CARIBBEAN EXAMINATIONS COUNCIL

Guidelines for the Submission of

ELECTRONIC SBA

2021
Table of Contents

Accessing the eSBA System ..........................................................................................................................................2

Redirecting to eSBA ......................................................................................................................................................2
Select the SBA Assignment Type ..................................................................................................................................3
Assign Candidates to Groups ........................................................................................................................................4
Add a Group ..............................................................................................................................................................4
Edit a Group ..............................................................................................................................................................5
Delete a Group ..........................................................................................................................................................6
Individually Group Candidates .....................................................................................................................................6
View Unassigned Candidates ........................................................................................................................................7
Enter Candidate’s Scores ..............................................................................................................................................7
Accessing the Data Capture Screen ..........................................................................................................................8
Rank Candidates........................................................................................................................................................8
Select an Estimated Grade ........................................................................................................................................9
Enter SBA Scores ...........................................................................................................................................................9
Editing Candidate’s Scores Offline ..............................................................................................................................10
Upload of SBA .............................................................................................................................................................11
File Types .................................................................................................................................................................12
Individual Uploads ..................................................................................................................................................13
Batch Uploads .........................................................................................................................................................15
Email Confirmation .....................................................................................................................................................17
SBA Reports .................................................................................................................................................................18
CCSLC Module Reports ............................................................................................................................................20

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Accessing the eSBA System

After candidates are assigned to teachers using the Teacher Assignment option on the SBA Menu
of the Online Registration System (ORS), before the SBA samples can be uploaded, teachers must

 Assign the SBA Group Type (Group or Individual); and

 Assign an Estimated Rank, Estimated Grade and a SBA score to each candidate
These processes are conducted using the eSBA application which is accessed via the Online
Registration System (ORS).

Redirecting to eSBA

From the home screen in the ORS, Select SBA Data Capture from the SBA drop-down box, as
shown below:

The switch from the ORS to eSBA is time sensitive. Therefore if the page for the eSBA takes too
long to load, the following error message will be displayed:

Click <OK> to return to the ORS home screen and attempt the switch again.

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Select the SBA Assignment Type
After successfully accessing the eSBA application, the Assignment Type Details Screen will be
displayed.

1. Select the centre, teacher, subject and option (if any)

2. Select either Group SBA (if the candidates are working in groups OR if some are working
in groups and some are working individually) or Individual SBA (If ALL of the candidates
are working individually)

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Assign Candidates to Groups
If Group SBA was selected for SBA Assignment Type, the relevant screen will be displayed

The instructions to Add, Edit and Delete a Group are provided below:

Add a Group

 Select the Add a Group button

 Use the drop-down box (list of candidates: LAST NAME, FIRST NAME, with the sequence
number in brackets) to select the candidates to be assigned to the group being created.
 After all candidates that belong to the group have been selected, click the Save button to
save the information for the group.

Note:

 The cancel button cancels adding a new group

 If a candidate is selected accidentally while adding a group, select the “x” beside the
name to remove the candidate
 Typing a candidate’s name or sequence number will enable filtering of the list of
candidates

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Edit a Group

 Select the Edit button (Green button located to the right of the group)

 A drop-down list will become available so that additional candidates may be selected.
 Select the “x” beside the candidate name to remove a candidate from the group.

 Click Save to keep the changes made

 To cancel the changes made to the group, click the Cancel button

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Delete a Group

 To delete a group, click the Delete button (red button located to the right of the group).

Information on the Number of groups and the number of unassigned candidates is displayed
throughout the process (See diagram)

Individually Group Candidates

(The eSBA application permits the submission of individual and group SBA from a class)
 Click the Individually Group Remaining Candidates button – When this button is selected,
each candidate who is not already assigned to a group, will be assigned to a group where
he/she is the only member.

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View Unassigned Candidates

 To view candidates that are not yet assigned to a group, click the Show Unassigned
button.
 The unassigned candidates will be displayed.

 Click the titled Hide List button to hide the list of unassigned candidates.

Enter Candidate’s Scores

After all candidates have been assigned, the following information must be entered for each
candidate:
 Rank
 Estimated Grade
 SBA Scores

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Accessing the Data Capture Screen

 To access the Data Capture Screen, click the Show Table button.

NB. Scores may only be keyed after all candidates are assigned. If the assignment process is
incomplete, the following error message will be displayed:

Rank Candidates

 Click on the drop-down list in the Estimated Rank column, and select a rank from the
drop-down list.

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Select an Estimated Grade

To select a candidate’s estimated grade, click on the drop-down box in the Estimated Grade
column select an estimated grade from the drop-down box.

