How do I submit candidate entries to the awarding bodies?

Submitting your EDI files to the exam boards is the final step in the Examinations setup process. To do this you must first have added exams and added candidates to them in Arbor. For more information on how to do this, take a look at our quick overview article on Scheduling candidates for exams. You can also read our Exams Guide for full instructions on the examinations process.

As exam entries are not automatically sent from Arbor to the exam boards, you need to export them and upload them to the exam boards directly via the A2C website.

 

Generating EDI Entry files

To generate an EDI Entry file go to Students > Examinations > EDI Exports > Entries.

Here you can see:

  • Pending Submission - an overview of all the series that have yet to be exported in the Pending Submission section
  • Confirmation of Submission - series requiring confirmation or rejection
  • Submission Log - a list of past series and the actions taken against their EDI Files

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To generate an EDI File for a series, click the series in the Pending Submission section then click to Confirm.

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You will get a notification at the top right of your screen. Click this notification to download the EDI Entry file.

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The entry file will begin with an E for entry. You must submit this file to the Awarding Organisation via the A2C website.

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Please note: If you have downloaded your file multiple times, your new file will have (1) on the end of the file name. To be able to use this file, either rename this file to remove this number, or locate the original Entry File and use that instead.

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When you generate an Entry file, the EDI Exports > Entries page with then display the information shown below. The series you just generated an EDI entry file for will display as Submitted.

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Once the Awarding Organisation has accepted your entry file, return to the EDI Exports > Entries page.

To action multiple submissions, you can tick the boxes next to the submissions and click the blue pencil icon to Confirm or Reject them all.

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You can also click into an individual submission and Approve or Reject from this page.

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If you have Approved the EDI Entry file, it will no longer appear in the Confirmation of Submission section and will appear as Confirmed in the Submission Log section.

All the candidates for all the exams that you have scheduled to take place within this series will now officially be entered into their exams.

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What if I need to amend the information I've submitted?

If you've removed some students from an exam, need to add access arrangements or make any other amendments to exam entries after you have submitted your EDI Entry file to the Awarding Organisation, you will need to generate and submit an amendment file.

Return to the EDI Exports > Entries page and select the series from the Pending Submission section. Click the Confirm button.

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The submission will the appear in the Confirmation of Submission section. Click this submission.

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On the View EDI File Contents page, you can then click Download EDI File.

Also on the View EDI File Contents page, you can see a list of all the students that have been added or withdrawn from the exam series. It includes students that have been withdrawn because the exam board needs to be informed that the student is withdrawn.

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You can then download the Amendment file. It will begin with A for amendment. You must submit this file to the Awarding Organisation via the A2C website.

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Once the Awarding Organisation has accepted the submission of the Amendment file, you can mark the submission as Approved. It will then appear in your Submission Log. 

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Please note: You can repeat this process as many times as needed, but please be aware of the Awarding Organisation entry and amendment submission deadlines. Submitting your files later than this date may incur charges.