Frequently Asked Questions

General

What is E-Moderation?

E-Moderation is a suite of applications developed by CCEA to modernise the collection of controlled assessment/coursework marks and in some subjects online submission of samples for moderation.

Why has E-Moderation been introduced?

E-Moderation has been introduced to modernise the process of providing controlled assessment/coursework marks and samples for moderation to CCEA.

E-Moderation:

  • removes the need to complete the following paperwork as the information is provided online:
    • individual hardcopy candidate record sheets
    • TAC1 OMRs
    • TAC2 Internal Standardisation form
  • reduces the risk of totalling errors within Candidate Record Sheets as the marks are totalled automatically via the online system;
  • provides quicker access to information and reduces the number of queries for Exams Officers to deal with;
  • includes validation and provides a report of any outstanding actions;
  • provides the facility for some subjects to submit samples online for moderation.

What subjects are involved in E-Moderation?

The eCandidate Record Sheet application is mandatory for the following:

  • GCE Applied Business (Units 1, 2, 5, 6, 8, 9, 10 & 11)
  • GCE Applied ICT (Units 1, 3, 4, 5, 6, 8, 9, 10, 11, 12 & 14)
  • GCE Biology (AS Unit 3 & A2 Unit 3)
  • GCE English Literature (AS Unit 1)
  • GCE Environmental Technology (AS Unit 2 & A2 Unit 2)
  • GCE Health & Social Care (Units 1, 2, 4, 6, 7, 8, 10 & 11)
  • GCE Home Economics (A2 Unit 2)
  • GCE ICT (AS Unit 2 & A2 Unit 2)
  • GCE Journalism (AS Unit 2 & A2 Unit 2)
  • GCE Moving Image Arts (AS Unit 1 & A2 Unit 1)
  • GCE Performing Arts (AS Unit 1 & A2 Unit 2)
  • GCE Software Systems (AS Unit 2 & A2 Unit 2)
  • GCE Sports Science (AS Unit 1 & A2 Unit 1)
  • GCSE Agriculture & Land Use (Unit 3)
  • GCSE Applied Business (Component 1)
  • GCSE Applied ICT (Units 2 & 3)
  • GCSE Biology (Unit 3)
  • GCSE Business & Communication Systems (Unit 3)
  • GCSE Business Studies (Unit 2/ Component 2)
  • GCSE Chemistry (Unit 3)
  • GCSE Child Development (Units 3 & 4)
  • GCSE Construction (Unit 3)
  • GCSE Engineering (Unit 1)
  • GCSE English Language (Unit 4)
  • GCSE English (Unit 4)
  • GCSE English Literature (Unit 3)
  • GCSE French: (Unit 1)
  • GCSE Gaeilge (Components 1, 2, 4 & 5)
  • GCSE Geography (Unit 3)
  • GCSE German: (Unit 1)
  • GCSE Health & Social Care (Units 1 & 3)
  • GCSE History (Unit 3 – legacy; Unit 3 - new)
  • GCSE Home Economics (Units 2 and 3)
  • GCSE Hospitality (Unit 3)
  • GCSE ICT (Units 1 & 2)
  • GCSE Irish: (Unit 1)
  • GCSE Journalism (Units 2 & 3)
  • GCSE Languages (speaking tests) (Unit 1)
  • GCSE Learning for Life and Work (Units 1 & 2)
  • GCSE Leisure & Tourism (Units 2, 3 & 4)
  • GCSE Manufacturing (Unit 1)
  • GCSE Motor Vehicle and Road User Studies (Unit 2)
  • GCSE Moving Image Arts (Units 1 & 2 – legacy; Components 2 & 3 – new)
  • GCSE Physics (Unit 3)
  • GCSE Science: Double Award (Unit 7)
  • GCSE Science: Single Award (Unit 4)
  • GCSE Spanish: (Unit 1)
  • GCSE Technology and Design (Unit 4)

The ePortfolio application is mandatory for the following:

  • GCSE French: (Unit 1) - recorded task only
  • GCSE German: (Unit 1) - recorded task only
  • GCSE Irish: (Unit 1) - recorded task only
  • GCSE Spanish: (Unit 1) - recorded task only
  • GCSE Gaeilge: Components 1 and 2

Why are some subjects mandatory?

