1

End of Session 2015

Welcome to Part Three Pre-Exam Board

Preparation Using BOXI

2

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?

3

End of Session 2015

Processing Schedule

4

End of Session 2015

1) 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 BOARD8) Post-Board Exam Board

changes in BIRMS

9) Release marks from BIRMS

5

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.

6

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

7

End of Session 2015

Exam Board documentation: Grid Style

8

End of Session 2015

Exam Board documentation: Result Sheets (transcript style)

9

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.

10

End of Session 2015

TOP TIPS

Get familiar with the different types of reports you can runTake ownership of your own school dataSchedule BOXI reportsCreate your own reportsAdd reminders in your Outlook calendarCheck you parameters/prompts on your BOXI report

11

End of Session 2015

Error reportsThere 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 messagesError Messages in ES02 – List errors that have occurred in the End of Session screenCurrent Module Recommendation different from Calculated Module Recommendation – Identifies where module recommendations have been manually changed in ME05Missing 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.

12

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 outcomesSolution – Run Final ART Different from Calculated ART report

Unresolved errors and problems in ES02Solution - Run Students with no ART in ES02 and Error Messages in ES02 reports

13

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.