How to use the portal


Who built the portal

  • Our developer, who wrote all the software and now maintains it, is Simon Vansintjan a very professional professional.
  • Our project manager, on the UKLO committee, is Gary Wood.

Many thanks from all of us on the UKLO committee to both Simon and Gary for the enormous amount of time, work, good will and good humour the portal took!

 

What the portal is and does

The portal is the UKLO internet system for handling communications between UKLO and its teachers and markers:

  • from teachers to UKLO:
    • one-off registration of teachers and schools
    • one-off registration of pupils
    • annual notification of Advanced entries:
      • numbers
      • names (with sex and school year, e.g. Year 11)
    • results of non-Advanced competitors
    • Advanced script scans
  • from UKLO to teachers:
    • email messages to all teachers
    • test material
      • problem data issued just before the test
      • non-Advanced solutions issued just after the test
    • contact details for assigned markers
    • printable certificate files for non-Advanced candidates
  • from markers to UKLO:
    • registration of markers
    • annual notification of
      • availability for marking
      • marking capacity (how many scripts?)
    • points assigned for allocated scripts
  • from UKLO to markers:
    • occasional messages to all registered markers
    • downloadable test material and solutions and marking scheme
    • contact details for assigned teachers
    • scanned scripts for online marking or download
    • name lists and tables for entering scores

How to log in

For teachers:

Note: If you receive UKLO email messages, then you’re already registered.

  1. If you haven’t yet registered yourself and your school with UKLO, please create an account.
    1. Go to the portal, and follow the instructions.
    2. This will provide you with a personal account linked to the email address that you provide, so if you have multiple addresses, please remember which one you registered with UKLO!
    3. To get a password,
      • click the ‘Forgotten password’ button
      • then enter your chosen email address.
      • The portal will send a message with a temporary password to your email address.
      • Then you can log in and change the temporary password to one you prefer.
      • If you’re using a public computer, e.g. one in the school that can be used by pupils, make sure you don’t save your login details on the computer.
  2. If you already have an account on the portal, just sign in.
    • Your computer may remember your login details and take you automatically past this step.
    • If you’ve forgotten your password, you can ask for a new one to be sent to your email address by clicking ‘Forgotten password’.
    • You should see a new page saying ‘Welcome X. You are a teacher.’ (where X is the bit of your email address before the @). This is your personal account.

For markers:

  1. If you haven’t yet registered as a marker, please do so.
  2. Follow all the same procedures as for teachers listed above.
  3. When you log in, expect to see a welcome saying you are a marker.

 

How to add Advanced estimated numbers

We need to assign you a marker, so we need to know how many candidates you think you may enter. (Some people enter just one or two, while others enter hundreds, so it really matters!).  Your first task, therefore, is to tell us how many candidates you guess you’ll be entering. Don’t worry if you don’t know exactly how many, or even roughly how many; you can change the number at any time until the end of the notification period on the current calendar (when this facility on your login page will close).

  1. Click on ‘manage students’ (in the Advanced section at the top of your front page)
  2. Click on ‘edit estimate’  (near the top of the new page)
  3. Add your current estimate, if necessary deleting a previous estimate.
  4. Check success by reloading the page (using the little circular arrow by the address box at the top of your browser screen). The numbers just above ‘Edit estimate’ should have updated to your new numbers.
  5. That’s it – there’s no ‘Save’ button.

How to add Advanced entry details

You can enter candidates’ names and details as soon as you want; in fact, we recommend doing it earlier rather than later to reduce the last-minute pressures at the point where you have to scan the scripts and upload them.

If you already have these details, or at least the names, on a spreadsheet, no doubt you would prefer to simply upload this spreadsheet in one go, but unfortunately the portal will not allow this because the process of transferring the data from your spreadsheet to the portal’s own database is very fragile and error-prone. But, as explained below, the inconvenience of entering names individually now is offset by the fact that you’ll never have to enter those names again.

  1. To enter Advanced candidates, click on ‘manage students’ (in the middle of your screen)
  2. choose the exam you’re entering them for
  3. fill in the first name, family name, sex and academic year (e.g. Year 11).
    • or (from 2017 on): click ‘Add a past student’ and select one you entered previously
  4. click ‘+ Add’, and repeat as often as needed.
  5. You can add extra names at any point up to the time when you upload the scripts, and you can edit existing entries; the number you entered may be higher than the number you estimated, but please warn the marker coordinator if the difference is greater than ten so that extra marking capacity can be provided.

The system will remember candidate names from one year to the next, so, for candidates who enter in more than one year, you won’t have to enter the full name and details more than once.

How to download test material

  1. After logging in, find ‘Test released’ with a down arrow towards the top of your screen.
  2. Click the arrow and save the file to your computer.
  3. Unzip the file and select the files you need.

