IWAS. IELTS Web Administration System. Centre User Manual

Transcription

1 IWAS IELTS Web Administration System Centre User Manual V3.0 November 2017

2 TABLE OF CONTENTS P a g e 2

3 Table of Contents... 2 Introduction... 6 INTRODUCTION TO THIS MANUAL... 7 SYSTEM REQUIREMENTS... 7 SYSTEM ACCESS AGREEMENT... 8 INTRODUCTION TO IWAS ENTERING THE IWAS WEB SYSTEM RESET YOUR PASSWORD COMMON USER INTERFACE FEATURES SEARCH RESULTS TABLES HOME SCREEN SETTING A DEFAULT SESSION EXITING THE IWAS SYSTEM NEED ASSISTANCE? TEST CENTRE TEST CENTRE: AN INTRODUCTION UPDATING TEST CENTRE DETAILS USER MANAGEMENT MANAGE TEST LOCATION ADD TEST LOCATION VIEW TEST LOCATIONS UPDATE A TEST LOCATION DELETE A TEST LOCATION MANAGING SPEAKING TEST VENUES ADD A SPEAKING TEST VENUE SEARCH FOR AND VIEW SPEAKING TEST VENUES UPDATING SPEAKING TEST VENUES DELETING SPEAKING TEST VENUES SET UP CANDIDATE ONLINE APPLICATIONS TEST SESSION INTRODUCTION MANAGE TEST SESSIONS SEARCH FOR AND VIEW A TEST SESSION UPDATE TEST SESSION RELEASE BLOCK BOOKING TEST PLACES DELETE TEST SESSION MATERIALS NOTIFICATION INTRODUCTION CANDIDATE ENTRY ADDING A RECOGNISING ORGANISATION TO A CANDIDATE ENTRY CANDIDATE BLOCK BOOKING CANDIDATE IMPORT FACILITY CANDIDATE SEARCH/UPDATE UPLOADING A CANDIDATE PHOTO CONFIRM/REJECT CANDIDATES CANDIDATE TRANSFER ADDING A NEW POSTAL RECOGNISING ORGANISATION SEARCH FOR AND VIEW POSTAL AND STED RECOGNISING ORGANISATIONS UPDATE AND DELETE POSTAL RECOGNISING ORGANISATION GENERATE CANDIDATE NUMBERS PRINT ATTENDANCE REGISTER CANDIDATE LABELS CANDIDATE ADDRESS ABSENT CANDIDATES FOR REFUND CANDIDATE ARCHIVE P a g e 3

4 FINDING A CANDIDATE USING THE ARCHIVE INTRODUCTION MANAGE EXAMINERS ADDING A NEW EXAMINER SEARCHING FOR EXAMINERS UPDATING EXAMINER DETAILS DELETING EXAMINER DETAILS EXAMINER RECERTIFICATION REPORT VIEWING THE EXAMINER RECERTIFICATION REPORT VIEWING AND PRINTING THE REPORT IN PDF FORMAT INTRODUCTION MANAGE SPEAKING TESTS ADDING A SPEAKING TEST SESSION SEARCHING FOR AND VIEWING SPEAKING TEST SESSIONS UPDATING SPEAKING TEST ADDING A NEW VENUE DELETE SPEAKING TEST SESSION MANAGE BREAKS FOR SPEAKING TEST EXAMINERS ADDING A BREAK FOR THE EXAMINER UPDATING A BREAK FOR THE EXAMINER DELETING A BREAK FOR THE EXAMINER GENERATE SPEAKING EXAMINER S RECORD MANAGE APPORTIONMENT APPORTIONING INDIVIDUAL CANDIDATES TO A SPEAKING TEST SESSION APPORTIONING CANDIDATES AUTOMATICALLY CLEARING A TIMETABLE SPEAKING EXAMINER S RECORD PRINT APPORTIONMENT TIMETABLE GENERATE AND PRINT CANDIDATE LETTERS Managment INTRODUCTION TO RESULTS FINDING CANDIDATES TO ENTER RESULTS RESULTS STATUS INDICATORS ENTERING RESULTS IMPORTING CANDIDATE RESULTS DISTRIBUTED MARKING TWO WRITING EXAMINERS ABSENT CANDIDATES REFUND CANDIDATES ADMINISTRATOR S TRF COMMENTS CONFIRM RESULTS RESULTS ENTRY DISCREPANCIES ENTER JAGGED RESULTS CONFIRM JAGGED RESULTS ENTER 3 RD EXAMINER MARKS CONFIRM 3 RD EXAMINER MARKS VIEW COMPLETE RESULTS EOR (ENQUIRY ON RESULTS) EOR FOR ON-SCREEN MARKING SESSIONS REMARKING CANDIDATES RESULTS ADMINISTRATION FAQ CANDIDATE RESULT STATUS GENERATE JAGGED PROFILE REPORT PRINTING TEST REPORT FORMS (TRF) CONFIDENTIAL RESULTS REPORT P a g e 4

5 INTRODUCTION TO REPORTS CANDIDATE REPORTS ABSENTEE AND REFUND REPORT APPORTIONMENT TIMETABLE ATTENDANCE REGISTER BAND AVERAGE REPORT CANDIDATE DETAILS REPORT A NOTE ON LABELS REPORTS CANDIDATE LABELS CANDIDATE ADDRESS CANDIDATE LABELS CANDIDATE NUMBER / DESK NUMBERS CANDIDATE LABELS INSTITUTION ADDRESS CANDIDATE LETTER CANDIDATE SUMMARY - BRIEF EXPORT TO EXCEL NON CONFIRMED CANDIDATES REPORT REPEATING CANDIDATES REPORT EXAMINER REPORTS EXAMINER LABELS EXAMINER LETTER REMINDER FOR RECERTIFICATION EXAMINER REPORT RECERTIFICATION EXAMINER UTILISATION REPORT JAGGED PROFILE RECORDS FORM SPEAKING JAGGED PROFILE RECORDS FORM WRITING SPEAKING EXAMINER S RECORD RESULT REPORTS JAGGED PROFILE REPORT RECOGNISING ORGANISATIONS REPORT RESULT XML RESULTS CONFIDENTIAL / PUBLIC TEST REPORT FORM (TRF) TRF LETTER TEST SESSION SUMMARY REPORT Appendix A - Identity Authentication (IAM) IAM SUPPORT EXPORTING CANDIDATE DATA FROM IWAS TO IAM IMPORTING DATA FROM IAM TO IWAS Appendix B - Glossary P a g e 5

6 INTRODUCTION P a g e 6

7 INTRODUCTION TO THIS MANUAL This manual has been designed to assist approved IELTS centres, administrators and IWAS users in using IWAS. It contains information on the features of the application and details step-by-step instructions for test centre administrators and users. Sample screens in this document help the users identify and relate the information quickly to the application. Field level information given for each screen details the functionality available within the application. Throughout the IWAS website: Fields marked with a red asterisk (*) are required. Place the mouse over the blue information icon: to read more about the field next to it. You can choose to enter only initial letter of a name to view all users, candidates, examiners etc. whose names start with those characters. You can also use the % key in place of text if you are unsure of the spelling. For example, you can enter Ra%n to search for names starting with Ra and ending with n. To search for all names starting with Ra, enter Ra and click Search. SYSTEM REQUIREMENTS The IELTS Web Administration System is a web based product to be used by all IELTS centres to support the administration of the IELTS test. In order to run the system successfully you must be able to meet the following minimum requirements: System Requirements PC(s) running Windows 7/8/10 with Google Chrome. Apple Mac running OS X v10.5 and above with Google Chrome. Hardware that will meet the minimum Operating System requirements as defined by Microsoft/Apple. Minimum screen resolution of 1024x768 Minimum Internet connection speed of 512KB Download / 256KB Upload Scanner Laser printer that allows Mono printing Adobe Reader 7 or greater Established address centrenumber.administrator@yourdomainname.com (e.g.gb999.administrator@cambridge.edu.cb) P a g e 7

8 SYSTEM ACCESS AGREEMENT BACKGROUND AND IMPORTANT NOTICE The Chancellor, Masters and Scholars of the University of Cambridge, acting through its department, the University of Cambridge Local Examinations Syndicate (UCLES), The British Council and IELTS Australia Pty Ltd (IELTS Australia) are the joint owners of intellectual property in and relating to the IELTS exam as defined in an agreement between the three parties. UCLES has developed software for use in relation to the IELTS exam known as the Web Administration System for IELTS and UCLES owns all intellectual property rights in the Web Administration system for IELTS. Pursuant to this access agreement (this Agreement ) UCLES grants a licence to the Centre (the Centre ), to whom a password was issued, and its employees and agents, accessing and using the Web Administration System for IELTS; the Centre s use of an exclusive password to access the Web Administration System for IELTS shall be deemed to be the Centre s acceptance of this Agreement to use the Web Administration System for IELTS and the Centre agrees that any use of the Web Administration System for IELTS shall be strictly in accordance with the terms of this Agreement. Permission to use the Web Administration System for IELTS is subject to the terms set out below. Do not use the password to access the Web Administration System for IELTS unless you have read and accepted all the terms of this Agreement and wish to take a licence of the Web Administration System for IELTS. If the Centre does not wish to accept this Agreement the Centre must return the access password to UCLES unused (before accessing the Web Administration System for IELTS) together with any and all documentation supplied with it within 14 days of receipt. Any fee the Centre may have paid together with the Centre s postage costs will be refunded to the Centre. IT IS HEREBY AGREED as follows: 1 Grant of Access In consideration of the Centre accepting the terms and conditions of this Agreement, UCLES grants to the Centre a non -exclusive, non -transferable password protected access to and use of the Web Administration System for IELTS ( Access ). Throughout this Agreement, Access includes any use of the Web Administration System for IELTS website together with any instruction manuals and/or other information associated with or contained in the Web Administration System for IELTS, whether in electronic form or otherwise. 1.2 The Centre shall not sub -licence, re -distribute, lease, loan, copy, reproduce, modify or adapt Access or the Web Administration System for IELTS, or create derivative works based on the whole or any parts of the Web Administration System for IELTS. 1.3 The Centre shall only use the Web Administration System for IELTS for its internal business purposes associated with IELTS. 2 Acceptance The terms and conditions of this Agreement are deemed to be accepted by the Centre upon the Centre s initial use of an exclusive password to access the Web Administration System for IELTS. 3 Centre Obligations 3.1 The Centre undertakes to supervise and control use of the Web Administration System for IELTS (or any part thereof): to ensure that any of its employees and agents which Access the Web Administration System for IELTS (or any part thereof) are notified of this Agreement and the terms hereof prior to such Access; to ensure the accuracy and timeliness of any and all information entered on the Web Administration System for IELTS; and to comply with all domestic and international laws, regulations and obligations for the protection of individuals with regard to the processing of personal data by the use of the Web Administration System for IELTS. 3.2 The Centre further warrants and undertakes that the Centre shall in no circumstances whatsoever: (a) Use or present documentation, reports or other information generated or created by the Web Administration System for IELTS as official certification by the University of Cambridge; (b) represent itself or any premises owned, leased, hired or otherwise used by the Centre as an accredited centre for the administration of UCLES examinations, unless they are so accredited by UCLES; or P a g e 8

9 (c) use any or all of UCLES' trade marks or trade names (whether registered or unregistered), including without limitation the names The Chancellor, Masters and Scholars of the University of Cambridge, University of Cambridge Local Examinations Syndicate, Cambridge; Cambridge ESOL or the Web Administration System for IELTS. 4 Exclusion of Warranties and Limitation of Liability 4.1 UCLES provides Access to the Centre on an as is basis and all conditions, warranties, terms and undertakings, express or implied, whether by statute, common law, trade practice, custom or otherwise (including without limitation as to quality, performance or fitness for purpose) in respect of the package are excluded to the fullest extent permissible by law. 4.2 UCLES shall not be liable for any special, indirect or consequential damages including any lost profit or savings arising out of or in connection with Access by the Centre. UCLES shall not be liable for direct or other damages arising hereunder in excess of the amount paid by the Centre for Access. 4.3 UCLES shall be under no liability to the Centre or any potential or actual candidate, and the Centre shall be liable to such candidates, with respect to: (1) anything related to the accuracy or timeliness of any information entered onto the Web Administration System for IELTS by the Centre, including but not limited to any complaint or action, and (2) anything related to any candidate payments or refunds or the processing of any such payments or refunds whether through the Web Administration System for IELTS online, any online payment company, or otherwise. UCLES shall be under no liability to the Centre with regard to any online payment company or system, whether or not accessible on the Web Administration System for IELTS, with whom the Centre enters a payment processing agreement. 4.4 The Centre releases and shall indemnify and hold harmless The British Council and IELTS Australia (and each of them) from all loss and damage in relation to any and all claims arising from use of the Web Administration System for IELTS by the Centre, its agents and employees, and any other person accessing the Web Administration System for IELTS by or through the Centre. 5 Intellectual Property Rights 5.1 The Centre acknowledges that the Web Administration System for IELTS and the related documentation is the subject of copyright. The Centre shall not during or any time after the expiry or termination of this Agreement permit any act which infringes that copyright and, without limiting the foregoing, the Centre specifically acknowledges that it may not copy the program except as otherwise expressly agreed by UCLES. 5.2 The Centre acknowledges that any and all of the trade marks, trade names, copyright, patents and other intellectual property rights used or embodied in or in connection with the Web Administration System for IELTS, shall be and remain the property of UCLES. 5.3 The Centre acknowledges that it is only granted those rights specified in this Agreement. 6 Confidential Information 6.1 The Centre undertakes that it shall keep (and shall procure that its employees keep) confidential and shall not disclose to third parties any information disclosed to it by UCLES (including through use of the Web Administration System for IELTS), which shall include all data, documentation, source or object code or other information of any kind whatsoever. The Centre hereby agrees that it shall use the same solely in accordance with the provisions of this Agreement and that it shall not at any time during or after expiry or termination of Access and/or this Agreement, disclose the same, whether directly or indirectly, to any third party unless required to do so by law or with the written permission of UCLES. 6.2 The Centre further agrees that it shall not itself or through any agent modify, vary, enhance, copy, sell, lease, license, sublicense or otherwise deal with Access or the Web Administration System for IELTS itself or any part or parts or copies thereof, or have any program written or developed for itself based on any confidential information supplied by UCLES. 7 Termination 7.1 UCLES may by notice in writing to the Centre terminate Access and/or this Agreement, and remove any and all Centre information from the Web Administration System for IELTS, forthwith if any of the following events shall occur, namely: (a) if the Centre, in UCLES opinion, is in breach of any term, condition or provision of this Agreement; (b) if the Centre, being a body corporate, shall present a petition or have a petition presented by a creditor for its winding -up, or shall convene a meeting to pass a resolution for voluntary winding up, or shall enter into any liquidation (other than for the purposes of a bona fide reconstruction or amalgamation); shall call a meeting of its creditors, or shall have a receiver of all or any of its undertakings or assets appointed, or shall be deemed by virtue of section 123 of the Insolvency Act 1986 to be unable to pay its debts or anything analogous shall apply to the Centre in the jurisdiction to which it is subject; (c) if the Centre shall be dissolved or shall commit any act of bankruptcy or have a receiving order made against it or shall make or negotiate for any composition or arrangement with or assignment for the benefit or its creditors or anything analogous shall apply to the Centre in the jurisdiction to which it is subject. 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10 7.2 Termination, howsoever or whenever occasioned, shall not affect any rights and remedies UCLES may have under this Agreement or in law. 8 General 8.1 The Centre shall not assign or otherwise transfer all or any part of its Access or this Agreement. 8.2 UCLES shall not be under any liability to the Centre in respect of anything which, apart from this provision, may constitute breach of this Agreement arising by reason of circumstances, in the opinion of UCLES, beyond its control. 8.3 The Centre shall indemnify, defend and hold harmless UCLES from and against any and all damages, claims, penalties, actions, proceedings, losses, liabilities or expenses whatsoever arising in any way out of or in connection with the failure of the Centre to comply with any of its obligations under this Agreement. 8.4 Failure or neglect by UCLES to enforce at any time any of the provisions hereof shall not be construed nor deemed to be a waiver of any rights hereunder nor in any way affect the validity of the whole or any part of this Agreement. 8.5 The UK Contracts (Rights of Third Parties) Act 1999 is excluded from applying to this Access except in relation to the right of UCLES to benefit or enforce the terms of this Access so far as it relates to the intellectual property rights of any of UCLES or any liability of those parties to the Centre and nothing in this Agreement confers or purports to confer on any third party other than UCLES any benefit or any right to enforce any term of this Agreement. 8.6 In the event that any of these terms and conditions or provisions shall be determined invalid, unlawful or unenforceable to any extent such term, condition or provision shall be severed from the remaining terms, conditions and provisions which shall continue to be valid to the fullest extent permitted by law. 8.7 This Agreement constitutes the final, complete and exclusive agreement and understanding between UCLES and the Centre, and supersedes all previous communications, representations or agreements, whether written or oral, with respect to the subject matter hereof. 8.8 The parties hereby agree that this Agreement shall be construed in accordance with and be subject to English law and all disputes shall be subject to the non - exclusive jurisdiction of the High Court of Justice in England and Wales. P a g e 10