Enter SBA Scores

 To enter SBA scores for a candidate, select the column corresponding to each Profile and
enter the candidate’s score for each Profile.
 The maximum score for each Profile is displayed in parenthesis beside the Profile number.
 Only Profiles relevant to the subject will be editable.

Note:

 For candidates in a group, 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.
 Additionally, each column heading in the grade table may be used to sort in the relevant
column.
 To indicate a candidate did not submit an SBA, select “Yes” in the NO SBA column.
 Click the Save button to save the changes.

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Editing Candidate’s Scores Offline
Candidate’s scores can be edited offline in an Excel format and uploaded to the eSBA system.

 To edit offline, once the Data Capture Screen has been loaded, the Export to Excel button
can be used to export the file to Excel.

 An Excel document which contains the same fields as the Data Capture Screen will be
downloaded.

 After the relevant data has been entered in the Excel sheet, click on the Upload button
and select the Excel document or drag and drop the Excel document on the upload
section.
 Click the Upload button to begin the importation of the file.
 If the data was keyed correctly, the Data Capture Screen will be updated.
 If there are any errors in the data, and error or message will be displayed.

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Upload of SBA

In the ORS (Online Registration System) the following report can be used to aid in SBA uploads.

SBA – Candidates to Upload

 This report provides the sequence number and name of the candidates to be uploaded

 Group SBA - The report also provides the candidate number to be used when naming the
files uploaded for candidates who completed a Group SBA

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File Types

Please view APPENDIX 2 in this document (Pages 25-26) for file naming conventions
If files are loaded individually, the eSBA system will accept 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 File Types
CXC will only accept the following file types. File types which do not meet these requirements
will NOT be accepted and the affected candidates will be reported “UNGRADED: NO SBA
RECORDS/SAMPLES RECEIVED”.
Category Supported types Limitations

Audio MP3, M4A Must not exceed 50 MB

Document doc, docx, pdf, rtf Must not exceed 150 pages (A4 or letter-sized
page)
Viewing the file in “Print Preview” indicates how it
will be displayed in the marking tool
Image JPEG, PNG, JPG Must not exceed 15 MB
Spreadsheet XLS, XLSX Must not exceed 20 MB
Presentation Ppt, pptx Must not exceed 20 MB
Video MP4, M4V Must not exceed 50 MB

Size
The total size of the files uploaded for a given candidate/group must not exceed the stated size limitations.

ZIP FILES
These files must be one of the supported types and will be accepted for the following subjects ONLY:

CAPE® Animation and Game Design CSEC® Electronic Document Preparation

CAPE® Computer Science and Management
CAPE® Digital Media CSEC® Information Technology
CAPE® Information Technology

Zip files should be saved using the .zip extension.

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Individual Uploads

To individually upload the SBA assignments for each candidate/group:

 Select UPLOAD from the Main Menu

 Select the relevant Centre and Subject.

Disclaimer:
When submitting files please ensure that:
1. The file type selected is accepted by CXC
2. The file type selected matches the file content
3. The work is assigned to the correct candidate or group of candidates
4. The file naming specifications are met; and
5. The submission is virus free
If there are any inconsistencies in the date, for example, conflicting SBA profile scores entered
for candidates in the same group, the following error message will be displayed.

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If there are no errors, the Data Upload Screen will be displayed, as shown below:
 The candidate name and the name of the relevant teacher is displayed for each sample
to be uploaded.
 An Upload button and an area where the file may be dropped are also displayed.

To select a file for upload either;

 Click the Upload button and select the relevant file
OR
 Drag and drop the file on the specified area.

 Click the upload button to upload the file

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Batch Uploads

To upload the SBA assignments for all candidates:

 Select BATCH UPLOAD from the Main Menu

 Select the relevant Centre and Subject.

If there are no errors, the Data Batch Upload Screen will be displayed, as shown below:

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To select files for upload either:
 Click in the file upload space (shown below) and select the relevant file
OR
 Drag and drop the files on the specified area

A maximum of 2000 files can be uploaded using the Batch upload option

 The files will be automatically uploaded and appear next to the relevant candidate(s)

 An error message will appear for any files which have not uploaded successfully,
indicating the reason(s) the SBA upload was not successful

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Email Confirmation

 Click the Send Email Confirmation button to receive an email confirmation that the SBAs
have been successfully uploaded.

 Retain the email as a record of the submission

Reminder

Teachers/administrators must:
 ensure that the SBAs are correctly labelled;
 ensure that the files are named as required (Appendix 2);
 scan the files, before uploading, to confirm that they are virus-free;
 follow the guidelines for the upload of electronic SBA samples provided in this document
 ensure that a cover page is submitted with each SBA. The cover sheet must be submitted as
a separate document;
 ensure that the correct SBA 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 SBAs have been
uploaded.

