CARIBBEAN EXAMINATIONS COUNCIL

Guidelines for the Submission of Electronic SBA Samples

All SBA samples submitted to CXC must be in an electronic format.

This document contains information on the procedure to be followed when submitting Electronic
SBA Samples (eSBA).

Principals are also reminded to read the memorandum issued on the submission of SBA scores,
Samples and Practical Scores.(www.cxc.org)

SUBMISSION OF GROUP/INDIVIDUAL WORK

Step 1. Selection of SBA Assignment Type – (MANDATORY)

After candidates are assigned to teachers, the candidates MUST be classified as presenting
Individual SBA or Group SBA. The teacher must:
1. Log into ORS

2. Navigate to the SBA Assignment Type option in the SBA menu

SBA Assignment Type Selection

3. Select SBA Assignment Type. The following screen is displayed:
4. Select the centre, the teacher and the subject. The SBA Assignment Category Screen is
displayed:

5. A teacher cannot select both Group SBA and Individual SBA for the same set of candidates
for a single subject. The teacher MUST either
a. select Individual SBA, if candidates are working individually. (The teacher will then be
directed to the SBA Data Capture Screen); OR
b. select Group SBA, if the candidates are working in a group/groups. A group must
consist of two or more candidates.
In this example, we will use two Mechanical Engineering Technology teachers. One, C.
Vassell, will select Individual SBA. The other, D. Medford, will select Group SBA.

6. Individual SBA
When Individual SBA is selected, the SBA Data Capture Screen is displayed. The teacher may
then input scores. (Go to Step 2: Input Scores)
7. Group SBA
When Group SBA is selected, the SBA Group Assignment Screen is displayed:

Group
Drop
Down
Box

SBA Group Assignment Screen

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8. In order to assign candidates to groups, teachers should click on the Group Drop Down Box
and select the number corresponding to the group to which the student is to be assigned. E.g.
the teacher would select Group 1 for all the candidates to be assigned to Group 1.
In the example below, the first two candidates are to be assigned to Group 1

2. Select
the
candidates
1.Select
the group

3. Assign
the
candidates

SBA Group Assignment Screen

9. After the candidates have been selected, the teacher must click the Assign Student button.
The candidates will be assigned to the selected group, in this example – Group 1. The
remaining candidates will be displayed as Unassigned Candidates.

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NOTE: It is not necessary to assign all candidates at the same time. Some may be assigned in one
session and the others assigned later. When all candidates have been assigned, the Group
Assignment screen displays the candidates and the groups to which they have been assigned.
Reassigning Candidates
10. It is possible to move candidates from one group to another. The teacher should:
a. Click the Unassign checkbox next to the candidates to be reassigned
b. Click on the Unassign Student button – the selected candidates will be returned to
the unassigned pool and can now be placed in the desired group

Select the
candidate(s)

Un-assign
the
candidate(s)

SBA Group Assignment Screen

Step 2. Input SBA Scores
After all candidates are assigned to groups, an Input Scores button is enabled.

Input
Scores
button

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 In order to input the candidates’ SBA scores, the teacher must:
1. Click on the Input Scores button.

2. Select the Centre and the subject.

3. Select the teacher. The SBA Data Capture Screen is displayed.

4. Enter the Estimated Rank and Estimated Grade for each candidate.

5. Enter the Profile Scores

a. Individual SBA
For Individual SBA, the SBA score must be input for each candidate.

(Note that although Individual SBA was selected, each candidate is automatically
assigned a Group Number.)

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 b. Group SBA
The teacher must assign each member of a group an identical SBA score.

SBA Group Data Capture Screen

For Group SBA, when the SBA score is keyed for the first candidate in the group, the
same score is automatically assigned to the other members of the group.

6. Click the Save button when all the scores have been entered.

7. Generate the SBA Scores report and ensure that candidates have been assigned the
correct scores.

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PRESENTATION OF SBA SAMPLES

Cover Sheets

The project/assignment submitted by each candidate/group must include an official Cover Sheet.
Cover Sheets are available on the CXC website (www.cxc.org). The file name of the cover sheet must
be <“CS”+ <file name of the SBA sample~>>

Title Page

Each project/assignment must include a Title Page with the following information:

 Year of the Examination

 Subject
 Candidate Number(s)
 Candidate Name(s)
 Title of the project (if applicable)
 Name(s) of the Teacher(s) who supervised the project.

