Centre Guidance

• Create a single candidate on SOLAR.
   

Follow this process to create a single candidate in SOLAR.

1. Select Setup, then Candidates, and finally Create Candidate.

2. In the Create Candidate – Candidate Details dialogue box, enter the candidate details in the text fields. You must only complete the mandatory fields listed below:

   
   First Name: Enter the candidate first name. 

   Last Name: Enter the candidate surname. 

   Candidate Ref: Enter the candidate SCN (Scottish Candidate Number - this is a nine-digit number and must include leading zeros if applicable). Candidates must be created with a valid SCN. Once created, this field cannot be edited. Failure to enter any data in this field will result in SOLAR automatically assigning a reference number beginning with ‘auto’. Candidates with auto-generated Candidate Refs will be retired, and a new candidate with a valid SCN must be created. 

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

3. Select Continue. 

   

4. In the Create Candidate – Associate Centres dialogue 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 to choose from you can use the search bar to find them.

7. Select Create Candidate.

   
   If the candidate record is created successfully, you will see a green confirmation message stating New Candidate successfully created will appear in the bottom right-hand corner of your screen.

• Create multiple candidates and amend SOLAR records.
• Use the Digital Assessment Services Support form to request a candidate transfer, if required.
   

Follow this process to 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 proceeding, you must check if candidates already exist in SOLAR by following the Find a Candidate Record process.

1. Select Setup, then Candidates, and finally Upload Candidates.

   

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

   

3. Once the CSV file has downloaded, open it if doesn't open automatically. We recommend using spreadsheet software, such as Microsoft Excel to open the CSV file. Important: do not save local copies of the template. You must always download the sample CSV file each time you complete this process. 

4. Use the information in the following list to populate the CSV file. Please note: the CSV file has been pre-formatted as required. You must not alter the column headers, as any modification to the format will result in upload failure to SOLAR.

   Candidate Ref: Enter the candidate SCN (this is a nine-digit number and must include leading zeros if applicable).  

   • Microsoft Excel will automatically remove any leading zeros from SCN numbers. To prevent this, set the formatting for this column to Text. To do this, highlight all cells in the SCN column (excluding the heading), right-click and select Format Cells from the menu, choose Text from the category box and select OK.
   • Candidates must be created with a valid SCN in the Candidate Ref field. Once created, this field cannot be edited. If this field is left blank, SOLAR will automatically assign a reference number beginning with ‘auto’. Any candidates with an auto-generated Candidate Ref will be retired, and a new candidate with a valid SCN must be created. 
   • If a candidate with the same SCN already exists in SOLAR, their record, including Forename, 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 document to your computer. If you are using Microsoft Excel, select File, then Save As, and save the file on your computer. Give the file a recognisable name, such as ‘Monday Computing Class’.  

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

7. Select the subject you want to attach to candidates by checking the checkbox beside the name of the subject. (You can select multiple subjects by selecting multiple checkboxes if required). 

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

9. Select Upload.

   

Once complete, a notification will appear in the bottom right-hand corner of the screen, indicating the status of the uploaded candidates. It will provide specific details about any missing or incorrect information for unsuccessful candidates. If incorrect information has been entered, you will need to re-edit the file for the unsuccessful candidates only and upload it again.

• Amend candidate records.
• Retire a candidate record.

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

1. Select Setup, then Candidates. 

   

2. Enter the candidate’s name or SCN (Scottish Candidate Number - this is a nine-digit number and must include leading zeros if applicable) in the search bar. Ensure you try both options in case the name or SCN has been entered incorrectly. Click the row to select the candidate you want to edit.

   

3. Select Edit to amend the candidate. 

   

4. The Edit Candidate Details dialogue box will appear, allowing the following fields to be edited:

   First Name and Last Name: to amend these fields, manually enter the name.

   Gender: select the gender from the drop-down list.

   Date of birth: to amend the date of birth, use the calendar icon or manually enter a new date.

