Entries - General Qualifications

This page provides a short summary of the different types of entries (preliminary, estimated and final) and how to make them. For further guidance and advice, please see the OCR Admin Guide.

Preliminary entries

Why does OCR need preliminary entries?

OCR collects preliminary entries for a small number of qualifications, where in-course teaching guides and question papers are required at a very early stage of the teaching process.

You will be sent a preliminary entry form by the end of November:

This lists which qualifications require preliminary entries. It is important to return your preliminary entry form by the date shown on the form so that we can send you the required materials. We will accept changes to your preliminary entries after the deadline although this may mean a delay in your receipt of materials.

Submitting preliminary entries does not replace the need to make estimated entries or final entries.

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Estimated entries

Estimated entries are your centre's best projection of the number of candidates that will be entered for a unit or option in a particular series. Estimated entries are free and do not commit your centre in any way.

If you do not make estimated entries, you will not receive despatches of early examination materials, for example, instructions for practical examinations and pre-release materials, when you require them.

Estimated entries can only be submitted through OCR Interchange. Just log on to Interchange and click on Entries in the left-hand menu.

Deadlines for submitting estimated entries can be found on the Timetables and Key Dates page.

At this stage, OCR does not need full details of the candidates; these will be required when you make final entries.

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Final entries

Final entries provide OCR with detailed data for each candidate, showing each assessment to be taken:

  • Linear qualifications – A single entry is made at the end of the course. The qualification may be made up of a number of examination papers and/or coursework.
  • Unitised qualifications – To claim the full qualification, unit entries together with certification entries must be made.

Entry codes availability and rules of combination can be found in the Entry Codes.

There are two methods of submitting final entries:

  • OCR Interchange – OCR's secure extranet. To obtain a login for Interchange, please return the OCR Interchange Agreement.
  • EDI (Electronic Data Interchange) – An electronic method of transmitting entry and results data to and from OCR using a third party carrier. Details of carriers can be found in the Admin Guide. Entry files can be downloaded from the Basedata section.

For details of what entry information is required, please see the Admin Guide.

Entry deadlines can be found on the Timetables and Key Dates page.

For entry fees, including late entry fees and re-sit entry fees, please see the Fees List.

The manual certification form for candidates who are certificating for GCE Further Mathematics having certificated for GCE Mathematics with a different awarding body can be found on the Documents page.

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FAQs

A. Please view the timetable and key dates page. Centres are advised to make entries as soon as possible so that they can be checked before the deadline. If candidates sit an exam without an entry, an entry amendment should be submitted.

A. Details on entry fees can be found in the OCR fees list.

A. Late entry fees are applicable from the day after the published entries closing date. Late fees are applied in two stages. Details on the level of late entry fees can be found in the OCR fees list.

A. Withdrawals received up to one month after the entry closing date will be refunded automatically. Withdrawals received more than one month after the entry deadline will not be eligible for a refund. The only exceptions to this are candidates withdrawn on medical grounds or following bereavement – OCR will refund these entry fees if they are withdrawn up to two weeks before hard copy results are issued. These cases must be supported by a medical certificate or, in the case of a bereaved or deceased candidate, a letter on centre-headed paper. To claim a refund, please forward the supporting documentation together with a copy of the invoice to the Finance Division at OCR, 1 Hills Road, Cambridge, CB1 2EU.

A. The Unique Candidate Identifier (UCI) is a 13-character code which is used as a unique attribute in addition to a candidate's name, gender and date of birth. The UCI is used to link candidates' unit results across series for all of their entries (starting from the January 2001 series) so that they can be certificated. It also links carrying-forward coursework marks for re-sitting candidates. For these reasons, candidates must not be issued multiple UCIs. A candidate's UCI should remain with them even if they move to a different centre or progress to higher qualifications. Any entries submitted without a UCI will be rejected and you will be requested to supply them.

A. Once OCR has downloaded your entry or amendment file, you will receive an acknowledgement in your EDI inbox. OCR downloads files at least three times each working day and acknowledgements are sent at the beginning of each working day. An acknowledgement does not mean that the file has been successfully loaded to our system as, at this point, no validation checks have been performed.

A. Check that the UCI allocated to the candidate is the same as in the previous series. If this differs, an entry amendment will be required to update the new UCI to match the previous UCI. Additional entries may need to be made for the missing units or the certification code may need to be withdrawn if the candidate is not expecting to complete the course in this series.

A. Entry amendments can be made up to two weeks before the issue of hard copy results. After this point, it is not possible to make any changes to the entry; only changes to candidates' personal details will be permitted. These changes will appear on candidates' certificates. Once results are issued, only changes to a candidate's name or date of birth will be accepted. OCR may request a copy of a legal document (birth certificate or passport) where proof of identity is necessary.

A. Entry amendments can be made by submitting an EDI amendment file via your EDI carrier or by amending the entries on OCR Interchange.

A. Centres entering candidates must enter the candidate as either a School candidate or a Private candidate. However, candidates entered at different centres may have different statuses.

A. Details on the despatch dates of question papers can be found on the OCR Key Dates posters.

A. Yes. Candidates may retake full qualifications as many times as they wish; however, you should check the Entry Codes to see whether there are any re-sit rules.