Centres can track which members of Exam day staff (managed in Centre Management > Exam day staff) are allocated to each component/venue through the staff allocation function.
The process below for managing staff allocation is identical for both the written and the speaking components; however, slots/sittings must be configured to the speaking component before staff can be allocated. This is not the case for the written components where only venues need to be configured.
Allocating staff:
1. Select the component from the ‘Components & Venues’ section on the left of the timetabling dashboard
2. Select the venue to which you wish to allocate staff. For the speaking component, ensure that the selected venue is configured to the desired date.
3. Click Allocate > Staff > Manually allocate staff
Speaking component only: where more than one sitting has been configured to a venue on a particular date, an additional ‘Choose Sitting’ window will appear where you must select the sitting to which you wish to allocate your staff.
4. If applicable (see above), tick the checkbox next the sitting to which you wish to allocate staff and click OK
The ‘[component] Exam day staff allocation’ will open. All available staff members will be listed in the ‘Unallocated staff’ table (on the left) and assigned the role Supervisor or Invigilator. There must be a Supervisor present for each exam. Invigilators cannot be allocated until at least one Supervisor has been allocated.
5. Tick the checkbox(s) next to the Supervisor(s) you wish to allocate
6. Click the Allocate staff (right arrow) button
The Supervisor will now be listed in the ‘Allocated staff’ table (on the right) and automatically assigned the role ‘Designated supervisor’. This role can be assigned to a different Supervisor if you have more than one allocated.
7. Tick the checkbox(s) next to the Invigilators(s) you wish to allocate
8. Click the Allocate staff (right arrow)button
All selected Invigilators will now be allocated along with the Supervisor(s).
NB: You must allocate enough Invigilators to ensure you have an Invigilator: Venue capacity ratio of 1:25. E.g. if you have two rooms configured to a venue, each with a capacity of 45, you would need to ensure you had enough Invigilators for 90 candidates, i.e. at least four.
9. Click Save