Preparing digital systems for the most demanding time of the year.
We all know that exam results season is a time of excitement and anticipation - for students, parents, and educators alike. But what many might not consider is the increased digital workload. Before they can celebrate achievements, many educational institutions have been busy behind the scenes, preparing their digital systems for the most demanding time of the year.
The challenge
While some students now access their GCSE and A-Level results online, via an app or email, many still receive them in person at school or college. Regardless of the method, schools and colleges face a significant test of their digital and administrative systems during this time. It’s crucial that these systems are robust and flexible, ensuring smooth delivery of results and enabling students to plan their next educational steps with confidence.
Adding to the challenge, this all unfolds during the summer holidays. With many IT and administrative staff potentially on leave, careful planning is essential to ensure there’s enough support to keep everything running smoothly.
The scale
Annually, UK students take an impressive circa 5.7 million GCSE exams. Just a few weeks ago more than 850,000 A and AS level results were awarded in England alone, alongside over 250,000 vocational and technical qualification results. These figures go some way towards understanding the significant logistical efforts that go into processing such a large volume of exams and results annually.
Of course, the surge in demand during results season reaches beyond schools and colleges, impacting exam boards, universities, and the Universities and Colleges Admissions Service (UCAS) too, and continuing well beyond results day. Exam boards must efficiently handle queries and challenges, while universities experience a flurry of activity as students confirm or reconsider their course choices. UCAS, too, sees increased traffic as students decide on offers.
This huge interconnected system must operate smoothly to ensure students can make informed decisions about their educational futures, requiring coordinated efforts across all institutions involved.
Privacy & security
Protecting students' personal information during exam results season is of paramount importance. With a vast amount of sensitive data being handled, educational institutions must ensure robust security measures are in place to prevent unauthorised access or breaches.
Compliance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 is essential, requiring schools, colleges, and universities to implement strict protocols for data handling and storage. These measures include encryption of data, regular security audits, and ensuring that only authorised personnel have access to sensitive student information.
Results embargo
The UCAS embargo is an essential part of managing the release of exam results in the UK, helping everything run smoothly and fairly. Each year, UCAS, universities, and colleges get an early peek at exam results thanks to special agreements with the Scottish Qualifications Authority (SQA) and the Joint Council for Qualifications (JCQ). This early access period lets these institutions get ready and make decisions before results are officially released to students.
During the embargo, application statuses are frozen, and universities and advisers can't discuss individual results with students - to keep things fair for everyone. Sticking to the embargo ensures that all students find out their results at the same time, preventing any leaks or premature disclosures. It's crucial that everyone involved understands the importance of this arrangement, as any breaches can have serious consequences.
The clearing system
The UK clearing system plays a crucial role in managing the heightened activity that follows the release of exam results. The clearing process, managed by UCAS, helps students find university places after the main application deadlines have passed. It is typically used by students who did not receive any offers, did not meet the conditions of their offers, or decided to apply late.
Clearing opens after A-level results are released and allows universities to fill any remaining course vacancies. Students can browse available courses and contact universities directly to express their interest. If a university offers a place, students can accept it through UCAS, securing their spot for the upcoming academic year.
This system is an integral part of the results season that provides a valuable second chance for students to continue their education - highlighting how efficient digital systems can successfully support changing student needs.
How technologies can help
Educational institutions are increasingly turning to new technologies to help manage the challenges of exam results season more effectively. One of the key tools they're using is cloud computing. This technology allows schools to store and manage data online, which means they can easily handle the large number of people accessing results at the same time without any delays or crashes.
Mobile-first apps and portals are also proving invaluable across the board. These apps let students manage key interactions in an easily accessible way - for example, receive instant alerts when their results are ready, check out course information and track application progress, or connect to support services or clearing helplines where needed.
Data integrations can significantly ease the challenges of exam results season by ensuring that information flows seamlessly between different systems which would otherwise be siloed. By integrating data sources, institutions can streamline processes like application management and results dissemination, reducing the risk of errors and ensuring timely and accurate information. This cohesive approach not only enhances operational efficiency but also improves the overall experience for students and staff alike.
Looking to the future, there are even more exciting possibilities. For example, artificial intelligence could help schools predict when they might need extra resources, and handle predictable and repeatable tasks or conversations, making the whole system run more smoothly. Meanwhile, blockchain, a secure way of recording information, could make sure that results data is handled safely and transparently.
As these technologies continue to develop, they promise to make the process of navigating results season easier and more efficient for everyone involved.
Further reading
BBC: GCSE results day to change for thousands of students with new app
Ofqual: Level 3 results analysis 2025: key trends and context for teachers
BBC: Five key takeaways from 2025’s A-Level results
UCAS: Confirmation and clearing: the essentials
FFT Education Data Lab: GCSE results 2025: The main trends in grades and entries