11 INTRODUCTION TO IWAS The IELTS Web Administration System (IWAS) is a web based application available through a URL. Users should only be provided with the level of access required to allow them to complete their designated tasks. Access Level Centre User L1 Centre User L2 Centre User L3 Permissions Access to all functions apart from management of users. Access to most functions but unable to set up and delete test sessions or amend centre details. Limited access, mainly routine data entry; unable to print TRFs. For a detailed list of functions available for the centre users by access level, refer to the User Abilities tables at the start of each section of this manual. ENTERING THE IWAS WEB SYSTEM 1. Open your internet browser. 2. Type the URL in the Address field and press Enter. The IELTS Web Administration System Login screen is displayed. 3. Enter your User ID and Password. 4. Select Login. The Home page is displayed. P a g e 11

12 RESET YOUR PASSWORD If you ve forgotten your password, you can reset it from the login page. 1 Click on Forgotten your password? on the login page. 2 Enter your User ID ( address) into the field and click on Request Password Reset. 3 You ll then receive an with a link. Click on the link and you ll be taken to the following page where you can enter and confirm a new password: Your new password must meet the following security criteria: It must be between 8 and 16 characters in length It must contain at least one digit (numerical character) It must contain at least one upper case (capital) letter It must contain at least one non-alphanumeric or special character; e.g. & %! # You must not use a password you ve used before for the same account If your password doesn t meet the requirements, you ll see a message on the page like this: P a g e 12

13 4 Once you ve entered a password which meets all of the criteria, you ll see a confirmation message and a link to take you to the login page. P a g e 13

14 COMMON USER INTERFACE FEATURES Top Menu Bar: This contains the main menu, to access the modules of the system. The selected button appears in grey Screen Name: This displays the name of the current page Logged in User Name & Logout Link: The logged in User Name and a link to log out of the system are displayed on the top right corner Navigation Path: This shows the path of your navigation to the current page Left Menu: This contains the sub menu within each module. Select the appropriate menu item to open the corresponding page. The selected menu item is highlighted in blue Current Page: The page you are currently browsing. The page displays the information relevant to the menu you have selected. It contains fields, buttons and a results table Legal Information: This consists of the Disclaimer, Legal and Privacy policy links. Click the link to view the relevant information P a g e 14

15 SEARCH RESULTS TABLES The data retrieved from the database, based on the search criteria submitted, is displayed in a table. You can sort the results by the columns in the table. To sort the results by a specific column, click any Column Heading. You can export any results table within IWAS as text to your computer s clipboard, as a CSV or PDF file, or print the results directly from IWAS simply click on any of the 4 buttons below the search results table to do this. P a g e 15

16 HOME SCREEN Click Home on the menu bar. The home page is displayed: The top menu bar displays links to different modules of the system: Home Test Centre Test Session s Test Type Set the test type to define the processing mode. The options that appear in this list are determined by your centre s eligibilities. Default session You can set the default working test session so you do not have to select the test session from dropdown options in different parts of the system. The default session is applied only to the user which is currently logged in. IELTS Web Administration User Manual You can download a copy of this manual by clicking on the link. User information Displays the last date and time (UK time) the user is currently accessing the system logged in P a g e 16

17 SETTING A DEFAULT SESSION 1. Click Home on the menu bar. The home page is displayed. 2. Select a session from the drop-down list. Click the Set Default Session button. 3. A confirmation message is displayed and the default test session selected is displayed at the top right of the screen: EXITING THE IWAS SYSTEM For security reasons it is suggested you log out of the application when you are not using it. To exit the application: 1. Select Log out on the top right corner of the IWAS screen. If you don t use IWAS for some time, the system will log you out automatically. 2. The Login screen will be displayed. You can close the browser window. P a g e 17

18 NEED ASSISTANCE? There are several ways you can contact Cambridge Assessment English if you would like assistance with a technical issue, or if you have a question about how to use IWAS. HOW TO CONTACT US 1 Visit IELTS CentreNet at and log a new request. There is a direct link to this address on the IWAS Home page just click on the Support Form link. 2 For live support in a web-based instant message chat, login to click on the Help widget in the bottom left of the screen, fill in the form and one of the team will speak to you about your issue. 3 Send an to helpdesk@cambridgeenglish.org. When you contact Cambridge Assessment English, please provide the following information: Your name, centre number and telephone number A detailed description of the problem, including what you were doing immediately before it occurred, details of any Test Sessions and s affected, and how the problem can be reproduced. A screen shot of any issues or errors you see when the problem is experienced. Any steps that you have already taken to resolve the problem. P a g e 18

19 TEST CENTRE P a g e 19

20 TEST CENTRE: AN INTRODUCTION Click Test Centre on the top menu bar to access the module. The Test Centre Home page is displayed: Test centre details: you can update the test centre contact details that are displayed on the online application site Manage Users: you can search and disable user accounts Manage test location: you can view, add, modify and delete test locations Manage test venue: you can view, add, modify and delete test venues Set up candidate online applications: you can set up or modify the receipt of candidate online applications Users of all levels can access the Test Centre Details menu USER ABILITIES FOR THE TEST CENTRE SECTION Page Function L1 L2 L3 Test Centre Details Edit contact details Y Y N View/Disable L1, L2 and L3 Manage Users users Y N N Manage Test Location Edit locations Y N N View Locations Y Y N Manage Test Venue View and Edit Venues Y Y N Set up Online Applications View and Edit Details Y Y N P a g e 20

21 UPDATING TEST CENTRE DETAILS To update test centre details: 1 Click Test Centre on the menu bar. Click Test Centre Details. The Set up test centre details screen is displayed. 2 You can enter or change information in any or all of the following fields. All information in these fields is displayed to candidates wishing to contact the centre. This information is assigned by the Cambridge Assessment English administrator. These are display-only fields, cannot be edited. Enter the address of the test centre. Select the country where the test centre is located from the drop-down list. Enter the name of the contact person at the test centre either a person s name or a job title such as IELTS Administrator. Enter the contact telephone number of the test centre. Enter the address of the centre. Enter the URL of the test centre website. This information is assigned by the Cambridge Assessment English administrator. These are display-only fields, cannot be edited. Default s for this centre can be added. These will be sent to candidates applying online for their Acknowledgement, Confirmation and Cancellation s. P a g e 21

22 USER MANAGEMENT L1 users can View and Disable other L1, L2 and L3 users which are registered to the same Test Centre. VIEW A USER 1 Open the Manage Users page. Here you can search by User Name and User ID, or leave both fields blank if you wish to see all users registered to your Test Centre. 2 Click Search and the results will appear. P a g e 22

23 3 Click on the User name of the user you wish to view. The details appear on a new page, along with a list of user types and their abilities. You can ignore the L0 and Partner user types in the list on this page, as they are not relevant. P a g e 23

24 DISABLE A USER It is not possible to re-enable a user once you have disabled it. To request an account be reenabled, please contact your Regional Team. 1 Search for the user you wish to disable and click on the Disable link in the Action column. 2 You will be asked to confirm the action on a new page. Click Disable to confirm this, or Cancel to return to the Search results without making any changes. The confirmation will look like this: P a g e 24

25 MANAGE TEST LOCATION In Manage Test Locations you can: Add new test locations Search and view test locations Update test locations Delete test locations ADD TEST LOCATION A test location is the city or town where the centre will hold a test. The test location is displayed to candidates on the online application site. 1 Click on Test Centre and choose Manage Test Location. 2 Click on Add Test Location to open the Add Test Location Page. P a g e 25

26 3 The Add Test Location page will open. Enter a name, address and country or region. You can also enter an optional description if you want to. 4 Click on Save and you will see a confirmation message. P a g e 26

27 VIEW TEST LOCATIONS 1 Click Test Centre on the menu bar. 2 Click Manage Test Location. The Manage Test Location page is displayed. 3 Enter a Test location and click Search. Alternatively, click Search without entering a test location to view all of your existing locations. To view the details of a Test Location, click on the Test Location. The Test Location details are displayed. P a g e 27

28 4 You can now either click Close to return to the previous screen, or you can Update or Delete a location. UPDATE A TEST LOCATION 1 Click Update next to your chosen test session in the Action column. The test location details are displayed. 1. This screen displays the current details of the test location. Change the details using the fields. 2. Click the Save button to save your changes, or Cancel to return to the previous screen. DELETE A TEST LOCATION L1 users can delete test locations. You cannot delete an active Test location if it has been chosen when setting up a Test Session. 1. Search for a Test Location using the Manage Test Location page, then click Delete next to your chosen test session in the Action column. 2. If the test location is not active or has not been chosen for a Test Session, you will be asked to confirm this action: P a g e 28

29 Click Delete to delete the test location, or click Cancel to ignore the changes and return to the previous screen. When you click Delete, the test location is deleted from IWAS and a confirmation message will appear. If the test location has already been chosen when setting up a test session, a warning message is displayed: MANAGING SPEAKING TEST VENUES The Manage test venue menu is accessible to L1 and L2 users. L1 users can view, add, update and delete the test venues. L2 users can only view test venues. In Manage Test Venue you can: Search and view Test venues Add new Test venues Update Test venues Delete Test venues ADD A SPEAKING TEST VENUE A Test venue is the name and address of the place where a centre will hold a Test. L1 users can add new Test venues. P a g e 29

30 1 Click Test Centre on the menu bar. 2 Click Manage Test Venue. The Manage Test Venue screen is displayed. Click the Add venue button at the top right of the page. 3 The Add a new Test venue screen is displayed: P a g e 30

31 4 Enter the Test venue details. Fields marked with a red asterisk (*) are required. 5 Click on the Save button, or click Cancel to ignore changes and return to the previous screen. When you click Save, a confirmation message appears: P a g e 31

32 SEARCH FOR AND VIEW SPEAKING TEST VENUES 1 Click Test Centre on the menu bar. 2 Click Manage Test venue on the left hand side menu. The Manage Test Venue screen is displayed. 3 Enter the Test venue name and click Search to view the venue. Alternatively click Search without entering the venue to view all venues. P a g e 32

33 4 To view the details of a Test Venue, click on the hyperlink. The Test Venue details are displayed. Click Back to return to the previous screen. You can also Update the Test Venue from here. Instructions for updating a Test Venue are in the next section. UPDATING SPEAKING TEST VENUES To search for a Test venue s details: 1 On the Manage Test Venue page, search for a Test Venue you want to update, or leave the search field blank and click Search to view all venues in a table. P a g e 33

34 2 Click Update next to the venue on the right hand side. The details of the venue are displayed. 3 Make the changes you need and click the Save button, or click Cancel to ignore changes and return to the previous screen. When you click Save, a confirmation message appears. P a g e 34

35 DELETING SPEAKING TEST VENUES L1 users can delete test venues. You cannot delete an active test venue that has already been chosen when setting up a test session. To delete a Test venue: 1 Click Test Centre on the menu bar. 2 Click Manage Test Venue on the left hand side menu. The Manage Test Venue screen is displayed. 3 Enter the Test venue name and click Search to view the venue. Alternatively click Search without entering the venue to view all venues. The search results are displayed. 4 Click Delete next to your chosen test session in the Action column. If there is no active Test session using this venue, you will be asked to confirm: 5 Click Delete to delete the Test venue, or click Cancel to ignore changes and return to the previous screen. When you click Delete, the venue is deleted from IWAS and a message confirms the deletion. P a g e 35

36 SET UP CANDIDATE ONLINE APPLICATIONS L1 and L2 users can access Set Up Online Applications and view and update details e.g. enabling online application and payments, setting up entry closing periods for test sessions, setting up test fees determining the default number of reserve places for each test module defining payment options 1 Click Test Centre on the menu bar. 2 Click Set up Online Applications on the left hand side menu. The Set up Online Applications screen is displayed. P a g e 36

37 3 Enter or update the details on this page. Enter the start date from which the test fee is applicable. Use the drop-down lists to select the date using the format DD/MM/YYYY Enter the end date of the applicable test fee. Use the dropdown lists to select the date using the format DD/MM/YYYY Enter the fee amount and select the currency from the drop-down list. This information is visible to candidates applying online. You can enter up to 15 digits into the Set IELTS test fee fields. Test Fee details You can set the fee amount for two periods: mandatory and optional with different timelines. For example, if there is a Test Fee change from one calendar year to another: Mandatory date range: 1 Jan 31 Dec 2013, Test fee USD 200 Optional date range: 1 Jan 31 Dec 2014, Test fee USD 210 The Mandatory date range must be completed for the Optional date range to be applied. P a g e 37

