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BTEC Approval, Registration
and Certification
September 2008 – Examination Officer Training
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What will be covered today?
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Centre Approval
Qualification Approval
Registration Deadlines
Registering through JCQ format EDI
Registering through Edexcel Online
Deletion Policy
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Centre Approval
• Schools offering Edexcel qualifications but wishing to
offer BTEC programmes for the first time need to gain
centre and programme approval.
Video - Declaration of Intent
• The Quality Nominee is the individual taking overall
responsibility for the quality assurance of the BTECs in
your centre.
• Once you have completed the declaration you will be
ready to proceed to the Centre Approval stage.
Video - Centre Approval
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Centre Approval
• Once you have read through the declarations and
confirmed your acceptance you will have BTEC centre
approval, and will be sent an approval letter to your
online mailbox. You will also receive through the post a
centre approval certificate.
• For Schools completely new to Edexcel wishing to offer
BTECs please contact your regional office for advice on
the process. Contact details for your regional office can
be found on our website
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Consortium Approval
• If you are offering a BTEC programme as part of a
consortium, you cannot gain consortium approval online.
• The Lead Centre will need to complete form
“Consortium”, available in the Forms Section on our
website.
• A BTEC Quality Manager will then contact the lead centre
to progress the approval.
• Where the programme is approved for a consortium, all
members of the consortium will be externally verified
together, by one EV
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Qualification Approval
• You will be able to gain online approval for most of our
NQF programmes from Entry Level up to Level 3,
including Firsts and Nationals.
• There are some programmes that can’t be approved
online, notably the Children’s Care Learning and
Development qualifications that require forms BTEC and
BTEC 1 Ey Supp.
• Video – Qualification Approval
• Once you have chosen the programme you require and
gained approval a letter will be sent to your mailbox. You
can view approved programmes and order programme
definitions at any time.
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• Video - View approvals and order definitions
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Registration Deadlines
• For programmes that follow the academic year,
enrolment in September or October the registration
deadline is 1st November of the that year.
• Exceptions to this are programmes that do not follow the
standard academic year should be registered within 1
month of enrolment. It is important to provide enrolment
dates for these learners to avoid being charged late fees.
• Registrations made outside of these timeframes will
result in late fees.
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Registering through JCQ format EDI
• The JCQ format supports:
• registration for BTEC qualifications. It does not allow
NVQ qualification, individual unit or Modern
Apprenticeship registrations
• amendments to learner registration data
• email acknowledgement of file receipt and processing
• confirmation of learner overall grades
• Please note ESOL and Entry Level Adult Literacy &
Numeracy courses will appear in the BTEC basedata files
and should be administered within the BTEC exams
session.
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Becoming an BTEC EDI centre
• Before you are able to obtain your first set of basedata
from us we will need some basic information:
• your file transmission method (AVCO, Redstone, RM or
email) to allow us to send results acknowledgement files
back to you.
• Contact name, job title, telephone, fax and email
address to enable us to email file receipt and processing
acknowledgements to you: this should be a generic
address where possible (e.g., [email protected])
• You may email details to [email protected].
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Requesting Basedata
• JCQ basedata tells your software the programme codes
and titles for the courses you are approved to offer.
Unlike General Qualifications BTEC programme codes are
unique to your centre, and as such we can’t put the
basedata on the main website.
• We suggest you order basedata for all programmes. The
SIMS software in particular will only pick up on the latest
basedata file so don’t try ordering all your basedata for
different programmes separately.
• If a particular programme is missing it is probably
because it is not approved, see guidance on making
approvals before requesting new basedata.
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Requesting Basedata
• Video - request basedata
• If there is a problem an error message will appear asking
you to contact us. It will probably be because this is the
first time you’ve requested basedata and will need to be
set-up, which we will be happy to do.
• If the request accepts, the basedata will be emailed to
you using the address you used to log into Edexcel Online.
If you right click the file you will be able to view the
basedata or save it to file.
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Uploading basedata
• Once received you need to save the basedata files into
your software system. You should then be able to view
these from the BTEC exams session as described in
Sending Files section, Board 13 (Edexcel Registrations)
and series 9B (September).
• If you have problems uploading basedata into your
software you will need to speak to your software
provider, they should be the experts on the process
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Sending Files
• BTEC registration and amendment files should be created
under Board 13 (Edexcel Registrations) and series 9B
(September).
• Once the file has been verified you will receive a receipt
acknowledgment by email, and a further email once the
learners have been registered. This will usually take 3 or
4 working days.
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Registering through Edexcel Online
• Video - register students
• Registration Type:
• Full Award: For learners registering on a full BTEC
programme
• Individual Units: For learners that intend to complete
units from a BTEC programme only
• Apprenticeship: To register learners for approved
Modern Apprenticeship schemes
• Enrolment Date:
• By default this will be the start of the academic year,
1st September. If incorrect, amend it. This date is used
to calculate if the registration is late
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Registering through Edexcel Online
• Order Number: This is an optional field allowing you to
enter a purchase order number or other reference that
will appear on the invoice. It is up to 6 characters in
length.
• SRFs Required: The Student Report Form (SRF) is a paper
based certification claim form. If you are going to report
results through Edexcel Online you may choose not to
receive this.
• Programme: Drop down list of all the currently approved
programmes against which you may register.
• Register Online: This allows you to enter learner names
individually.
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Registering through Edexcel Online
• You can register students by keying them directly into
online
• Video - register online
• You can also register by spreadsheet. You will need to
download a template which you can complete offline and
then upload at a later date.
• Video - download spreadsheet template
• Video - complete registration spreadsheet
• Video - Upload completed spreadsheet
• Once the learners are registered they will be given a
registration number and you will be able to view and
print a Confirmation Report if you wish.
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Unique Learner Numbers (ULNs)
• Any learner taking a Diploma will require a ULN
• You obtain the ULN from MIAP - www.MIAP.gov.uk
• Where the BTEC programme is being studied as part of a
Diploma (Additional or Specialist Learning), a ULN must
be supplied with the registration
• EDI formats have been changed to accommodate the ULN
• Edexcel Online is being changed to accept ULNs
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Deletion Policy
• You are able to request a full refund of registration fees
for any learners notified to us by the 31st January of that
academic year. To do this you will need to either send us
a JCQ amendment file, or email us at
[email protected].
• Include your centre number, the learner names and
registration numbers and request us to “delete” those
registrations.
• Please note any requests received after 31st January will
be withdrawn with no refund of fees. Withdrawal
requests online or on the SRF will never credit
registration fees.
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