e-Submission

Frequently Asked Questions

1. How do I get a log in for Surpass?

• If you are the centre exams officer please check if you have received an email from noreply@surpass.com. Within the email there is a link to click to finalise the setting up of your account.
• If you cannot locate an email please email your name and centre details to e-assessment@wjec.co.uk and the team will be happy to assist.
  
  

2. I've forgotten my password/my password reset link has expired for Surpass

• To reset your password, please go to https://wjec.surpass.com and click the ‘Can’t access your account?’ link. Please follow the on-screen guidance.
  
  

If you are still unable to login please email your name and centre details to e-assessment@wjec.co.uk and the team will be happy to assist.

3. My keycodes aren’t in Surpass?

• If your query relates to internal assessment, please ensure that marks have been submitted via our Internal Assessment Mark Input System (IAMIS) on Portal and that you have waited two working days.
  
  

Following two working days after the submission of marks, or for keycodes for external assessment, please email your name and centre details along with the problem you are encountering to e-assessment@wjec.co.uk and the team will be happy to assist.

4. I had an error in my initial upload or need a replacement key code

If you need to ask for a replacement keycode (due to errors or omissions with your initial upload), please complete this Microsoft Form. Codes will be created within 48 hours and will be available on Surpass to be accessed by your Centre’s Surpass Account holder (normally your Exams Officer).

5. I am getting an Invalid Keycode error in Surpass

• Please check that the keycode has an ‘R’ in a red circle in the ‘State’ column within Surpass and not a red cross or green tick:

Are you typing the keycode in the correct place? Check that you are using https://wjec.surpass.com/secureassess/htmldelivery

• Ensure that you are entering the keycode correctly, i.e. the correct formatting and not copying and pasting spaces within the keycode.
  
  

If you are still having difficulties, please email your name and centre details along with the problem you are encountering to e-assessment@wjec.co.uk and the team will be happy to assist.

6. How do I print out a list of keycodes?

• When logged into your Surpass account, go to ‘Test Administration’ followed by ‘Invigilate’
  
  

• Use appropriate filters to find relevant candidates
• Tick the required candidates (by using ‘Shift’ or ‘Ctrl’ keys)
• Click ‘Print invigilation Pack’
• Select ‘Attendance Register’
• Click ‘Finish’
  
  

Once the document loads, right-click to either ‘Print’ or ‘Save’

7. My files are too large/don’t match the accepted filetypes

• Please refer to our Centre Guide pages 18-23: Tips and tricks for smaller files
• File types for each subject are listed in the Subject Guide.

• You will need to convert your files to an accepted file type to be able to upload them successfully.

  • For audio files we would suggest using Audacity https://www.audacityteam.org/
  • For video, we would suggest using Handbrake https://handbrake.fr
  • For documents try saving them as PDFs
    
    

8. I have too many files to upload to Surpass

Have you tried saving your files to a zip folder? Zip files can be uploaded for all subjects, even if it does not say so on upload screen. 

9. Who should upload the work to Surpass?

• The username and password for each centre will be issued to the Exams Officer. 
• These details can be passed to anyone appropriate within the centre, and/or Exams Officer can provide keycodes to any staff doing the uploading. 
• Uploads can be completed by anyone who has the keycodes via https://wjec.surpass.com/secureassess/htmldelivery - which doesn’t require a login. 
  
  

10. In Surpass the selected candidate was absent/being withdrawn. Do I have to use the keycode?

Please locate the candidate’s keycode in the ‘Invigilate’ tab and click ‘void’ button at bottom of screen, you can then provide an appropriate reason when prompted.

Surpass - Helpful Links

Surpass Websites

Exams Officers - Surpass System (to access key codes)

Teachers - Surpass Upload Portal (to upload work)

Essential guidance regarding the Surpass process and subject requirements

> E-Submission Process (Surpass) - Centre Guide

> E-Submission Process (Surpass) - Subject Guide

Surpass resources to support centres

> Internal Assessment Checklist

> External Assessment Checklist

Frequently Asked Questions

1. Where do I go to upload work on IAMIS?

Navigate to the screen where you input candidate outcomes for each unit/component entry (Portal > All services > Examinations and Assessment > Internal Assessment/Marks Outcomes).

On the input screen, where candidate marks have been entered and samples generated, navigate to the far right column titled ‘upload’ the cloud icon appears, centres must click the button and upload work for every sample candidate

2. How should files be organised for upload?

To ensure candidate work can successfully be uploaded, centres must ensure that files are prepared in the correct manner (as specified in the E-Submission (IAMIS upload) - Subject Guide in the contents page click designated subject) prior to uploading:

Each subject may have subject specific requirements which include:

• Accepted files types
• The number of files accepted
• Maximum upload sizes

3. We have completed hard copy work as evidence – how do we upload?

Centres should pre-plan and store work electronically where possible.  If hard copy work has been completed then time should be set aside to scan all hard copy work prior to input and submission of outcomes on IAMIS.  Centres should not wait for samples to be generated and then scan work, all work should be readily available for upload if requests are made for further samples to be uploaded.

