Scheduling a test session in the Schedule (Standard) screen

IMPORTANT: Use the Feedback button on the Schedule (Standard) screen to help us prioritise the continued development of this area of Surpass.

In Surpass, the Schedule screen is where test sessions are arranged for particular candidates on a specific date and time.

This article explains how to use the scheduling wizard to schedule a test session in Surpass.

1. Go to the Schedule (Standard) screen

To view the Schedule screen, go to Test Administration > Schedule.

Select Standard on the Standard / Legacy toggle to view the Schedule (Standard) screen.

NOTE: For more information about the Schedule (Standard) screen, read About the Schedule (Standard) screen.

2. Select Schedule Test

Select Schedule Test to open the scheduling wizard.

3. Select a centre, subject, test, and date

Choose the centre, subject, test, and date in the Centre, Subject, Test & Date step of the Schedule Test Wizard.

Selecting a centre

Choose the Centre that contains the test you want to schedule. You can search for centres based on their names in the text field.

Selecting a subject

Choose the Subject that contains the test you want to schedule. You can search for subjects based on their names in the text field.

NOTE: You can use subject tags to filter subjects if available. For more information, read About Site Settings options.

Selecting a test

The list of available tests in the Test list varies based on the selected subject. Only tests set to Live are available. Choose the test you want to schedule. You can search for tests based on their names in the text field.

Selecting a test form

The list of available test forms in the Test Form list varies based on the selected test. Only valid test forms set to Live are available. Choose the test form you want to schedule or select Automatic selection to choose a test form at random. You can search for test forms based on their names in the text field.

NOTE: Any test forms set up with the Exclude from Random Test Form Selection setting are not available for Automatic selection. For more information on this setting, read 'Test Details' in About test form settings.

IMPORTANT: The Test Form list will not appear if the chosen centre has the Randomise Test Forms setting enabled. For more information, read Creating a centre.

Setting a date range

Choose the Start Date on which the test will be available for candidates.

You can enter a date in the text field in DD/MM/YYYY format, or use the calendar to select a date. Use the Next and Previous arrows to navigate between months.

By default, the scheduling wizard will be set up for a single day test. Select Multiple day test to schedule a test session over numerous days. This adds an additional End Date field. Enter the last day on which the test can be sat.

NOTE: Any dates on which a test form is not available (as defined in Test Creation) cannot be selected as a Start Date or End Date. By default, you can only schedule test sessions six weeks ahead of the current date. This can be changed by editing the Maximum Advance Schedule (Days) setting in Site Settings. For more information, read About Site Settings options.

Setting dates for computer-based projects

Computer-based projects always take place over a number of days, therefore you must set a Start Date and a Submission Date. The Start Date is dependent on the test availability window settings in Test Creation and Maximum Advance Schedule (Days) setting in Site Settings. The Submission Date is set to the final day of the project duration defined in Test Creation.

You can amend the submission date, but this means the whole project duration defined in Test Creation would not be met.

NOTE: Candidates can submit computer-based projects before the submission date. All computer- based projects that have registered responses are automatically submitted on the submission date, taking into account additional time allocated to individual candidates and timezone differences.

Setting a time range

Choose the Start Time and End Time between which candidates can sit the test.

You can enter a time in the text field in HH:MM format, or use the clock () to select a time. Use the arrows to increase () or decrease () the time. Select OK to apply the time.

Select Next to proceed.

4. Choose candidates

Choose the candidates that will be sitting the test in this session in the Candidates step of the Schedule Test Wizard.

Select candidates using the checkboxes. Use Shift to select multiple candidates. You can also select all candidates using the checkbox in the column header.

If the list of candidates extends over multiple pages, use Next and Previous to navigate between pages.

Select Next to proceed.

IMPORTANT: Candidates might be unavailable for scheduling if they are already scheduled for the same test, if they have taken all available test forms and restrictions on test form recycling and/or resits apply, or if they have already taken the test and not enough time has elapsed before being allowed to resit.

