Minute


Minute is a module of Ensemble that can be purchased on a license. It manages Exam application process; from pupils applying for Exams to sending out results to applicants.


Each of your choices in Ensemble when setting up an Exam changes the information that you are requesting from your applicants. To be able to set up an Exam, you first need to have created a Service Type with a Category of Exam.


Throughout this chapter you will find out how to create and maintain Exams once they are live and applicants are applying. The chapter is split into several parts due to the tab system that Ensemble employs.



Set Up Section


Part One - Detail Tab

Part Two - Instructions Tab



Maintenance Section


Part Three - Catalogue Tab

Part Four - Applicants Tab



Set Up Section

Part One - Detail Tab


The first tab that requires information from you to set up an Exam, is the Detail Tab. Upon first adding a new Exam Record, you will see the following:


 



The below table sets out all of the information required to create an Exam:


Data Required

Explanation

Exam Session

Required - this is the name of the Exam Record. This is seen by applicants when they are applying for an Exam.

Exam Session Code

Your Exam Session Codes are auto-generated by Ensemble.

Service Type

Select a Service Type. To see more on Service Types, please navigate to the Service Type guide via the help website.


You need a Service Type set up with an Exam Category for you to create and Exam Record.

Start Date

Start Date is the date on which the Exams begin.

End Date

End Date is the date on which the Exams finish.

Activity Section

If an Exam Session needs to be limited to an Activity Section, check the box and select the correct Activity Section from the drop-down menu.


To see more information about Activity Sections, please navigate to the Settings guide via help website.

Activity Level

If an Exam Session needs to be limited to an Activity Level, check the box and select the correct Activity Level from the drop-down menu.


To see more information about Activity Levels, please navigate to the Settings guide via the help website.

Cost

If the Exam has a cost, enter it in this box for the applicant to see when they apply.


Issues arose at the conference where they wanted to be able to have different costs for different levels of exams, different subjects and whether they needed an accompanist or had booked their own.

Ledger Code

Select the correct Ledger Code for the Audition from the drop-down menu.

Exam Session Status

Exam Session Status is either Live or Pending.


Live means that the Exam is live online and taking applications.


Pending means that the Exam is not yet live and ready to be accepting applications.

Exam Board

Select the correct Exam Board for the Exam from the drop-down menu.


This will pull through the available Grades and Costs associated.

VAT Code

Select the correct VAT Code for the Audition from the drop-down menu.

Additional Information Form

If you have created an Additional Information Form to attach to this Exam, check the box and select the correct Form.


To see more information about Additional Information Forms, please navigate to the Settings guide via the help website.

Open Date

Open Date is the date from when an applicant can apply to the Exam from.

Close Date

Close Date is the date from which applicants can no longer apply to the Exam.

Request Subject

If you wish for the applicants to tell you which Subject they are being examined in, check this box. This will pull through the list of Subjects from your settings menu.


To see more information about Subjects, please navigate to the Settings guide via the help website.

Request Grade

To ask the applicant to tell you which exam they want to take, check this box.


To see more information about Exam Grades, please navigate to the Settings guide via the help website.

Request Time Slot

If you wish for applicants to request particular time slots, check this box.


To see more information about Time Slots and how to set them, please navigate to the Not Ready Yet

Request Unavailable Dates

If you wish for applicants to tell you when they are unavailable throughout the Exam Session, check this box.

Request Teacher Permission

If you wish your teachers to approve whether a pupil is ready for the upcoming Exam, check this box.

Request Prerequisite

You can ask applicants to answer a prerequisite question on their application for this Exam.


Once you have filled in all the above information, the Detail Tab is completed.




Part Two - Instructions Tab


The second tab that requires information from you set up an Exam, is the Instructions Tab.


Instructions are used to tell successful applicants about details of their upcoming Exam. You might use instructions to tell parents about parking at the venue, where to wait or sign in or any other relevant information to Applicants and Parents.


You can either copy and paste instructions into the text box or type them in instead:



Once you have entered all of the Details and Instructions, you can then save the Exam Record.




Maintenance Section

Part Three - Catalogue Tab


Description Tab

Minimum Requirements Tab

Audience Tab




Part Four - Applicants Tab