For exams officers

Administrative guide
Using Submit for Assessment

Guidance on preparing and

submitting marks and work
for moderated and examined
syllabuses using our Submit for
Assessment service.
Check the samples database on
our website to find out for which
syllabuses/components you
must submit marks and work
using Submit for Assessment.
What is Submit for Assessment?

Submit for Assessment is our service for you to upload marks and work for some
internally assessed and/or externally assessed components (such as examined
coursework and non-coursework tests). Details of which syllabuses are using
Submit for Assessment are on our website and in the samples database.

Accessing Submit for Assessment Step 1

Submit for Assessment is hosted on the My Cambridge Check that My Cambridge is listed as a trusted site in
website. It is compatible with Windows and macOS your browser’s security settings.
operating systems, and the following browsers shown in If https://mycambridge.sso.cambridge.org is not listed,
the table below. You can use laptops and desktops to type in the URL and click ‘Add’.
access Submit for Assessment.

Browser
Microsoft Internet
Chrome Safari Edge Firefox Explorer 11
(Windows 10) or later

Yes No No Yes No

Step 2
If you are using Submit for Assessment for the first time,
you will receive an email with instructions on how to
create an account.

If you used Submit for Assessment in a previous series,

use the same login details.

1 Administrative guide: Preparing and submitting work using Submit for Assessment
Guidance on preparing documents before submitting
The following documents are included within Submit for Document headings
Assessment so you no longer need to complete and Each document should be headed with the:
submit them as separate items:
• exam series
• attendance register
• your centre number
• declaration of originality.
• your centre name

Examined and moderated components • the syllabus and component number

Make sure that your PDF files do not include any • candidate number
interactive elements, for example comments, digital • candidate name.
signatures, or form fields. If any PDFs contain interactive You do not need to follow exactly this naming convention
elements, please follow these instructions to ‘flatten’ PDFs for individual files unless you are using the bulk upload
to remove the interactive elements. Once you have tool. See the Uploading work in bulk section on page 8 for
flattened the file please check you are happy with the naming files for bulk upload.
quality before you upload. If you upload PDFs with
interactive elements for an examined component,
you will receive an error message:
Important information
Make sure that: When submitting an essay for the following
• any Word and text documents are a maximum of components, you must use .docx format:
200 pages (see the list of file formats we can accept • Cambridge IGCSE Global Perspectives (0457/02)
on page 3)
• Cambridge International AS & A Level Drama
• all page sizes are A3 size or smaller (11.7 x 16.5 (9482/04)
inches maximum) • Cambridge O Level Global Perspectives (2069/02)
• background and foreground colours are different from • Cambridge International AS & A Level Global
each other – use a high contrast. Background colours Perspectives & Research (9239/02, 04)
can appear stronger when converted, which makes it
• Cambridge International Project Qualification
difficult to read any foreground text
(9980/01).
• all text can be read at a 100 per cent zoom level, If the work has a bibliography or list of references you
without the need to zoom in further must submit this as a separate document and upload
• you have not included any macros or automation it to the ‘bibliography’ in the ‘learner section’.
(Visual Basic code)
• documents are not password protected
• all content is visible and nothing overlaps (one item
covering another), for example images, text boxes or Important information
shapes. We cannot move content around to see You can only upload a single file for each ‘learner
anything which is hidden by an overlap. section’ unless the system indicates you can upload
multiple files when you are in the upload screen.
You can upload up to 20 additional files into the
Important information ‘Supporting materials’ section.
The requirements listed above do not apply to Cambridge
International AS & A Level Information Technology
(9626/02/04). You save and upload these syllabus/
components in a zip file before submitting them.