Electronic Submission of SBA Samples

File Type

If files are loaded individually, the eSBA system will accept two files of the same type (e.g. two
pdf files) for the same candidate/group provided that the filenames are different). If Files of
the same type with identical names are uploaded, the file loaded second, will overwrite the
first.

Supported Files

Category Supported types Limitations

Document doc, docx, pdf, rtf Must not exceed 100 pages
Viewing the file in “Print Preview” indicates how it will
be displayed in the marking tool
Video MP4, M4V Must not exceed 20 MB
Audio MP3, M4A Must not exceed 20 MB
Spreadsheet XLS, XLSX, XLSB Must not exceed 20 MB
Image TIFF, JPEG, PNG, Must not exceed 15 MB
JPG

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Size

The total size of the files uploaded for a given candidate or group must not exceed 20 MB.

File Name~

 Filenames must not include the following characters – “<,>,:,/,\,|,?,*

 Filenames must consist of the following:

- SBA Moderation Code - 8 digits (numeric) (Appendix 1)
- Candidate Number - 10 digits (numeric)
- Question Number - “Q1” (Q1 is used for SBA)
- Document number* - “-“ + Document number*

*Document Number indicates whether a single SBA file or multiple SBA files are uploaded for a candidate.

Number of SBA Files uploaded for Candidate Document Number

Single SBA Sample File Uploaded for Candidate 1
Second SBA Sample File Uploaded for Candidate 2
Third SBA Sample File Uploaded for Candidate 3

If a single SBA Sample file is being uploaded for a candidate, the document number would be “-1”. If
multiple SBA files are uploaded for a candidate, the document number for the second file uploaded would
be “-2” and the document number for the third, “-3” and so on.

For example, if only one file is being uploaded for the Geography SBA sample submitted by Candidate
1000750100, the file name would consist of:

- SBA Moderation Code - 01225090

- Candidate Number - 1000750100
- Question Number - Q1
- Document Number - -1

The file name would be: 012250901000750100Q1-1.

If another SBA file is uploaded for the same candidate, the name of the second SBA file would be
012250901000750100Q1-2.

The Cover Sheet for the candidate is similarly named but the letters “CS” must precede the SBA file name.
The file name for the cover sheet for this candidate would be:

CS100075010001225090Q1-1. Only One Cover sheet is to be submitted for each candidate/group.

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Mark Schemes

If mark schemes are required, the file(s) should be named as follows:

- Identifier - “MS”
- SBA Moderation Code - 01225090
- Document number* - “-“ + Document number*

Using our example, if a single mark scheme is being uploaded for a centre, the document number would
be “-1”; and the filename would be: MS01225090-1.

If multiple mark scheme files are uploaded for a centre, the document number for the second file uploaded
would be “-2” the document number for the third, “-3”; and so on.

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SUBMISSION OF ELECTRONIC SAMPLES
CXC moderates a sample of the SBA assignments prepared by the candidates. For each SBA
subject, one sample, usually consisting of the work of five candidates, is submitted by each
centre. The sample is selected based on criteria provided by CXC which is based on the scores of
the candidates at the centre. Assignments for the selected candidates may be uploaded so that
they may be moderated by CXC Resource personnel.
A. Generate SBA Samples
The Centre Administrator/Super User is able to view and manipulate information for all
candidates in a centre while teachers can only view and manipulate information for their classes.
The Centre Administrator /Super User is required to:
1. Log in with the appropriate credentials

2. Select the Centre and click Continue

3. Navigate to the Report menu and select the Report Selection option

Report Selection Screen

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4. Select the SBA Samples Report

5. Select the centre, subject and format (Excel, PDF).

6. Click Preview. (The report is displayed in Excel or a PDF Reader depending on the format
chosen)

SBA Samples Report

N.B. If Step 1, Assignment to Group Type, was not completed, the following error message will
be displayed.

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B. Upload SBA Samples
After the sample list has been generated, the SBA samples must be uploaded. The Centre
Administrator/Super User must:
1. Navigate to the SBA menu and select the SBA Upload Option

SBA Upload Menu Option

2. Select the Centre and the subject

The following screen is displayed

SBA Upload Screen

3. Click on the Select Group button for the first group in order to upload the assignment for that
candidate/group.

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4. Click on Browse to select the SBA assignment file.

SBA Group Assignment Upload Screen

Button*

5. Confirm the member(s) of the group by clicking on the “+” beside the Group Name*. The
name(s) of the candidate(s) in the group will be displayed.

