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Business Training Services
Version 0.6
Schools Portal How To Guide
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Contents Introduction ................................................................................................................ 2
What is the Schools Portal? .................................................................................... 2
How to use this guide .............................................................................................. 2
Log in to the Schools Portal ....................................................................................... 3
Schools Portal Home page ......................................................................................... 5
Main Menu Bar ........................................................................................................ 6
Exams Board registration timelines ......................................................................... 7
Schools Portal how to guide.................................................................................... 7
Register candidates quick button ............................................................................ 7
Register candidates via an excel spreadsheet upload ............................................... 8
Select Exam Session .............................................................................................. 8
Download Candidate Exam Spreadsheet ............................................................. 10
Complete Candidate Exam Spreadsheet .............................................................. 11
Upload Candidate Exam Spreadsheet .................................................................. 13
Accept Terms & Conditions ................................................................................... 14
No errors or candidate duplications in the Candidate Exam Spreadsheet ............ 15
Errors or candidate duplications in the Candidate Exam Spreadsheet ................. 16
View uploaded excel spreadsheets .......................................................................... 18
Run the Uploaded Files report .............................................................................. 18
Filtering the Uploaded Files report ........................................................................ 20
View candidate exam details from the Uploaded Files report ............................... 21
Register an individual candidate .............................................................................. 23
Send a link for a candidate to register themselves for an exam via the Schools Candidate Registration site ...................................................................................... 27
View candidate registrations .................................................................................... 29
Run the Registration report ................................................................................... 29
Filtering the Registration report ............................................................................. 31
View candidate exam details and candidate profiles from the Registration report 32
Generate PDF of the Registrations report ............................................................. 35
Cancel a candidate exam ......................................................................................... 38
View candidate group fee collection balances that Preparation Centres owe British Council and subsequent payments .......................................................................... 40
Run the Accounting and Payment History reports ................................................ 40
View how Preparation Centres can pay for exams in your country .......................... 42
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Introduction This guide explains how Preparation Centres can register candidates for CIE and Edexcel School exams via British Council’s new Schools Portal. If you have any questions, please contact your local British Council Exams department.
What is the Schools Portal?
The new Schools Portal will enable Preparation Centres to:
View Exam Board registration timelines
Register candidates in bulk via an excel spreadsheet upload
Register an individual candidate
Send a link for a candidate to register themselves for an exam via the Schools Candidate Registration site
View candidate registrations
View successfully uploaded excel spreadsheets
View registered candidates via the Schools Portal along with their payment status
View how candidates can pay for exams in your country
Reset Schools Portal password The Schools Portal is sometimes also referred to as a B2B system. This basically means information being passed between two Businesses (Preparation Centres and British Council) via a system.
How to use this guide
This guide is broken down into separate sections, as detailed in the Table of Contents on page 1.
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Log in to the Schools Portal You will receive an email with a link to log in to the Schools Portal for the very first time. Follow instructions contained in the email to verify your user details and create a new password. It is recommended that you use Google Chrome to access the Schools Portal. To log in to the Schools Portal, click on this link: https://schoolexamsportal.britishcouncil.org/ You will be directed to the Schools Portal Launch page (example shown below).
Click on the button.
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You will be directed to the Schools Portal Log In page (example shown below).
Enter your email address and password then click on the button.
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Schools Portal Home page You will be directed to the Schools Portal Home page (example shown below).
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Main Menu Bar The Schools Portal Main Menu Bar appears on the top of every page (example shown below).
It shows the date and time that you logged in to the Schools Portal. There is a drop-down list for you to select the Preparation Centre that you represent. There is a drop-down list for you to select current Sessions, specific Sessions or all Sessions.
It contains a link to of the Schools Portal. It shows which country version of the Schools Portal you are in.
It contains the Home icon to return to the Schools Portal Home page at any time. It also contains four tabs. Their functions are explained below:
Tab Function
Candidate Registrations View candidates registered via the Schools Portal
Register candidates in bulk via an excel spreadsheet upload
Register an individual candidate
Send a link for a candidate to register themselves via the Schools Candidate site
Uploaded Files
View successfully uploaded excel spreadsheets
Accounting
View registered candidates via the Schools Portal along with their payment status
How to pay View country information on how to pay
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Exams Board registration timelines The Schools Portal Home page also contains Exam Board registration timelines (example shown below for CIE).
