Centre Guidance

• Create a single candidate on SOLAR.
   

Follow these steps to create a single candidate in SOLAR.

1. Go to Setup, then select Candidates, and choose Create Candidate.

2. In the Create Candidate – Candidate Details box, enter the candidate details. Complete only the mandatory fields listed below:

   
   First Name: Enter the candidate's first name. 

   Last Name: Enter the candidate's surname. 

   Candidate Ref: Enter the candidate SCN (Scottish Candidate Number). This is a nine-digit number and must include leading zeros. Candidates must have a valid SCN. Once created, this field can't be edited. If you leave this blank, SOLAR will automatically assign a reference number starting with ‘auto’. These auto-generated records will be retired, and you'll need to create a new candidate with a valid SCN. 

   Date of Birth: Use the calendar icon to select the candidate's date of birth.

3. Select Continue. 

   

4. In the Create Candidate – Associate Centres box, select your centre to attach the candidate. 

5. Select Continue.

   

6. Select the checkbox next to the subject(s) you want to attach to the candidate(s). If your centre has many subjects use the search bar to find them.

7. Select Create Candidate.

   
   If the candidate record is created successfully, a green confirmation message will appear in the bottom right of your screen: New Candidate successfully created.

• Create multiple candidates
• Amend SOLAR records
• Use the Digital Assessment Services Support form to request a candidate transfer.
   

You can import up to 1,500 candidates into SOLAR at the one time. During this process, any details for candidates which already exist in SOLAR will be overwritten. Before you start, check if candidates already exist in SOLAR by following the Find a Candidate Record process.

Follow these steps to create multiple candidates in SOLAR.

1. Go to Setup, then select Candidates, and choose Upload Candidates.

   

2. In the Upload Candidates box, select Download Sample CSV. 

   

3. When the CSV file downloads, open it (if doesn't open automatically) using spreadsheet software, such as Microsoft Excel. Important: Always download a fresh sample CSV file each time you complete this process. Do not save local copies of the template. 

4. Use the information below to complete the CSV file. Please note: the CSV file is pre-formatted as required. Do not change the column headers - any changes to the format will cause the upload to fail.

   Candidate Ref: Enter the candidate SCN (Scottish Candidate Number). This is a nine-digit number and must include leading zeros.  

   • Microsoft Excel will automatically remove any leading zeros from SCN numbers. To prevent this, set the column format to Text. To do this: highlight all cells in the SCN column (excluding the header), right-click and select Format Cells, choose Text, and select OK.
   • Candidates must have a valid SCN in the Candidate Ref field. Once created, this field can't be edited. If left blank, SOLAR will automatically assign a reference number starting with ‘auto’. These auto-generated records will be retired, and you'll need to create a new candidate with a valid SCN. 
   • If a candidate with the same SCN already exists in SOLAR, their record (including first name, surname, and date of birth) will be overwritten during the upload.
      

   Forename: Enter candidate first name.

   Surname: Enter candidate surname.

   Date of Birth: Enter the candidate date of birth.

5. Save the file to your computer. If you're using Microsoft Excel, select File, then Save As, and give the file a recognisable name, such as ‘Monday Computing Class’.  

6. Return to SOLAR and the Upload Candidates box. Your centre should be selected by default unless you have access to more than one centre.

7. Select the subject(s) you want to attach to candidates by checking the box next to each subject name. You can select multiple subjects if needed. 

8. Select Browse in the Upload Candidates box, choose the file you saved, and select Open.

9. Select Upload.

   

When the upload is complete, a notification will appear at the bottom right of your screen. It will confirm the status of the upload and highlight any missing or incorrect information for unsuccessful candidates. If there are errors, update the file for those candidates only and upload it again.

• Amend candidate records
• Retire or un-retire a candidate record.

Important: if a candidate's SCN was entered incorrectly, it can't be changed.

• If tests have not been scheduled, you can delete the record and create a new one.
• If the candidate has completed tests, the record must remain so you can view the restults. Create a new record for any future tests.

Follow these steps to edit candidates, including changing the expiry date and retiring or un-retiring candidates.