   Expires: to amend the expiry date, use the calendar icon or manually enter a new date.

   Retired: to retire or un-retire a candidate, select the Retired checkbox. 

   

5. Select Save Changes.

Once complete, a notification will appear in the bottom right-hand corner of the screen confirming that the candidate details have been updated.

This section provides guidance on how to:

• Schedule a test for an individual candidate.
   

Please note : 

• Candidates cannot be scheduled for more than one test at the same time.
• Keycodes can only be used once. If a candidate requires re-assessment after completing a test, a new test must be scheduled.
   

Follow this process to schedule a test for an individual candidate.

1. Select Test Administration, then Schedule.

   

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

   

3. Your centre should be selected in the Centre drop-down menu.

4. Select the subject you want to schedule a test for, either by using the drop-down menu or by entering the subject name into the text field.

5. Select the test you want to schedule, either by using the drop-down menu or by entering the test name into the text field.

   

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

   Please note: 

   • If you select a start date of more than five days from today, the test keycode will not be generated immediately; it will only be generated once the start date is within five days.
   • If the start date is within five days of scheduling, the test will lock, and the keycode will be generated. Keycodes can be accessed from the Invigilate screen. Important: you will have only 30 seconds after scheduling to make any edits before the test locks.
      

7. You have the option to modify the start and end time for the test. However, we recommend leaving it as the default (full day). Candidates will receive the allocated time for their test, regardless of when the test begins. They can only start the test when you provide them with the keycode to access it.

8. Select Next.

   
9. If the test is a project to be completed over time, you will only be given the option to set the start date and the submission date. Select the calendar icons to specify the start and submission dates for the project.
   
   
    
10. Select the candidate(s) for this test by using the checkboxes in the first column. To select multiple candidates, use the shift key while selecting each candidate. You can also select all candidates by using the checkbox in the column header. If there is more than one page of candidates, use the arrow buttons at the bottom of the screen to scroll through them.
     
11. Once you have selected your candidates, select Next.
    
    
     
12. Select the checkbox for Schedule for Invigilate if required. If selected, this locks the test. To unlock the test, an invigilator must manually unlock it in the Invigilate screen.
     
13. Select Next.
    
    
     
14. The Review page provides a summary of the scheduled test, the candidates assigned to it, and the date(s) and time the test is scheduled for. Candidates with additional support needs can be provided with additional time. You must read the Assessment Arrangements section of the SOLAR Centre Operating Guide before providing candidates with additional time. To provide a candidate with additional time select Modify Duration.
    
    
     
15. In the Edit Candidate Exam Duration window, edit the duration as required, up to the maximum duration specified, and select a reason for additional time from the drop-down menu. Select OK. 
    
    
     
16. The Duration column on the Review page will now display the requested additional time. If all the details on the Review page are correct, select Schedule Test.
    
    
     
17. Once the assessment is scheduled, go to the Invigilate a test section to find out how to provide keycodes to candidates and to manage a live assessment.

• Schedule a test for multiple candidates.   
   

Follow this process to schedule tests for more than one candidate. Bulk Scheduling provides a simpler way to manage and assign test times to a high volume of candidates.

1. Select Test Administration, then Schedule.

   

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

   

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

3. Your centre should be selected in the Centre drop-down menu.

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

5. If required, select the Schedule for invigilate checkbox. This locks the test, and an invigilator must manually unlock it in the Invigilate screen.

   

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

   Please note: 

   • If you select a start date more than five days from today, the test keycode will not be generated immediately. It will only be generated once the start date is within five days.

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

7. Leave the PO Number field blank.

8. Select Download Sample CSV.

   

9. Once the CSV file has downloaded, open it if it hasn’t opened automatically. We recommend using spreadsheet software, such as Microsoft Excel, to view the CSV file. 

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

10. Populate the CSV file with the SCNs of the candidates you wish to schedule the test for.

    • The CSV file is pre-formatted  to meet the upload requirements. Do not modify the column headers, as altering the format will result in upload failure to SOLAR. 