38 Select Yes to allow candidates to apply online for available test sessions. Select No to disable the online applications feature. You can specify whether closing dates should be displayed in the candidates online registration site. If you want to add an online payment provider, contact to request an online payment provider database addition. Then, select Yes to allow candidates to make online payments through authorised payment providers for available test sessions. Select No to disable the online payments feature. Enter the number of calendar days before the test session date when online applications will close and the test session will be removed from the online application site. To vary entry closing periods for different test sessions, select the test date using Select the test session date and then enter the closing period information. Select up to 3 offline payment options that are available to candidates who do not want to pay through an online payment provider. Select from the drop-down list: Cash, Centre URL, Cheque, Fax, Money Order, Phone, Postal Order. The selected words are displayed at > Confirm/Reject s, but is not displayed to candidates registering online. Enter descriptive text up to 500 characters in each of the text boxes below selected payment options. The text entered here is displayed in the candidate online application Terms and Conditions page, and so descriptions must be clear and detailed. Enter the number of seats to be reserved for candidates applying directly to the centre with a paper application, and not through the online application site. These places are not available for online applications and must be filled by paper applicants. To vary the number of reserve places for different test sessions, select the test date using Select the test session date and then enter Number of reserve places information. 4 Click the Save button. A message is displayed if the save is successful. To ignore the changes made, click Cancel. P a g e 38

39 TEST SESSION P a g e 39

40 INTRODUCTION Click Test Session on the top menu bar to access the module. The Test Session home page is displayed: USER ABILITIES FOR THE TEST SESSION SECTION Page Function L1 L2 L3 Manage Test Sessions View an existing Test Session Y Y Y Update or Delete an existing Test Session Y Y N Add Paper Based Session Add a new Test Session Y N N Materials Notification View Notifications for Test Day Materials Y N N P a g e 40

41 MANAGE TEST SESSIONS ADD TEST SESSIONS The steps in this section apply to both PB IELTS and CB IELTS Test Types. Differences will be clearly marked. You can add multiple sessions to one session date. 1 Click Test Session on the menu bar. 2 Click Add Paper Based Session button on the left menu. The Add Session screen is displayed: P a g e 41

42 If your centre does On-screen Marking, click Add Paper Based OSM Session. P a g e 42

43 If you re creating a CB IELTS session the option will be Add Computer Based Session 3 Enter the test session details using the following fields: Test Format Paper Based set as default Test Session Date Select the new test session date from the date picker. Test Location Select the test location from the drop- down list. Only locations already added by the Test Centre will be displayed. You can also add a new test location using the Add Test Location link. Test Session Name Enter the test session name for internal use, if required. You may need to differentiate between different test venues in the same city. E.g. Test location (city): Melbourne Test Session Name: Convention Center If this field is not completed, the system will join the test date and the test location to create a unique session name. E.g.: 05/11/ Los Angeles Module Select the module(s) for the test session Academic, General Training or Both. Only modules applicable to the selected test session date are displayed. After module selection, test paper volume fields are P a g e 43

44 If you re creating a CB IELTS Session you will also see an option to select a Test Sitting. You should always select Sitting 1. If more than one module is available on the selected date, additional options will appear. Enter the number of reserved places. These will not be available to candidates applying online. Enter the total number of General training test papers required. Test paper volumes have to be entered in multiples of 5.To have test papers pre-packed in volumes to meet requirements of different test rooms, enter part code and volume. * Enter a maximum of 3 uppercase alpha characters (e.g. C, CA, or CAB), which identifies a test room.* Enter the number of test papers required for that part code (or test room). * Enter the total number of Academic test papers required. Test paper volumes have to be entered in multiples of 5. To have test papers pre-packed in volumes to meet requirements of different test rooms, enter part code and volume. * *These fields are not required for CB IELTS Sessions. The test versions for each component will always show as Pending when adding a test session. The test version ID for a particular test date is visible from the test date onwards. P a g e 44

45 4 (PB Only) To add part volumes, click the plus (+) button below the General Training Volume and/or Academic Volume. The Part code and Part volume fields are displayed: 5 (PB Only) Enter the part code and the part volume (number of test papers) and click the Save button. Repeat. The added part codes are displayed in a table: The total Volume is automatically updated when you enter part volumes. You can Edit or Delete the part volumes using the links in the Action column. Click the Cancel button to make the part code and part volume fields disappear. Click the plus (+) button to view these fields again. 6 Click the Save button to save the session to the system, or Click the Cancel button to return to the previous screen. When you click Save, a message confirms the test session is saved. To add another test session, click the link in the message. An identification number is automatically assigned to the test session and displayed in the message: P a g e 45

46 After a test session is saved, the session date, module, location and block booking cannot be modified. Volumes can be modified up to five weeks before the test date. The session can be deleted up to five weeks before the test date if no candidates are registered for the session. P a g e 46

47 SEARCH FOR AND VIEW A TEST SESSION 1 Click Test Session on the menu bar. Click Manage Test Sessions on the left menu. The Manage Test Sessions screen is displayed. Test session year: The year of the test session. Test session month: The month of the test session. Test session date: The date of the test session. This drop-down list varies with your selection of the previous two fields. E.g. if you have chosen 2011 and August in the previous fields, the session dates displayed are only those from August Module: Both, Academic or General Training. The drop-down list displays those modules relevant to the test session date selected. Test Location: Location of the test session. 2 Enter the details of the test session you are searching for. All fields are optional. You can search by entering any field or a combination of the fields from the drop --down lists: to view all test sessions, click the Search button without entering any search criteria to view all test sessions for a particular year, select the Test session year to view all test sessions for a particular month, select the Test session month to view all test sessions for a particular date, select the Test session date P a g e 47

48 3 Click the Search button to view the test sessions that match the criteria and the search results are displayed: Name: Test session name. Click on the hyperlinked name to view the test session details. ID: Test session identification number. Date: Test session date. Location: Test session location. Module: Academic, General Training or Both. Type: Standard or Block Booking. Action: Update, Delete or View. For past test session dates, only the View link is available. s allows default s for this session to be added. These will be sent to candidates applying online for their Acknowledgement, Confirmation and Cancellation s. P a g e 48

49 UPDATE TEST SESSION For PB IELTS details of future dated test sessions can only be updated when the test date is more than five weeks from the current date. For CB IELTS details of future test sessions can only be updated when the test date is more than two days from the current date. 1 Click Test Session on the menu bar. Click Manage Test Sessions on the left menu. The Manage Test Sessions screen is displayed. Enter the required search criteria and click the Search button. 2 Click the Update link against the session in the Action column. The test session details are displayed. Test Format: Cannot be edited. Test session date: Display only and cannot be edited. Module: Display only and cannot be edited Test location: Display only and cannot be edited. Test Session Name: Edit as required. Entry Closing Period: Number of days before the test is no longer available online. If your centre does On-screen Marking, you may see one of the following, depending on the marking format of the session: P a g e 49

50 RELEASE BLOCK BOOKING TEST PLACES (PB ONLY) Test places for a block booked test session can be released to a standard test session for the same test date using the Update button. You must have a standard session already added for the same date and module(s) as the block booking session. 1 Search for the block booking session using the Manage Test Sessions > Search > Update link The test session details are displayed. P a g e 50

51 General Training (number of test papers): Edit as required. Academic Volume (number of test papers): Edit as required. Test Version IDs: Display only and cannot be edited. Is this for a blocking booking? Display only and cannot be edited. Block Booking Organisation details: Edit as required. P a g e 51

52 2 Click the Update button to save the changes to the session, or click cancel to return to the previous screen. When you click Update, a message confirms the changes are saved. P a g e 52

53 3 Details of the test session(s) available on the same test date are displayed at the bottom of the screen: Volume to be released: Specify the number of test places you want to release from the block booking session to the standard session. Release: Releases the volume entered in the previous field. Available volume: Number of available places (test papers) to release from the block booking session to the standard session. Session ID: Test session identification number. Session type: Standard or block booking for the two test sessions displayed. Module: General Training or Academic. P a g e 53

54 4 Enter a number in the Volume to be released field for one or both modules and click the Release button. 5 The volume is released from the block booking session and added to the standard session and a message is displayed: P a g e 54

55 DELETE TEST SESSION A test session can only be deleted if both of these are true: - The test session creation deadline hasn t passed (5 weeks for PB / 2 Days for CB) - There are no candidates registered for the test session. 1 Click Test Session on the menu bar. Click Manage Test Sessions on the left menu. The Manage Test Sessions screen is displayed. Enter the required search criteria and click the Search button. 2 To delete a test session, click the Delete link against the session in the Action column. You will be asked to confirm: As you can have multiple test sessions added for the same test date, make sure you choose the correct session for deletion. 3 Click the Delete button to delete the test session, or click Cancel to return to the previous screen. A message confirms the deletion: P a g e 55

56 MATERIALS NOTIFICATION Test material labels and despatch notes have a new reference ID, the despatch report number (DRN). The Materials Notification page will list the despatch report number(s) that have been printed on all test material bags for an upcoming test date. This information will only be accessible at a pre-determined date and time just before the test date, as determined by the IELTS Partners. This time period is shown for reference in the Test Centre Details screen. Centre Administrators will be automatically notified by at the point when the despatch report number(s) are accessible in IWAS for an upcoming test date. Once this has been received then entering a test date in the search field will list the despatch report number(s) for all the materials for that test date. (i.e. main despatch and any top-up despatches). Centre Administrators will then be able to confirm that all the test materials for the upcoming test date have been received and are in secure storage. It is also possible to search for all materials with a particular DRN, by entering it into the Despatch Report Number field, and leaving the Test Session Date field empty. Test Sessions will be available for viewing up to 3 months after the test date. P a g e 56

57 CANDIDATE MANAGEMENT P a g e 57

58 INTRODUCTION Click on the top menu bar. The home page is displayed: Entry: Enter a candidate for a standard Test Session. Block Booking: Enter a candidate for a Block Booking Test Session. Import Facility: Upload a group of candidates via an XML file, or upload candidate photo files as a Zip folder. Search/Update: Search for all registered candidates and access candidate entries to submit updates. Confirm/Reject s: Confirm or reject an online candidate registration. Module Change: Change the module of a candidate entry (Academic / General Training). Transfer: Transfer candidate entries between Test Sessions which are in the future. Maintain Recognising Organisations: Add, delete or update Postal Recognising Organisations, and search for STED and Postal ROs already existing in your list. Generate Numbers: Generate candidate numbers for a test session. Attendance Register: Print the Attendance Register for a test session. Labels Address: Print candidate address labels. Absent s for Refund: Change candidates which have been marked as Absent to Refund status. Archive : View result data for tests taken more than 2 years in the past. P a g e 58

59 USER ABILITIES FOR THE CANDIDATE MANAGEMENT SECTION Page Function L1 L2 L3 Entry Create a new candidate entry Y Y Y Block Booking Search for a BB test session Y Y Y Enter a new candidate Y Y Y Import Facility Import XML candidate data file Y Y Y Import ZIP file of candidate photos Y Y Y Search/Update Search for/update/delete an existing candidate Y Y Y Confirm/Reject s Search for a candidate's application Y Y N Edit the application's status and details Y Y N Module Change Search for an existing candidate Y Y Y Change the candidate's test module Y Y Y Transfer Transfer a candidate between sessions Y Y N Maintain Recognising Organisations Add a new Recognising Organisation Y Y N Update/Delete a Postal RO Y Y N Generate Numbers View a Postal or STED RO Y Y N Search for and view candidates Y Y Y Generate candidate numbers Y Y Y Print Attendance Register Access the relevant report page Y Y Y Labels - Address Access the relevant report page Y Y Y Absent s for Refund Search for and view candidates Y Y N Check Refund box to change status Y Y N Archive Search for and view historical candidate records Y Y Y P a g e 59

60 CANDIDATE ENTRY 1 Click Entry on the left menu of the page. The Add entry page is displayed. This page is the same as candidates see when completing an online registration. Module: Selection option to choose the appropriate modules (Academic, General Training, Both) for the test session selected. Test format: Paper Based (PB) or Computer Based (CB) Test session date: Only test sessions already added for the centre are displayed. Test location: Test location (city or town or place) is displayed based on the details of the test session Title: Mr, Mrs, Miss, Ms, Dr Family name: s surname Other name(s): s first name(s) Address lines 1-8: s address Telephone number: s home telephone number Mobile number: s mobile/cell number s address Confirm Re-enter candidate s address Date of birth: s date of birth (DD/MM/YYYY) Gender: Male or Female option P a g e 60

61 Identity document: Passport or National Identity. Identity document number: Passport or National Identity number. This is restricted to 20 characters. Country of Nationality: Select candidate s country of nationality from drop-down list or enter three digit code. First language: Select candidate s first language from drop-down list or enter three digit code. Occupation (sector): Select candidate s occupation (sector) from drop-down list or enter two digit code. If Other, please specify: If Other is selected, provide more details. Occupation (level) Select candidate s occupation (level) from drop-down list or enter one digit code. If Other, please specify: If Other is selected, provide more details. Why are you taking the test? Select candidate s reason for taking the test from drop-down list or enter one or two digit code. If Other, please specify: If Other is selected, provide more details. Which country are you applying/intending to go? Select candidate s intending country from drop-down list or enter three letter code. If Other, please specify: If Other is selected, provide more details. Where are you currently studying English (if applicable): Enter the name of the institution where the candidate is currently studying English. What level of education have you completed? Select level of education from the drop-down list. How many years have you been studying English? Select number of years from the drop-down list. Do you have any special needs due to ill health/medical conditions? If Yes, further details must be entered. Please specify: Provide details of special needs. Notes: Free text field for any special requirements the candidate may have for apportionment timetabling. P a g e 61

62 2 Select the Test Session Date from the drop-down list. Enter candidate details in all required fields. 3 To enter the candidate without a photo, click the Finish button. To add the candidate photo, click the Browse button. Browse: Choose the photo from a file location on your computer or network. Preview: A preview on the right of the screen shows how the final photo will look Rotate: Click on Rotate to turn the image 90 clockwise. Crop: Click on Crop to change the area of the photograph that appears on the TRF. Remember that to be successfully uploaded, candidate photos must be: less than 10KB in size JPEG format square at least 130 x 130 pixels in size (or larger). 4 To save changes without adding Recognising Organisations, click the Finish button. If you need to add ROs to the candidate s entry, continue to the section below. P a g e 62

63 ADDING A RECOGNISING ORGANISATION TO A CANDIDATE ENTRY When a candidate requests that a Recognising Organisation be added to their candidate entry, here are the steps you should follow: 1 Go to the Entry screen for an existing or new candidate and click on Add Recognising Organisations at the bottom of the page. scroll down 2 Choose the Country or Region which the Recognising Organisation is in by scrolling through the drop-down menu. P a g e 63

64 3 Once you ve chosen the country, the Name of Recognising Organisation drop-down menu will populate with all available Recognising Organisations. 4 If the institution you re searching for is listed here, click on it. The contact details for that Recognising Organisation will automatically appear in the fields below the menu once you choose it. 5 You can add up to 5 Recognising Organisations to a candidate s entry. Once you ve added as many as required, scroll to the bottom of the page and press the Save or <<Back button. P a g e 64

65 6 IWAS will then prompt you to either Save or Abandon the changes you ve made. Click on Save changes to keep the Recognising Organisations you ve listed on this candidate s entry. Click on Abandon changes to discard all the information you ve entered. Both of these options will return you to the previous Entry page containing the candidate s personal information. P a g e 65