2 Administrative guide: Preparing and submitting work using Submit for Assessment
Guidance on preparing documents before submitting continued

File sizes and types Glossary

If a file is larger than the maximum file size, you must use To help our centres in the US understand the language
HandBrake to reduce the file size before uploading it to and terminology used in this guide we have included a
the Submit for Assessment portal. Information about glossary of our key terms below.
using Handbrake is on page 9.
UK term US term
Once the submission window is open check the upload
Candidate Student
page for each component to see which file types we
accept for each component. Please note that the file types Centre School
accepted will differ for each component. Entry Registration
We recommend using the audio and video formats Examiner Reader
highlighted in blue in the table below. Invigilator Proctor
Mark Score, point
File types Accepted formats Limit
Mark scheme Rubric
Audio .3g2 .3ga .aac .aiff .amr .m4a .m4b . 25 GB
m4p .mp3 .wav .oog
Marker Scorer

Data .xls .xlsx .mdb .accdb .xlsb 25 GB Script Exam

Document* .odt .pdf .rtf .txt .doc .docx .dotx . 25 GB Statement of results Score report
pages Syllabus Curriculum framework
Images .jpg .png .jpeg .tif .jfif .gif .heic .psd 15 MB
Written paper Examination
.dox
Presentation .ppt .pptx .pdf .gslides .pptm .odp . 25 GB
ink .potx .pub
Video .3g2 .3gp .avi .flv .m4v .mkv .mov 25 GB
.mp4 .mp4v .wmp .wmv .wlmp .mts Important information
.mov-1 .mp4-1 .xspf .mod
Information on when and how to submit your
Web .html .htm .gdoc .url .exe .key 25 GB candidates‘ work, and which forms to complete and
submit with the work, is in the samples database.
*See the important information box on page 2 for
information about the format in which essays must be
submitted for certain syllabuses.

3 Administrative guide: Preparing and submitting work using Submit for Assessment
Submitting marks and internally assessed work
Follow the steps below to submit marks and work using Step 4
Submit for Assessment. You should also refer to the The next screen displays syllabuses that include one or
Cambridge Handbook section M ‘Centre and Cambridge more moderated components for which you will submit
Associate responsibilities: Copyright and candidates’ work’, marks using Submit for Assessment. Select the syllabus
and section 5.6 ‘Malpractice’. you are submitting marks for.

Important information
Candidates must not re-use coursework from a previous
exam series. You must submit a new piece of work. See
section 3.1 of the Cambridge Handbook for more details.

Step 1
Sign into your account which is accessed through the
My Cambridge website, our single sign-on service.

Step 5
When you select a syllabus, this launches a screen which
lists the components for which you need to submit marks.
Select a component.

Important information
If you are an exams officer at multiple centres, when
you log into Submit for Assessment you need to select
the centre you wish to upload work for.
Step 6
Step 2 In the ‘Enter marks' screen, you enter the mark for each
candidate, or mark a candidate as absent.
When you have signed in, the next screen asks you if you
want to submit work for marking, or marks and samples
for moderation.

Select ‘Submit marks and samples for moderation’.

Step 3
You must submit marks first.
If you have candidates with an approved extension to the
marks deadline you can ‘Submit’ if you have entered marks
(or marked as absent) at least 95 per cent of the total
candidates. You can make a second submission once you
have entered the marks for all candidates with an
extension. If you have more than 5 per cent of candidates
with an extension you cannot ‘Submit’ until you have
entered all candidates’ marks.

4 Administrative guide: Preparing and submitting work using Submit for Assessment
Submitting marks and internally assessed work continued

Step 6 continued Step 8

You can upload marks using the pre-populated template. We will send you an email confirming the marks you
Select ‘Download template’ and enter the marks against have submitted.
each candidate, then ‘Upload template’. When you have
finished entering marks press ‘Submit’. Sample selection
Step 9
After you have submitted your marks the system will
automatically select the candidates required for the
sample based on the marks you entered.

We will send you an email confirming which candidates

you need to submit work samples for.

You can only upload work for these candidates.

Step 7
After you have pressed ‘Submit’, your marks will go through
a series of declaration screens. Navigate through them until
you receive confirmation of the marks being submitted.

Important information
If you are submitting marks for 0995/02, 5016/02 or
0413/02 you will need to select your sample using the
samples database.

5 Administrative guide: Preparing and submitting work using Submit for Assessment
Submitting work on Submit for Assessment
Uploading candidate work Linking a document with multiple candidates
If you have entries for examined components, select If you have group work or files that are associated with
‘Submit candidate work for marking’. If you have entries more than one candidate, you may want to link your files
for moderated components, select ‘Submit marks and so you only need to upload the file once. Once you have
samples for moderation’. uploaded a file to a ‘learner section’, you will see the option
to ‘Link with other candidates’. You can select candidates
Step 1 that you would like to attribute the file to.
Select a syllabus and then choose the component you
want to upload work for. Your candidate entries will be
listed for the component you have selected along with the
submission deadline. For moderated components, you
must first submit your internally assessed marks.