How to download solutions and mark schemes

If you are a teacher:

  1. Scroll down your login page to ‘other exams’.
  2. Select the exams you need, and download the zip file next to ‘Download exam solutions’.
    • ‘Other’ is a complete set of problems #1-#7, for those who have created a DIY exam that doesn’t fit any of the standard exams.

If you are a marker:

  1. Go to your login page and click ‘Answers released’ at the extreme right at the top.
  2. The complete Advanced paper, including solutions and comments, will open in a new window.
  3. If you want to download it to your computer, or to print it, use the buttons on the toolbar.

How to upload Advanced script scans

  1. When your Advanced level candidates have taken the test, please collate their scripts (i.e. their two-page answer sheet – not the test paper itself) and scan them all into a single pdf file (not jpg or any other format) saved on your computer. Most schools have a powerful printer/scanner that can do this automatically.
    1. NB if you prefer to save the scans in smaller bundles, it’s easy to combine them into a single pdf file by using one of the freely available internet services such as PDFMerge (very simple: select each of your files in one of the ‘browse’ windows, hit ‘Merge!’ and choose whether to open the merged file or to save it).
    2. Your marker may choose to mark the scripts online, so please don’t:
      1. put each script in a separate file.
      2. bundle multiple files into a single zip file.
      3. print them upside down or landscape!
  2. Log in to the portal and find ‘Upload completed Advanced Papers’, with an up arrow.
  3. Click the arrow, and on the next page click ‘browse’ to find the pdf file on your computer that contains your scanned scripts.
  4. Select this. There’s no ‘upload’ button – if you see the file name, it is being uploaded, and you should see the first page displayed on the screen. If so, you should also be able to move through the pages with the left and right arrows.

How to find your marker

Once the markers have been assigned to teachers, your marker will appear when you log in as a teacher, just beneath ‘Manage students’. You will also be notified of your marker by email.

How to mark Advanced scripts online or add Advanced results

If you’re a marker:

  1. After logging in, you should see a list of schools assigned to you. For the relevant one, hit ‘Enter points’.
  2. This should open a list of names entered by the teacher, next to columns for each of the five Advanced problems; but this list may take half a minute to open. These columns are for you to enter your points.
  3. Download the test material and the solutions by hitting the buttons at the top of the page; print them if you want printed copies.
  4. To see the scripts (the students’ answer sheets), you have a choice:
    1. Either see them online. To do this, hit ‘Show exams’, which will display the scripts on the left of the columns; you can scroll through the pages by hitting the right or left arrows at the top of this little screen.
    2. Or download them to your computer. To do this, hit the document name (e.g. ‘Document 1’) next to ‘Download papers uploaded by teachers’. Having downloaded the document to your computer, you can open it and either print it or display it in a smaller window alongside the portal.
    3. Trouble-shooting. We’ve found that, even though all uploaded script files are in pdf format, a small minority of them display landscape in a portrait window, which obviously doesn’t work. In spite of considerable research and thought we still have no idea why this happens, so we can’t yet fix it. The effect on you is that, for these files, your options are limited to #2 (or asking the teacher to send you the files direct by email). When you open the file on your computer you should find that it opens normally.
  5. Find the candidate’s name.If candidates aren’t listed alphabetically (by surname or first name), you can use the Windows search operation (Ctrl^F) to find the name.
  6. Enter the points in the cells provided, moving between cells by hitting the ‘Tab’ button or the right-cursor arrow on your keyboard. (Beware: if you use the up or down arrows while your cursor is in a cell, this may increase or decrease the number you just added!)
  7. If you have scripts for which the teacher hasn’t supplied a name, ask the teacher to provide them; the list is still open to change on the teacher’s login page; if this fails, you should ask the marker-coordinator to add the names (subject to checking by the teacher), and maybe for safety you could send the points to the marker-coordinator.
  8. Press ‘Save’.
  9. If you’ve entered all your scores, and you think there are no more, hit ‘Done marking’ right at the foot of the page.
  10. Trouble-shooting 2. (Monday 20th Feb) To our horror we’ve discovered that the portal wasn’t saving some marks when you hit ‘Save’ or ‘Done marking’. The pattern was random, affecting individual cells rather than whole rows or columns or schools. But once saved, scores were safe. We’re very sorry about this technical problem, which we’ve now solved, so scores entered on Monday 20th or after should be safe. But, we really need your help if you entered scores before Monday. Please check the scores you’ve already entered, fill any gaps and hit ‘save’. 
  11. This should return you to your portal home-page. If you refresh this, you will see:
    1. a tick and ‘Done marking’ under the school by the left margin,
    2. ‘Change points’ (instead of ‘enter points’) on the right of the school name. This allows you not only to change the points but also to check that they are as you entered them – in other words, that you’ve done your job and your results are safe.