CCEA has been running the E-Moderation pilot since 2006. The roll-out of E-Moderation across subjects will be a phased approach and will eventually be mandatory for all.

When will E-Moderation be rolled out across all subjects?

CCEA wants to be absolutely sure that the E-Moderation applications are meeting the needs of all users. No additional subjects are being rolled out in Summer 2015, with the intention that E-Moderation across all product based units will be in place for Summer 2016. Should there be any change to this plan this will be communicated to centres as promptly as possible.

How do I get registered for a subject?

The Exams Officer in your centre has the facility via the centralised login to register you for the eCandidate Record Sheet for mandatory units. Once you are registered you will receive a username and password via email from EO Admin.

Can the Exams Officer re-set my password?

Yes. The Exams Officer can re-set users passwords by:

  1. Logging into Central Login.
  2. Clicking 'User Management' tab.
  3. Clicking 'Edit User' (beside name of user)
  4. Selecting 'Reset Password' at the bottom of the screen.

What should I do if I forget my login details?

If you previously logged into the application and set a security question and answer you can use the 'Forgot Password?' button on the login screen. You must enter the correct email address used to register you.

If you never logged into the application ask your Exams Officer to re-set your password. You will receive an email providing new login details.

eCandidate Record Sheets (eCRS)

Who can register to use eCRS?

Multiple teachers or an individual teacher can be registered for a specific unit to complete the eCRS.

Do all registered teachers have the same access?

No. When multiple teachers are registered for the same unit, one of the teachers must be identified as the 'lead teacher'. The 'lead teacher' will have additional facilities to make the final submission of marks.

When can I register?

Once you have agreed within your department who will be registered as the 'lead teacher' / 'teacher' you can get registered.

How do I register?

Contact the Exams Officer in your centre. The Exams Officer can register you via the CCEA Central Login application. Once registered, you will receive an email with your login details.

Where do I login and how?

Use the 'Login Here' button on the E-Moderation microsite. Enter your login details and select the eCandidate Record Sheet application.

Do I have to wait until the entries are on with CCEA before I start recording marks?

No. There is a facility to upload a pre-entry list of candidates, so you can begin recording marks for assignments as soon as they are available during the course. Marks must be recorded in the series you intend submitting work for moderation. Completing the process can only take place after the actual entries have been made with CCEA by the Exams Officer.

Why do I get an error message when I try to download the template or marksheet?

Your internet setting may need updated. Try the following:

  • Open Internet Explorer
  • Go to Tools > Internet Options
  • Click on the 'Advanced Tab'
  • Scroll down to 'Security'
  • De-select 'Do not save encrypted pages to disk' (this should be set to off in the default Internet Explorer setting)
  • Click 'OK'
  • Try and Download again

Do I have to complete the comments box on the eCandidate Record Sheet?

Completing the comments box on the eCandidate Record Sheets varies from subject to subject.

Comments are compulsory for:

  • GCE Moving Image Arts (AS & A2)
  • GCSE Business Studies (Unit 2)
  • GCSE Engineering (Unit 1)
  • GCSE Geography (Unit 3)
  • GCSE History (Unit 3)
  • GCSE Home Economics (Unit 2 – Practical) Comments can either be completed online via the eCRS or by using the hardcopy eCandidate Record Sheet comments form.
  • GCSE Learning for Life and Work (Units 1 and 2)
  • GCSE Manufacturing (Unit 1)
  • GCSE Motor Vehicle and Road User Studies (Unit 2)
  • GCSE Moving Image Arts (Units 1 & 2)
  • GCSE Technology and Design (Unit 4)

Comments are not required for:

  • GCSE Languages/Gaeilge speaking tests.

Optional:

  • The provision of comments for all other subjects using eCandidate Record Sheets is optional, ie comments are only required when the teacher feels a communication to the moderator is necessary to explain why the mark has been awarded.

What is the teacher code?

The teacher code is a short unique reference to identify each teacher who has marked the controlled assessment (eg teacher's initials).

What are teacher codes used for?

Teacher codes are used to link candidates with the teacher who marked the controlled assessment. This information will also be used when confirming Internal Standardisation has been carried out.

Who sets up the teacher codes?