1. Go to Setup, then select Candidates. 

   

2. Enter the candidate’s name or SCN (Scottish Candidate Number) in the search box. This is a nine-digit number and must include leading zeros. Try both options in case the name or SCN was entered incorrectly. Select the row for the candidate you want to edit.

   

3. Select Edit. 

   

4. In the Edit Candidate Details box, enter the candidate details in these fields:

   First Name and Last Name: Type the new name.

   Gender: Choose from the drop-down list.

   Date of birth: Use the calendar icon or type the new date.

   Expires: Use the calendar icon or type the new expiry date.

   Retired: Tick or untick the Retired checkbox to retire or un-retire the candidate. 

5. 

6. Select Save Changes.

When the update is complete, a confirmation message will appear at the bottom right of your screen.

This section explains how to:

• Schedule a test for an individual candidate.
   

Important: 

• Candidates can't be scheduled for more than one test at the same time.
• Keycodes can only be used once. Keycodes are required for candidates to access a test and will be generated automatically once the test has been scheduled. If a candidate needs to take the test again, you must schedule a new test.
   

Follow these steps to schedule a test for an individual candidate.

1. Go to Test Administration, then select Schedule.

   

2. Select Schedule Test at the bottom of your screen to open the Schedule Test Wizard box.

   

3. Choose your centre from the Centre drop-down menu.

4. Select the subject you want to schedule, either from the drop-down menu or by typing the subject name.

5. Select the test you want to schedule, either from the drop-down menu or by typing the test name.

   

6. Use the calendar icons to set the start and end dates. You can schedule the test for a single day or choose the multiple day test option to set a date range of up to 30 days. The test has a set duration and should be completed in one sitting.

   Please note: 

   • If the start date is more than five days away, the keycode will not be generated immediately. It will be generated when the start date is within five days.
   • If the start date is within five days, the test will lock, and the keycode will be generated. Keycodes can be accessed from the Invigilate screen. Important: you only have 30 seconds after scheduling to make edits before the test locks.
      
7. You can change the start and end times but, we recommend leaving the default (full day). Candidates will receive the full allocated time, regardless of when they start. They can only begin when you provide the keycode.

   
   Please note:

   If you select multiple days and change the times, the test will only be available during those times each day. For example, a test scheduled from 13:00 to 17:00 over two days will only be available during those hours on both days.

8. Select Next.

   
9. If the test is a project, you'll only set the start date and submission date. Use the calendar icons to choose these dates.
   
   
    
10. Select the candidate(s) using the checkboxes in the first column. To select multiple candidates, hold Shift while selecting each candidate. To select all candidates on the page, use the checkbox in the column header. Note: 'select all' applies only to the current page. Use the arrows at the bottom of your screen to move through the pages.
     
11. When you've selected your candidates, select Next.
    
    
     
12. If required, choose the Invigilation option by ticking the Schedule for Invigilate checkbox. This locks the test and requires an invigilator to unlock it in the Invigilate screen.
     
13. Select Next.
    
    
     
14. The Review page shows a summary of the scheduled test, including the candidates assigned to it and the scheduled date(s) and time, so you can check everything is correct before confirming. Candidates with additional support needs can be given extra time. You must read the Assessment Arrangements section of the SOLAR Centre Operating Guide before going this. To allocate extra time, select the test and then Modify Duration.
    
    
     
15. In the Edit Candidate Exam Duration window, adjust the time as needed. (You can't exceed the maximum duration). Choose a reason from the drop-down menu, and then select OK. 
    
    
     
16. The Duration column on the Review page will now show the extra time. If everything is correct, select Schedule Test.
    
    
     
17. Once scheduled, go to the Invigilate a test section for guidance on providing keycodes to candidates and managing the live assessment.

• Schedule a test for multiple candidates.   
   

Bulk Scheduling makes it easier to manage and assign test times for a large number of candidates.

Follow these steps to schedule tests for more than one candidate. 

1. Go toTest Administration, then select Schedule.

   

2. Select Bulk Schedule at the top of your screen.

   

   In the Bulk Schedule box, under the Single Centre tab, complete the following.

3. Choose your centre from the Centre drop-down menu.

4. Select the Subject and Test from the drop-down menus. (The filter shows all subjects and tests linked to your centre). 

