Supervisors link. 2. The Supervisors from last year will now appear. Review your list of Supervisors. 22

25 3. To remove a Supervisor from the list, click on the Remove link. 4. Click on the Continue button to confirm that you want to delete the Supervisor. To cancel, click on the Cancel button. 5. To edit a Supervisor s details, click on the Supervisor s name link. 23

26 6. Ensure the Supervisor s Title, First Name, and Last Name are correct. 7. To edit the Supervisor s title, click on the drop-down box and select the appropriate title. 8. Make any required changes to the Supervisor s name. 24

27 9. Ensure the Supervisor s Tax Code, Bank Account and IRD # are correct 10. To edit the Supervisor s tax code, click on the drop-down box and select the appropriate tax code. If the Supervisor s tax code is different from what was previously recorded, ensure you send an updated IR330 form to NZQA. If no tax code is entered, the Supervisor will be charged at the No Declaration tax rate. 11. To edit the Supervisor s bank account number, click in each box, delete the numbers already recorded, and type in the correct bank account number. If the Supervisor s bank account number is different from what was previously recorded, ensure you send in a bank verified deposit slip. If no bank account is entered, the Supervisor will be paid by cheque. 25

28 12. You are not able to edit a Supervisor s IRD number. If a change is required, please have them send NZQA an updated IR330 form and we will make the change to their details. 13. Ensure that the Supervisor s Street Address is correct. Make any required changes to the Supervisor s Street Address. Please note that the system requires the Street Address 1 and City / Town fields to be filled in. The City / Town fields can not contain numerical values (no postcodes). 14. Click on the Save button. To cancel, click on the Back link. 26

29 15. To add a new Supervisor to the list, click on the Add a new Supervisor link at the bottom of the screen Enter the person s last name and first name into the Last Name and First Name boxes, respectively. Click on the Search button. 17. A list of people matching the searched name will be displayed. To cancel, click on the Back link

30 18. If the person you are searching for is displayed, click on the Supervisor s name link. 19. Make any required change to their details by following the previous steps. Click on the Save button. To cancel, click on the Back link. 20. CLICK ON THE SAVE LIST BUTTON at the bottom of the screen. If you do not do this, the new supervisor will not save to your list. 28

31 21. If the person you are searching for is not displayed, click on the Click here link. Edit each field for the new Supervisor by following the previous steps. Click on the Save button. Please note that the system requires the IRD # to be entered for anyone supervising examinations. This includes Exam Assistants even if they will not be paid by NZQA. Ensure an IR330 is sent to NZQA for any new Supervisors that will be paid by NZQA. 22. To an individual supervisor click on the icon next to their name. An window will open, containing their address. To all supervisors (who have an address) in one go click on the Send to all Exam Centre Supervisors link at the bottom of the supervisor list. 29

32 Step-by-step instructions to manage your Exam Rooms 1. Click on the Exam Rooms link. 2. To edit an existing exam room, click on the exam room name link eg, English office. 30

33 3. Make the required change(s) and click on the Modify Room button. 4. The change(s) will be displayed. 5. To delete an existing exam room, click on the exam room name link. 31

34 6. Click on the Delete this room link. 7. Click on the Delete Room button. To cancel, click on the Back link. 8. To add a new exam room, enter the Room Name and Room Capacity into their respective field boxes. You can also enter the Room Location, indicate whether it is a Computer Room, and add notes in the Other room information field. 32

35 9. Click on the Add Room button. 33

36 Step-by-step instructions to manage your Exam Planner 1. Click on the Exam Planning link in left-hand menu bar. 2. Your main exam timetable view will be displayed. Number of subjects which have not yet been submitted Morning (AM) or afternoon (sessions). These are links. Name of subject and level Number of candidates: black = total number red = number not yet allocated to a room Planning status. This changes once planner has been submitted and then approved by NZQA. 34

37 3. To plan an exam session, click on the AM or PM link of the session you wish to plan. 4. The session view will be displayed. List of rooms entered previously Subjects requiring planning, with corresponding candidate numbers 5. Click on the room to be used for the exam and click the Select button 6. The exam room will be added. Repeat until all of the required exam rooms for the morning or afternoon are added. See below: 35

