This blog has been updated for the June 2019 series
Once you’ve made your entries for the June 2019 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 31 August 2019.
When you’re making entries, we recommend you can enter candidates under names that can be verified against suitable identification, such as birth certificate, passport or driving licence. (This means the details on your certificates will be correct). However, it is up to the centre and candidate to choose the name they are to be entered under. 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 2019. Following this, a charge will be made (see the Fees List for charges).
You should also make sure 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 name?
If I withdraw a candidate, are entry fees refunded?
Refunds for withdrawn entries from the June 2019 series are available until the following deadlines: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 2019 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 email@example.com
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 started her role at OCR as the Entries and Results manager in 2015 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.