All registered users for the unit have access to 'manage teacher codes'. The 'teacher' or the 'lead teacher' can set up all the codes or they can be set up individually by each teacher.

How do I find my teacher code?

If your teacher code has already been set up you can view this in the 'manage teacher codes'. If your teacher code has not been set up you can add your name and a short unique reference (eg your initials) in the 'manage teacher codes'.

Can I change the marks if I make a mistake or a change is required?

Yes. Marks can be changed as necessary up until the closing date for the submission of marks.

What is the DEADLINE for recording marks?

The deadline for submission of online marks for each series can be viewed under the Key Dates menu option. Please note that marks must be submitted no later than 5.00 pm on the given date. The process can be completed and submitted by the 'lead teacher' before this date.

How do I record marks for candidates from other centres within a consortium?

The candidate details will appear on your eCRS screen providing the JCQ consortium arrangements form has been submitted to CCEA by 31 January and the candidate has been entered by the Exams Officer from the candidate's own centre.

Marks can be recorded for centres in a consortium prior to entries being made, as long as the consortium has been registered with CCEA. Once a consortium has been registered, the lead centre can manually add candidates from the other centres and record marks for them.

Who will complete the process / submit marks?

Only the registered 'lead teacher' can make the final submission, which will include confirming Internal Standardisation and Authentication has been completed. The 'lead teacher' will have additional tabs available to complete the process.

How can I make the final submission if the entry information is different to the eCRS screen?

If the candidate is:

  • still entered with CCEA but has not provided work for assessment: Record the candidate as 'Absent'.
  • no longer entered with CCEA and their details are still on the eCRS screen: If work has been provided, check with the Exams Officer why the entry has been removed, and either delete the candidate details from the eCRS screen or if appropriate, arrange for the candidate to be re-entered.
  • not entered with CCEA but has provided work for assessment: Arrange with the Exams Officer to enter the candidate. When the entry is on CCEA's system the eCRS screen will be updated the following day or you can update the screen on the same day by clicking 'Import entries from CCEA'.

How will I know if I have completed the process successfully?

Lead teachers will receive a printable on-screen message and an email confirming successful submission.

Are there any changes to the process for sending samples?

There are minor changes for the submission of samples for subjects using eCRS only. These are:

  • Do not send (hardcopy/printed) Candidate Record Sheets with samples.
  • Do label each sample provided for moderation with:
    • centre number;
    • candidate number;
    • total mark; and
    • place samples in rank order

For GCSE Languages and GCSE Gaeilge speaking tests the samples are submitted using the ePortfolio application.

ePortfolio

What is ePortfolio?

ePortfolio is an online application used to upload samples to CCEA for moderation. Currently ePortfolio is only available for GCSE Languages and GCSE Gaeilge speaking tests.

Who uses ePortfolio?

Only 'Lead teachers' registered for GCSE Languages and GCSE Gaeilge will have access to the ePortfolio application.

Is there a maximum file size that can be uploaded?

Yes. The maximum file size that can be uploaded on the ePortfolio application is 10MB.

How can I keep recordings below the maximum file size?

When preparing to record your students you should set your recorder to the lowest recording setting that gives you the clarity needed to clearly hear and understand what your student is saying. The reduction in recording levels will help the recording stay within the recorded file-size limits permitted by CCEA, which is 10MB.

To ensure your MP3 recording is below 10MB and can be uploaded onto the ePortfolio application you should carry out some test recordings. Before testing you should have reduced the recording level of your MP3 recorder to the lowest practicable level (see your MP3 recorder handbook for advice on reducing recording levels).

Start your recording and let it run for approximately 6 minutes (the longest any CA recording should reach)

Stop the recording

Name and save the recording

Open the folder in which the file is saved

Using your (computer) mouse, right-click the recording and scroll to the ‘Properties’ tab

The size of the file will be given

If the file size is above 10MB you will need to reduce your recording levels on your MP3 (see your MP3 recorder handbook for advice on reducing recording levels).

Do I have to upload the recordings for all candidates?

No. Only a sample of the recordings will be required for moderation. The ePortfolio application will identify the candidates in the sample. You will also have to identify and upload the recordings of the candidates with the top mark and the bottom mark for the recorded task.

How will I know if I have completed the process successfully?

Lead teachers will receive a printable on-screen message and an email confirming successful submission.