38 7. To remove a room from the planner check the box next to the room you wish to remove: 8. Click on Save at the bottom of the screen and the room will be removed from the planner. 9. Allocate the number of candidates to sit in each room for each subject level. Then add the number of supervisors/exam assistants, and relief supervisors (including the ECM) to supervise in each exam room by keying the number into the box in the box. Note the following: In a Hall or large capacity room, the ratio of supervisors to candidates is1 to 35 In a classroom the ratio of supervisors to candidates is1 to 25 Exam Assistants are allocated to candidates who have been approved a reader, a writer or a reader/writer etc. on a ratio of 1 Exam Assistant to 1 candidate. Relief supervision, in many schools, is undertaken by the Principal s Nominee. If this is the case, do not add a relief supervisor on your planner. This screen shows candidates and supervisors entered into rooms BEFORE saving. The 10 L1 German candidates are in a separate room as there is a listening component to this exam. They have one supervisor. Tick this box if you, as ECM will be supervising. If you need to allocate an Assistant Manager, enter the number in this box. For information on Assistant Manager, please read your Guide Notes or contact NZQA. The 94 L2 English candidates are in the Hall with 3 Supervisors. 36

39 10. Add any notes relevant to the session, especially anything to advise NZQA of when they are approving your planner, for example: reason for additional supervisors, reason for ECM not supervising, etc. 11. Once you are happy with the planned session, click on the save button. The screen will appear as below: All candidates have been allocated. 12. To add specific supervisors to each of the above rooms, click on the Assign Supervisors link at the bottom of the screen. 37

40 13. This screen shows the number of supervisors required for each room: 14. Click on the drop-down box and, from the list of names, select the Supervisor(s), exam assistant(s), and relief supervisors(s) you want to assign to each exam room. If you have clicked the box that the ECM will be supervising, you must select the ECM for one of the rooms. 15. Click the save button. Click the Back link to go back to the exam planner. 16. Click the Next Session link at the bottom of the screen to move onto planning the next session in your planner. 38

41 17. Please note that for some subject level sessions, special requirements need to be made, for example Scholarship Language subjects require at least two rooms (a recording room and a writing room) and would therefore need at least two supervisors as well. Please refer to your Appendices to Instructions for Supervisor s booklet for planning these sessions or ring NZQA. 18. If a session has a clash candidate their details will be displayed near the bottom of the page. You will need to assign the candidate to a room in both the AM and PM sessions, and assign an additional room and supervisor to the AM session to cover supervision over the lunch break. Please ensure you add a note in the notes section regarding clash candidates arrangements. This advises NZQA when they are approving your planner. If a candidate has THREE exam sessions on the same day, please discuss this with your Principal s Nominee. Please refer to you ECM Guide Notes or ring NZQA 19. If a session has a candidate with NZQA approved special assistance conditions their details will be displayed near the bottom of the page. Please ensure you accommodate the candidate s special assistance requirements when doing your planner. This may involve assigning an exam assistant (aka Reader/Writer) instead of a supervisor, providing a separate room for the candidate, etc. Please refer to you ECM Guide Notes or ring NZQA. Please only accommodate for the special assistance requirements displayed on your planner. If the school advises you of any additional requirements please refer them to NZQA. Do not act on their request without checking with NZQA first. 20. Once you have finished planning each session and assigning your supervisors, go back to your main exam timetable view. Click on the Submit Planner button. This will submit the planner to NZQA for approval. To print out a copy of the planner, click on Print All Sessions. 39

42 Step-by-step instructions to view and print reports 1. Click on the Reports link. 2. Click on the report name link for the report you wish to view. Five reports may be printed out: a. Supervisor s Schedule Report b. Supervision List by Session c. Candidates with Exam Timetable Clashes d. Candidates with Different Home Schools e. Candidates requiring Special Assistance a) Supervisor s Schedule Report This report provides information on what role an individual is fulfilling, how many times and when. Use this report to provide each of your supervisors with a list of the sessions they are supervising. In the example below Mary is S (supervisor) for two sessions and these are listed below. Codes are: A.M. Assistant Manager S Supervisor R.S. Relief Supervisor E.A. Exam Assistant 40

43 b) Supervision List by Session This report shows exam sessions, who is supervising and when. The report is used to give you a full view of each day s sessions and who will be supervising where. In the example below the rooms and who is supervising in them are listed. c) Candidates with Exam Timetable Clashes This report lists candidates who have exam clashes, which subjects are affected and when. To print the report, click on the printer icon. Please note that to view the Candidates with Exam Timetable Clashes and Candidates Requiring Special Assistance you will first need to go into your Exam Planner and click on the here link to include specialassessment and exam-clash information. The Supervisor s Schedule Report, Supervision List by Session report, and Candidates requiring Special Assistance report are all specifically designed for printing. To print these reports select file, then print preview, then click the printer icon. 41