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SBA Reports
The following reports can also be used to conduct checks on the uploaded SBAs

ORS report: SBA – Candidates with Files Uploaded

 This report provides a list of the candidates who have files uploaded

ORS report: SBA – Summary of Candidates Uploaded

 This report provides the total number of candidates who have files uploaded for each subject

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To view reports in the Data Capture Platform:
 Select Report from the SBA Menu

Select the report type and the subject, then click the Generate button to view the report. Two
reports are available in the eSBA data capture platform:
 SBA samples
 SBA sample Uploads

After the report has been selected, click the Generate button to obtain the report.

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CCSLC Module Reports

After entering the scores in the data capture platform, select the Home option and return to the
Online Registration System (ORS) to generate the required sample reports
 Centres should reference the CCSLC circular and generate the ORS (Online Registration
System) report: SBA – CCSLC Module # Samples for the breakdown by module

SBA – CCSLC Module # Samples – select the module sample report

 This report provides the sequence number and name of the candidates to be uploaded for
each module

 If a candidate occurs on both required module sample reports, please be guided by the
filename guidelines found in Appendix 2 i.e. The document number for the first SBA file would
be “-1” and the document number for the second file uploaded would be “-2”

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 The SBA samples report in the eSBA data capture platform will provide the full list of
candidates for SBA upload.

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 APPENDIX 1
CCSLC®

CCSLC® MODERATION CODE CCSLC® SUBJECT

05129090 Digital Literacy
05118090 English
05122090 French

05130090 Integrated Science

05134090 Mathematics

05143090 Social Studies

05164090 Portuguese

05145090 Spanish

CSEC®
CSEC® MODERATION CODE CSEC® SUBJECT
01254090 Additional Mathematics

01210090 Caribbean History

01216090 Economics

01251090 Electronic Document Preparation and Management

(ZIP files permitted)

01218090 English A

01219090 English B

01225090 Geography
01229090 Information Technology (ZIP files permitted)

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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 CAPE®

CAPE® MODERATION CODE CAPE® SUBJECT

Unit 1 02101090 Accounting
Unit 2 02201090 (Unit 2 – Submit the Module Tests, March Schemes and
Candidate Responses)
Unit 1 02102090 Agricultural Science
Unit 2 02202090
Unit 1 02142090 Animation and Game Design (ZIP files permitted)
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 (ZIP files permitted)
Unit 2 02215090
Unit 1 02159090 Digital Media (ZIP files permitted)
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
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 (ZIP files permitted)
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

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 CAPE® MODERATION CODE CAPE® SUBJECT
Unit 1 02134090 Pure Mathematics
Unit 2 02234090 (Units 1 and 2: Submit Candidates’ Tests, Mark Schemes,
Solutions)
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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 APPENDIX 2
File Name
 Filenames must not include the following characters – “<,>,:,/,\,|,?,*
 Filenames must consist of the following:
- Candidate Number - 10 digits (numeric)
- SBA Moderation Code - 8 digits (numeric) (Appendix 1)
- 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:

- Candidate Number - 1000750100

- SBA Moderation Code - 01225090
- Document Number - -1

The file name would be: 100075010001225090-1

Presentation of Samples
Cover Sheets

The cover sheet should be saved as a separate pdf file using the following naming convention
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 sheets must be

- Candidate Number - 1000750100

- SBA Moderation Code - 01225090
- Identifier - “CS”

The file name for the Cover Sheet for the candidate would be: 100075010001225090CS

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Submission of Cover Sheets

1. The Cover Sheet is printed, completed by the teacher and scanned; OR

2. The Cover Sheet is downloaded from the CXC website and completed electronically. These MUST BE
PRINTED TO PDF (e.g. Select the Microsoft Print to pdf option). The Cover Sheet must then be
uploaded as a pdf.
3. Cover Sheets must be uploaded as separate documents

Title Page

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

1. Year of the Examination

2. Subject
3. Candidate Number(s)
4. Candidate Name(s)
5. Title of the project (if applicable)
6. Name of the Teacher(s) who supervised the project.

Mark Schemes

If a Mark Scheme is required, Mark Schemes must be uploaded for each candidate.

The file(s) should be named as follows:

- Candidate Number - 1000750100

- SBA Moderation Code - 01225090
- Document number* - “-“ + Document number* of the relevant sample
- Identifier - “MS”

Using our example, if a mark scheme is being uploaded for the SBA sample file 100075010001225090-2, the file name
for the Mark Scheme would be 100075010001225090-2MS.

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