Support for Exams Officers on how to enter students for exams, including information on resits, key dates, entry systems and basedata.
You can’t enter your students for our exams unless we’ve approved your centre. Make sure you become an OxfordAQA school before you start teaching a course.
Students can take OxfordAQA exams without attending your school. This would be known as a private candidate. Private candidates may also enter for examined only units via the British Council. Please contact your local British Council office (external link) for details.
Centres may accept private candidates for examined units only with the prior agreement of OxfordAQA. If you are an approved OxfordAQA centre and wish to accept private candidates, please contact OxfordAQA at: [email protected]
When to make entries
You can view opening and deadline dates on our Dates and Timetables page.
Our Exams Update newsletter will also let you know when entries are open. It’s important that you don’t miss the dates. If you do, you’ll be charged an extra fee.
You can use either Electronic Data Interchange (EDI) or Centre Services to make entries for all qualifications. For help, you can access training on Learning Space.
Centre Services is a secure area where OxfordAQA customers log in to gain access to a number of examination services.
To make entries on Centre Services, you will first need to register as your centre’s main administrator, then log in using your account credentials. If you need any support, contact [email protected].
The following services available to centre administrators are:
- administration – to manage staff account access
- access to teaching resources, forms and non-secure materials
- secure key materials – secure ‘padlocked’ exam material, only available to the centre administrator
- access arrangements / special consideration
- centre mark submission – find out more on our NEA page
- teacher online standardisation (T-OLS) for subjects with controlled assessment and non-exam assessment (NEA)
- administrator tools
- post results services
- Enhanced Results Analysis (ERA)
You can also view our video guide – how to make entries in Centre Services.
Electronic Data Interchange (EDI) is the process of setting up your school or college’s management information system (MIS) so that it can send and receive your entries in the right format.
We provide you with a ‘basedata’ file for a series – this is a file that contains all the information you need to make entries for each student, and details about the specification such as timetable and fees. You can import basedata straight into your MIS.
You can then set up and use A2C Transport Application (external link) and send us the entry data. Use A2C’s Frequently Asked Questions (FAQ) (external link) to help you. The A2C Data Exchange Project is led by the Joint Council for Qualifications (JCQ) and services UK based awarding organisations.
Use our Information you need to submit student entries page to help you.
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- BY22 – November 2022 exam series – International GCSE only
- 1X23 – January 2023 exam series – International AS and A-level
- 6X23 – May/June 2023 exam series – International AS and A-level
- 6Y23 – May/June 2023 exam series – International GCSE
Useful resources for making entries
- Making an entry flowchart (PDF) – a handy guide to the entries process
- Information you need to submit student entries (previously called Entry Fields) – help with the information needed to complete entry submission
- Entry codes book (PDF) – contains the entry codes, information and restrictions
- Top tips on getting your exam entries right first time
Whether you submitted through EDI or Centre Services, you can use Centre Services to see and check your entries. This will allow you to see the total number of students entered for each entry code.
You can also:
- print or save lists of all students and their entries for a series, subject, option, component
- print attendance records
- print or save any entry query reports and check your entry and amendment submissions
Visit our Check, change and withdraw entries page for more information.
Ahead of every series, we ask you to give us an early estimate of the number of students you’ll be entering for exams.
Estimated entries are completely provisional and do not commit your school in any way – they simply help us ensure we dispatch enough exam materials to you in time for the busiest exam period. We also use estimated entries to assign examiners or moderators to your school, where needed.
How to submit estimated entries
Download our How to submit estimated entries guide (PDF).
You must submit estimated entries using Centre Services. Entries from the previous year can be re-used as a starting point. You don’t need to tell us about minor adjustments to estimated entries after you’ve submitted them.
Before you begin you will need to know which OxfordAQA subjects are being taught in your school, as well as the numbers of students who may sit exams in each International GCSE subject, or International AS/A-level unit. The Entry codes booklet can help you.
Invoicing and how to pay
Visit our How to pay your invoice page to find out more about our invoicing process.
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