5. If needed, tick the Schedule for invigilate checkbox. This locks the test and requires an invigilator to unlock it in the Invigilate screen.

   

6. Use the calendar icon to set the start and end dates. You can schedule the test for a single day or select the multiple day test option for a date range of up to 30 days. The test has a set duration and should be completed in one sitting.

   Please note: 

   • If the start date more than five days away, the keycode will not be generated immediately. It will be generated when the start date is within five days.

   • If the start date is within five days, the test will lock and the keycode will be generated. Keycodes can be accessed from the Invigilate screen. Important: you only have 30 seconds after scheduling to make edits before the test locks.

7. Leave the PO Number field blank.

8. Select Download Sample CSV.

   

9. When the CSV file downloads, open it using spreadsheet software, such as Microsoft Excel. 

   • Always download a fresh sample CSV file each time you complete this process. Do not save local copies of the template. 

10. Add the SCNs of the candidates you want to schedule the test for.

    • The CSV file is pre-formatted  for upload. Do not change the column headers - any changes will cause the upload to fail. 

    • Microsoft Excel will automatically remove leading zeros from SCNs. To prevent this, set the SCN column format to Text: highlight all cells in the SCN column (excluding the header), right-click and select Format Cells, choose Text, and select OK.

11. Save this file to your computer.

    • If using Microsoft Excel, select File, then Save As, and give the file a recognisable name, such as ‘Monday computing class’. Important: Do not reopen the file before uploading, as Excel will alter the formatting and remove your edits.

12. Return to SOLAR. In the Bulk Scheduling box, select Browse, choose the file you saved and select Open.

13. If needed, tick the Register candidates against a Subject if they are not associated checkbox. This will automatically link candidates to the subject if they are not already linked.

14. Select Schedule Test.

    

15. The Bulk Scheduling box will show progress and confirm when scheduling is complete. If it fails, select View Report for details. You'll also receive an email from noreply@surpass.com confirming this information.

    

16. Once the assessment is scheduled, go to the Invigilate a Test section for guidance on providing keycodes and managing the live assessment.

• Edit a test date and time.
• ​Add or remove candidates from a test. 
   

You can edit a scheduled test up to five days before its start date. Edits allow you to adjust the test date(s) and add or remove candidates.

Follow these steps to edit a test that has already been scheduled. 

1. Go to Test Administration, then select Schedule.

   

2. You'll see the list of scheduled assessments. Choose the one you want to edit, then select Edit Test.
   
   

3. You can't change the candidate, centre name, or subject - only the date and time. Use the calendar or clock icons to change the date, start time, or end time. To amend the duration, tick the Multiple day test checkbox and choose between a single day or multiple days.

   

4. To add candidates, select Add Candidates. A list of available candidates will appear. Tick the checkbox next to each candidate you want to add, then select Add.

   

5. To remove candidates, tick the checkbox next to each candidate you want to remove, then select Remove Candidates. Select OK to confirm.

   

6. Select Save Changes.

   

• Delete a scheduled test.
   

You can delete a scheduled test up to five days before its start date. If the test is locked, you must follow the Invigilate a Test process to void it.

Follow these steps to delete a test that has already been scheduled. 

1. Go toTest Administration, then select Schedule.

   

2. Choose the test you want to delete and select Delete Test.

3. Select OK to confirm.

   

This section explains how to:

• Add additional security for a test.
   

When scheduling a test, you can add an extra level of security by enabling invigilation. This locks the test once the candidate enters their keycode. The lock must be released by the centre on the delivery date in the Test Administration section.

Follow these steps to invigilate a test.

1. Go to Test Administration, then select Invigilate.

   

2. Scheduled tests appear in the Invigilate screen five days before the start date. At this point, the test is locked and a keycode is generated. Keycodes are unique to each candidate and test.

3. The State column shows the status of each test using a symbol. Hover over the symbol to view its description. The symbols are as follows:

   Ready: the test is ready to be taken.

   Locked for Invigilator: the candidate has entered their keycode and is awaiting the invigilator to unlock the test.

   In Progress: the candidate is currently taking a test.

   Paused: the test has been paused.

   User disconnected: the candidate has been disconnected from the test.

