Scheduling: Information setting.
After you’ve provided the initial information and setup the new schedule, Cirrus will take you through the steps to enable you to schedule your assessment.
The first tab 'Information' for naming, timing / deadline and more
- Schedule Title - here you can still amend your schedule name. Tip: make your schedule title unique or easily recognisable by including information on timing / location or group. This will make it a lot easier to find later on when marking or looking for results.
- External ID - [optional - might not be visible for your organisation] is the unique identifier for the schedule. If filled out it was added via your organisations integration with other booking systems for example. You can manually enter it or override this if you know what you are doing only.
- Hierarchy - select the hierarchy level you want to associate with this schedule. This allows users who have hierarchy checked on their profile
- to do Marking Coordination or to
- to access reports on this assessment later on.
- Note that Schedulers only see a list of hierarchies they have access to.
- This has no influence on which candidates can take this assessment - that is set on the Candidates tab when scheduling.
- Setting a schedule window or time-frame in which the assessment can be taken by your candidates:
- Schedule opens – the start of the window during which he assessment can be started by candidates.
- Schedule deadline – the end of the window during which the assessment can be started by candidates. This deadline is final - see below.
- Please note: this schedule window or schedule timeframe is different from the maximum time allowed for each attempt which is the duration of the assessment (!) as is determined by the author of the assessment. The schedule deadline is always leading.
Note: this time zone changes with daylight saving time. On 1 January timezone for Amsterdam is GMT +1, on July 1st this is GMT+2. This also means that , when clicking on the GMT +1 for a schedule starting on Jan 1st, the screen will show GMT+2 - as the window comes with the current timezone settings.
Important tips when scheduling:
It is considered best practice to setup an extended schedule timeframe in which the assessment can be taken. E.g. an assessment from 10-12 am is scheduled from 9:55 to 12:30. This provides flexibility in case an exam needs to be paused for example. When doing this one should consider the procedures at the exam provider or at the location of the assessment delivery.
Remember that the schedule deadline is always leading: the schedule deadline is final. (Not even Cirrus can change it).
When a candidate starts an 120 minute exam 60 minutes before the schedule deadline, he will only have 60 minutes to complete the exam!
When the deadline is in 70 minutes, the candidate has 60 minutes and the invigilator gives 30 minutes extra time, the deadline is still final: the candidate will only get 70 minutes. In other words in these cases the candidates timer will count down towards the schedule deadline.
The maximum time between when a schedule opens and its deadline is 2 years.
Step 2: the options tab of a schedule [optional]
Depending how the assessment was setup by its author(s) the scheduler can have read only access to view the options for the schedule. These option include things such as the Number of attempts allowed, Max time allowed for each attempt (minutes), the default extra Time for candidates with particular needs and so on.
These settings also show the so called candidate experience which determines what results will be visible (or not) after completing the exam, but also in which order questions will be shown (random or not) etc. See our article on '2. The Options panel of an Assessment'.
Step 3: Adding candidates to your schedule
On the tab 'Candidates' you can add your candidates. Read all about his in our article 'Scheduling: adding Candidates and Invigilators to your schedule'.
Step 4: Adding invigilators / Proctors to your schedule
On the tab 'Invigilators ' (British English settings) you can add your candidates. Read all about adding candidates in our article 'Scheduling: adding Candidates and Invigilators to your schedule'.
Please note: this tab under Scheduling is called 'Proctors' if you are using American English setting - see our article on Regional Settings.
Step 5: activating your schedule
Click 'Schedule'-button in the top right corner can be used when you've gone through all the steps on information setting, viewing options (if allowed), adding candidates and invigilator (when applicable):
The 'Schedule'-button which only becomes active if you have nothing left on your 'To do' list. Read all about this last step on 'Scheduling: Activating the Schedule so candidates can take their assessment'.