66 CANDIDATE BLOCK BOOKING 1 Click Block Booking on the left menu of the page. The Search Block Bookings page is displayed: 2 Select the Test session date from the drop-down list and click Search. The search result is displayed: Test session date Test session identification number Test Location Action: Add candidates link. Test Session Dates: Only test sessions added as block booked sessions are displayed. P a g e 66

67 3 Click the Add s Link. The Add/Update page is displayed. This page is the same as the Entry page. The first four drop-down lists (Test session date, Module, Test location and Test format) are automatically populated and are not editable. 4 Click the Finish button after completing the fields. A confirmation message is displayed: P a g e 67

68 CANDIDATE IMPORT FACILITY Import Facility enables candidate details to be imported in bulk to IWAS sessions from an external system, or for candidate photos to be imported in bulk. For more information about importing photos from the IAM Test Day Photo software, please refer to the IAM User Manual, which is supplied along with the IAM software by IDP. 1 Click Import Facility on the left menu of the page. The Import Facility page is displayed: Upload Format: XML (Extensible Markup Language format) upload candidate details in bulk. Photos: Upload candidate photos in bulk as a zip folder. Session: Test session date. Browse: Browse to select the file to upload. 2 Now, select either XML or Photos to upload. XML file format: The candidate import file must be in XML (Extensible Mark-up Language) format and conform to specification set out by Cambridge Assessment English. If you are using ORS to enter candidates, the XML file created by ORS should be correctly formatted for you. Do not attempt an XML candidate import without correctly formatting the file. Photo file format: Name each jpeg photo file in this format: <ID>_<SessionDate>_<CentreNumber>.jpeg. Session Date format is YYYYMMDD. E.g.: JK667559_ _GB599.jpeg Zip all photo files in one named folder. If you re using IAM Test Day Photo Software to export candidate photos for import into IWAS, the zip folder created by IAM should already contain files in the correct format. P a g e 68

69 3 Browse to the required file or folder and click the Import button. You will see a progress box appear while the file is uploading. If the file import is successful, you ll see a confirmation message as follows: If the import fails, you ll see error messages appear describing the issue. Here s an example where an incorrect Test Session date has been used in the XML file: P a g e 69

70 CANDIDATE SEARCH/UPDATE 1 Click Search/Update on the left menu of the page. The Search/Update page is displayed: 2 You can search by ID, Family Name and Other Name(s) by typing in the top 3 boxes. You can also choose a range of Test Session dates, a particular Test Session, and a particular Location to further narrow your search. 3 Click the Search button. The search result is displayed. s include all confirmed, pending or rejected candidates who have registered online or who have been registered through > Entry P a g e 70

71 Date of Birth search: You can now search for a date of birth in the following formats: dd/mm/yyyy dd-mmm-yy dd-mmm-yyyy ddmmyy Where MM is the numerical month and MMM is the first 3 letters of that month. Search all Columns: Allows you to search all columns at the same time. Search Columns: Allows you to search within one column at a time. Family Name/Other Name(s): Click on either of these to go to the Add/Update page. number: Only appears if you have run the Generate Numbers function for the candidate(s) Payment Status: Indicates whether payment has been confirmed for this candidate. Status: Can be Confirmed, Pending or Rejected. Photo Uploaded: Indicates whether a photo has been added to the candidate entry. Notes: Notes for Apportionment Scroll bar: Scroll across to the left to see additional fields. P a g e 71

72 UPLOADING A CANDIDATE PHOTO The file name must be in a specific format when uploading a photo to the Update page. See below for more details. You can upload a photo to a candidate record using the Search/Update page, as long as the current date is no more than 22 days after the Test Session date. If the current date is more than 22 days after the Test Session date, you ll need to contact your Regional team and ask for written permission for a photo to be uploaded. Once this is done, you will need to contact Cambridge Assessment English to request the upload please refer to the support pages at the start of this manual for some ways to contact us. To upload a replacement candidate photo: 1 Go to Search/Update and find the candidate whose photo you wish to change. Click on Update next to the candidate record. P a g e 72

73 2 Scroll to the bottom of the Update page to find the Photo section. 3 Before the photo is uploaded, you first need to make sure that the photo file name is in the correct format. You will need to rename the photo file so that it follows this format: CANDIDATEID_TESTSESSIONDATE_CENTRENUMBER.jpg The Test Session Date should be in the format YYYYMMDD. As an example, if you have a candidate with a passport number of , a Test Session date of 13 August 2015, and your centre number is GB599, the photo format should be: _ _GB599.jpg You should also ensure that the file you wish to upload meets the following criteria: Less than 10kB in size At least 130 x 130 resolution or larger JPEG or JPG file format P a g e 73

74 4 Once you have formatted the file correctly, click on Choose File, find it on your computer using the file browser and upload it. You will then need to click on Finish on the update page to confirm the change. You will then receive a confirmation message stating that the candidate s details have been updated. CONFIRM/REJECT CANDIDATES 1 Click Confirm/Reject s on the left menu of the page. The Confirm/Reject s page is displayed: P a g e 74

75 2 You can search by Session Date, Family Name, Other Name(s), Date Of Birth, Passport/NIC Number, and by Status (which is always either Pending, Rejected or Confirmed). If you leave all search fields blank, and leave drop-down lists as Search, the system will return all candidates registered online for all test dates. Family Name/Other Name(s): Clicking on any name displays the Add/Update page. Action: Confirm, Pending, Reject. Select option to reflect candidate status. An automated will be sent to candidates whose status is changed to Confirm or Reject. Application Received Date: The date the application was submitted online by the candidate. Payment/Photo/Identity Document: Check boxes to track the receipt of the candidate payment, photo and passport or national identity card photocopy. These check boxes are not linked to any system functionality, so candidate status can be changed to Confirm without these boxes being checked. Special Needs: Y (Yes) or N (No), as indicated by the candidate when they applied online. Payment Type: Populated by candidate selection during the online application from those payment options made available through Test Centre > Set up Online Applications (Cash, Cheque, Fax, Money Order, Online, Postal, Postal Order). P a g e 75

76 3 Make changes to the Action drop-down list, or the Payment, Photo and Identity Document check boxes as required. 4 Click the Update s button. The status update confirmation is displayed: Alternatively, the Cancel button takes you to the Confirm/Reject s search page to restart the process. P a g e 76

77 CANDIDATE MODULE CHANGE If a candidate module had been entered or selected incorrectly, the module must be changed before results are entered to ensure the correct (Academic or General Training) score conversion is applied. 1 Click Module Change on the left menu of the page. The Module Change page is displayed: 2 Complete fields and click on the Search button. The search results are displayed: P a g e 77

78 3 Check the box next to the candidate(s) who require a change in module. 4 Click the Update Modules button. The module column values will change for the candidates you selected and a confirmation message is displayed: P a g e 78

79 CANDIDATE TRANSFER s can only be transferred if: The module of the source test session is the same as the target test session. For example: a candidate cannot be transferred from an Academic only session to a General Training only Session. No results have been entered at all for the candidate. The candidate has not been marked as Absent or Refund Source session isn t older than 28 days The default test versions for transferred candidates are automatically updated to those of the target test session. Already allocated test versions and candidate numbers are removed. 1 Click the Transfer on the left menu of the page. The Transfer page is displayed: Source Session Target Session P a g e 79

80 2 Select the Source Session and Source Module for the test session you want to transfer candidate(s) from on the left of the screen and the Target Session you want to transfer candidate(s) to. Click the Search button. Suitable candidates in the Source Session appear on the left like so: P a g e 80

81 3 To transfer one individual candidate Click on the name so that the details are highlighted in orange. Click the small arrow located between the two lists of candidates to transfer from left to right or right to left. Click Save Changes. To transfer all candidates, click the Select All button and click Save Changes. 4 A confirmation message is displayed, and the candidates you ve transferred disappear from the list on the right: P a g e 81

82 ADDING A NEW POSTAL RECOGNISING ORGANISATION 1 Click Maintain Recognising Organisations on the left menu of the page. 2 Click the Add Recognising Organisations button on the top right of the page. The Add Recognising Organisations page is displayed: 3 Enter the details, as follows: Recognising Organisation s name: The name should be entered in an address label format - e.g., University of Washington and not Washington, University of. Primary address: The address should be the RO department where test proficiency scores are normally received. Only the first field is mandatory. Country: where the organisation is located. Contact name: If known. This information will print on the Labels Institute Address report. Remarks: You can add any comments about this RO here. This information will not print on the Labels Institute Address report. P a g e 82

83 4 Click the Save button. A confirmation message is displayed: SEARCH FOR AND VIEW POSTAL AND STED RECOGNISING ORGANISATIONS 1 Click the Maintain Recognising Organisations on the left menu of the page. The Maintain Recognising Organisations page is displayed: P a g e 83

84 2 Select Country in which the organisation you are searching for is located. Click the Search button. The search results are displayed: The search results displays both POSTAL and STED ROs. The list of STED ROs is the same for all test centres. The list of POSTAL ROs is specific to your local test centre. This complete list is displayed to candidates registering online selecting Recognising Organisations for their results to be sent to. s can also select Other to enter an RO that is not on the list. P a g e 84

85 3 Click on the name of the RO to view the current details. 4 Now you ll be able to view the details for that RO. Click Cancel to return to your previous search results. P a g e 85

86 UPDATE AND DELETE POSTAL RECOGNISING ORGANISATION IMPORTANT: You can only Update or Delete Postal ROs which have been created on your Test Centre s IWAS record. STED ROs come from a central database and can t be updated using a Test Centre account. 1 Click the Maintain Recognising Organisations on the left menu of the page. The Maintain Recognising Organisations page is displayed. 2 Select Country in which the organisation you are searching for is located. Click the Search button. The search results are displayed. 3 Click on the Update link to make changes to the details of a Postal RO (the Update button isn t available for STED ROs). Click the Save button to save the changes. You will receive a confirmation message. Alternatively, click the Cancel button to go back to the search results page. P a g e 86

87 4 Click on the Delete link to delete a Postal RO. You will be asked to confirm this action with a warning message on the page: Click on Delete again to confirm the deletion of this RO You will then receive a confirmation message as follows: P a g e 87

88 GENERATE CANDIDATE NUMBERS After a candidate number is generated it cannot be altered. entries with a candidate number attached cannot be deleted. For CB IELTS sessions a candidate s data will only be sent to the test delivery system once a candidate number is generated for them. This must be done by the session deadline (e.g. 2 days before the test date) 1 Click on Generate Numbers in the section. A search page appears: 2 Firstly, you must select a Session for the search to produce results. You can further narrow the results by Module and Gender, and sort the results according to a number of different criteria as shown here: P a g e 88

89 You can use one or both of the Sort By and And By fields to arrange the search results in the way you prefer, according to the criteria available. 3 Click Search and the candidates matching your search criteria will appear. s who do not yet have a candidate number assigned will have a check box in the far left column. s which already have a candidate number assigned will appear like this, with no check box available and the Number column filled: 4 Now, choose the candidates you wish to assign a candidate number to. Click on the top check box to select all candidates in the list: Alternatively, you can select only some candidates using the individual boxes: P a g e 89

90 5 Once you ve selected your candidates, click the Generate button to generate the numbers. You will see a confirmation message and numbers will appear next to the candidates you selected: Alternatively, you can click Cancel to return to the search page in step 1. P a g e 90

91 PRINT ATTENDANCE REGISTER 1 Click the Print Attendance Register on the left menu of the page. The Print Attendance Register page is displayed: Session Date: Select test session date from drop-down list. Sort By: Select primary sort field from dropdown list: Number, Family Name, Other Name(s), Module, Id., Format, Gender. Show s Under 18 Only: This is a non-functional check box. You can ignore this. And By: Select secondary sort field (if required) from dropdown list: Family Name, Other Name(s), Module, Id., Format, Gender. P a g e 91

92 2 Click on Preview Report button. The Preview Report screen is displayed: Number: INC (incomplete) will be displayed if the candidate number has not yet been generated. You ll also see an advisory message at the top of the screen. s passport or national identity number Generate Report: Generates the Attendance Register in PDF format. Module: A (Academic) or G (General Training) Gender: M (male) or F (female) P a g e 92

93 3 Check the boxes against the candidate(s) you want to generate the Attendance Register for. Check the box in the dark blue column heading bar if you want to generate the Attendance Register for all candidates. 4 Click the Generate Report button. The PDF version of the Attendance Register is generated and will open in the default PDF reader software installed on your computer. CANDIDATE LABELS CANDIDATE ADDRESS Please refer to the section for step by step instructions on printing Labels. P a g e 93

94 ABSENT CANDIDATES FOR REFUND Allows you to set the status of candidates to refund. This action will set all results (Listening, Reading, Writing and ) to refund (RF). Only candidates who have reached View Complete s status, with results entered as absent (AB), will show here. 1 Click the Absent s for Refund on the left menu of the page. 2 Select a Session from the drop-down menu and click Search. All candidates marked with absent (AB) results for the Test Session selected will appear. Refund Check box: Use this to set the status of absent candidates to refund. P a g e 94

95 3 Click the check box in the far right column next to each candidate you wish to change to Refund status, then click Update s. You will see a confirmation message when the candidate status has been changed successfully, as below: The check box will continue to appear for candidates you ve selected for Refund. If you want to return a candidate to Absent status again, you can simply undo the change by un-checking the box and clicking Update s again. P a g e 95

96 CANDIDATE ARCHIVE This feature which allows you to search for results for candidates who took an IELTS test at your centre, dating back to FINDING A CANDIDATE USING THE ARCHIVE 1 Select the Archive option on the left in the Section. The Archive search page will appear. You can search the archive by Passport/National Identity Card No., Family Name and Other Name(s). 2 Choose a Session Date from the drop-down menu. You can narrow your search of the archive by Passport/National Identity Card No., Family Name and Other Name(s). Otherwise, the results returned will simply be all of the candidates from the Session Date you specify. P a g e 96

97 3 Click Search. You will now see a table of search results: 4 You can click on the View link under the Action table column or the candidate s Family Name or Other Name(s) to open a page containing that candidate s results. P a g e 97

98 EXAMINER MANAGEMENT P a g e 98

99 INTRODUCTION Users of all levels can access functions. All users can: View all the active and inactive examiners Add, update and delete examiners View and print the Recertification Report To open the section, click on the top menu bar. Manage s: Allows you to add, delete, update, and search examiners. Recertification Report: Allows you to generate, view, save and print examiner recertification details. P a g e 99

100 MANAGE EXAMINERS 1 Click the Manage s on the left hand side menu. The Manage s page is displayed: Add : Click here to add examiner USER ABILITIES FOR THE EXAMINER MANAGEMENT SECTION Page Function L1 L2 L3 Manage s Add a new Y Y N View and Update s' details and status Y Y N Recertification Report Access the relevant report page Y Y N P a g e 100

101 ADDING A NEW EXAMINER 1 On the Manage s page, select the Add button on the top right. The Add page is displayed. 2 Enter the examiner s details in the fields shown. type: Select the relevant type from the drop-down list. This can be, Writing or Both, depending on what they are certified to mark. Select the Certified From dates from the dropdown calendar(s). The Certified To date will automatically populate with a date 2 years after the date you enter, but can be amended if necessary. P a g e 101