It shows the registration window open date, the registration closing date, the late stage 1 registration closing date and the late stage 2 registration closing date. It also indicates which stage you are currently in.
Schools Portal how to guide
You can download a Schools Portal how to guide via the button.
Register candidates quick button
There is also a quick button so you can start registering candidates in bulk via an excel file upload immediately.
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Register candidates via an excel spreadsheet upload Select Exam Session Click on the Candidate Registrations tab, select Register Candidates from the drop-down list and select By Uploading Excel File from the expanded-list. You will be directed to the Register Candidates Select Exam Session page (shown below).
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Enter Exam Board and Session data in the following fields:
Field Entry
Exam Board Select CIE or Edexcel from the drop-down list
Session
The Session will appear based on the Session selected in the Main Menu Bar
Preparation Centre
The Preparation Centre will appear based on Preparation Centre selected in the Main Menu Bar
District
Select District where exam will be taken from the drop-down list
Click on the button.
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Download Candidate Exam Spreadsheet You will be directed to the Register Candidates Select File page (example shown below).
Click on the link. The Candidate Exam Spreadsheet will download in the download menu bar at the bottom of the screen.
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Complete Candidate Exam Spreadsheet Open the Candidate Exam Spreadsheet in the Data Entry sheet (example shown below).
Along each row, enter candidate and exam data in each column as explained below (those marked with * are mandatory):
Column Content
First Name * Enter candidate’s first name
Last Name *
Enter candidate’s last name
Date of Birth *
Enter candidate’s date of birth in the format DD/MM/YYYY
Gender *
Select candidate’s gender from the drop-down list
Candidate Number
Enter candidate’s Candidate Number
Mobile Phone Number *
Enter candidate’s mobile telephone number
ID Type *
Select candidate’s form of ID from the drop-down list
ID Number * Enter candidate’s ID Number
ID Expiry Date * Enter candidate’s ID expiry date in the format DD/MM/YYYY
UCI Enter candidate’s Unique Candidate Identifier if they have taken previous exams with this Exams Board
Column Content
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Special Arrangements * Select Y (for yes) from the drop-down list if the candidate requires additional support to access the test centre, understand questions or provide answers. Select N (for no) from the drop-down list if the candidate requires no additional support to access the test centre, understand questions or provide answers.
Option Code (repeat in additional columns for as many exams as required)
Enter the Exam Option Code from the Option Codes sheet
Subject Name (repeat in additional columns for as many exams as required)
The Subject Name will appear based on selected the Exam Option Code
Retake (repeat in additional columns for as many exams as required)
Select Y (for yes) from the drop-down list if this is an exam retake. Select N (for no) from the drop-down list if this is not an exam retake.
Most Recent Previous Candidate Number
Enter the candidate’s previous Candidate Number if this is a retake
Most Recent Previous Centre Number
Enter the candidate’s previous Exam Centre Number if this is a retake
Most Recent Previous Session
Select the candidate’s previous Exam Session from the drop-down list if this is a retake
Group Award Select ICE from the drop-down list if the candidate is part of the ICE group award. Select ADIP from the drop-down list if the candidate is part of the ADIP group award. Select None from the drop-down list if the candidate is not part of a group award.
Save the Candidate Exam Spreadsheet with an appropriate name and save to an appropriate secure folder.
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Upload Candidate Exam Spreadsheet Return to the Register Candidates Select File page (example shown below).
Drag the Candidate Exam Spreadsheet onto the Upload icon . The Exam Candidate Spreadsheet will appear as a selected file where the Upload icon was previously (example shown below).
Click on the button.
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Accept Terms & Conditions You will be directed to the Register Candidates Terms & Conditions page (example shown below).
Click in the box alongside the I accept Terms & Conditions so a tick appears,
and click on the button.
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No errors or candidate duplications in the Candidate Exam Spreadsheet If there were no errors or candidate duplications detected during validation of the Candidate Exam Spreadsheet, you will be directed to the Uploaded Files page (example shown below).