44 d) Candidates with Different Home Schools This report lists candidates who will be sitting exams at your exam centre but do not attend school there. Use this report to provide information to supervisors about candidates who will turn up for exams but may not know the school. The example below shows that two candidates will be attending the exam centre and when. They come from Te Aho o Te Kura Pounamu (The Correspondence School). e) Candidates requiring Special Assistance This report lists candidates who have been approved special assessment conditions, the sessions applicable and the special conditions which have been granted. In the example below, the candidate been granted separate accommodation and a writer for her L1 English exam. 42

45 Step-by-step instructions to submit your exam centre staff 1. Click on the Supervisor Claim link (this is visible from late October onwards). 2. Your main supervisor claim screen will be displayed. 43

46 3. Click on a Supervisor s name link. The individual Supervisor s claim screen will be displayed. 4. If your planner is up to date and accurately represents the sessions worked you can click on the Copy Down button to automatically fill in the Supervisor s claim details. 44

47 5. If the Supervisor has worked additional sessions or did not work sessions they were originally assigned to on the planner you will need to enter the claim details manually. Click in the box to the right of either Claimed (weekday) or Claimed (Saturday) under the appropriate worker title and enter the relevant number of sessions worked. 6. Tick the Attended Supervisor Training box if the Supervisor attended the training. 7. Tick the Attended CM training (in place of CM) box if a Supervisor attended the ECM area training in your place. Please note that only one person should be paid as an ECM. If a Supervisor acted as the ECM on your behalf please contact Richard Cole. 45

48 8. Click on the Expenses link. 9. The expense claim screen will be displayed. Please note that the only expense that will be approved is mileage travelled in excess of 20 km to attend the ECM training. 10. Enter the mileage claim details in the Expense Description box. 11. Enter the amount in the Amount box. 12. Enter any Additional Notes. 46

49 13. Click on the Save button. 14. To remove an expense claim click the Remove link, otherwise click on the Back link to return to the individual Supervisor s claim screen. 15. Add any notes relevant to the claim in the Notes box, for example additional/less sessions claimed than what s on the planner, additional sessions claimed for Assistant Manager prep sessions, relief supervision sessions for Clash or SA candidates, etc. 16. Click on the Save button once a Supervisors claim is completed. 17. Click on the Back link to go back to the main supervisor claim screen. 18. Repeat the previous steps for each Supervisor. 19. For your ECM claim enter the full number of sessions open for both weekday and Saturday sessions plus an additional weekday session if you ran a Supervisor training. Tick the Attended CM training box if you attended the ECM Area training. Follow the previous step to enter any expenses. Add any notes relevant to the claim in the Notes box, for example additional/less sessions claimed than what s on the planner, additional sessions claimed for running Supervisor training, etc. 47

50 20. When the claim is complete, tick the certification box at the bottom of the Supervisor Claim page and click on the Submit Claim button. Please note that you will not be able to make changes to the claim once you have submitted it to NZQA. If you are not ready to submit the claim, click on the Back link. Any changes that you have saved on the individuals claim screens will be there the next time you return to the page. 48

51 Index Assign supervisors Bank account Change your contact details... 5 Change your password... 4 Confirm receipt of exam booklets Delivery address all supervisors an individual supervisor Exam Centre Management Home Exam Centre Manager Home link Expenses IRD details Logging in... 2 Managing exam rooms Adding an exam room Deleting an exam room Editing room details Managing supervisors Adding a supervisor Addresses Bank accounts Editing supervisor details IRD numbers Removing a supervisor Tax codes Managing your exam planner Adding notes to planner Adding supervisors to rooms Allocating candidates to rooms Clash candidate planning Exam timetable view Planning an exam session Room selection SAC candidate planning Scholarship Language requirements Selecting the next session Mileage claims Pick up address Removing a room Reports Candidates requiring special assistance. 42 Candidates with different home schools. 42 Candidates with exam timetable clashes 41 Supervision list by session Supervisor's Schedule Submitting the planner Submitting your planner to NZQA Supervisor claims Adding expenses to claims Adding sessions to claims Adding training to claims Copying claim information Link to Claims Removing a claim Selecting a supervisor Submitting claims to NZQA Supervisor Claims User Guide download User Home