8 Making entries using Edexcel Online

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1 11 8 Making entries using Edexcel Online 8.1 Functions of Edexcel Online Edexcel Online supports you to carry out a wide range of activities. Some features that you may find useful include: Create and amend registrations and entries individually or using a spreadsheet Search for, and download reports of existing registrations and entries Report coursework/portfolio marks Access post results services Track processing of electronic data interchange (EDI) files Check that candidates are eligible for awards Download results reports. You can use Edexcel Online to make entries individually or you can use a spreadsheet to make many entries at once. 8.2 Making entries using a template spreadsheet You can use a spreadsheet to make multiple entries. If you use Edexcel Online to make your entries we recommend you use this method. Edexcel Information Manual September 2012

2 12 1. Select the relevant qualification from the drop down box in the top left of the screen: 2. From the menus on the left select Candidates > Multiple Candidate Entries (Spreadsheet Upload). Edexcel Information Manual September 2012

3 1. Select the exam series for which you want to make entries and click Go. You will need to use the template supplied which you can download from the bottom of the screen. Edexcel Information Manual September 2012

4 14 About the Template The template spreadsheet is titled GCEGCSEBulkEntriesTemplate.xls but can be used for all qualifications. Please do not alter any of the column headings of the spreadsheet including adding or subtracting columns. Filling in the Template Fill in all the fields in the spreadsheet. Under specification use the unit code and under specoption enter any option codes if applicable. You can only enter candidates using the spreadsheet method once so please ensure all unit entries and cash-ins are included on the spreadsheet. If you need to make additional entries, withdrawals or amendments please use the Individual Candidate Entries function. Uploading the Spreadsheet Click on browse and choose your spreadsheet, click open and then click Upload Completed Spreadsheet. If the file is submitted successfully you will see the following message: You will also be sent a message to your Edexcel Online mailbox. Click on the link at the bottom of the to view historical results of uploaded files. The Uploaded Files History will show how many records have been processed successfully. Edexcel Information Manual September 2012

5 15 Once entries are processed you can download a Statement of Entry using the Entry Confirmation Reports option under Candidates. We recommend you check these to make sure all your candidates are entered. Ensuring your entries have been made You can check your entries at any time on Edexcel Online. You can also obtain a list of any errors by clicking on the number specified in each column. In the report there is a tab at the bottom of the page named error messages. Errors indicate that an entry could not be processed and you will need to correct it. Warning messages mean that the entry has been processed but something was unusual about the entry which may also need checking. Partially successful/incomplete errors This message means that some, but not all of the entries have been processed. Now that some entries have been processed you will not be able to use a spreadsheet to make additional entries. If you amend and re-submit the spreadsheet you will receive the following error message: If you need to make additional entries, please read part 8. of this section, entitled Making Individual Entries using Edexcel Online. Edexcel Information Manual September 2012

6 16 8. Making individual entries using Edexcel Online On Edexcel Online, once you ve picked the relevant qualification from the drop down list, select Candidates > Search by Candidate, and choose the correct exam series. Next, select the candidate and click Next. Now click on Details. Select Edit and you can then select the units you want to enter for the candidate. Select the unit from the list and click on Add to list. To save the changes click on Save and Accept. If the unit you want is not on the list then you need to create a customised units list. Select Candidates > Customised Units. Edexcel Information Manual September 2012

7 17 Select the series that you want and click Get Subjects to show a list of available units and cash-ins. Tick the boxes against any units you want to enter. This screen can be changed at any time. If the unit includes option codes you will not need to pick between them as all of them will be available to you. If you select an option code at this stage, it will be the default option code when submitting individual candidate entries. Once you are satisfied with that your Customised List click the Save Selection button and return to the candidate entry screen. Edexcel Information Manual September 2012