Exam Entries and Withdrawals FAQ

This article covers common questions regarding Entries and Withdrawals in Arbor. If you cannot find an answer in this article, check our dedicated section of the Help Centre on this topic here.

Why is the Series code showing as incorrect or outdated when I input the correct code?

If you have put the correct code in but the series is still showing as incorrect, this is caused by OCR having not yet released the up-to-date basedata. This is a common occurrence as OCR releases their exams basedata later than most other awarding organisations. If the exam board's website states that they have released the basedata, please wait twenty-four hours for this information to be synced with Arbor.

Why is my entry file being rejected by the Awarding Organisation?

Please check the filename of the entries file. Check the file name looks something like this: E0000010.X01

If the filename has ‘(1)’ at the end, it’s likely because the file was downloaded twice. In this case, please rename the file, or check to see if another version of the file has been downloaded.

What if we need to reject the EDI file?

You'll need to contact the Arbor Support Team and provide code 1056 or your Support Partner if you think you need to reject an EDI file, as rejecting a file should only be done in very rare circumstances.

We can also change an Amendments file into an Entries file if needed.

The effects of rejecting a file are as follows:

• All entries within the file will be marked as 'Entry Rejected'. This is the equivalent of the entries being withdrawn. Any candidate entries that are required will need to be manually recreated - so you would need to re-enter all required candidates entries that were included in the rejected file.
• If the EDI file is an Entries file, this will be treated as unsuitable for use - so the next file you generate for the series will be a replacement Entries file.

Why am I getting an error when approving an EDI Entry file?

Once the Awarding Organisation has accepted your EDI Entries file, you need to mark it as Approved.

You may get an error when trying to click Approve.

This most commonly occurs when you've not added your centre number to Arbor.

1. Go to Students > Examinations > Administration > Centre Setup and add this in. 
2. Add the centre number: Set up your exam centre
3. Return to approve your file: Confirming and approving EDI files

Can we make exam entries from within the Qualification Offering?

You can make entries from the Award Candidate Entries or Learning Unit Candidate Entries pages.

However, we recommend using the Entries by Student Group page, following these instructions: Enter candidates into EDI qualifications.

Why is the EDI Entry File empty of showing no students?

To submit entries to the Awarding Organisations, you need to generate and download an Entries File.

If your EDI file shows 0 students (even if the students are entered for the Award/Unit), the most common reason is that they are missing a UCI.

Do not confirm or reject the file.

You'll need to:

1. Contact the Arbor Support Team and reference code 1004 or contact your Support Partner to delete the incorrect Entries file
2. Add UCIs following these instructions: Adding and editing exam candidate Unique Candidate Identifiers (UCIs)
3. Regenerate the new Entries file: Generating EDI Entry files
4. Continue with the submission process.

How do I re-enter students into a different exam series?

You might need to enter a student into an examination award for the same unit, but for a different series. For example, the student is retaking a unit.

To do this, there is no way to copy the entry across.

You will need to enter the student into the new series following these instructions:

• Enter candidates into EDI qualifications
• Enter candidates into Non-EDI qualifications

How do I create Statements of Entry for External candidates?

You can use the same page to download statements of entry for external candidates as you do for internal statements of entry.

External candidates are not included using the Download statement of entry (by candidate) option. This is because this option can only be used for currently enrolled students, not for:

• students who are no longer enrolled (previous candidates)
• students who were never enrolled (external candidates)

If you do want to use this method, you can:

1. Create a custom group for your external candidates
2. Be sure to select All Students when creating your custom group, as this will pull through unenrolled students.
3. Once you have created this group of external candidates, you will then be able to select the custom group in the Download statement of entry (by candidate) option.