BTEC Approval, Registration and Certification

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BTEC Approval, Registration and Certification

• September 2008 Examination Officer Training

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What will be covered today?

• Centre Approval
• Qualification Approval
• Registration Deadlines
• Registering through JCQ format EDI
• Registering through Edexcel Online
• Deletion Policy
• Top Tips

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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 cant be approved
  online, notably the Childrens 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.
• 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.,
  exams_at_myschool.ac.uk)
• You may email details to btecracs_at_edexcel.org.uk.

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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 cant 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 dont 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 youve
  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 btecracs_at_edexcel.or
  g.uk.
• 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.