   Finished: the candidate has completed their test successfully.

   Voided: the test has been voided.

   

4. Select the checkbox next to the test you want to invigilate. To select multiple tests, tick the checkboxes for each one.

5. The invigilation options available are:

   • Unlock: Unlocks a test after a candidate enters their keycode, allowing them to start.

   • Pause: Pauses a test. Use this only in cases of disruption or when a candidate has an agreed assessment arrangement (for example, rest breaks).

   • Resume: Resumes a paused test.

   • Void: Cancels the test so the candidate can't sit the test. You must select a reason for voiding from the drop-down menu.

   • Print Invigilation Pack: Prints or saves an invigilation pack, including an attendance register, invigilation report, and keycode slips (one per page or multiple per page).

     

6. Select the checkboxes or radio buttons to add or remove information, then select Finish.

   

7. Provide the keycodes to candidates so they can access their test.

8. Once the assessment is complete, refer to Mark a Test for marking guidance or View Test Results to see the results.

• Assign and submit marks.
• Review marking instructions.
• Add comments to candidate responses. 
   

Learn how to mark a test in SOLAR, where required.

SOLAR assessments may be:

• Fully automatically marked
• Partially automatically marked and partially human-marked
• Fully human-marked 
   

To find out whether a test requires human marking, refer to the List of Available Assessments.

Any assessment that is partially or fully human-marked must be marked by the centre in a timely manner. We recommend that all assessments are marked, internally verified, and released within 60 days of completion. Centres should implement regular checks on SOLAR to ensure that any outstanding scripts are marked and verified promptly.  

Please note that SOLAR will automatically void any human-marked assessments not submitted within 180 days. After this period, the assessment can no longer be accessed or marked, and candidates will not receive a result. 

1. Select Test Administration, then Mark.
   

2. If required, you can sort or filter the tests to find the test you want to mark. Select a column heading to sort by that column. Select the arrow on the left-hand side of the screen to access the filters.
   

3. Select the test you want to mark - the line will highlight once selected.

4. Select Mark Script at the bottom of the screen to start marking.
   

5. Use the arrow icons to navigate through questions. A test may have a mixture of automatically marked and human marked questions. Where this is the case, select Next to Mark to move to the next question that requires human marking.
   

6. Access the marking instructions by selecting Download Mark Scheme at the bottom of the screen.
   

7. To add comments to the candidates’ responses, select Marker Comments at the bottom of the screen.
   

8. To add annotations to a candidate’s response, select the annotations icon on the right-hand side of the screen. Choose an annotation from the annotation toolbar, then select where on the candidate’s response you want to place the annotation. A highlighter tool, tick, comments box, eraser and other symbols are available.
   

9. If the notepad tool has been provided to candidates in a question, for example, to provide working, select the notepad icon in the candidate’s response to access it. Note that annotations cannot be added to the notepad.

10. To mark a question, select the Mark box and enter the mark you intend to award, up to the maximum allowed. As you continue marking, the progress indicator will adjust accordingly, reaching 100% once all questions have been marked.
    

11. Select Assign Mark once you have completed marking the question.
    

12. Select X (the cross) to save and close the script.

13. When all marking is complete, select Submit Script at the bottom of the screen to submit the script. Once a script has been submitted, you will not be able to make any changes to the marks awarded.
    

14. Once the assessment is marked, it will automatically move into the Moderate tab, where internal verifiers can access, review, and release it. refer to View Test Results in the Results, reporting and candidate breakdown section to find out how to see the results of the assessment.

• View candidate results and reports.

View Test Results

This section explains how to view test results in SOLAR.

1. Select Test Administration, then Results.
   

   The Results screen includes the following columns:

   Completed: the date on which the candidate submitted their script

   Centre Name: the name of the centre

   Subject: the name of the subject

   Test Name: the name of the test

   First name: the candidate’s first name

   Last name: the candidate’s last name

   Candidate ref: the candidate’s SCN

   Result: the result achieved by the candidate

   Mark: the numerical mark achieved by the candidate

   Percent: the percentage score achieved by the candidate.

   Keycode: the keycode the candidate used to enter the test.