    • Microsoft Excel will automatically amend any SCN numbers with leading zeros by removing the zeros. To prevent this, set the SCN column formatting to Text. To do this, highlight all cells in the SCN column (excluding the heading), right-click, select Format Cells, choose Text from the category box, and select OK.

11. Save this document to your computer.

    • If using Microsoft Excel, select File, then Save As, and save the file to your computer with a recognisable name, such as ‘Monday computing class’. Please note: once you have saved the document, do not reopen it before uploading to the Surpass system, as Excel will alter these cells, causing you to lose your edits.

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

13. Select the Register candidates against a Subject if they are not associated checkbox if required. This will automatically associate candidates with the Subject if they are not already linked.

14. Select Schedule Test.

    

15. The Bulk Scheduling dialogue box will indicate that bulk scheduling is in progress and will confirm when it has been completed, noting whether it was successful. If bulk scheduling was unsuccessful, select View Report for details. You will also receive an email from noreply@surpass.com confirming this information.

    

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

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

Follow this process to edit a test that has already been scheduled. Edits can be made up to five days before the test’s start date. You can adjust the test date(s) and add or remove candidates from the scheduled test.

1. Select Test Administration, then Schedule.

   

2. Choose the test you want to change, then select Edit Test.
   
   

3. The candidate, centre name or subject cannot be changed; only the date and time can be edited. Select the calendar or clock icons to change the date, start time, or end time of the test. Select the checkbox next to Multiple day test to amend the test duration, choosing between a single day or multiple days.

   

4. Select Add Candidates to add new candidates to the test. A list of available candidates will be shown. Select the checkbox(es) next to the candidate(s) you want to add, and select Add.

   

5. Select the checkbox(es) next to any candidate(s) you want to remove, then select Remove Candidates. Select OK to confirm.

   

6. Select Save Changes.

   

• Delete a scheduled test.
   

Follow this process to delete a test that has already been scheduled. Tests can be deleted up to five days before their start date. Once a test is within five days of its their start date, it becomes locked and cannot be deleted. In such cases, follow the Invigilate a Test process to void the locked test.

1. Select Test Administration, then Schedule.

   

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

3. Select OK to confirm.

   

• Add additional security for a test.
   

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

1. Select Test Administration, then Invigilate.

   

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

3. The State column displays the status of each test using a symbol. Hover over the symbol to view the status 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. Choose the test you want to invigilate by selecting the checkbox next to its name. To choose multiple tests, select the checkboxes for the relevant assessments.

5. The invigilation options available on the Invigilate screen are as follows:

   • Unlock: this unlocks a test after a candidate has entered their keycode, allowing them to start the test.

   • Pause: this pauses a test. This must only be used in cases of adverse impacts to the assessment,  such as a physical disruption (for example, a fire alarm) or when a candidate has an agreed assessment arrangement (for example, rest periods).

   • Resume: this resumes a paused test.

   • Void: this cancels the test, meaning the candidate will no longer be able to sit the test. You must select a reason for voiding the test from the drop-down menu.

   • Print Invigilation Pack: this allows you to print or save an invigilation pack, which includes an attendance register, invigilation report, and keycode slips (either one keycode per page or multiple keycodes per page).

     

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

   

7. You must provide the keycodes to the candidates to allow them to access their test.

8. Once the assessment is complete, refer to the Mark a Test section for instructions on how to mark the assessment if required, or the View Test Results section to learn how to view the assessment results.

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

Learn how to mark a test in SOLAR, where required. Some tests are fully automatically marked in SOLAR and therefore require no human marking. To find out whether a test requires human marking, access the List of Available Assessments.

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. Choose the test you want to mark and select it to highlight it. 

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. Select Submit Script to submit the script and generate a result. You must ensure that all marking, and any required internal verification is completed before submitting the script. Once a script is submitted you will not be able to make any changes to the marks awarded.
    

14. Once the assessment is marked, 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.