Deleting files
Any files you have uploaded can be deleted by selecting
Step 2 the bin icon under ‘Delete’. Once you have submitted
Choose a candidate and either: candidate work to us, you cannot delete any files.

• Click ‘Upload’ to choose a file from your computer, or; Viewing and downloading files
• Drag and drop a file you have already selected onto the When you have uploaded or submitted candidate work
candidate ‘card’ for the appropriate ‘learner section’ e.g. you can view it by selecting the blue play icon in the ‘View’
‘Essay’. A virus scan is automatically completed at this column. You can then download files in the view window
stage. Any files found with a virus will be deleted. We will by selecting ‘download’. If the file type cannot be viewed it
send you an email confirming the file has not successfully will automatically be downloaded.
uploaded due to a virus and must be replaced.

Marking work as missing

Uploading additional files If you do not have a particular piece of work for a candidate,
If you have candidate files to submit that are in addition to tick the ‘Missing’ box in the ‘Component Section’ table.
those listed in the ‘learner section’, you can upload these to
the ‘Supporting material’ section for each candidate. You can
upload up to 20 ‘Supporting material’ files per candidate.

You can upload these in the same way as work uploaded

to the ‘learner section’. The ‘Supporting material’ section
is where you upload any additional files we need, for
example access arrangements.

Important information
Once you have finished uploading candidates’ work, you must submit it for us to receive the files. Once you have
submitted your candidates’ work you cannot add more files or submit any more work to us. You can log into Submit for
Assessment and add files gradually, rather than all at once. All the work you upload to Submit for Assessment will be
saved automatically. If you realise after submitting work to us that you have made an error, for example, uploaded and
submitted an incorrect file, contact us so we can discuss this with you: info@cambridgeinternational.org

6 Administrative guide: Preparing and submitting work using Submit for Assessment
Submitting work on Submit for Assessment continued

Examined components – Marking a Step 3

candidate as absent or present Examined work
On the ‘Mark for training material’ screen, tick the box(es) to
To mark a candidate as absent, select ‘Mark as absent’
tell us whether we can use work you have submitted to us as
on their candidate card. When you mark a candidate as
part of our training materials in the future. Click ‘Next step’.
absent any files previously uploaded for that candidate
will be automatically removed.

A notification will appear on the screen to confirm the

candidate has successfully been marked as absent and
any previously uploaded work has been deleted. If you
make a mistake, just click ‘Mark as present’. You will then
be able to upload files to the ‘learner section’.

Step 4
On the ‘Finish submission’ screen you will see confirmation
Submitting candidate work
that your candidate work has been submitted.
Step 1
Examined work
When you have completed the ‘learner section’ for
all your candidates the ‘Submit’ button will be active.

Moderated work
When you have uploaded the requested work for all of
the requested candidates in the sample, the ‘Submit’
button will be active.
Step 5
We will email you receipt confirmation of your submission.

Candidates not listed

If you need to submit work for a candidate, but they are not
listed in Submit for Assessment, then we do not have an
Step 2 entry for them.
Tick each box to complete the Declaration of Authenticity. If entries are still open, you can enter the candidate on
Click ‘Next step’. When you upload a file, you will be able to Direct by following the ‘Add candidate entry (Direct)’ link
see the upload progress displayed at the side of the screen. and wait up to 24 hours for the candidate to appear on
Submit for Assessment.
UK centres can make entries using A2C and then wait up
to 24 hours for the candidate to appear on Submit for
Assessment. If the entries deadline has passed you will
not be able to make entries.

Replacing files or submitting additional files

If you need to replace or submit additional files after
you have submitted candidates’ work, contact us:
info@cambridgeinternational.org
If we find that your submission is incomplete or any files
need replacing, we will contact you and ask you to re-submit.
If your submission is re-opened, you can upload and submit
files in the same way following the steps in this guide. Please
make sure you also follow any specific instructions we give you.