6. Open the required file. (Ensure that it is virus-free)

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 The filename and the Group information become visible in the upload section of the screen.

7. Check the file before loading to ensure that that the correct file is being loaded.

8. Click on the Upload button.

9. Repeat this process for the remaining candidates/groups of candidates.

10. Click on the Email Confirmation button to receive confirmation that the files were uploaded.
For example,

This email serves to inform you that file(s) for CSEC OFFICE ADMINISTRATION GENERAL GRP 4
- L. Jones at centre 100075 comprising MICHAEL TOWNSEND was/were uploaded
successfully on Feb 21 2017 3:22PM.

11. Retain the email as a record of the submission.

Reminder

Teachers/administrators must:

 ensure that the SBA samples are correctly labelled;

 scan the files, before uploading, to confirm that they are virus-free;
 follow the guidelines for the upload of electronic SBA samples (www.cxc.org);
 ensure that a cover page is submitted with each sample;
 ensure that the correct SBA sample is uploaded for each candidate/group;
 ensure that all of the required documents are submitted. CXC will not issue notification
concerning missing documents. Administrators should use the quality assurance reports provided to
confirm that all of the required data is submitted;
 ensure that the email address provided on the ORS is current so that confirmation emails are received.;
and
 retain, for the school’s records, the receipt received after the sample has been uploaded.

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Reports
There are two reports which may be used to obtain information on the SBA samples which are
uploaded:

1. SBA- Summary of Candidates with Files Uploaded: this report, which may be generated for
specific subjects or a given centre, provides the number of candidates for whom files were
uploaded (by subject)

2. SBA-Candidates with Files Uploaded: this report, which may be generated for specific
subjects or a given centre, lists candidates for whom files were uploaded (by subject)

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 APPENDIX 1
CCSLC®
CCSLC® MODERATION CODE CCSLC® SUBJECT

05118090 English

05122090 French

05130090 Integrated Science

05134090 Mathematics

05143090 Social Studies

05145090 Spanish

CSEC® MODERATION CODE CSEC® SUBJECT

01254090 Additional Mathematics

01210090 Caribbean History

01216090 Economics

01251090 Electronic Document Preparation and Management

01218090 English A/English B

01225090 Geography

01229090 Information Technology

01234090 Mathematics

01237090 Office Administration

01252090 Physical Education and Sport

01239090 Principles of Accounts

01240090 Principles of Business

01241090 Religious Education

01243090 Social Studies

01248090 Theatre Arts

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 CSEC®

CAPE®

CAPE® MODERATION CODE CAPE® SUBJECT

Unit 1 02101090 Accounting
Unit 2 02201090
Unit 1 02102090 Agricultural Science
Unit 2 02202090
Unit 1 02142090 Animation and Game Design
Unit 2 02242090
Unit 1 02105090 Applied Mathematics
Unit 2 02205090
Unit 1 02111090 Caribbean Studies
Unit 1 02114090 Communication Studies
Unit 1 02115090 Computer Science
Unit 2 02215090
Unit 1 02159090 Digital Media
Unit 2 02259090
Unit 1 02116090 Economics
Unit 2 02216090
Unit 1 02160090 Entrepreneurship
Unit 2 02260090
Unit 1 02120090 Environmental Science
Unit 2 02220090
Unit 1 02172090 Financial Services
Unit 2 02272090
Unit 1 02121090 Food and Nutrition

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 CAPE® MODERATION CODE CAPE® SUBJECT
Unit 2 02221090
Unit 1 02122090 French
Unit 2 02222090
Unit 1 02125090 Geography
Unit 2 02225090
Unit 1 02165090 Green Engineering
Unit 2 02265090
Unit 1 02127090 History
Unit 2 02227090
Unit 1 02129090 Information Technology
Unit 2 02229090
Unit 1 02167090 Integrated Mathematics
Unit 1 02131090 Law
Unit 2 02231090
Unit 1 02132090 Literatures in English
Unit 2 02232090
Unit 1 02166090 Logistics and Supply Chain Operations
Unit 2 02266090

Unit 1 02133090 Management of Business

Unit 2 02233090
Unit 1 02134090 Pure Mathematics
Unit 2 02234090
Unit 1 02144090 Sociology
Unit 2 02244090
Unit 1 02145090 Spanish
Unit 2 02245090
Unit 1 02163090 Tourism
Unit 2 02263090

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