Columns in the Uploaded Files table are explained below:
Column Content
File Candidate Exam Spreadsheet name
Session Session
Import Date Date and time Candidate Exam Spreadsheet was uploaded into the Schools Portal
Status Approved for Candidate Exam Spreadsheets that have been approved by British Council in the Schools Admin system. Pending for Candidate Exam Spreadsheets that were successfully uploaded to the Schools Portal, but have not been Approved in Not Valid for Candidate Exam Spreadsheets that could not be uploaded to the Schools Portal because they contained errors or candidate duplications.
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Errors or candidate duplications in the Candidate Exam Spreadsheet If there are any errors or candidate duplications detected during validation of the Candidate Exam Spreadsheet, you will be held on the Register Candidates Select File page (example shown below).
Messages will appear indicating what the errors are or that a candidate is already registered. In the example above, the error is because no entries were made in the special arrangements column.
Click on the link. The validated Candidate Exam Spreadsheet will download in the download menu bar at the bottom of the screen.
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Open the validated Candidate Exam Spreadsheet in the Data Entry sheet (example shown below).
Errors and candidate duplications will be indicated in column A alongside the candidate row. Correct all errors and delete all candidate duplications. Save the Candidate Exam Spreadsheet with an appropriate name, different from the previous name, and save to an appropriate secure folder. Upload the corrected Candidate Exam Spreadsheet as before.
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View uploaded excel spreadsheets The Uploaded Files report enables you to view uploaded Candidate Exam Spreadsheets.
Run the Uploaded Files report To access the report, click on the Uploaded Files tab. You will be directed to the Uploaded Files page (example shown below).
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Columns in the Uploaded Files report are explained below:
Column Content
File Candidate Exam Spreadsheet name
Session Session
Import Date Date and time Candidate Exam Spreadsheet was uploaded into the Schools Portal
Status Approved for Candidate Exam Spreadsheets that have been approved by British Council in the Schools Admin system. Pending for Candidate Exam Spreadsheets that were successfully uploaded to the Schools Portal, but have not been Approved in Not Valid for Candidate Exam Spreadsheets that could not be uploaded to the Schools Portal because they contained errors or candidate duplications.
The total number of Candidate Exam Spreadsheets and the range currently displayed on the page, is shown at the bottom-right of the page (example shown below).
The page number you are currently on is in the box at the bottom-left of the page (example shown below).
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To move to a different page, enter the page number in the box.
To move to the next page, click on the arrow icon pointing to the right .
To move back a page, click on the arrow icon pointing to the left . To move back to the first page, click on the arrow with a line icon pointing to the
left . To move to the very last page, click on the arrow with a line icon pointing to the
right .
Filtering the Uploaded Files report You can filter data via columns in the Uploaded Files report. To do this, enter your filter word/date in the Filter box below the title of the column. As you type the filter word/date, matching options will appear in a drop-down menu (example shown below).
Click on the filter word/date required.
To cancel the filter word//date via a column, click on the Cross icon to the right of the Filter box.
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View candidate exam details from the Uploaded Files report You can view candidate exam details from the Uploaded Files report. To do this, click on the Candidate Exam Spreadsheet name that you want to view candidate exam details for. You will be directed to the Uploaded Files Candidates page (example shown below).
You can move between pages and filter data via columns as explained earlier in this section. You can expand access additional candidate exam details by clicking on the Expand
icon alongside each candidate (example shown below).
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Candidate exam details are explained below:
Field Content
Candidate Candidate’s full name
Date of Birth Candidate’s Date of Birth
Fee Exam fee
Code Exam Option Code
Syllabus Exam Syllabus
Name Exam name
Amount Exam fee
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Register an individual candidate Click on the Candidate Registrations tab, select Register Candidates from the drop-down list and select By Creating New Candidate from the expanded-list. A B2B Candidate Registration box will appear (example shown below).
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Enter candidate and exam data in the following fields (those marked with * are mandatory):
Field Entry
First Name * Enter candidate’s first name
Last Name *
Enter candidate’s last name
Date of Birth *
Enter candidate’s day and year of birth and select month from the drop-down list
Gender *
Select candidate’s gender by clicking on the Male or Female button
Candidate Number
Enter candidate’s Candidate Number
Mobile Phone Number
Enter candidate’s mobile telephone number
Identification Type *
Select candidate’s form of ID from the drop-down list
Identification Document Number *
Enter candidate’s ID Number
Document does not have an expiry date
If the Identification Document does not have an expiry date, click in the box alongside the Document does not have an expiry date so a tick appears. If the Identification Document does have an expiry date, do not click in the box alongside the Document does not have an expiry date so it remains blank.