TIP: If you want to schedule a candidate in the Schedule (Standard) screen that is not registered at the selected centre to sit the test, you can do this using bulk schedule. For more information about bulk schedule, read Using Bulk Schedule.

Searching for candidates

You can search for candidates by Candidate ref. or Last Name.

Sorting candidates

Columns in the Candidates grid can be sorted to re-order the list of candidates.

Fixing columns in the Candidates grid

Columns in the Candidates grid can be fixed in place.

Resizing columns in the Candidates grid

Columns in the Candidate grid can be resized.

5. Set up Delivery and Administration options

Choose how the test is to be delivered to candidates in the Delivery & Administration step of the Schedule Test Wizard.

Configuring delivery settings

If the test’s Delivery Options setting is set to Either in Test Creation, you can select Deliver different tests to candidates. If the test form has dynamic sections, the rules are run as many times as needed to create a unique test form for each candidate.

For more information about the Delivery Options setting, read ‘Advanced Test Delivery Options’ in About test settings.

Selecting the test driver language

Language determines the default language of the test driver’s interfaces, menus, and navigation options. Select a language in the menu. For a full list of available test driver languages, read About Surpass test languages.

NOTE: If Allow Language Override is cleared on the selected test, you are unable to change the Language setting when scheduling. For more information, read 'Test Interface Options' in About test settings.

Scheduling for invigilation

If the test has not been set up to require invigilation, you can select Schedule for Invigilate to enforce invigilation locks on the test. Whether candidates need a PIN to enter the test or require manual unlocking depends on whether the test-level setting Auto Create PIN has been enabled or cleared, respectively.

NOTE: If Requires Invigilation is enabled on the selected test, you cannot clear Schedule for Invigilate when scheduling. For more information, read 'Test Delivery Options' in About test settings.

Choosing user associations

If Enable User Associations has been enabled on the selected test, you must choose a specific user to be the designated marker and moderator.

Entering a Purchase Order Number

If the Purchase Order for Scheduling site setting is enabled, you must enter a valid Purchase Order Number before you can schedule your tests. For more information, read ‘Test Settings’ in About Site Settings options.

6. Confirm test session details

The Review step of the Schedule Test Wizard displays a summary of the chosen test and start/end dates and times. All candidates that will be scheduled for this test session are listed in the Candidates grid along with their reasonable adjustments status (Reasonable Adjustments allowed).

If all details are correct, select Schedule Test to schedule the test.

Editing candidate duration

NOTE: If the test-level Enable strict control for Reasonable Adjustments setting is enabled, only candidates with reasonable adjustments applied can be given extra time, but only by users with the Add extra time to tests with strict control for reasonable adjustments permission.

To edit a candidate’s allocated time on the test, select them in the Candidates grid and select Modify Duration.

Enter a Duration to add additional time to the candidate’s test. You must select a reason in the Reason for Additional Time menu.

Information	Description
Candidate	Displays the name of the candidate.
Candidate ref.	Displays the candidate’s unique reference code.
Standard Duration	Displays the original test duration set for the candidate.
Pre-registered Additional Time	If the candidate has reasonable adjustments applied, displays the additional time already assigned to the candidate. NOTE: The default extra duration value is defined in the test form’s settings, unless a custom reasonable adjustments value has been applied to the candidate in Setup. The maximum amount of time that can be given is also defined in the test form’s settings. For more information on reasonable adjustments, read Setting up reasonable adjustments for candidates.
Break Time	Displays the time allowed for a break during the exam.
Duration	Enter a length of time (in minutes) to give the candidate extra time. For candidates with reasonable adjustments, the default duration value is defined in the test form’s settings, unless a custom reasonable adjustments value has been applied to the candidate in Setup.
Maximum Duration	Displays the maximum extra time the candidate now has, which is limited by the maximum value defined in the test form’s settings.
Reason for Additional Time	Select your reason for editing the candidate’s allotted time.