102 3 Click on the Save button. A message confirms the successful addition of the examiner. s must be certified every two years. P a g e 102

103 SEARCHING FOR EXAMINERS You can search for examiners by their name, number and examiner type from the Manage s page. 1 Click on the menu bar. Click Manage s on the left hand side menu. Enter the examiner details, then click Search. To view all examiners registered with the test centre, select Search without entering values in the search criteria. 2 The list of examiners is displayed below the search criteria. This list displays only those examiners registered with the test centre you are administering. Name Number Status: Active/Inactive Writing Status: Active/Inactive Action: Update or Delete 3 To view an examiner s details, click the examiner s name hyperlink. P a g e 103

104 UPDATING EXAMINER DETAILS Use this option to update the status and contact details for examiners 1 Enter the examiner details into the Manage s page, then click Search. The examiner list is displayed on the same page, below the search criteria. P a g e 104

105 2 Click the Update link against the examiner you want to update. The Update page is displayed. 3 Update the type and the corresponding certified date range using the drop-down calendar, if required. P a g e 105

106 4 Update the status for and/or Writing. If the examiner status is changed to inactive, the current date is automatically entered in the /Writing. 5 Click Save to save the changes. A confirmation message is displayed. Click Cancel to go back to the Manage s search results screen. P a g e 106

107 DELETING EXAMINER DETAILS 1 Click on the menu bar. Click Manage s on the left menu. Enter the examiner details then click Search. The examiner list is displayed on the same page, below the search criteria. 2 In the search results, select the Delete link against the examiner you want to delete. The Delete screen is displayed. P a g e 107

108 3 Click Delete. The examiner record is permanently deleted from the system and a message is displayed. s that have been assigned to a test session cannot be deleted. EXAMINER RECERTIFICATION REPORT 1 Click Recertification Report link on the left menu of the page. The Recertification Report is displayed. Preview report: allows you view the Recertification Report in the same screen. The records could be sorted by clicking on the header rows. Print as PDF: view and save the report in PDF format. When using this report, examiners who have been marked as inactive will not be visible. P a g e 108

109 VIEWING THE EXAMINER RECERTIFICATION REPORT 1 Click on Recertification Report. Select the number and type from the drop-down lists, along with a certification date range if desired. 2 Click Preview report. The report is displayed on the same screen. P a g e 109

110 VIEWING AND PRINTING THE REPORT IN PDF FORMAT 1 Click Recertification Report page select the number and type from the drop-down lists, along with a certification date range if desired. 2 Click Print as PDF. The File Download dialogue box is displayed. 3 The user is taken to the module on this action. P a g e 110

111 4 Click Open to view the report in PDF format or Click Save to keep a copy on your computer. P a g e 111

112 SPEAKING TESTS P a g e 112

113 INTRODUCTION Click on the menu bar. The home page is displayed: Left Menu options: Manage tests: allows you to add, delete, update, and search test sessions Auto Breaks: Manage breaks for test examiners examiner s record: Generate the s Record Report. Apportionment Timetable: Select a test session and apportion candidates to that session and print the Apportionment Timetable Letter: Generate and print letters to send to candidates about their speaking test arrangements. USER ABILITIES IN THE SPEAKING TESTS SECTION Page Function L1 L2 L3 Manage Search for and view Test Sessions Y Y N Update and Delete Test Sessions Y Y N Add a new Test Y Y N Auto Breaks Set up default examiner breaks for any Y Y N Manage Apportionment View Timetable Y Y N Edit Apportionment/Auto Fill/Auto Apportion Y Y N 's Record Access the relevant report page Y Y N Apportionment Timetable Access the relevant report page Y Y N Letter Access the relevant report page Y Y N P a g e 113

114 MANAGE SPEAKING TESTS Click Manage on the left menu of the page. The Manage tests page is displayed. ADDING A SPEAKING TEST SESSION 1 Click Add Test on the top right of the Manage page. The Add Test page is displayed. 2 Select Test session date, test session date, Venue and from the drop-down list. Test session date: Select test session date Test session: Select Test session date Venue: Select a venue Add New Venue: Refer to the Adding a new venue section in order to add a new venue for a test session. : Select an number Start time, End time and the test length: These fields populate automatically but can be modified. P a g e 114

115 3 Click Preview. The time slots in the grid are updated and displayed. 4 Click Save. The newly created Test session ID is displayed. New Test session ID P a g e 115

116 SEARCHING FOR AND VIEWING SPEAKING TEST SESSIONS 1 Click Manage on the left menu of the page. The Manage page is displayed. 2 Select Test session date and Test session date. Click Search. The session details are displayed: P a g e 116

117 UPDATING SPEAKING TEST 1 Click Manage on the left menu of the page. Select Test session date and Test session date. Click Search. The session details are displayed. 2 Click the Update link on the right for the Test session that is to be updated. The Update Test page is displayed: Test session date: Auto populated; cannot be edited. Test session date: Auto populated; cannot be edited. Venue: Can be changed. : Can be changed. Start time and End time: can be changed. If the test is already apportioned with candidates, you cannot modify the start time, end time and test length. P a g e 117

118 3 To add, update or delete the breaks for this session, right-click on the particular time slot and select the appropriate option. 4 Right-click on the break time, highlighted in orange, on the time grid. The Update Break page is displayed: 5 Amend the Break End Time as needed. P a g e 118

119 6 Click Update. The Update Test page is displayed: 7 Click Save to update the session details. Click Cancel to ignore the changes. P a g e 119

120 ADDING A NEW VENUE Click Add new venue link on the Update Test page. You will then be taken to the Manage Test Venues page. Please refer to the Managing Test Venues section in the Test Centre section of this manual for instructions. P a g e 120

121 DELETE SPEAKING TEST SESSION You cannot delete a Test session that has candidates apportioned to it. 1 Click Test Session Date on the Manage Test page. Click Search. The Test Session details are displayed: 2 To delete a Test session, click the Delete link against the session in the Action column. You will be asked to confirm: 3 Click the Delete button to delete the Test session, or click Cancel to return to the previous screen. A message confirms the deletion: P a g e 121

122 If the Test is already apportioned with candidates, then the session cannot be deleted. An error message explaining why it cannot be deleted is displayed: P a g e 122

123 MANAGE BREAKS FOR SPEAKING TEST EXAMINERS The Auto breaks option allows you to set up and amend the default Test start and end times, and the break time for Test examiners. 1 Click Auto breaks on the left menu of the. The Manage auto breaks page is displayed. 2 Select the examiner you want from the Set up default examiner breaks drop-down list. 3 The Default Test start time, Default Test end time and Default Test length will be populated and the time grid will be displayed: The Test time is displayed in a grid that shows time slots for the default Test length (20 minutes). The break time, if it is previously set for the examiner, will appear in orange on the time grid. P a g e 123

124 You can amend the data for Default test start time and Default test end time, and the time grid is updated only when you select Preview. 4 Enter the Default Test start time and Default Test end time. 5 Right-click on a time slot in the grid and choose an option to add, update, or delete a break for the examiner. See the specific sections below for more details. 6 Click Save to save the changes to the examiner record. A confirmation message is displayed: P a g e 124

125 ADDING A BREAK FOR THE EXAMINER 1 To add a default break time for the examiner, right-click on a particular time slot where you want to add a break, and select Add break. The Add break page is displayed: 2 The Break start time and Break end time is auto populated in the fields. The Break time end can be modified. 3 Click Add to add this break time for the examiner. Click the Cancel to ignore the changes and return to Manage auto breaks page. P a g e 125

126 4 Click the Save to update the new break time on the Manage auto breaks page. A confirmation message is displayed: UPDATING A BREAK FOR THE EXAMINER 1 To modify the existing break time for the examiner, right-click on the time slot marked in blue and select Update break. The Update break page is displayed as shown below. 2 Modify the Break end time. Click Update to update this break time for the examiner. Click Cancel to ignore the changes and return to the Manage auto breaks page. P a g e 126

127 3 Click Save to update the new break time on the Manage auto breaks page. A confirmation page is displayed: DELETING A BREAK FOR THE EXAMINER 1 To delete a break for the examiner, right-click on the time slot marked in blue and select Delete break. The Update break page is displayed as shown below. 2 Click Delete to delete this break time for the examiner. Click Cancel to ignore the changes and return to Manage auto breaks page. 3 Click Save to update the new break time on the Manage auto breaks page. A confirmation message is displayed. P a g e 127

128 GENERATE SPEAKING EXAMINER S RECORD This option allows you to produce a report detailing each examiner s assignments for a Test session. 1 Click the s Record on the left menu of the page. The s Record page is displayed. 2 Select Test Session Date, Test Session ID, Venue and from the drop-down list. 3 Click Preview Report to view the report on the same page. The report is displayed: P a g e 128

129 4 Click Print as PDF to view the report in PDF format. The File Download dialogue box is displayed. 5 Click Open in the File Download dialogue box to view the report in a browser window. The PDF version of the report is displayed: P a g e 129

130 MANAGE APPORTIONMENT This option allows you to apportion candidates to a Test session. APPORTIONING INDIVIDUAL CANDIDATES TO A SPEAKING TEST SESSION 1 Click Manage Apportionment on the left menu of the page. The Manage Apportionment page is displayed. 2 Select the Session for which you want to apportion candidates. Click View/Edit Apportionment. P a g e 130

131 3 Select the desired Test session and click View Timetable. Select a speaking test session from the list Search for candidates to be apportioned Main timetable control buttons View, Edit and Clear s yet to be apportioned 4 The timetable for the selected session appears. Blank timetable slots List of Test Session candidates to apportion P a g e 131

132 5 Before beginning to edit the timetable and apportion candidates, click the Edit Timetable button. Clicking this button has two effects: 1. It locks the Test Session you re viewing so that no other users can edit it, with a confirmation message at the top of the screen: 2. The Add to Timetable and Auto Apportion All buttons will appear above the list of s. P a g e 132

133 6 To apportion candidates individually, first select the name from the s table. Then, either drag-and-drop the candidate into the particular time slot using the mouse, or check the box next to the candidate name and click the Add to Timetable button. 6A - Drag-and-Drop 6B - Add to Timetable The drag-and-drop option will allow you to choose which time slot the candidate is added to, whereas the Add to Timetable button adds the candidate to the first available time slot. You can de-allocate a candidate individually if needed by using drag-and-drop from the Timetable back to the s list. 7 Once you ve made all the changes you need, click on Save Changes at the top of the timetable to confirm the candidates you ve apportioned. You will not be able to drag-and-drop a candidate to a break slot or onto an already apportioned candidate Dragging an apportioned candidate over another apportioned candidate swaps the time slots around for each candidate To unapportion a candidate you can also drag-and-drop a candidate from the timetable to the candidate list. P a g e 133

134 APPORTIONING CANDIDATES AUTOMATICALLY You can also apportion candidates automatically in one of two ways using the Auto Fill button above the timetable, or the Auto Apportion All s button above the candidates list. Auto Fill will apportion candidates to the selected Test Session only. Auto Apportion All s will apportion candidates to all of the Test Sessions listed in the top left box on the page. You do not need to Save Changes for Auto Apportion All s or Auto Fill, as the changes are saved automatically. When you ve clicked Auto Fill or Auto Apportion All s, you ll receive confirmation messages on the screen as follows: Auto Fill confirmation message Auto Apportionment confirmation message P a g e 134

135 CLEARING A TIMETABLE To clear all of the time slots and unapportion all candidates for one or more Test Sessions, select the Test Sessions you want to clear in the top left box on the page (you can right-click to select multiple sessions) and click Clear Timetable(s). All the time slots are cleared and all the candidates will reappear in the s list. You ll receive a confirmation message as follows: P a g e 135

136 SPEAKING EXAMINER S RECORD The s Record is used to generate a PDF document which s can print and use to record candidates attendance and band scores during the Test Session. You can only generate this report for a Test Session when at least one candidate has been apportioned to a Test Session. 1 Click on s Record on the left menu bar in the section. A selection criteria page will be displayed. Please note that Test session date is mandatory information. All of the other fields are optional. 2 Click on Preview Report to see details of all the candidates which will be included in the report. P a g e 136

137 3 Click on Print as PDF to generate the report. It will look like this: P a g e 137

138 PRINT APPORTIONMENT TIMETABLE Users of all levels can print the Apportionment Timetable. 1 Click Apportionment Timetable on the left menu of the page. The Apportionment Timetable page is displayed. Select Test Session Date from the drop-down list 2 Choose Session Date, Test Session ID and. Select Test Session ID from the drop-down list. You can select All to view the Apportionment Timetable of all Test sessions within the test session. Select from the drop-down list. You can select All to view the Apportionment Timetable for all examiners in the Test session. Enter Number from and to if known, for specific search 3 To view the report on the same page, click Preview Report. P a g e 138

139 4 To view the report PDF form, click on Print as PDF. P a g e 139

140 GENERATE AND PRINT CANDIDATE LETTERS Users of all levels can generate and print Letters This function allows you to produce letters to candidates notifying them of their Test arrangements. 1 Click Letter on the left menu of the page. The Letter page is displayed. 2 Choose the search criteria, i.e. Single or range. Select Test Session Date from the drop-down list Select Test Session ID from the dropdown list If you choose range as a search criterion, then you need to select the Number range Select the from the drop-down list P a g e 140

141 3 To view the report on the same page, click Preview Report. 4 If you wish, you can now alter the letter by entering some custom text into the box. Whatever you type here will be printed in the candidate letter, so if you have any additional instructions to the candidate then you can enter that information here. P a g e 141

142 5 To view or save the report in PDF format, click Print as PDF. P a g e 142

143 RESULT MANAGMENT P a g e 143

144 INTRODUCTION TO RESULTS Click s on the top menu bar. The s homepage is displayed: P a g e 144

145 USER ABILITIES FOR THE RESULTS SECTION Page Function L1 L2 L3 Enter s Search for candidates, enter/import marks and examiners Y Y Y Confirm s Search for candidates, enter marks and examiners Y Y Y Enter Jagged s Search for candidates, enter marks and examiners Y Y Y Confirm Jagged s Search for candidates, enter marks and examiners Y Y Y Enter 3rd Search for candidates, enter marks and Marks examiners Y Y Y Confirm 3rd Search for candidates, enter marks and Marks examiners Y Y Y View Complete s View and filter complete results Y Y Y Return candidate scores for Remark Y N N Return candidate scores for EOR Y N N Status Search for and view the Status of candidates Y Y N Generate Jagged Profile Access the relevant report page Y Y Y Confidential s Report Access the relevant report page Y Y Y Print Test Report Forms Access the relevant report page Y Y N P a g e 145

146 FINDING CANDIDATES TO ENTER RESULTS s will appear in the Enter s area after: The candidate has been entered via Entry / Online application / XML Import A candidate number has been generated For OSM sessions you will only be able to enter Marks. 1 Click Enter s on the left menu of the s page. The s search page is displayed. 2 To search for all candidates in a session, simply select the Test Session from the Select test session date dropdown menu and click Search. To narrow your search to an individual candidate within a session, you can use the other 4 fields to enter additional candidate information. P a g e 146