   To filter the Completed column, select the calendar icon to choose specific dates. 
   

   

   You can reset to the default view at any time by selecting Reset Filters.
   

2. Select a row to choose a test. Once a test is selected, you can access the report options located in the bottom-right hand side of your screen. You can select more than one row; however, some options are unavailable when multiple rows are selected. 
   

3. When you select any of these options, a window opens over the Results screen. Select the cross in the top right-hand corner to close the window and return to the Results screen.
   
   View Responses: displays the selected candidate’s script in read-only mode, showing their responses, the marks assigned, and any marker's comments. Only available when a single candidate is selected. This option is only available when a single candidate is selected.
   
   Candidate Report: displays the selected candidate’s results, including a summary, breakdown, and a detailed report. This option is only available when a single candidate is selected.
   
   Summary: displays an overview of the selected candidates, including test date and results. This option is available for both single and multiple candidates.
   
   Candidate Breakdown: displays a breakdown of the number of correct answers per learning outcome for the selected candidates. This option is available for both single and multiple candidates. Selecting multiple candidates allows you to compare performance across different candidate cohorts, classes, or years.
   Test Breakdown: displays the number of correctly answered questions in each test. This option is available for both single and multiple candidates are selected. You may wish to select multiple candidates to compare performance across different candidate cohorts, classes, or years. 
   Results Slip: shows whether the candidate has achieved or not achieved the test, along with details such as the subject name, the centre name and address where the test was administered, and the candidate’s results as a percentage. This option is available for both single and multiple candidates.

• Schedule a candidate review. 
   

A candidate review may be used to go through a test with a candidate, to review their performance and identify areas where further learning may be required.

1. Select Test Administration, then Candidate Review.
   

   The Candidate Review screen contains the following columns:

   Date: the date on which the review session is scheduled to take place

   Time: the time window during which the review session will take place

   Passcode: the six-digit passcode required to access the candidate review session

   Centre: the name of the centre at which the candidate review session will take place

   Test: the name of the test that is being reviewed

   No. of Candidates: the total number of candidates scheduled for the review session

   Name: the candidate’s name

   Candidate Ref: the candidate’s SCN (Scottish Candidate Number - this is a nine-digit number and must include leading zeros if applicable)

   Keycode: the keycode the candidate used to enter the test

   Completed Date: the date on which the candidate submitted their script

2. Select Schedule Review.
   

3. In the Schedule Candidate Review dialogue box, the default Completed Date range is the last 30 days. To adjust this range, use the calendar icons to select specific dates for when the test was completed, up to a maximum of 30 days. If you know the exact date, uncheck the Date Range checkbox and select a specific date.
   

4. Using the dropdown menus, select the Subject, Test, and Test Form. The Test Form may be preselected. Then select the arrow at the top.
   

5. Select Continue to schedule all available candidates for the candidate review or choose Select individual candidates to specify which candidates you want to include.
   

6. If you select individual candidates, use the checkboxes to select them. A search box is available if required.
   

7. Select the arrow to continue.
   

8. The system will automatically generate a six-digit passcode. Select the calendar icon to choose the date for the candidate review. To schedule the review over multiple days, select the Multiple day checkbox and select the start and end dates. To schedule a specific time, select the start and end times. If required, select the checkboxes for Display Feedback by Learning Outcome screen or Enable marker comments and annotations.
   

9. Select either Schedule Review or Schedule Review and Print Keycodes.

   • Schedule Review schedules the candidate review and adds it to the list on the Candidate Review page, displaying details such as the passcode and keycodes.

   • Schedule Review and Print Keycodes: schedules the candidate review and opens a new, printable window.

     

10. The Candidate Review screen displays all scheduled candidate reviews. A calendar filter is available to change the date range, and a subject filter is available to choose a specific subject. 

11. Select a row to highlight a Candidate Review. The following actions are available in the menu at the top:

    Print: opens a new, printable window with candidate review details
    
    Edit: allows you to edit the candidates or settings for the candidate review
    
    Review History: allows you to review a history of changes made to the candidate review
    
    Delete: allows you to delete a candidate review

    

12. If you require a summary of a candidate script, you can select the Additional Candidate Information icon located at the top right-hand side of the screen.