Diploma Exam Registration Management

Part of the Diploma Exam Conceptual Overview.

The following lists the PASI functionality that each user type can use to manage diploma exam registrations, i.e. Diploma Exam Marks with status of “Registered”:

FunctionalityUsed by Student and connected 3rd parties1)Used by School/Authority 2)Used by Ministry (Student Records or Assessment)
Register for a Diploma Exam
Yes No Yes
Submit Diploma Exam Mark service (for Exam Mark with status of Registered)
(PASI Core)
No Yes (via Integrated SIS) No (Note: Assessment will use the service to submit results, not registrations)
Add Diploma Exam Registration and Edit Diploma Exam Registration
No Yes Yes
List Diploma Exam Registrations
No Yes Yes

Managing Registrations where Fee is Required

If a fee is required for a registration, it can only be added to PASI via myPass' Register for a Diploma Exam functionality. This allows the proper fee collection information to be captured for the registration.

Only students and ministry users can submit registrations via myPass.

Once a fee required registration is submitted to PASI and the proper fee information has been captured, it can be modified through any interfaces (e.g. PASIprep) as fee is now captured for the registration.

The Diploma Exam Fee Calculator is used to determine if a fee is required for a registration.

Diploma Exam Registration Request on myPass

When a diploma exam registration(s) is created through myPass, a Diploma Exam Registration Request is created in addition to the Exam Mark records to manage the workflow on myPass as well as collect payment information.


Lifecycle of a Diploma Exam Registration Request

The following diagram shows the lifecycle of a diploma exam registration request, as well as the parallel between a diploma exam registration that was not submitted using a diploma exam registration request (e.g. via PASIprep).


Status of a Diploma Exam Registration Request

A diploma exam registration request can go through the following statuses:


  • Requests will start in an Under Construction status. This means that the user is still in the process of entering registrations for the request.
  • Once the request has been completely entered, if there is no fee required from any of the registrations in the request, the request moves to the final “Registered” status.
  • If there is a fee required from one (or more) registration(s) in the request, myPass will request for payment collection information.
    • If the user is a Student, myPass will direct user to EPS2 (Electronic Payment System) in order to make their payment online.
      • When the user is redirected to the payment page, the status of the order is “Payment Pending”. Payment Pending orders cannot be modified or deleted; the PASI EPS2 Payment Reconciliation process is in place to clean up “lingering” Payment Pending orders as needed.
      • After successfully making their payment, the user is returned to PASI and the status is updated to “Registered”. If the user was unable to successfully pay for their order, the status is updated to “Payment Not Received” from which the user can try to pay again, or cancel their request.
    • If the user is a ministry user, they will be asked to enter payment collection information instead of performing the online payment process. In this scenario, the Request will go directly from Under Construction to Registered, and it does not go through the Payment Pending and Payment Not Received states.
  • The “Registered” status is the end state for a request. Once a request reaches the Registered status, user will no longer manage the request as a whole; rather, they will be managing the individual registrations (i.e. Exam Mark) records.
  • Unless all Registrations in a Request are Diploma Exam Late Registration, the Request can only stay in the “Under Construction”, “Payment Pending” and “Payment Not Received” statuses for a limited amount of time. User must bring a Request to the “Registered” status within a given timeframe, otherwise, the Request will be deleted along with all the associated Exam Mark records. Since each exam sitting has a capacity constraint, if a user does not complete their registration request within a given timeframe, their registrations are deleted so that the spots they have taken in the exam sitting is freed for other users to register for.
  • If a Request contains only Diploma Exam Late Registration(s), the Request Expiry DateTime will not be shown to the user as there is no need to enforce user to complete the Request in a timely manner, since capacity constraints no longer applies
    • PASI will set the Request Expiry DateTime behind the scene to equal the Time of the Exam the Registration is for (if there are multiple registrations, the earliest deadline will be used); this allows the system to 'clean up' lingering Requests if a user never completes a late registration. The expiry date/time does not get renewed in any circumstances in this case.

Exam Registration Request Expiry Date/Time Renewal and Management

A configurable Maximum Request Expiry Extension value exists in PASI; this is used to determine the expiry date/time for a request.

The Maximum Request Expiry Extension is currently set to 10 minutes.

connected via 3rd Party Connection
The user must be associated to the student by creation, current school enrolment, last school enrolment, or by exam registration