Entry amendments and withdrawals

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 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 do make your initial entries via Interchange but submit EDI files subsequently, please ensure your system can generate EDI amendment files beginning with ‘A’ straight away without producing an ‘E’ entry file first.

Amending qualification details and withdrawing entries

After a certain point – approximately one week before the issue of results for each series (see Key dates), it is no longer possible to make changes to the qualification details; only corrections to a candidate’s personal details will be accepted. This is also the final deadline for withdrawing entries.

Refunds for withdrawing entries

Withdrawals received up to the deadlines will be refunded automatically. 

Withdrawals received after these deadlines will not be eligible for a refund. 

The only exceptions to this are candidates withdrawn on medical grounds or following bereavement – we will refund these entry fees if they are withdrawn up to one week before the results publication date. 

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 to the Entries Team at OCRGQ.entryprocessing@ocr.org.uk.

Making personal detail amendments 

• You can use A2C or Interchange to amend candidate details until the withdrawal deadline for each exam series.
• After the withdrawal deadline, you can still make amendments but these need to be emailed to us at OCRGQ.entryprocessing@ocr.org.uk.
  
• You can make amendments to candidates’ personal details until certificates are printed. Any requested changes after certificates have been printed will mean that certificates have to be re-issued and replacement certificate charges will be applied (see replacement certificates).

What if a candidate changes their name? 

• If a candidate changes their name before results are issued then you can change this on your system and let us know via either A2C or Interchange.
  
• If the candidate’s full name is correct at the time of the award, but changes later, we can’t reissue a certificate with their new name. However, if the candidate is going on to take other qualifications in a later exam series, please make sure their new name is recorded on your MIS, via either A2C or Interchange, and amended with the LRS. 
• The exception to this is where a candidate is undergoing a gender reassignment – in this case their previous certificates can be reissued with their new name. Please contact our Results Team at ocr.results@ocr.org.uk. 

'Pirate candidates'

Where a candidate sits an examination but has no entry (referred to as a ‘pirate candidate’), please make sure you submit an entry amendment via either Interchange or A2C immediately after the examination. Note that late entry fees will apply.

Keep your MIS and the LRS up to date 

Once you've made your amendment/withdrawal, 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. 

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.

Personal detail amendments

If you need to update candidates’ personal details, e.g. name or date or birth, you can so free of charge. Please email vqprocessing@ocr.org.uk with the details. 

If you wish to change a candidate’s whole name (rather than correct a spelling mistake), you will also need to send proof of the candidate’s name change. 

It is not possible to make personal detail amendments via Interchange or A2C.

Entry withdrawals and transfers

Cambridge Technicals tested units 

You can withdraw Cambridge Technicals test unit entries without charge until the 'withdrawal with a refund' deadline. After this date, any withdrawals will not be refunded and candidates should be marked as absent on the Interchange attendance list.  

Certificates of Professional Competence 

You can withdraw CPC entries without charge until the entry deadline. After this date, the question papers will be sent and there can be no more withdrawals or late entries. 

Functional Skills tested units 

You cannot usually withdraw Functional Skills entries once they have been made as question papers are sent out automatically as soon as the entry is processed. However, if you submit an entry in error and call us immediately, it may be possible to cancel the entry before it has been processed.

Moderated and verified qualifications (including Cambridge Technicals)

You cannot automatically withdraw these entries. However, if you have submitted an entry in error, please contact us so we can investigate whether it is possible to withdraw the entry for you.

How to withdraw or transfer an entry

To withdraw or transfer a candidate’s entry, where permitted, email vqprocessing@ocr.org.uk with the following details: 

• Your centre name and number 
• The candidate’s name and number 
• The qualification they are entered for 
• The details of the amendment.