147 3 Click Search to view all the candidates who are currently at the Enter s status. Navigation tools choose the number of candidates to display per page and navigate between pages. s Status Indicator: Numbers in the brackets show how many candidates are present in each s status. s Indicator at Component Level: Shows the number of components scores still to be entered at this status. s Indicator at Level: Indicates whether results have been entered for each component for individual candidates. The red indicators disappear once each component has been entered. Expand tool: click on each arrow to expand the results entry fields for that candidate, or click Expand all to see all candidates. s without a candidate number generated will not show in the s area of the system and the message No candidates found will be displayed. P a g e 147

148 RESULTS STATUS INDICATORS INDICATORS BY SESSION results which are waiting to be entered for the first time. results which have been entered once, but now need to be confirmed The result has been entered and confirmed once but has a jagged profile. The jagged result has been entered once and must now be confirmed. Jagged results were entered and confirmed, but must be marked again 3rd Marks have been entered and must now be confirmed. The results entry and confirmation process is complete. INDICATORS BY COMPONENT In each status screen, the data highlighted here shows how many candidates are waiting to have scores entered for each component. Writing is split into 2 components, T1 (Task 1) and T2 (Task 2). If you wish, you can choose not to view the score entry fields for any component by unchecking the box next to that component s name. INDICATORS BY CANDIDATE For each candidate in the list, you can see which component scores are yet to be entered by looking at the Action column. There, you ll see up to 4 red rectangles with the letters L, R, W and S within them. When the rectangle(s) are present next to a candidate s name, it indicates that score entry isn t complete for this candidate s component(s) yet. No rectangles in this column means scores for all components have all been entered for that candidate. P a g e 148

149 ENTERING RESULTS 1 Click on a candidate s details in the list to expand the row, displaying the score fields and examiner number dropdown lists. You can also click Expand All at the top of the column to display all of the fields. 2 To add scores for candidates, click on the field you wish to enter data for and either choose from a drop-down menu or type the score, depending on the field you ve selected. You can progress through the fields more quickly by pressing the Tab key on your keyboard to move to the next field. Sticky Fields: Check this box to use the same s and Version for subsequent candidates. The same data will then auto-populate when you view the next record. Expand All: Expands all the candidate records Listening and Reading score fields: These fields will allow you to type a number from 0-40, plus AB or RF for Absent and Refund candidates Writing and score fields: Enter a band score from the drop-down list - you can either type or click and choose the appropriate score. : Select the Writing/ from the drop-down menus. P a g e 149

150 Only Writing and examiners marked as Active for that component will appear in the drop-down menus. If the examiner you want to enter is not available in the list, you will need to modify that examiner s details. If you are administering an OSM session (On-screen Marking), you will be able to see what components are externally marked in the heading on top. Also these components will be greyed out, so it will not be possible for you to enter these scores. You will still need to enter scores. 3 Once you ve entered all the results you need to enter, click on Submit s. Any candidates for whom all four component scores have been entered completely will then move into Confirm s. If all four component results have been entered and submitted that candidate will move to the the Confirm s status. If only one, two or three components are submitted, that candidate will appear within both the Enter s status and the Confirm s status. P a g e 150

151 IMPORTING CANDIDATE RESULTS Instead of using the Enter s page to add candidate results into IWAS initially, you can choose to import results from a TXT or CSV file, using the Import s function. 1 Go to the Enter s page and choose the relevant Test Session. Then, click on Import s near the top of the page. 2 Click on Show Formatting Instructions on the left side of the page. P a g e 151

152 3 A large amount of information will appear containing comprehensive instructions and formatting information. Towards the bottom of the page you ll find a link titled Download demo CSV. This allows you to download a CSV containing sample data which is already correctly formatted. You can use this file to enter candidate information and scores for upload. P a g e 152

153 4 Once you have a file ready to upload, you should upload it by selecting Choose File. You can choose whether to instantly submit any completed component scores using the Submit completed components check box. 5 Once the file has been successfully imported, you will receive a confirmation message. If the file import was not successful, you will be shown an error message along with advisory messages explaining the issues with the file which caused the upload to fail. P a g e 153

154 DISTRIBUTED MARKING TWO WRITING EXAMINERS When entering marks for any candidate into IWAS, you will now be required to enter two different Writing s one for each of the 2 tasks - into the fields using the drop-down menus, as shown below. You should always enter two different Writing examiners unless instructed otherwise by your IELTS Test Partner. However, if you enter the same Writing into both fields for the same candidate, you ll see this message asking you to confirm your choice: Clicking OK will allow you to continue to the next section of marking. You can also turn off this warning for future score entry, using the Suppress this warning option. P a g e 154

155 ABSENT CANDIDATES Should a candidate be absent for one or more components, this must be registered within Enter s as an AB score. 1 Key AB into the score field of the component. 2 You will be asked if the remaining components should be marked as absent. If Yes, all score fields from all four components will be populated with AB If No, only the selected component s score cell(s) will be populated with AB. Absent candidates must have an AB result entered at both the Enter s and Confirm s status. P a g e 155

156 REFUND CANDIDATES If you know that a candidate is eligible for a refund at the score entry stage, this must be registered within Enter s as an RF score. Refund candidates need to have RF keyed within both the Enter s and Confirm s status 1 Any score for that candidate should be keyed as RF. 2 You will be asked if the remaining components should be marked as refunded. If you click on Yes, all score fields from four components will be populated with RF. If you choose No, the RF value will be removed from the score field it was keyed into. If you re not certain whether a candidate should be marked as Refund or not when entering scores, you can enter the candidate as Absent for all components and change it to Refund later using the Absent s for Refund function. P a g e 156

157 ADMINISTRATOR S TRF COMMENTS Please refer to the IELTS Administrator s Manual for guidance on when Administrator s Comments may be added to the TRF Administrator Comments for any candidate(s) may be keyed in and will be printed on the candidate s Test Report Form (TRF) To add Administrator Comments for a candidate: 1 Navigate to the candidate in question within the Enter s area of the system. 2 Ensure the Writing component is not hidden by the filters. 3 Expand the candidate row by clicking on it to reveal the score fields. P a g e 157

158 4 Click the blue arrow to expand the Comments field. 5 Enter the Administrator Comments into the text box which appears. 6 Continue with entering results as normal and click Submit when finished. The comments will be included in the data which is submitted, along with any scores you ve entered. P a g e 158

159 CONFIRM RESULTS Users of all levels can confirm results. The user which is used to Confirm s must be different from the user which entered the scores on the Enter s screen. s will appear in the Confirm s area after: The candidate has been entered into the system. The Attendance Register has been run and a candidate number has been generated Scores have been entered via Enter s for one or more test components To begin s Confirmation: 1 Log in as a different user from the user which completed the Enter s process for the candidate components you wish to enter results for. 2 Click s on the top menu bar. 3 Click Confirm s on the left menu and choose a test session using the Search page. If there are any candidates available to have their results confirmed, you ll then see a list and you can expand the candidate fields and confirm the results. P a g e 159

160 RESULTS ENTRY DISCREPANCIES Within the Confirm s, Confirm Jagged s and Confirm 3 rd Marks statuses, should the user key a different score to that which was keyed during entry, the user will be prompted with a pop up describing: The candidate number of the candidate in question The name of the candidate in question The original score, as entered within the Enter s section To confirm the differing value and keep the new score you ve entered, click Accept. The score you ve just entered will remain in the field. To change the value, select Re-enter. The score will remain in the field, but it will be highlighted and you can enter a corrected score from the drop-down menu, as appropriate. If you choose not to Re-enter the score, you can still go back and change it if needed afterwards. P a g e 160

161 ENTER JAGGED RESULTS Sometimes, a candidate s scores will move into the Enter Jagged s status after they have been entered and confirmed. This will happen if the Writing or band scores (or both) are significantly different from the average of the Reading and Listening band scores. Please refer to the IELTS Administrator s Manual for the correct administrative procedure when a score is jagged. Users of all levels can Enter Jagged s. Within the Enter Jagged s status, only components which are Jagged are displayed. will appear in the Enter Jagged s area after: A candidate number has been generated All scores have been entered via Enter s All scores have been confirmed via Confirm s The overall band score for the Writing and/or components are two or more bands different from the average of the Listening and Reading component band scores. Search options will not be displayed when navigating directly from other results status pages for a Test Session (such as the Enter s page) Here is an example of a candidate whose Writing and band scores are both jagged: You should now enter scores and examiners in exactly the same way as Enter s and Confirm s. P a g e 161

162 CONFIRM JAGGED RESULTS Once a candidate s jagged scores have been entered, the new scores will need to be confirmed again. Users of all levels can confirm Jagged s The user which is used to Confirm Jagged s must be different from the user which entered the scores on the Enter Jagged s screen. will appear in the Enter Jagged s area after: A candidate number has been generated All scores have been entered via Enter s All scores have been confirmed via Confirm s The overall band score for the Writing and/or components are two or more bands away from the average of Listening and Reading components Scores have been entered via Enter Jagged s for one or more Jagged components Within the Confirm Jagged s status, only components which are Jagged and have Jagged results entered within Enter Jagged s are displayed Similarly to the Confirm s page, the user which enters scores into Confirm Jagged s must be a different user from the one which entered Enter Jagged s scores. P a g e 162

163 ENTER 3 RD EXAMINER MARKS After entering and confirming Jagged s, a candidate s scores may enter the Enter 3 rd Marks status. This occurs when the band scores entered in Enter s and the scores entered in Enter Jagged s for the same component differ by 2.5 bands or more. Please refer to the IELTS Administrator s Manual for the correct administrative procedure when a score is jagged. Users of all levels can enter 3 rd Marks will appear in the Enter 3 rd Marks area after: The candidate has been entered manually via Entry / Online application / XML Import A candidate number has been generated All scores have been entered via Enter s All scores have been confirmed via Confirm s The overall band score for the Writing and/or components are two or more bands away from the average of Listening and Reading components Scores have been entered via Enter Jagged s for Jagged components Scores have been entered via Confirm Jagged s for Jagged components The difference between the first examiner and second examiner marks is 2.5 bands or more Within the Enter 3 rd Marks status, only candidates and components which require 3 rd P a g e 163

164 CONFIRM 3 RD EXAMINER MARKS Users of all levels can confirm 3 rd Marks s will appear in the Enter 3 rd Marks area after: The candidate has been entered manually via Entry / Online application / XML Import The Attendance Register has been run and a candidate number has been generated Scores have been entered via Enter s for one or more components The overall band score for the Writing and/or components are two or more bands away from the average of Listening and Reading components Scores have been entered via Confirm Jagged s for one or more components The difference between the first examiner and second examiner marks (remark) is 2.5 bands or more Scores have been entered via Enter 3 rd Marks for one or more components Within the Enter 3 rd Marks status, only candidates and components which require 3 rd marks are displayed Similarly to the Confirm s and Confirm Jagged s pages, the user which enters scores into Confirm 3 rd Marks must be a different user from the one which entered Enter 3 rd Marks scores. P a g e 164

165 VIEW COMPLETE RESULTS The View Complete s page is a read-only page to view the results profile for candidates once results administration has been completed Users of all levels can View Complete s Changes cannot be made to scores or examiners at this point. For changes to marks in the event of a Remark or Enquiry on s, see sections Enquiry on s and/or Remarking s s will appear in the View Complete s area under the following scenarios: If the candidate is not Jagged and: A candidate number has been generated Scores for all components have been entered via Enter s Scores for all components have been confirmed via the Confirm s If the candidate is Jagged and: All of Step 1 has been completed The overall band score for the Writing and/or components are two or more bands different from the average of Listening and Reading component band scores. Scores have been entered and confirmed via Enter Jagged s and Confirm Jagged s for one or more components If the candidate required 3 rd Marking and: All of Step 1 and Step 2 was completed The overall band score for the Writing and/or components are two or more bands away from the average of Listening and Reading components Scores have been entered via Confirm Jagged s for one or more components The difference between the first examiner and second examiner marks (remark) is 2.5 bands or more Scores have been entered via Enter 3 rd Marks for one or more components P a g e 165

166 EOR - ENQUIRY ON RESULTS (NON OSM) 1 Locate the candidate in question in the View Complete s page and select EOR in the Action column. 2 Select which components you want to create an EOR for and the click on Submit. IWAS will then move the candidate back into the Enter s area of the system for the new scores to be entered. Check boxes to select the components you wish to be included in the EOR Click on each radio button to choose whether each component will be remarked or not. Scores entered for an EOR via Enter s and Confirm s will not be move into the Jagged s statuses regardless of what results are entered. The candidate record will proceed directly to View Complete s after results are entered and confirmed. P a g e 166

167 EOR FOR ON-SCREEN MARKING SESSIONS The EOR process for On-Screen Marking (OSM) sessions is slightly different to the process for sessions where standard marking applies. For OSM an EOR should be triggered at the beginning of the process, rather than after the EOR scores have been received. 1 Locate the candidate in question in the View Complete s page and select EOR in the Action column. 2 Select which components you want to create an EOR for and the click on Submit. IWAS will then move the candidate back into the Enter s area of the system and await new scores from the On-Screen Marking system. Note: There is no option to specify whether marks have changed, because the new marks have not yet been received. 3 The candidate will move to View Complete s once IWAS receives the EOR marks from the On-Screen Marking system. IWAS will always retain the highest marks for a candidate, even if they were the original marks received. 4 Once the scores have come back from the On Screen Marking system an will be generated by IWAS to notify the centre s L1 users. This will also contain the outcome letter to be sent to the candidate. A candidate s scores are only sent to Mark Manager for remarking the first time the EOR is triggered for a component. Subsequent EOR triggers will just cause the candidate to go back to Enter s and scores will need to be entered manually. P a g e 167

168 REMARKING CANDIDATES The Remark option is for candidates within the View Complete s area only and is for cases where an error in marks entry is noticed after all of the candidates scores have been entered. The Remark option will only be available until Day 35 after the candidate s test date. If a Remark needs to be carried out after that time, contact your Regional Team to request one. To complete a Remark: Locate the candidate in question in the View Complete s screen and select Remark. Select No to be returned to the candidate record without any changes Select Yes to remove all of the candidate s component scores and return the candidate into the Enter s screen. Once the marks for a remark have been Entered and Confirmed, the candidate record will proceed to the Enter Jagged Profile status if the results are jagged, unlike the EOR process where it would not. Remark functionality for On-screen Marking sessions has not been changed and therefore works in the same way as it does for normal IELTS sessions. P a g e 168

