Practical exam appointments at Public Venues
During the booking period you can choose exam dates and venues from a list of available options before booking and paying for your exams. Once the booking period has closed and we have finalised the timetables, we will email applicants, and candidates (parents/carers) who have an account, to let them know they can log in to view their confirmed exam appointments including the time. Once appointments are confirmed, you can log in to your account at any time to view your exam bookings and check date, time and venue information.
For information about making a late booking once the booking period has closed click here.
Changing practical appointments at Public Venues
Once appointment times have been confirmed applicants, and candidates (parents/carers) with an account, can log in to their account to change an appointment. Alternative appointments are offered subject to availability.
You can change an appointment up to 48 hours before the exam date. You will only be able to view alternative appointment slots that are more than 48 hours ahead and that are equal to or longer than the length of your exam. For example, if your exam appointment is 15 minutes long, you will only be able to see alternative appointments of 15 minutes or more. Once you’ve found a suitable alternative appointment, you can move the candidate into the new slot.
You can only reschedule one exam at a time and we are unable to transfer access arrangements to a rescheduled appointment. If a candidate has access arrangements booked, please consider this carefully before changing their appointment.
Practical exams at Private Visits
Once the booking period has closed we will email the Visit Organiser, any Permitted Applicants, and candidates (parents/carers) who have an account, to let them know they can log in to view their appointments.
For information about making late bookings once a Private Visit has been confirmed click here.
For Visit Organisers – downloading a list of candidates
Visit Organisers can download a list of all candidates at their Private Visit at any time. To download a candidate list:
- Go to your Private Visit booking.
- Click ‘List of all candidates’.
- Click ‘Export timetable (CSV)’.
For Visit Organisers – arranging your practical timetable
Once the Private Visit is confirmed, you can go online to rearrange your exam timetable. You can make changes to the timetable up to 48 hours (two full days) before the Private Visit start date. When planning your timetable you should follow our standard exam day as closely as possible. Our online timetabling tool will not accept timings that are significantly different and breaks and lunch cannot be changed. The standard exam day is:
- Session 1 – 1 hour 45 minutes
- Break – 15 minutes
- Session 2 – 1 hour 45 minutes
- Lunch – 1 hour 5 minutes
- Session 3 – 1 hour 30 minutes
- Break – 15 minutes
- Session 4 – 1 hour 30 minutes
Each day can include a maximum of 6 hours and 30 minutes of exams with a start time of 9.00am or 9.30am. Any exams exceeding this will be scheduled the following day. If you would like to request a non-standard timetable please email us at [email protected] before the Private Visit has been confirmed (28 days before the start date). We cannot consider alternative timetabling requests once this deadline has passed.
For Visit Organisers – locking your practical timetable
Once you have made your timetable changes, you have the option to lock the timetable. This stops exam times changing for everyone if an exam is cancelled or moved to another free slot. Instead of later exams shifting up to fill the space, they will stay in their existing slots.
You can lock the timetable at any point from when the visit is confirmed up to 48 hours before the start date. You cannot unlock the timetable once you have locked it. However, once the timetable has been locked, you can still move candidates into space at the end of the day or into available slots created during the day by cancelling or moving candidates. You can also remove empty slots if you wish to. This will shift all the following candidates up and you will receive a warning message if you are about to do this.
To lock your timetable:
- Click ‘Private Visit’ and select your visit.
- Click ‘Arrange timetable’.
- Click ‘Lock timetable’.
For Visit Organisers – confirming exam times with candidates and Permitted Applicants
It is your responsibility as Visit Organiser to contact your candidates and any Permitted Applicants to let them know the finalised exam times. If you choose to lock your timetable, this will send an automated email to any candidates with an account and to Permitted Applicants to let them know that the timetable has been finalised and that they can view their confirmed exam times.
Music Theory exams at Public Venues and Private Visits (Grades 6 to 8)
Music Theory exams take place on set dates and times within our main exam sessions.
Once the booking period has closed we will email applicants, and candidates (parents/carers) with an account, to let them know that they can log in to view their confirmed exam details.