How to add non-Advanced results

If you’re a teacher, you mark your own non-Advanced scripts, but the scores you give are ‘points’, which don’t reflect the difficulty of the problem, in contrast with ‘marks’, which do. To turn your points into marks, and to eventually receive printable personalised certificates for each of your students, you need to enter the points into the portal.

If you already have these details, or at least the names, on a spreadsheet, no doubt you would prefer to simply upload this spreadsheet in one go, but unfortunately the portal will not allow this because the process of transferring the data from your spreadsheet to the portal’s own database is very fragile and error-prone. But, as explained below, the inconvenience of entering names individually now is offset by the fact that you’ll never have to enter those names again.

Here’s how to do it:

  1. Log in as usual, and on your main page hit ‘manage students’.
  2. Choose the relevant exam in the drop-down menu.
  3. Enter the details (first name, family name, sex and age) for the students who have taken that exam, then change the exam if you entered students at other levels.
  4. When you’ve entered the details for all your students, hit the return button on your browser to go back to your main page.
  5. You should now see this in the middle of the page: ‘You can now mark exams for non-Advanced students. Enter points’. Hit ‘Enter points’.
  6. You’ll now see a list of the students you entered, classified by exam, with a column for each relevant problem. Enter your points here, using either tab or right cursor to move between columns. (Beware: the up/down cursor arrows change the number in the cell!)
  7. There’s no ‘save’ button because data is automatically saved as soon as you enter it; but you can also edit any data at any time simply by repeating #5 and 6.
  8. When you’re back on your home page in the portal, it will look the same as before, but if you hit ‘enter points’ again you’ll see the points you added, which you can still edit.
  9. Your results are now part of our national database which we’ll use for:
    1. anonymized statistical analysis to give an overall picture which we’ll publish, so you can see how your pupils compared with the national average.
    2. converting your points to marks, which we’ll make available to you.
    3. generating personalised certificates for you to print for each of your students, stating their classification (Bronze, Silver, Gold or Participation).
    4. remembering these individual names and details for future years, so you’ll never need to enter them again. (And of course the portal will automatically update the academic year.)

How to download Advanced results

  • Log in to your portal (http://portal.uklo.org) as usual.
  • Click the big blue button ‘Download CSV’ next to ‘The results for your Advanced students are done!’ (In case you don’t know, CSV stands for ‘comma-separated values’, and it’s a very basic spreadsheet file.)
  • Open the CSV in a spreadsheet editor such as Excel, and there you are.

The columns headed ‘Question 6’ etc show the marks, calculated to five decimal places by the portal from the points produced by the marker. If you prefer to ignore the decimal points,

  • select all the columns concerned (by clicking on the very top row above each column, in the cells labelled ‘E’ etc)
  • right click, choose ‘format cells’, then ‘Number’, then ‘Number’ again, then adjust ‘Decimal places’ to suit your taste.

The column headed ‘Total’ isn’t simply the sum of the previous columns, but a percentage. The column maximums actually add up to 105, so this is reduced to 100.

The last column, ‘Awarded’, shows any award (Gold, Silver or Bronze). This will be reflected in the printed certificates that we shall print out and send you. Anyone who participated but didn’t win an award will still get a certificate saying ‘Participation’. The awards are based on the total, reflecting thresholds calculated according to our usual formula: the first 5% get Gold, the next 10% Silver, and the next 20% Bronze.

The first column, ‘Student name’, shows the name exactly as it will be printed on the certificate. This is your last chance to check the name, and to correct it on the portal.

How to download non-Advanced certificates

When we tell you that the certificates for Breakthrough, Foundation and Intermediate entries are ready, you can download them. They consist of a pdf file for each level, which contains a separate personalised certificate for each candidate that you entered at that level.

  1. Log into your portal.
  2. Under ‘Non-advanced papers and solutions’ find a level where you entered candidates.
  3. Click ‘Download student certificates’ and open the file or save it.
  4. Check the file for accuracy, and print it.
    1. NB The awards are based on the students’ total marks, which the portal calculates as a percentage of the maximum total for that level; e.g. if the maximum total is 45, then the portal scales each student’s total marks up by multiplying by 100/45; so the total for a student who scored 30 marks is shown as 30/45 x 100 = 66.6%.
    2. Remember that the marks are in turn based on your points by a formula which takes account of the relative importance of each question; so the portal shows your points as a proportion of the maximum points for the question; so if you gave 11 points for a problem whose maximum points is 17 and whose maximum marks is 15, the mark for that problem is 11/17 x 15 = 9.7.
    3. The thresholds for Gold, Silver and Bronze are shown on the website page for the current year (e.g. here)
  5. If you find errors in the file, it’s because the relevant entry in your bit of the database is wrong, so find the relevant entry and correct it.
  6. Go back to #3 and repeat. Hopefully the portal will have corrected the errors in the file.

 

 

 

 

 

 

 

 

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