169 RESULTS ADMINISTRATION FAQ Q: Will I lose results if I go to a different web screen or log out of the system? A: Data will be automatically saved at regular intervals though this will not be noticeable to the user. If a user is timed out of the system during data entry, all the data entered so far will be kept, even if it has not been submitted. If users navigate away from the screen with unsaved data present, the data will be saved and will still be there when they return to that screen. Q: What happens if I make a mistake such as forget to key a score or examiner ID? A: Data errors or omissions will no longer be highlighted as errors; however the component will not advance to the next stage in the process if there are errors. Q: The status totals on the left do not add up to the total number of candidates. Why? A: If you submit one, two or three components (E.g. Listening and Reading) candidates will appear within both the Enter s status and the Confirm s status until the first entry of scores has been completed for all four components. Once all four components have been entered, candidates will no longer appear within the Enter s status, but only within the Confirm s status. Q: Why are some/all of the score cells greyed out and not editable? A: Score cells will be disabled / greyed-out in any of the Confirm status screens, when the same user which entered the scores in the previous status is attempting to confirm them. Q: Do I need to confirm Absent / Refund (AB/RF) candidates? A: Refund and Absent candidates do need to have AB/RF keyed within both the Enter s and Confirm s status. When marking individual components as Absent (AB), consideration needs to be given to other users utilising the Mark all candidates as Absent functionality. For clarification, please refer to the Absent s section of this manual. Q: My scores are on the screen and I have finished keying, but they have not moved to the next status. A: You must click on Submit to progress each candidate s scores to the next screen, otherwise the candidates status will remain the same. Q: Why are there numbers next to menu items and filter options? A: The left hand navigation will display the total number of candidates who need attention in at least one component. This will reduce as candidates are moved from one status to the next. The filter checkboxes will display the total number of candidates who need attention per component. This will reduce as candidate components are keyed and saved not submitted. Q: Why do some candidates show L, R, W, S icons in red? A: Each candidate row will display a flag [L] for Listening, [R] for Reading, [W] for Writing and/or [S] for to denote which component for that candidate is incomplete. Q: How do I change scores within the View Complete s section? A: Changes cannot be made to scores / IDs within View Complete s. For changes to marks in the event of a Remark or Enquiry on s, see sections Enquiry on s and/or Remarking s. Q: How do I begin results administration for a different session? A: To perform a new search, click the New Search link or navigate to a different area of IELTS Web Administration system (such as Test Session). Q: I have changed the pagination to show All candidates in the session, but nothing happens. Why? A: The pagination dropdown menu does not have a submit button; changes to the drop-down take effect as soon as the option is chosen. Depending on bandwidth capabilities of the machine in use, changes in pagination to large amounts of candidates may take a short amount of time to take effect. P a g e 169

170 Q: What do I need to do for candidates who are exempt from one or more components? A: The following procedure should be followed: 1. Within the s section, enter a zero (0) for the component(s) the candidate is exempt from using Enter s and Confirm s. 2. If the candidate s scores enter the Jagged Entry state, do the following depending on which component the candidate is exempt from: If the result of a candidate who is exempt from only moves to the Jagged Entry state, re-mark as necessary. If the result of a candidate who is exempt from either Reading or Listening moves to the Jagged Entry state, manually verify whether the result is jagged as follows: If the Writing or Band Score is two or more bands apart from either the Reading or Listening Band Score, re-mark the relevant component(s). If neither Writing nor is two or more bands apart from either the Listening or Reading, it is not necessary to re-mark. Instead input the original scores again. 3. Following any Jagged Profile re-marking, send the Band Scores for the components the candidate took to the Cambridge Assessment English Special Circumstances Unit. 4. Within two working days, the Cambridge Assessment English Special Circumstances Unit will assess the score(s) for the component(s) not taken and arrange for it/them to be entered directly into IWAS. 5. Re-enter any jagged component scores only, and confirm scores. 6. If the Writing and/or components are exempt, you will need to set up a dummy examiner in Maintenance. Assign the examiner number to the dummy examiner and enter this in IWAS. 7. Enter the following endorsement (editing the bracketed material as appropriate) in the Administrator Comments box (in the s Entry screen under the Writing component: 'Due to extreme [speaking/hearing etc] difficulties, this candidate was exempt from the [/Listening etc] [test/tests]. The [/Listening etc] test [Band Score has/band Scores have been nationalised on the basis of the average of the other [two/three] Band Scores.' 8. Where possible, results should be issued as normal on the 13th day after the test date. However, some delay may sometimes be unavoidable. P a g e 170

171 CANDIDATE RESULT STATUS This screen shows the progress of candidates results through both the IWAS results entry system and the Pre-Release s Checks process. 1 Click on Status on the left bar in the s section. 2 Choose a Test Session Date (this field is mandatory). You can then narrow your search by entering additional candidate information if desired. Click Search to view the candidates which match your criteria. P a g e 171

172 3 All candidates will have one of six Statuses on this screen. s results will progress through these statuses as below. Unconfirmed the candidate s results have not yet been entered and confirmed to the point where they reach the View Complete s screen. This includes all candidates who are awaiting Jagged or 3 rd Marks entry or confirmation. Confirmed the candidate s results have been entered and confirmed into IWAS and have reached the View Complete s status, but Pre- Release s Checks have not been carried out yet. As long as you have not printed the TRF, the candidate s details and results can be edited at this stage. If you print the TRF at this stage, the candidate will become locked for editing until the candidate result is Released and it is at least 13 days after the Test Session date. Validating the IELTS Pre-Release s Checks Service are currently carrying out Pre-Release s Checks for this candidate s results. The candidate will be locked for editing at this point and no changes to candidate data or results can be made. After this stage, the results can move to either Released or Withheld for Investigation. Released - Pre-Release s Checks have been completed and the result has been validated. The TRF can now be printed and released to the candidate. The candidate can be Released either immediately after Validation, or after being investigated in a Withheld status. Withheld - Pre-Release s Checks have been completed, but the results have been flagged for further investigation or for another reason. If the TRF has been printed, it must not be released to the candidate at this stage. You will receive an with detailed instructions as to what to do next for these results. Permanently Withheld After further investigation, the candidate s results will not be released due to evidence of malpractice. You must not release the TRF to the candidate and any TRFs which were printed should be destroyed. P a g e 172

173 OTHER CANDIDATE STATUSES L1 users registered with your Test Centre will receive notification s specific to each status, with instructions for further action if appropriate. Withheld Unconfirmed at check 3 This means that the candidate s scores have not been entered and confirmed by the time Check 3 of the Pre-Release s Checks for the Test Session has been carried out. You should check your at this point - a Check 3 notification will be sent to all L1 users for your Test Centre with instructions regarding how to proceed. Withheld Test-Day Malpractice The candidate is currently under investigation for possible malpractice. Withheld for Investigation SFX/EOR/3 rd The candidate has been withheld for a reason relating to SFX (standards fixing) testing, an EOR, or 3 rd marking. Permanently Withheld Test-Day Malpractice The candidate s result has been permanently withheld for reasons relating to malpractice. Permanently Withheld Post-Release Cancellation After previously being released, this candidate s result is now being cancelled. PRINTING TRFS AND TRANSMITTING A RESULT TO A STED RO Printing a candidate s TRF before their result is in Released status will not transmit their results to any STED ROs or to the TRF Verification website. A candidate s results will only be transmitted once all of the following conditions are met: - The is in Released status - The current date is at least 13 days after the date of the Test Session - The candidate s TRF has been printed, either before or after the result became Released There is one exception to this: If a candidate s results go through the 3 rd Marking process, once the results have been entered and confirmed they will skip the Validating process completely and go straight to Released status. P a g e 173

174 GENERATE JAGGED PROFILE REPORT Users of all levels can generate Jagged Profile This option allows you to produce a report that shows candidates whose test results are considered to be jagged. These are the candidates whose marks have moved into the Enter Jagged s screen for one or more components after being Entered and Confirmed. If the percentage of jagged profile candidates in the test session is greater than the tolerance level pre-set in the system by Cambridge Assessment English, the printing of Test Report Forms will be blocked and the centre administrator will be informed by . Further analysis is then undertaken by Cambridge Assessment English before the Test Report Forms may be printed. A jagged profile is calculated using an algorithm built into the system. The report compares the average of Listening and Reading band scores with the bands awarded for Writing and and reports cases that show a difference of two or more bands. The Jagged Profile Report can only be generated when marks for 90% of candidates for the particular test session have been confirmed. To generate and view the Jagged Profile Report: 1 Click Generate Jagged Profile on the left menu of the s page. The Jagged Profile Report page is displayed: 2 Select Session Date from the drop-down list. Click Generate Report. P a g e 174

175 3 If at least 90% of the marks are not confirmed, an error message is displayed. 4 If at least 90% of the marks are confirmed, the Jagged Profile Report PDF will be generated. Click Open to view the report in PDF format, or Save to save the report to your computer. The following is a sample Jagged Profile Report viewed in PDF format. PRINTING TEST REPORT FORMS (TRF) Please refer to the section for step by step instructions on printing Test Report Forms (TRF). P a g e 175

176 CONFIDENTIAL RESULTS REPORT L1 and L2 users can generate Confidential s This option allows you to generate a report showing: Individual and overall band scores for each skill and each session. Nationality code, first language code, test reason code, education level code, gender, date of birth, ID number, module and all test versions. If a candidate has been marked as absent for any part of the test, Has withdrawn from the test and has been refunded, Any instances where the overall result is incomplete This report is for confidential use as it contains personal information. You may wish, therefore, to use the Public s List for any public display purposes. To obtain the results with candidate details: 1 Click Confidential s Report on the left menu of the s page. The s - Confidential page is displayed: P a g e 176

177 2 Choose the Select search criteria i.e. Single candidate, range. Select Test Session Date from the drop-down list. Enter the name and ID if you want to view results of a particular candidate. 3 Click Preview Report to view the results in the same page, as displayed: 4 Click Print as PDF to view or save the report in PDF format. 5 In the File Download dialogue box, click Open to view the report in PDF format within the browser window, or Save to save the report to your computer. P a g e 177

178 REPORTS P a g e 178

179 INTRODUCTION TO REPORTS Users of all levels can access the menu The module of the IELTS Web Administration System allows the users at test centres to generate reports for their centre To access the reports module: 1 Click on the menu bar. The page is displayed: 2 are divided into three sections: s Each section is accessed by clicking the section title on the left hand side of the page. P a g e 179

180 CANDIDATE REPORTS Under the following can be printed: Absentee and Refund Report Shows candidates which have been marked as AB and RF in the s section. Apportionment Timetable Generates a timetable for one or more Test sessions on a certain date. Attendance Register Generates an attendance register which you can use on the test day to record candidates attendance. Generating the Attendance Register is still mandatory to allow the TRF to be printed. Band Average Report This report illustrates mean and standard deviation information for each test version (Academic or General Training) for a given period of time. Details Report Provides basic candidate information, including details of their first language and the Test Date and Time to which they ve been apportioned. Labels Address Labels Number Labels Desk Numbers Generates labels to be affixed onto candidates desks on the test day. Labels Institution Address Prints labels showing candidate numbers and details of the ROs which have been attached to their entries. Letter Allows the user to generate a letter to send to the candidate, detailing the arrangements for their speaking test. Summary Brief - Allows the user to generate a report of scores for a particular candidate or range of candidates. The report does not list candidate names. Export to Excel This facility allows the user to export various candidate, results and RO data into a CSV format file. Non-confirmed s Report Enables the user to generate a report of candidates who have applied through the online application system but who have not yet provided all of the necessary documentation to complete their application.(pb IELTS Only) Repeating Report - The preview screen lists the candidates in the specified session that may have taken an IELTS test before. It uses a simple query and does not list the actual previous candidate instances itself. P a g e 180

181 USER ABILITIES FOR THE CANDIDATE REPORTS SECTION Page Function L1 L2 L3 Absentee and Refund Report Preview Report and Generate as a PDF Y Y Y Apportionment Timetable Preview Report and Generate as a PDF Y Y Y Attendance Register Preview Report and Generate as a PDF Y Y Y Band Average Report Preview Report and Generate as a PDF Y Y Y Details Report Preview Report and Generate as a PDF Y Y Y Labels - Address Preview Report and Generate as a PDF Y Y Y Labels - Number Preview Report and Generate as a PDF Y Y Y Labels - Desk Numbers Preview Report and Generate as a PDF Y Y Y Labels - Institution Address Preview Report and Generate as a PDF Y Y Y Letter Preview Report and Generate as a PDF Y Y Y Summary - Brief Preview Report and Generate as a PDF Y Y Y Export to Excel Select Session/Data, Export as a CSV file Y Y N Non-confirmed s Report Preview Report and Generate as a PDF Y Y Y Repeating Report Preview Report and Generate as a PDF Y Y N P a g e 181

182 ABSENTEE AND REFUND REPORT This report shows candidates marked as Absent and Refund (AB and RF) for a given date range 1 To generate the Absentee and Refund Report click on the link under. 2 A selection criteria page will be displayed. Please note that the From Date and To Date are mandatory information fields: 3 Clicking on: Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 182

183 APPORTIONMENT TIMETABLE This report generates a Test timetable for one or all Test sessions on the test date, depending on whether an examiner is specified. 1 To generate the Apportionment Timetable click on the link under. 2 A selection criteria page will be displayed. Please note that Session Date, Test Session ID and is mandatory information, you can also select a Number from and to date, if required 3 Clicking on: Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 183

184 ATTENDANCE REGISTER Generating the Attendance Register is required before the TRF can be generated. 1 To generate the Attendance Register click on the link under. 2 A selection criteria page will be displayed. Please note that Session Date, Sort By and And By are all mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session date field. P a g e 184

185 3 The Attendance Register only allows you to click Preview Report. Clicking on this displays the candidates that can be printed and gives you the option to generate the report: 4 Placing a tick next to Number will print all candidates. If this box is unchecked then individual candidates can be selected. P a g e 185

186 BAND AVERAGE REPORT This report illustrates mean and standard deviation information for each test version (Academic or General Training) for a given period of time 1 To generate the Band Average Report click on the link under. 2 A selection criteria page will be displayed. Please note that the From Date and To Date are mandatory information fields: 3 Clicking on: Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 186

187 CANDIDATE DETAILS REPORT 1 To generate the Details Report click on the link under. 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session Date field. 3 Clicking on: Print as PDF allows the report to be saved or opened in Adobe Reader These is no Save preferences option on this report as it is unlikely you would use the same data multiple times P a g e 187

188 A NOTE ON LABELS REPORTS It is possible to print labels from within the section for use as address or desk numbers, for instance. The labels are printed correctly by choosing the dimensions of the label sheet you have placed in your printer according to the number of rows and columns the sheet contains. CANDIDATE LABELS CANDIDATE ADDRESS 1 To generate the Address Labels click on the link under. 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session Date field. 3 Clicking on: Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 188

189 CANDIDATE LABELS CANDIDATE NUMBER / DESK NUMBERS 1 To generate the Number Labels or Desk Number Labels, the process is the same, click on the Labels Number or Desk Number links under. 2 A selection criteria page will be displayed. It is the same for candidate numbers and desk numbers reports. Please note that Session Date is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session date field. 3 Make sure you have chosen the correct configuration of labels so that each label has one candidate number or desk number printed on it. 4 Clicking on: Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 189

