Often, students are asked to take an Exam to assess their skill progress and learning advancements. Xperios manages these Exams for you and guides pupils through the examination preparation process.

To add Exams, select the Tuition icon followed by Exam Sessions. Then click on the plus icon to add a new record. 

Your screen should now look like the example below.

The Exam Session field should be filled with the details of the Exam being taken.

The Exam Session Code field should be filled with an automatically generated identification number for the Exam. This can be edited by typing a new code in the correct field. 

Then select the Academic Year when the Exam takes place. This will be a drop-down list of academic years you have set up.

Start Date and End Date should include when the exam period will begin and end. These dates can be chosen using the calendar icon beside this field. Often, an examiner will be invited into an institution for a set number of days. Within this time frame, the pupil will be examined. 

The Exam Session Status can be “Live” or “Pending”. A “Live” exam is one which pupils are currently able to book onto. A “Pending” status means that the Exam is yet to available for bookings. Either the “Live” or “Pending” tick box should be selected to indicate this.

Open Date and Close Date refer to the time window a pupil has to book onto an exam.

The Exam Board refers to the board of examination which will be examining pupils. Different exam boards for this drop-down list can be created under Settings. Found on page 51.

Request Multiple Grades allows you to set the exam to be open for more then one grade. If selected a new tab will appear where you can select all available grades and the cost for those grades.

Exam Board Grade appears if you don't select multiple grades and it allows you to select the grade for the exam.

The Fee field should be filled with the price of the examination. This only appears on the detailed screen if multiple grades is not selected as its the cost for the one grade selected.

You can then select to Offer Accompanist and with you you can also add a cost for the accompanist.

Request Subject refers to the subject or instrument on which the pupil wishes to be examined.

Your Service Type should have been created before adding an Exam to the Xperios system. Then, the correct Exams Service Type should be selected from the drop-down box options.

The Activity Section breaks down exams into different sections. You can set these up in settings.

Activity Level will appear as an option if the activity section is ticked.

Ledger Code is used for the financial tracking of certain departments within an organisation. For example, in a music school, each lesson type might have a different Ledger Code. Therefore, the corresponding Ledger Code for this Exam should be included here.

If you are using VATCode, you will select from the VAT codes that you have set up.

The Additional Information drop-down list can be created under Settings, followed by Forms. This allows the Additional Information options to be tailored to your organisation’s needs. Information on how to do this can be found on page 26.

Request Time Slots opens a new tab where you can set up all time slots that are available for the exam.

Request Unavailable Dates allows the pupil booking the Exam to stipulate times and dates of unavailability so that the organisation can book them an Exam around these periods.

Request Teacher Permission ensures that the teacher has permitted the Exam to go forward as they are under the belief that the pupil is ready to undertake the Exam.Request Prerequisite allows you to ask the pupil a question to verify their skill level and suitability for the Exam. For example, a prerequisite might ask: “Have you completed your theory examination?”. In reference to this example, “Request Prerequisite Date” might ask when the pupil’s theory examination was taken.

Editing an Exam

To Edit an Exam, go to Exams and click on the one you want to edit. In the left-hand corner you will find the Edit Record icon. Selecting this will open a window like the add record view, however, it should also include the fields you filled in previously, when creating the Exam.

When you Edit your record, the back arrow will appear. This allows you to Undo Edit Changes. The back arrow will not work after you have saved the record as your new changes will have replaced your previous save.

Once you have finished adding or editing your Exam select the Save button in the left-hand corner. Note: this will not appear until you have added or edited at least one piece of information.