ID Expiry Date * If the Identification Document has an expiry date, enter candidate’s day and year of expiry and select month from the drop-down list. If the Identification Document does not have an expiry date, this field will be hidden.
Special Arrangements If the candidate requires additional support to access the test centre, understand questions or provide answers, click on the Yes radio button. If the candidate requires no additional support to access the test centre, understand questions or provide answers, click on the No radio button.
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Field Entry
Previous Candidate Number
Enter the candidate’s previous Candidate Number if this is a retake
Previous Centre Number
Enter the candidate’s previous Exam Centre Number if this is a retake
Previous Session Enter the candidate’s previous Exam if this is a retake
Click on the button. A second B2B Candidate Registration box will appear (example shown below).
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Enter candidate and exam data in the following fields (those marked with * are mandatory):
Field Entry
Awarding Body Select the Awarding Body from the drop-down list.
Qualification Level
Enter the Qualification Level from the drop-down list
Session
The Session will appear based on the Session selected in the Main Menu Bar
Preparation Centre
The Preparation Centre will appear based on Preparation Centre selected in the Main Menu Bar
District Select District where exam will be taken from the drop-down list
Select exam to add Select exam from the drop-down list
UCI Enter candidate’s Unique Candidate Identifier if they have taken previous exams with this Exams Board
Standard, Retake, Carry Forward
If the candidate is taking this exam for the first time, click on the Standard radio button. If this is an exam retake, click on the Retake radio button. If this is an exam carry forward, click on the Carry Forward radio button.
Click on the higher and darker-blue button. Confirmation of the selected exam will appear at the bottom on the box (shown below).
Repeat for as many exams as required in this second B2B Candidate Registration box.
Click on the lower and lighter-blue button.
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Send a link for a candidate to register themselves for an exam via the Schools Candidate Registration site Click on the Candidate Registration tab, select Register Candidates from the drop-down list and select By Generating Email Link from the expanded-list. You will be directed to the Get School Email Link for B2C page (example shown below).
In the Email box, enter the email addresses of the candidates who you want to register themselves via the Schools Candidate registration site. It is essential that you leave a blank space between each email address.
Click on the button.
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The candidate will receive an email (example shown below) containing a link to direct them to the Schools Candidate Registration site to register themselves.
Note that although the candidate will register themselves for an exam, the registration will report as being generated from the Schools Portal.
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View candidate registrations The Registration report enables you to view all candidate registrations made via the Schools Portal.
Run the Registration report To access the report, click on the Candidate Registration tab and select View Candidates from the drop-down list. You will be directed to the Registrations report (example shown below).
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Columns in the Registrations report are explained below:
Column Content
Name Candidate’s first name
Surname Candidate’s last name
Date of Birth Candidate’s date of birth
Total Fee Amount Candidate’s exam fee
Awaiting Refund 0 if there are no exam refunds due to this candidate. Not 0 to indicate the number of exam refunds due to this candidate.
The total number of candidate and the range currently displayed on the page, is shown at the bottom-right of the page (example shown below).
The page number you are currently on has a blue line above it and is shown at the bottom-left of the page (example shown below).
To move to a different page, click on the relevant page number.
To move to the next page, click on the arrow icon pointing to the right .
To move back a page, click on the arrow icon pointing to the left . To move back to the first page, click on the arrow with a line icon pointing to the
left . To move to the very last page, click on the arrow with a line icon pointing to the
right .
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Filtering the Registration report You can filter the whole Registration report by Awarding Body. To do this, click in the Awarding Body field and select Edexcel or CIE from the drop-down list. If you have filtered the Registration report by Awarding Body, you can then also filter the whole report by Qualification Level. To do this, click in the Qualification Level field and select A-Level, AS-Level, GCE, IGCSE or O- Level. You can also filter data via columns in the Registration report. To do this, enter your filter word/number/date in the Filter box below the title of the column. As you type the filter word/number/date, matching options will appear in a drop-down menu (example shown below).
Click on the filter word/number/date required.
To cancel the filter word/number/date via a column, click on the Cross icon to the right of the Filter box.