7 Administrative guide: Preparing and submitting work using Submit for Assessment
Submitting work on Submit for Assessment continued

Uploading work in bulk When you have named your files correctly, you can
The Bulk Upload tool can be used if you have a large upload them:
number of candidates that you need to upload work for. Step 1
We do not recommend this for every centre as every file
Select ‘Bulk Upload’.
will need to have the correct naming convention.

Name files that you want to upload using the Bulk Upload
tool using this naming convention:

Series_SyllabusNumber_ComponentNumber_
CentreNumber_CandidateNumber_ComponentSection,
e.g. June2023_9239_03_AB123_0001_FILENAME

This table gives more detail about naming files:

File name Correct Incorrect

Notes
section example(s) example(s)
Series Enter as month June2023 Jun2023
(MMMM) and year june2023 June 2023
(YYYY) with no spaces.
J23
The name of the month
is not case sensitive.

Syllabus Enter as 4 digits, even 0457 457

number if it begins with a 0.
Component Enter as 2 digits, even 02 2
number if it begins with a 0.
Centre Enter as 5 AA001
number alphanumeric aa001
characters.
12345
If your centre number
includes letters these Step 2
are not case sensitive.
Candidate Enter with or without 0001
Click ‘Next’.
number preceding zeros. 1
Step 3
Component Enter the name of the Speaking Jon’s essay Click ‘Add Files’ and select the files you want to upload.
section file that is displayed Test
on screen, for example speaking Step 4
‘speaking test’ or if a test
‘Supporting material’ A dialogue box will tell you if there are any problems with
document, name it Essay
how you named the files. Click ‘Cancel’ to go and fix these
as ‘Additional’ and essay
issues, or upload all files without errors.
a number, e.g. Additional1
‘Additional1’
additional2
‘Additional2’ etc.
The words you use
for this part of the file
name must exactly
match the name of
the file displayed on
screen within Submit
for Assessment.
The component
section name is not
case sensitive. Step 5
Click ‘Upload’.

Important information
Files that are not named correctly will not be uploaded
by the Bulk Upload tool. Plagiarism and collusion checker
If you have difficulty using Submit for Assessment, email You will see this symbol next to any component
Customer Services: info@cambridgeinternational.org sections where we will use Turnitin to check for plagiarism
and collusion:

8 Administrative guide: Preparing and submitting work using Submit for Assessment
Reducing file sizes using HandBrake

If a file is larger than the maximum file size, you must use HandBrake to reduce
the file size before uploading it to the Submit for Assessment portal.

For all files larger than 15 MB (images) or 25 GB Step 4

(other accepted file types), you must use HandBrake Under ‘Save As’, select ‘Browse’ and choose a location
(https://handbrake.fr) to reduce file sizes before for your new file. Enter a file name and click ‘Save’.
uploading them to Submit for Assessment. This will
reduce the time it takes to upload the files.

Important information
You will need administrator rights on your PC/laptop
to install HandBrake. If you do not have administrator
rights, the installation will fail. Please contact your Step 5
centre’s IT department so they can give you these Select ‘Presets’ and then select ‘General’ and ‘Fast 720p30’
rights, or install the software for you. from the preset list.

Step 1
Go to https://handbrake.fr/downloads.php
and select the correct platform for your operating system.
Follow the on-screen instructions and install HandBrake.

Step 2
Open HandBrake and select ‘File’ from the toolbar.
Step 6
Click ‘Start Encode’ to start the compression. Depending on
your computer’s speed and size of the file, this operation
could take several minutes.

If you have multiple files to compress, you can queue your

files using the ‘Add to Queue’ button. HandBrake will
convert all the files you have added to the queue.

Step 3
Locate your file on your PC/laptop and click ‘Open File’. Step 7
You will see the file you are converting listed next to the You can note the progress of your upload at the bottom
‘Source’ heading. of the application window, as shown below:

Step 8
When your files have been compressed, check that
they open correctly before uploading them to Submit
for Assessment.

Learn more! For more information please visit www.cambridgeinternational.org/examsofficers or contact

Customer Services on +44 (0)1223 553554 or email info@cambridgeinternational.org

9 Administrative guide: Preparing and submitting work using Submit for Assessment