Guide for study centre coordinators
Sign in, find the study centres you run, the venues in them and the students who belong to them.
Who this guide is for
You coordinate one or more of your institution's study centres. Online students belong to a centre: it is where they go for tutorials and to sit their exams. The registry names you for your centres, and your account shows you those centres and their students.
You also hold in-person events at your centres and take their registers. Your account does nothing else: no results, fees or course records, and no students of other centres.
Before you start
Open your institution's portal and sign in with the email address and password your institution gave you. Select Sign In.
If your institution sent you a link to set your password, open it, enter a New Password and Confirm Password, then select Set Password.
If you do not see your centres, ask the registry to name you on them.
See your centres
Open Study centres under Study centres. The page lists every centre, with its code, region, status, how many students it has against its capacity, and its venues and seats.
The centres you run carry a Yours badge, and the top of the page says You are a coordinator for: with their names.
Select a centre to open it. Details shows its address, phone and email.
The venues in your centre
Open your centre and select Venues. Each venue shows its kind, its seats and its computers, and whether it is In use or Out of use. Seats are what a written paper or a tutorial can hold; computers are what a computer-based (CBT) exam can use.
Venues are added and changed by the registry. If a room's numbers are wrong, tell the registry.
The students who belong to your centre
Open your centre and select Students. It lists the students who belong to the centre now, with their matric number, programme, level and status.
Use Search by name, matric number or email… to find one.
Tick Include former students to also see graduates and students who have left.
Select History to see who moved into or out of the centre, when, and why.
Run in-person events at your centres
Tutorials, practicals and orientation days at your centres are on In-person events under Study centres. You see the events at your centres only.
Select New event to set one up at one of your venues: a Title, the Kind, the Venue, when it Starts and Ends, and who it is For (a course's students, a programme's, or Everyone at the centre). The form warns you if more students are expected than the venue seats.
Untick Compulsory for an optional event; students then say whether they are coming.
Students are reminded before it starts (48 hours unless you change Remind students).
Take the register
Open the event. Its days are along the top; today is chosen while the event is running. A day still to come cannot be marked.
Select Present, Late, Absent or Excused for each student, and type a Note if you need one. Mark everyone unmarked as present (or as absent) marks the rest at once.
Select Save register in the bar at the bottom. Discard drops the changes you have not saved.
To take the register on paper, select Print register: it prints on the institution's letterhead with a column for each student to sign. Enter the marks afterwards in the same way. A student marked No longer expected moved centre or left the course after they were marked; their mark is kept.
Select a student's name to see their In-person attendance across every event.
Attendance report shows each event's marks and your centres' attendance rate, with Download CSV.
Exam sittings at your centres
Exam sittings under Study centres lists the exam papers sat at your centres. The registry sets them up and seats the students; you see your own centres' venues only.
Open a sitting to see each venue's places, who is seated, and the invigilators. Select Edit beside Invigilators to name who invigilates a venue.
For a computer-based paper, the Sitting code shows from an hour before the sitting starts. The invigilator reads it out when the students are seated.
Select Attendance sheet, Door list or Summary PDF to print them on the letterhead. Post the door list outside the room so students can find their seat.
Open a venue's Register to mark each student Present, Late or Absent, with a note for anything the examiners should know, then select Save register. The register can be taken from an hour before the sitting until twelve hours after it ends.
Tips and common questions
A student says they belong to my centre but is not listed. Only the registry places students. Ask them to check My study centre in their portal, and tell the registry.
A student wants to move to another centre. They ask from My study centre in their own portal; the registry decides.
I see a centre I do not run. Every coordinator sees the list of centres, but only the students of their own.
Getting help
For help with the portal, contact your institution's registry.
Try it yourself in the live demo.