Moving to Arbor - Top Tips for Exams Officers

Moving MIS is a big change for a school, and it will affect some teams more than others. Most secondary schools and colleges use their MIS heavily for exams, so Exams Officers are among the most important people in ensuring a successful switch!

We’ve collected some top tips, frequently asked questions, and important to-dos for Exams Officers  to ensure a successful switch to Arbor.

Important things to do before migration

Take a look at the Exams resources in our Help Centre

We have lots of resources in our Help Centre that can help you get started with Arbor’s Exams module. As well as general guides and pre-recorded training, you’ll find some step-by-step instructions for specific processes that you can refer back to.

We’d recommend bookmarking these pages:

Ask your school’s Arbor Project Lead about training

As well as the resources in our help centre, you can also have training on Arbor’s exams module with one of our Software Trainers.

Ask your school’s Arbor Project Lead about the exams training available to you, and join the sessions.

Send us your Pearson BTEC Basedata

Arbor downloads exam data from the Ofqual database every night and automatically loads most exam board basedata into your MIS.

The only exception is with a Pearson BTEC. We can’t automatically scrape this data. Instead, please follow these instructions: Setting up BTEC qualifications

Check your Exams data in the dummy sites

To make sure you’re able to hit the ground running after your data migration, it’s important to check your exams data thoroughly after the dummy migrations.

If you find any data missing or incorrect, please send details (along with screenshots of the data in your previous MIS) to myteam@arbor-education.com.

  • Check that entries have migrated from Students > Examinations > EDI Exports > Entries
  • Check that results have migrated from Students > Examinations > Results > Raw Results. Remember to change the filters to look at previous academic years.
  • Check that access arrangements have migrated from Students > Examinations > Candidates > Access Arrangements.
Remove 'No-Entry' submissions from SIMS

If you are migrating from SIMS, you will need to delete any entries with a status of 'No-Entry’ prior to your final data migration. In Arbor, No-Entry submissions should instead be done by Withdrawing the student.

This is because these will be migrated as entries (and not excluded from entries), so in Arbor these students will show as 'Entered Pending Submission’. Take a look at the section below for how to resolve this.

 

 

Important things to do after migration

Add your Centre Number to Arbor

Follow these instructions to add a Centre Number: Setting up your centre and exams

A Centre Number is mandatory as it is required to create:

Confirm any EDI Entries showing as Pending Submission

Sometimes, EDI entries can show as ‘Pending Submission’ following a migration, even if they were submitted to the exam board in your old MIS.

You'll need to mark them as approved from Students > Examinations > Entries > EDI Exports > Entries. Any pending submissions will appear like the screenshot below.

Exams_1.png
To confirm, select a submission file, then click the green confirm button on the slideover. You won’t need to resubmit them to the exam boards.

Exams_2.png

Check the exams data in your live site

Just as with the dummy migrations, it’s important to check your exams data thoroughly after your final migration.

If you find any data missing or incorrect, please send details (along with screenshots of the data in your previous MIS) to myteam@arbor-education.com.

  • Check that entries have migrated from Students > Examinations > Entries > EDI Candidate Entries
  • Check that results have migrated from Students > Examinations > Results > Raw Results. Remember to change the filters to look at previous academic years.
  • Check that access arrangements have migrated from Students > Examinations > Candidates > Access Arrangements.

If you didn't delete entries with a status of 'No-Entry’ in SIMS before your migration, these students will show as 'Entered Pending Submission’. If you have marked these entries as confirmed and approved, you'll need to withdraw these students by following these instructions: Withdrawing Candidates from EDI Qualifications

This will trigger an amendment file that may or may not include any real amendments for the awarding body, so may still need to be sent to the exam board.

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