When you make entries for general qualifications (GCSE, AS and A Levels) you need to provide the following information.
Provide candidate name, date of birth and gender:
The candidate’s name and date of birth appear on the certificate exactly as the entry so, if you don’t get it right, making changes after the certificate has been issued will mean you have to pay for a replacement certificate.
This is a four-digit number, usually allocated by the centre at the time of entry, which candidates will need to write on their question papers.
This is a 13-character code. It is mandatory and is used mainly to link a candidate’s unit results across series (and across different centres) for all their entries so they can be certificated.
The following diagram shows the components of a UCI:
This is a personal ten-digit number, which is used to ensure learner achievement information can be provided to their Personal Learning Record (PLR). ULNs are provided and administered by the Learning Records Service (LRS).
If a candidate does not have a ULN, the ULN field should be left blank; you must not add a piece of placeholder text, such as ‘9999999999’ or ‘TBC’.
Where a ULN is included with an entry, we will check the ULN and candidate details with the LRS. Candidate details submitted to us need to match exactly with those held on their PLR. If there are any differences, we will not be able to validate the ULN. This will not prevent your entries from being processed, but we will not be able to send results data to their PLR until the ULN and candidate details held by us have been validated correctly. If you need to make a change to a learner’s details, you must update them in a number of places:
For more information, and to generate a ULN, please refer to the Learning Records Service.
Entries are made using a four-digit entry code and option codes (where needed). These details are provided in the entry codes booklet with more information in the final entry rules section.
Candidates must be entered for the correct entry option, which can represent any of the following:
A candidate must not be entered for more than one option for a single assessment in the same series.
Duplicate entries must not be made for the same candidate – it’s not possible to enter a candidate for the same entry code twice using different option codes. You will need to make an entry amendment if you decide the option entered is incorrect.
If there are legacy and new qualifications running side-by-side, be extra vigilant about using the correct entry code.