In this article, we'll show you how to manage where candidates are sitting for their exams. This is the same process and pages to use for standard exams, and in-house exams.
What you'll need before getting started
Before you follow these instructions, make sure you've allocated students to an exam room.
To assign candidates to exam seats, go to Students > Examinations > Scheduling > Assign Seats.
Here you will see a list of your rooms that have had exams allocated to them. It includes a count of how many candidates have been assigned a seat.
Hovering over a sitting brings up a tooltip showing which exams take place in that sitting.
The By Exam tab will show assigned seats for each individual exam.
Copying a seating plan
Duplicate a seating plan by clicking the green Duplicate seating plan button.
In the slide over, select the source exam (the exam seating plan that will be copied) and destination exam (the exam you want to copy the seating plan into).
Be sure your destination exam already has a room assigned to it. If it doesn’t have a room assigned the intended destination exam will not be available for you to select from the drop-down menu.
Then click Duplicate.
You may get an error message when copying your seating plan. Don't worry - this is due to the students in the target exam not being given an exam room yet.
For example, you're trying to copy the French Speaking exam seating plan with 20 students all in Room 202 and seated. You're trying to copy this for the French Listening exam with the same 20 students, but they haven’t been allocated to Room 202. You'll need to first add the 20 students for Listening to Room 202 following these instructions, then go back to duplicate your seating plan.
Once you have duplicated your seating plan, you can see the students who are enrolled in both exams that will be seated. Click confirm to duplicate the seating plan and seat the candidates.
Click on the row containing the exam you want to seat candidates to get to the seating overview. From here you can choose to seat candidates one by one, or in bulk. You can also print a seating plan, candidate labels and lists and an exam register for use on exam day.
When you click 'Auto-Assign Candidate Seats', a slide over will appear allowing you to choose how exam seats should be assigned.
- Which column to start from (Useful if you want to leave a buffer row between different exams happening in the same room)
- How to order candidates ( By candidate number, name or Access Arrangements)
- Whether to overwrite allocated seats (Not ticking this box means you will only allocate candidates to empty seats. Ticking this box means this will replace any old candidates in these seats with the ones newly allocated)
- Whether to re-seat candidates (Ticking this box means all candidates that were previously assigned seats will be resat according to the other rules you have defined.)
- Which examinations to seat (useful if you want to leave a gap between exams)
Top Tip: Want to reorder the order the exams are seated in? Click the bin icons next to the exams then add them again in the correct order.
Click 'Auto Assign Seats' to save your changes. The new layout will be displayed in the seating overview along with the candidate numbers and names.
You can seat candidates one by one by clicking the 'Seat individual Candidate' button in the seating overview and choosing where they will sit. It will also display any candidates' extra time and access arrangements.
Please note: This will override any seats assigned using the auto function.
Once you have assigned all your candidates to the exam they have been entered into, the Seated candidates field will turn green in the Assign seats page.
If you want to change a room layout after candidates have been seated, you will have to unseat all the candidates in that room. To do this, or if you would just like to unseat candidates, complete the steps below.
Unseat candidates from the seating plan
Go to Scheduling > Assign Seats and click the exam.
On the next page, click the red Unseat All candidates button to remove all candidates.
You can also click the grey Unseat Candidates button to unseat individual candidates, rows, columns or full exam papers.
Unseat candidates from the seating plan and room
You can unseat candidates from School > Examinations > Scheduling > Allocate Exam Rooms > Select the exam.
Select the candidates you would like to unseat using the tick boxes next to the candidate names. Click the Bulk action button and select Clear Exam room Allocation. In the slide over, click Unseat candidates to confirm the unseating and remove the candidates from their seats.
In the slide over, confirm the unseating and remove the candidates from their seats. This will remove them from both the exam room, and the seat.
To allocate students to a new room you can click the students you need to allocate, then using the Bulk action select Allocate Exam Room. You'll now see a drop-down with a quick summary of the students and their access arrangements.
How do I create an exam seating plan?
Create the room layout from Students > Examinations > Administration > Set Up Examination Rooms, then assign student seats from Scheduling > Assign Seats.
How do I change the order in which candidates are seated?
This can be done through Students > Examinations > Scheduling > Assign Seats. Select the exam, then use the Auto-assign Seats button. The Seating arrangement and Order by options allow greater flexibility of seating.
Can I exclude seats from the layout?
Yes, this can be done when setting up exam rooms (Students > Examinations > Administration > Setup Examination Rooms). Click on an exam room, and click the Edit Room Layout button.
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