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This blog has been updated to amend the content originally published on 2 March 2016.
Once you’ve made your entries for the June 2017 series, you may need to make amendments or even withdraw them. Making sure your entries are correct before the final entry deadline ensures you won’t incur any unexpected late entry fees. However, once you receive your entry feedback documents from us, this provides another opportunity to check both your entries and your candidates’ details are correct.
Interchange or A2C?
You can use A2C or Interchange to make amendments to your entry file. However, it’s really important to submit any amendments using the same method (A2C or Interchange) as you submitted your original entry file. If amendments are submitted via a different method to the one you originally used then the information in your amendment file will completely overwrite your original entry file on our systems. If you stick to the general principle of using A2C or Interchange, not both, you won’t go far wrong!
Keep your MIS up to date
Take care to ensure your own management information system (MIS) is kept updated – if you’re making amendments via Interchange then any changes won’t automatically feed back into your records, whereas A2C automatically feeds amended details back to your MIS.
Making personal detail amendments
Amendments can be made to candidates’ personal details without charge until the post-results services deadline (20 September 2017).
You should always use a candidate’s legal name, rather than a known-as name, when you’re making entries. (This means the details on your certificates will be correct). Once certificates have been printed, there will be a charge for any personal detail amendments. If individual certificates are lost or damaged within a centre, we will issue free replacement certificates until 30 November 2017. Following this, a charge will be made (see the Fees List for charges).
You should also ensure any amendments made to candidate details on your MIS and via A2C or Interchange are consistent with the details on the Learning Records Service (LRS) website. If they aren’t, the candidate’s unique learner number (ULN) will no longer be valid. You can find out more about ULNs in one of my previous blog posts.
What if a candidate changes their legal name?
If I withdraw a candidate, are entry fees refunded?
Refunds for withdrawn entries from the June 2017 series are available until the following deadlines:
It’s still possible to withdraw an entry after these dates (until the withdrawal deadline – more details below), but we’re unable to refund your entry fees unless there is a medical reason and a certificate is supplied.
When are your final withdrawal deadlines?
The deadline for making entry withdrawals is approximately one week before the issue of results for each series. The withdrawal deadlines for the June 2017 series are shown below. Don’t forget: after these dates withdrawals are not possible.
Do you still have questions? We’d love to help. Call us on 01223 553998 or email us at firstname.lastname@example.org
Sharon Green - Assessment Processing Manager - Entries and Results, Operations.
The Entries and Results team manage all entry processing for 14-19 qualifications and the issuing of results. Sharon has worked at OCR as the Entries and Results manager for nearly two years but previously worked in the Sales Ledger Finance team at Cambridge Assessment for 24 years, starting as an assistant and working her way up to Sales Ledger Manager. After so many years she felt it was time to broaden her horizons, take on a new challenge and learn everything there is to know about assessment processing.