Centres must ensure when scanning evidence all pages of work, candidate authentication sheets and/or cover sheets are scanned in chronological order and are scanned the correct way round

4. Should certain file types be uploaded?

Although IAMIS upload can accept any file type and size, guidance from subject to subject may differ due to the type of evidence and work that is required for moderation. 

Centres must refer to the E-Submission (IAMIS upload) - Subject Guide (in the contents page click designated subject) for information on expected file types per subject

5. Is there a maximum file size?

No – however larger files will take longer to upload. 

Large files will take time to upload, please upload one file at a time and do not navigate away from the page until the file name displays onscreen. We recommend files uploaded should be below 600MB.

6. How should files be named?

Centres may refer to the E-Submission (IAMIS upload) - Subject Guide (in the contents page click designated subject) for any specific guidance on naming convention per subject.

Centres must ensure files are saved with a naming format that clearly identifies centre number, candidate number/name.

Please note, do not use any ‘special characters’ when saving work.

7. The file will not attach and upload when I click the cloud icon – how can I get the file to upload?

Open the file, Save As, and save as a new file with different name and upload

Or

place the file in zip folder and upload

This should rewrite the file attributes to something that is compatible and allow upload

8. I cannot get my image file to upload – what should I do?

Rather than uploading individual image files, add images to a Word document and use Word to compress the images.

Large files will take time to upload, please upload one file at a time and do not navigate away from the page until the file name displays onscreen. We recommend files uploaded should be below 600MB.

9. I cannot get my sound / video file to upload – what should I do?

These files may take longer to upload per candidate depending on the file size – ensure the progress bar is loading and wait until it reaches 100% before navigating away from the screen.

Large files will take time to upload, please upload one file at a time and do not navigate away from the page until the file name displays onscreen. We recommend files uploaded should be below 600MB.

N.B. If video files are being resized and compressed to enable quicker upload please be aware that video evidence is for moderation purposes only therefore, a reduction in quality from the original is accepted.

10. How do I delete a file I have uploaded incorrectly?

Centres are able to delete files themselves after submission of marks and upload of samples up to the deadline of submission date

On the far right of a file that has been uploaded there is an X that the centre can click to remove the file.

11. I have uploaded a file incorrectly and cannot delete it because the deadline has passed – what should I do?

Once the deadline date for submission of outcomes and samples has passed, centres will no longer be able to delete files that have been uploaded incorrectly.

If a centres whole cohort of files have been uploaded incorrectly (i.e. files that have been uploaded against the wrong subject or unit for all candidates) please email relevant series delivery team to request a file deletion. The request must clearly identify:

• Centre number
• Unit/qualification code/number
• List all files names where deletion is required

If the centre have a small number of files that have been incorrectly uploaded these cannot be deleted. Centres must instead continue to the IAMIS screen and upload an additional file to that candidate and clearly name the file as (NEW/CORRECT VERSION).

12. My moderator has asked me to upload an additional sample and when I navigate to the screen to upload the upload button has disappeared – how do I upload?

The upload button will have disappeared if the submission deadline has passed and 8 weeks have past since the date of submission.

WJEC need to reactivate the upload button.  Please email relevant series delivery team to request a file deletion. The request must clearly identify:

• Centre number
• Unit /qualification code / number

13. A moderator has contacted me to ask for a second sample but I cannot see which candidates they would like us to upload – what should I do?

The moderator should have clearly identified the second sample via the IAMIS screens, therefore, when centres navigate to the unit/component screen they should see any additional candidates identified under the ‘samples’ column with a tickbox.

If a moderator has not yet identified the second sample on the IAMIS screen, the input screen will automatically navigate to the ‘samples’ view only which shows the original sample.

Centres must contact the WJEC subject team in order for them to remind the moderator to select additional samples on the system.

14. Our centre cannot upload all of the work, we would like to send hard copies can you confirm where we can send hard copy work?

Where a centre has technical difficulties and cannot facilitate E-Submission via IAMIS upload they can email the relevant series delivery team for that particular qualification /unit / component to request an opt-out.

If further help and guidance can be given in order to get the centre to facilitate the E-Submission then the teams will be on hand to give guidance.

The request for opt-out will be reviewed based on the centre’s circumstances and information given for the request and accepted/rejected as necessary.

N.B. Opt-out permission is usually only granted in exceptional circumstances and permission must be sought from the Series Delivery Team only.

If an opt-out request is accepted WJEC will inform the centre officially via email and then make further contact to confirm a postal address for which hard copy work can be despatched at the earliest convenience.

N.B. Opt-Out postal information may take time to confirm due to making alternative arrangements with moderators to the standard procedure.

Essential guidance regarding the e-Submission (IAMIS upload) process and subject requirements

> E-Submission (IAMIS upload) - Subject Guide

> E-Submission (IAMIS upload) - GCSE Eduqas English Language

> Internal Assessment Mark Input System Step-by Step Guide (Pathways)

> Internal Assessment Mark Input System Step-by Step Guide

> Internal Assessment: A Guide for Centres