End of Session 2015 Welcome to Part Three Pre-Exam Board Preparation Using BOXI 1

End of Session 2015 Learning Objectives By the end of today’s session, we will have covered the following: How to perform detailed error checking of final data before your exam board? What is required by the Exam Board and how to produce it? How to get the best out of BOXI at this busy time of year? How to quickly identify issues with student Exam Board data? 2

End of Session Processing Schedule

End of Session ) Enter/Import component marks to BIRMS 2) Calculate Module Marks and Recommendation 3) Audit Module Marks data 4) Calculate/Enter ARTs in BIRMS End of Session 5) Check Exam Board data 6) Run final version of Exam Board report EXAM BOARD 8) Post-Board Exam Board changes in BIRMS 9) Release marks from BIRMS

End of Session 2015 Exam Board preparation: Error checking Once marks and recommendations for all modules have been recorded in Marks Entry, and ARTs auto-calculated in End of Session, the data should be checked before it goes to the exam board. The suggested approach is to run a draft version of your Exam Board report and make some simple checks of the information. Where amendments are required, changes should be made to the BIRMS data and a final version of the Exam Board report can be run. 5

End of Session 2015 Exam Board documentation What does your Exam Board need? Schools have different requirements, but some general considerations are: - Should marks and decisions be presented as a list, grid, or results sheets? - Are your students finalists or non-finalists? - Do you process your students by “cohort” or “Groups”? - Do you need to produce any statistical reports? - Pass list (Don’t forget to send to TSA after you have Released) The BOXI Report Finder will help you identify the best report to use in order to meet your Exam Board need 6

End of Session 2015 Exam Board documentation: Grid Style 7

End of Session 2015 Exam Board documentation: Result Sheets (transcript style) 8

End of Session 2015 Getting the most out of BOXI To make your BOXI use more efficient, consider the following: - Scheduling reports during periods of high usage. - Creating shortcuts to “favourite” reports. - Creating an “exam board” folder for easy access to useful reports. - Running reports through BIRMS. 9

End of Session TOP TIPS Get familiar with the different types of reports you can run Take ownership of your own school data Schedule BOXI reports Create your own reports Add reminders in your Outlook calendar Check you parameters/prompts on your BOXI report

End of Session 2015 Error reports There are a number of Error Reports that can be run that can help you to quickly identify where there are discrepancies in your data. Some examples are: Missing Marks – Students who do not have a mark entered for a registered module Students with no ART in ES02 – Students who do not have an ART in ES02 including the error messages Error Messages in ES02 – List errors that have occurred in the End of Session screen Current Module Recommendation different from Calculated Module Recommendation – Identifies where module recommendations have been manually changed in ME05 Missing ARTs – Students who do not have an ART The BOXI Report Finder and the End of Session Checklist will help you identify the reports you need. 11

End of Session 2015 Error reports The vast majority of errors that you will encounter are easily fixable once they have been identified. Some of the most common errors encountered during End of Session processing are: ARTS won’t calculate due to missing marks and recommendations Solution - Run Missing Marks report Extenuating circumstances/last minute changes to exam board outcomes Solution – Run Final ART Different from Calculated ART report Unresolved errors and problems in ES02 Solution - Run Students with no ART in ES02 and Error Messages in ES02 reports 12

End of Session 2015 Session summary We all know that BOXI can be slow and difficult to navigate, especially at this busy time of year. However, by planning your error checking in advance, and having a clear idea of which reports you need for checking and for producing exam board paperwork, you can streamline this part of End of Session processing. Remember: Data quality at this time of year is of utmost importance! Incorrect data could have far-reaching consequences for the students and for the university. If you ever have any queries, are having difficulties getting a report to run, or would like some advice on which report would suit your needs, please don’t hesitate to get in touch with TSA. 13