V3 November 2022 - S Henderson
Thomas Tallis School – BTEC Programmes
Registration and Certification Policy
Aims of this policy are:
In order to do this, Thomas Tallis will:
IMPORTANT - Learners should be registered on Edexcel Online on the appropriate programme code, before any assessment activity is completed
Procedures for accurate and timely registration and certification
Roles & Responsibilities
External Links
Information manual
Thomas Tallis School – BTEC Programmes
Registration and Certification Policy
Aims of this policy are:
- To register individual learners to the correct programme within agreed timescales.
- To claim valid learner certificates within agreed timescales.
- To construct a secure, accurate and accessible audit trail to ensure that individual learner registration and certification claims can be tracked to the certificate which is issued for each learner.
In order to do this, Thomas Tallis will:
- Register each learner within the awarding body requirements
- Register each learner on the appropriate programme code, before any assessment activity is completed
- Provide a mechanism for programme teams to check the accuracy of learner registrations Make each learner aware of their registration status
- Inform the awarding body of withdrawals, transfers or changes to learner details
- Ensure that certificate claims are timely and based solely on internally verified assessment records
- Audit certificate claims made to the awarding body
- Audit the certificates received from the awarding body to ensure accuracy and completeness
- Keep all records safely and securely for three years post certification
IMPORTANT - Learners should be registered on Edexcel Online on the appropriate programme code, before any assessment activity is completed
Procedures for accurate and timely registration and certification
- Registration
- Exams Officer requests lists of learners to be registered from each Curriculum Leader in advance of the deadline
- Learners registered are then checked by Curriculum Leader to ensure that there are no errors in registration
- Learners arriving to the school late are registered as soon as possible and in advance of any assessment activity being completed
- Transferring learners
- This may be requested by another centre, if so the record is checked by the Exams Officer and Curriculum Leader to ensure it is accurate before the transfer is processed by the Exams Officer
- Withdrawing learners
- Learners who are withdrawn are notified to the Curriculum Leader and Exams Officer by the Admissions Team which is then processed by the Exams Officer
- A periodical check of current entries is made each term by the Exams Officer and relevant Curriculum Leader to ensure that all entries are correct and current
- The Exams Officer is made aware of any withdrawals by Pastoral Teams and withdraws the registration accordingly with the awarding body
- The Exams Officer is made aware of any transfers by Curriculum Leaders and processes any transfer accordingly with the awarding body
- The Exams Officer is made aware of any changes to learner details by either the Curriculum Leader, Pastoral Leader or relevant admin assistant and processes the changes to learner details accordingly with the awarding body
- The Exams Officer retains hard copies of any withdrawals, transfers or changes to learner details
- Unit certification
- This is permissible if a learner has completed units but is not able to complete the overall qualification
- The Exams Officer checks the information then processes the relevant unit certification
- Certification
- Internal units should be claimed as soon as practical after internal verification processes are completed
- The relevant LIV informs the Exams Officer with a copy of the unit results which are then processed and checked by the Exams Officer
- Certificate claims are audited by checking of the internally assessed units in the curriculum teams before these are sent to the Exams Officer, and additionally the Exams Officer completes an audit of the claims submitted
- The Exams Officer audits a sample of the certificates received to ensure that they correspond to the records that the Curriculum Leader submitted as an accurate record of learner achievement
- All records are retained safely and securely by the Exams Officer in their safe storage room for 3 years after certification
Roles & Responsibilities
- Exams officer: responsible for timely, accurate and valid registration, transfer, withdrawal and certificate claims for learners.
- Curriculum leader: responsible for ensuring learner details held by Edexcel are accurate and that an audit trail of learner assessment and achievement is accessible.
- Quality nominee: responsible for coordinating and monitoring the learner details held with Edexcel.
- Senior management: responsible for overseeing the registration, transfer, withdrawal and certificate claims for learners to ensure that awarding body deadlines are met.
External Links
Information manual