190 CANDIDATE LABELS INSTITUTION ADDRESS 1 To generate the Institution Address Labels, click on the Labels Institution Address link under. 2 A selection criteria page will be displayed. It is the same for candidate numbers and desk numbers reports. Please note that Session Date is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session date field. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 190

191 CANDIDATE LETTER The Letter report allows the user to generate a letter to the candidate informing them of their Test arrangements. This letter can be edited to add or remove text before printing. 1 To generate a Letter, click on the Letter link under. 2 A selection criteria page will be displayed. Please note that Session Date and Session ID is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session date field. P a g e 191

192 3 The candidate letter report can be edited by the user, who can add their own comments. In order to do this, click on the Preview Report button. The following page will be displayed: The report is pre-filled with Please find your test dates and times below. Please report to your test venue 1 hour before the scheduled exams time. This text can be deleted, amended or added to, as required. It will then appear in the letter that is printed in addition to the test details. P a g e 192

193 CANDIDATE SUMMARY - BRIEF 1 Click on the Summary Brief link under. 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have chosen a Default date already, this will already be pre-filled in the Session date field. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 193

194 EXPORT TO EXCEL 1 Click Export to Excel under. The Export to Excel report allows you to generate a spreadsheet file which gives you various information about a particular Test Session. The Export to Excel report does not generate a PDF. This option creates a file in the CSV format, which can be opened by spreadsheet programs including Microsoft Excel, or text editors like Notepad. 2 A selection criteria page will be displayed. The following options are available when generating the Export to Excel report: Apportionment Test apportionment information for each candidate. P a g e 194

195 3 General information about each candidate. Centre Contact details and other information for your Test Centre similar data to what is displayed on the Test Centre Details page. Final s Information about each candidate s results including test versions, whether the TRF has been printed, the TRF number, the status and so on. Listening/Reading/Writing/ History This is a record of all the s entry which was carried out for each test component, including what marks and examiners were entered, how many stages of results entry the candidate went through, and which IWAS user carried out the s entry task at each stage. Different Score Entries More detailed information about the scores which were entered for each candidate and how they differ between statuses, if at all. Session Information about the selected session, including volumes of papers, test versions, location, reserve places and so on. Internal Statistics File Generation basic information about the candidates in the Test Session, plus their band scores and overall result, and any reference numbers which were applied to their entry. TRF Print Audit If TRFs have been generated for any candidates in the Test Session, this shows a record of who printed the TRF and when. Jagged Profile candidate information detailing and Writing scores and whether this candidate was flagged with a Jagged Profile for either test component. Recognising Organisations A report showing the details of all the ROs which are attached to candidates for this session. If one RO was attached to more than one candidate entry, it will appear multiple times here. STED Recognising Organisations Generates a complete list of STED Recognising Organisations within IWAS. Centre Defined Postal ROs Lists all of the Postal Recognising Organisations which have been created by users at your Test Centre All Postal Recognising Organisations Similar to the Recognising Organisations reports, but lists only the Postal ROs which were attached to candidate entries for all Test Sessions on a specified Test Date (rather than an individual Test Session). Click Export Data and the CSV file will be generated in a similar way to the PDF reports. P a g e 195

196 NON CONFIRMED CANDIDATES REPORT (PB ONLY) This enables the user to generate a report of candidates who have applied through the online application system but who have not yet provided all of the necessary documentation to complete their application. 1 To generate a Non-confirmed candidate report click on the non-confirmed report link under. 2 A selection criteria page will be displayed. Please note that only Test Session Date is selectable and is mandatory information. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 196

197 REPEATING CANDIDATES REPORT This enables the user to identify which of the candidates have taken IELTS before. 1 To generate a Repeating Report click on the Repeating Report link under. 2 A selection criteria page will be displayed. Please note that only Test Session Date is selectable and is mandatory information. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 197

198 EXAMINER REPORTS Under the following can be printed: Labels Allows the user to generate a report/labels displaying the examiner s address. Letter Reminder For Recertification Report Recertification Allows the user to generate a report to view the recertification dates for their examiners. Utilisation Report - A report to show Utilisation for a specific IELTS test session. Jagged Profile Marking Records Forms - and Writing - Two forms for recording the Writing and scores obtained during the jagged marking process for a particular IELTS Test Session. The user input filters for these two forms are very similar. s Record Enables the user to generate the report to display the candidates assigned to one or all of the test examiners for a test session. USER ABILITIES FOR THE EXAMINER REPORTS SECTION Page Function L1 L2 L3 Labels Letter - Reminder for Recertification Report - Recertification Utilisation Report Jagged Profile Record Form - Jagged Profile Record Form - Writing s Record Preview Report and Generate as a PDF Preview Report and Generate as a PDF Preview Report and Generate as a PDF Preview Report and Generate as a PDF Preview Report and Generate as a PDF Preview Report and Generate as a PDF Preview Report and Generate as a PDF Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y P a g e 198

199 EXAMINER LABELS 1 To generate Labels click the Labels link under. 2 A selection criteria page will be displayed. Please note that number/name is mandatory information, either choose an examiner or leave it as All. Make sure you have chosen the correct configuration of labels so that each label has one examiner printed on it. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 199

200 EXAMINER LETTER REMINDER FOR RECERTIFICATION 1 To generate s Reminder for Recertification letters click Letter Reminder for Recertification link under. 2 A selection criteria page will be displayed. Select from the drop down list the examiner by name and number. 3 The Reminder for Recertification report can be edited by the user, who can add their own comments and edit the existing default text. In order to do this, click the Preview Report button. The following page will be displayed. P a g e 200

201 EXAMINER REPORT RECERTIFICATION 1 To generate recertification report, click the Report Recertification link under. 2 A selection criteria page will be displayed. Please note that /Date Range, number/name and Type are mandatory to specify. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 201

202 EXAMINER UTILISATION REPORT 1 To generate Utilisation Report report, click the Utilisation Report link under. 2 A selection criteria page will be displayed. Please note that Session and the Date Range are mandatory information. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 202

203 JAGGED PROFILE RECORDS FORM SPEAKING 1 To generate Jagged Profile Record Form -, click the Jagged Profile Record Form - link under. 2 A selection criteria page will be displayed. Please note that Session Date is a mandatory information filed. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 203

204 JAGGED PROFILE RECORDS FORM WRITING 1 To generate Jagged Profile Record Form - Writing, click the Jagged Profile Record Form - Writing link under. 2 A selection criteria page will be displayed. Please note that Session Date is a mandatory information filed. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 204

205 SPEAKING EXAMINER S RECORD 1 To generate the s report, click the s Record link under. 2 A selection criteria page will be displayed. Please note that Test Session Date is mandatory information. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader. P a g e 205

206 RESULT REPORTS Under the following can be printed: EOR Letter Change EOR outcome letter for candidates where there has been a score change. EOR Letter No Change - EOR outcome letter for candidates where there has been no score change. EOR Status Report Enables the user to view which EORs are still being processed and which are complete. Incomplete EOR Report Enables the user to view EORs that are still being processed. Jagged Profile Report Enables the user to identify candidates who have jagged results and require second marking. Recognising Organisations Report The Recognising Organisations for a specific IELTS test session. XML Allows you to generate an XML file of results for individual candidates or a whole Test Session. s Confidential Enables the user to view and print results for a particular test session. This report shows candidate names and is intended for use within the centre s Public Enables the user to view and print results for a particular test session. This report does not list candidate names. TRF Enables the user to generate the Test Report Form containing the candidate s result. TRF Letter Enables the user to generate a covering letter to accompany the TRFs sent to postal Recognising Organisations. Test Session Summary Report Enables the user to produce a report which summarises the current position for a particular test session in terms of available test places, block booked places, reserved places and places already allocated to candidates. USER ABILITIES FOR THE RESULT REPORTS SECTION Page Function L1 L2 L3 EOR Letter Change Generate Report as PDF Y N N EOR Letter No Change Generate Report as PDF Y N N EOR Status Report Generate Report as CSV Y N N Incomplete EOR Report Generate Report as CSV Y N N Jagged Profile Report Generate Report as a PDF Y Y Y Recognising Organisations Report Preview Report and Generate as a PDF Y N N XML View and Export XML files of candidate results Y N N s - Confidential Preview Report and Generate as a PDF Y Y Y s - Public Preview Report and Generate as a PDF Y Y Y TRF Preview Report and Generate as a PDF Y Y N Run the TRF missing data report Y Y N TRF Letter Preview Report and Generate as a PDF Y Y Y Test Session Summary Report Preview Report and Generate as a PDF Y Y Y P a g e 206

207 CANDIDATE EOR LETTER - CHANGE & CANDIDATE EOR LETTER NO CHANGE These reports allow L1 users to generate letters to inform candidates of the outcome of their EOR request. 1 To generate the reports select the report you want under the s Report section. 2 Select a Session Date 3 Once a Session Date has been selected the Name dropdown will be populated with candidates that are relevant to the Report (Change or No Change) and Session Date. There will also be an All option. P a g e 207

208 4 Once you have selected All or a candidate, click the Preview Report button to see the data that will be included in the letter. 5 Select Print as PDF to generate a PDF copy of the outcome letter. P a g e 208

209 EOR STATUS REPORT The EOR Status Report produces a CSV export showing details for all candidates (as determined by the report filters) where an EOR has been triggered. 1 To generate the EOR Status report, click the EOR Status Report under the section. 2 The next page offers a number of filters for you to focus the report results. The only mandatory field is EOR Status. 3 Once you have selected your criteria, click the Generate Report button to produce the CSV export. P a g e 209

210 INCOMPLETE EOR REPORT This report produces a CSV export showing details for candidates (as determined by the report filters) where an EOR has been triggered, but the scores have not been confirmed. 1 To generate the Incomplete EOR Report, click Incomplete EOR Report on the section. 2 The next page offers a number of filters for you to focus the report results. The only mandatory field is Pending Marks. 3 Once you have selected your criteria, click the Generate Report button to produce the CSV export. P a g e 210

211 JAGGED PROFILE REPORT 1 To generate the Jagged Profile report, click the Jagged Profile Report link under. 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have already chosen a default date, this will be displayed, otherwise Select will be displayed and a date will need to be manually chosen. Over 90% of candidates need to have confirmed scores before this report can be generated. If this has not been done, an error will be displayed alerting you to this. P a g e 211

212 RECOGNISING ORGANISATIONS REPORT 1 To generate the Recognising Organisations Report, click the Recognising Organisations Report link under. 2 A selection criteria page will be displayed. This report shows the Recognising Organisations for a specific IELTS test session. The user form showing the filters for this form is shown below. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 212

213 RESULT XML To open the XML page, click on the link in. 2 Select a Test Session from the Session Date drop-down menu and click Search. 3 All candidates with complete results from the Test Session will appear as a report preview. P a g e 213

214 4 You now have several options: Click this button to display the XML file containing results for all candidates in the test session in your web browser. This is like a preview for the XML file. Click this button to generate the XML file and open or save it to your computer. Click on either the View XML or Export XML links under the Action column in the data table to either view or open/save XML files, but for individual candidates from the session rather than the whole test session. RESULTS CONFIDENTIAL / PUBLIC 1 To generate the s report, click the s - Confidential or s - Public report link under. The difference between the two reports is that the Confidential report contains the candidates names and other personal details such as gender, while the Public report refers only to the candidates IELTS candidate number and personal ID (e.g. passport) number P a g e 214

215 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have already chosen a default date, this will be displayed, otherwise Select will be displayed and a date will need to be manually chosen. In the case of the s Public report you can also select Module. P a g e 215

216 TEST REPORT FORM (TRF) L1 and L2 users can print Test Report Forms. The Test Report Form should not be printed for a candidate until the candidate is in the Released status, after the Pre-Release s Checks have been carried out. This option allows you to generate TRFs for candidates and send results to any STED and Postal ROs. The TRF is the only official method by which candidates receive their results. TRFs must be printed on the IELTS watermarked paper provided by Cambridge Assessment English No TRFs can be printed for a test session until the Jagged Profile Report has been generated and all jagged results have been resolved to View Complete s status. 1 To generate the TRF report, click the TRF link under. Or click Print Test Report Forms on the left menu of the s page. P a g e 216

217 2 A selection criteria page will be displayed. Please note that Session Date and Search Criteria are mandatory information. 3 Select Test Session Date from the drop-down list. Enter the name and ID if you want to generate TRFs individually. Select Search criteria as: All if you want to generate the report with both jagged and non-jagged results Jagged to generate TRFs only for jagged profile cases Non-Jagged to generate TRFs only for results that are not jagged 5 Click Preview. P a g e 217

218 6 The TRF page is displayed. Use the Arrow buttons to select candidates. A tick box is available to print extra TRFs according to the number of recognising organisations a candidate has been associated with This page gives six points of advice on why you may not be able to view candidates and print their TRFs List of available candidates who are ready for TRF printing are displayed. Click on the arrows to the right of this list, either highlighting certain candidates or all, to move candidates to the box on the right hand side. All candidates on the right hand side will be printed P a g e 218

219 7 If any candidates you expect to see in the list aren t present, it may be that there is an issue with their entry or results data which needs to be addressed. Click the TRF Missing Data Report button to view any outstanding issues that need to be addressed before the TRF can be printed. The report will appear as a preview table on the TRF page. P a g e 219

220 8 Click Print as PDF to view or save the report in PDF format. You can print the report from your PDF reading software. P a g e 220

221 TRF LETTER 1 To generate the TRF Letter, click the TRF Letter link under. 2 A selection criteria page will be displayed. Please note that Session Date is mandatory information. If you have already chosen a default date, this will be displayed, otherwise Select will be displayed and a date will need to be manually chosen. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 221

222 TEST SESSION SUMMARY REPORT This enables the user to produce a report which summarises the current position for a particular test session in terms of available test places, block booked places, reserved places and places already allocated to candidates 1 To generate the Test Session Summary report, click the Test Session Summary Report link under. 2 A selection criteria page will be displayed. Please note that Session Date is the only option and is mandatory information. Session Date defaults to ALL SESSIONS. 3 Preview Report will display the contents of the report as a web page Print as PDF allows the report to be saved or opened in Adobe Reader P a g e 222

223 IELTS Web Administration System User Manual Identity Authentication (IAM) - APPENDIX A - IDENTITY AUTHENTICAT ION MANAGEMENT (IAM) P a g e 223

224 IELTS Web Administration System User Manual Identity Authentication (IAM) IAM SUPPORT If you require any administrative or technical support for IAM, please contact the IAM Helpdesk at Cambridge Assessment English are unable to assist with IAM queries, apart from queries which relate to a function of IWAS. EXPORTING CANDIDATE DATA FROM IWAS TO IAM Ensure that candidate numbers have been generated for all candidates in the Test Session before doing this. 1 Select and click. 2 Select under Data to Export. Select Session ID. Click on Export Data to open or save a CSV file containing the candidate data you ll need to import into IAM. IMPORTING DATA FROM IAM TO IWAS For instructions regarding importing candidate photos into IWAS, please refer to the Import Facility instructions. More detailed instructions about this, including more about how to use IAM, are available from the IAM User Manual, which is provided by IDP Australia. P a g e 224