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View candidate exam details and candidate profiles from the Registration report You can view candidate exam details and candidate profiles from the Registration report. To do this, click on the first name or last name of the candidate you want to view exams details or profile for. You will be directed to the Exam Registrations page in the Registrations tab (example shown below).
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The Registrations tab shows candidate exam details as explained below:
Field Content
Reference Number Candidate’s British Council reference number
Exam Exam name
Session Session
Level Qualification level
Code Exam Option Code
Board Awarding Body
District District where exam will be taken
Price Exam fee
Status Paid means exam fee is paid. Unpaid means exam fee is unpaid.
Group Award button Clcik on the Group Award button to view whether candidate is part of a group award
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The Candidate Profile tab shows the candidate’s profile (example shown below).
Each field in the Candidate Profile tab is explained below:
Field Content
First Name Candidate’s first name
Last name Candidate’s last name
Date of Birth Candidate’s Date of Birth
Gender Candidate’s gender
Mobile Candidate’s mobile telephone number
UCI CIE Candidate’s Unique Candidate Identifier if they have taken previous exams with CIE
UCI Edexcel Candidate’s Unique Candidate Identifier if they have taken previous exams with Edexcel
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Generate PDF of the Registrations report You can generate a PDF of the Registration report. Note any filtering of the Registration report will be captured in the report.
To do this, click on the button. The PDF of the Registrations report will download in the download menu bar at the bottom of the screen. Open the PDF of the Registrations report. The first page will be a header page (example shown below).
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Each field on the header page is explained below:
Field Content
Preparation Centre Preparation Centre name
Date Today’s date (date PDF of Registration report run)
Total Fee Total of exam fees for the Session selected in the Main Menu Bar
Number of Candidates
Total number of candidates
Number of exam cancellations
Total number of exam cancellations
The following pages will contain candidate exam details (example shown below).
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Each field on the following pages is explained below:
Field Content
Candidate Name Candidate’s full name
Candidate Fee Exam fee
Awarding Body Awarding Body
Level
Qualification level
Subject
Exam name
Option Code Exam Option Code
Fee Exam fee
Cancel Y if this is an exam refund. N if this is not an exam refund.
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Cancel a candidate exam A candidate exam is cancelled from the Registrations tab in the Exam Registrations page via the Registration report (example shown below).
Access the Registration tab in the Exam Registrations page for the candidate you want to cancel the exam for, as explained in the View candidate registrations section.
Click on the button.
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You will be directed to the Exam Cancellation page (example shown below).
Enter exam cancellation data in the following fields (those marked with * are mandatory):
Field Entry
Cancellation Reason * Select the reason for exam cancellation from the drop-down list
Cancellation Info
Enter additional exam cancellation information if required
Cancellation Date
Today’s date will appear (being the date of exam cancellation)
Cancelled By
Your name will appear (being the person cancelling the exam)
Click on the button.
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View candidate group fee collection balances that Preparation Centres owe British Council and subsequent payments The Accounting report enables you to view candidate group fee collection balances that Preparation Centres owe British Council. The Payment History report enables you to view subsequent payments of those candidate group fee collections balances that Preparation Centres owe British Council.
Run the Accounting and Payment History reports To access the reports, click on the Accounting tab. You will be directed to the Accounting and Payment History reports (example shown below).
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Columns in the Accounting report are explained below:
Column Content
Awarding Body Awarding Body
Session Session
Total Balance
Total fee collected by Preparation Centre
Total Candidates Total number of candidates registered by Preparation Centre
Columns in the Payments History report are explained below:
Column Content
Status Unpaid if Preparation Centre is yet to pay British Council. Paid if Preparation Centre has paid British Council. Refunded if Preparation Centre paid British Council in error and British Council has refunded payment. Cancelled if Preparation Centre does not owe British Council payment.
Transaction Reference Payment reference
Payment Method
Payment method
Fee Total fee collected by Preparation Centre
Balance
Balance owed by Preparation Centre to British Council
Date
Date payment due, made, refunded or cancelled
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View how Preparation Centres can pay for exams in your country The How To Pay page explains how Preparation Centres can pay for exams in your country. Click on the How To Pay tab (shown below). You will directed to the How To Pay page (example shown below).
