REGISTRATION AIM:

• To ensure that accurate, up-to-date and auditable centre BTEC registration, achievement and certification records are maintained with Edexcel.
• To ensure that these records are kept for 3 years after certification, in line with Edexcel requirements.
• To register learners to the correct programme within agreed timescales.

                                                                       

Definition/Terminology

Registration: informs Edexcel about learners at the beginning of a programme of study.

Key dates & and actions: deadlines for registration and certification appear in the centre handbook and the information manual.

Certification claim: the process of informing Edexcel of learner achievement.

Unit certification: learners who have not completed a sufficient number of credits to receive the full qualification can be certificated for the units that they have achieved.

Responsibilities

Registrar: responsible for timely, accurate and valid registration, transfer, withdrawal, and certificate claims for learners.

Programme 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 (QN): responsible for coordinating and monitoring the learner details held with Edexcel.

Procedures:

Registration: registration initiates our quality assurance processes. Learners following a standard academic year are registered by 15th November 2023. Reference: https://qualifications.pearson.com/content/dam/pdf/btec-generic/btec-key-dates-guide-2024.pdf

Transfer: learners can transfer their registration and achievement to date between centres. Transfer between programmes is permitted. Procedures will ensure that transfers are accurate and timely, and adequate information about the student transfer and progress is communicated.

Withdrawal: the College will let Awarding body know when a learner leaves before completion. Withdrawals can be made via Edexcel Online and a withdrawn learner may be reinstated at a later date.

If a learner has left the course, but Wilor Academy has missed the 90-day deletion deadline, the candidate can be withdrawn through Edexcel Online.

Learners may choose to withdraw courses for a multitude of reasons ranging from personal circumstances, such as health issues or family emergencies, to more practical concerns, like financial constraints or work commitments. Learners may find the course material does not align with their interests or career goals, therefore lose motivation. Irregular attendance can significantly impact a learner’s ability to keep up with course material and participate effectively in class discussions and activities. Withdrawal decisions often stem from a complex interplay of individual circumstances, external factors, and evolving personal and professional priorities.

Deletions

From 01 January 2023, deletions for all Higher Nationals, regardless of whether programme follows an academic year, must be made within 49 days of the student starting the programme of study (not from the date of registration). From 01 January 2023 any deletions made 50 days or more after the student’s start date will not be eligible for a full refund.

It is important that the ‘enrolment date’ for students is updated in Edexcel Online to reflect their actual start date if that is different to the pre-populated enrolment dates of 01 September. The 49 days will run from the ‘enrolment date’ entered in Edexcel Online.

Please note: If a registration contains any bookings, exam entries or results, a deletion and a refund are not available. To request a deletion for a programme that does not follow an academic year, need to create a case record to including all necessary details of the candidate and the qualification.

Higher Nationals

From 01 January 2023, if a Higher National learner has left the course, but the College has missed the 49 days deletion deadline, the candidate can be withdrawn through Edexcel Online.

Reference from Awarding body: https://support.awarding body.com/uk/s/article/Registrations-Deletion-and-Withdrawal-Refunds

Certification Claims: full qualification certification or credit certification is claimed via Edexcel Online or by paper on Student Report Forms (SRFs). Claims can be made at any time of year.

CERTIFICATION AIM:

• 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, the centre will:

• register each learner within the awarding body requirements.
• 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.

Late Submission:

Late submissions should initially be assessed without penalty, but the lateness recorded, and students informed of the potential impact on their grade. Students can submit mitigating circumstances, which will be reviewed by the centre’s Assessment Board or the Registrar. Students need to contact to the Registrar for clear procedures for applying for extensions and dealing with further concessions. Further guidance on reasonable adjustments and special considerations can be found in our reasonable adjustments and special considerations policy.

Procedures for Resubmissions:

In resubmission, the Assessment Board authorises a resubmission, in the following conditions:

• The resubmission must be recorded in the relevant assessment documentation.
• The student must be given a clear and realistic deadline for resubmission that is consistent across all students granted a resubmission. It is recommended that students resubmit work within 15 working days of being notified that a resubmission has been authorised.
• The resubmission must be undertaken by the student with no further guidance.
• The original evidence submitted for the assessment can remain valid and be extended or may need to be replaced partially or in full.
• Arrangements should be made for resubmitting the assessment in a way that does not adversely affect other assessments and does not give the student an unfair advantage over others.

Repeat Units

Wilor Academy Assessment Board decide if it is an appropriate course of action. The following conditions apply:

• The unit must be studied again.
• The unit grade will be capped at a Pass.
• The unit can only be repeated once.

The rules and procedures regarding repeat units must be adhered to at all times. Contravention of HN rules on repeat unit will result in the programme’s status being set to ‘Certification Pending – Centre Action Required due to incorrect assessment decisions’. For example, if the External Examiner (EE) identifies that a student has repeated a unit and been awarded a Merit, thus contravening the repeat unit rules, thus, certification for the relevant programme will be set to ‘Certification Pending – Centre Action Required’ until the centre amends the grade to a Pass’.

When a student repeats a unit, they should not be treated differently to those students completing the unit for the first time, in terms of the deadlines given and the assessments provided. Any evidence previously produced by the student for the unit being repeated that met the Pass criteria remains valid and may be used for assignments within the repeat unit. Students who are repeating a unit only need to generate evidence for any Pass criteria they did not achieve in their previous submissions.

According to Awarding body guidelines, the following applies to a student who has still failed to achieve a Pass on the first submission and the resubmission opportunity for that unit specification:

• Decisions can be made to permit a unit repeat at the centre’s discretion and with Assessment Board approval.
• The student must study the unit again with full attendance and, if required, pay for the unit fee.
• The overall unit grade for a successfully completed repeat unit is capped at a Pass.
• Learners can only repeat units once.

A student who has repeated a unit fails to achieve a Pass in the first assessment opportunity shall be expected to undertake a reassessment. This reassessment will be subject to the standard RQF resubmission rules and regulations. If a student repeats an RQF unit and still does not achieve a Pass in either their first submission or resubmission, they will be required to either complete a different unit in full or take the unit as compensation. In either instance, the college must ensure that the relevant rules of combination and requirements have been met.

The External Examiner is likely to include assessments that have been resubmitted as part of the sample they will review.

This policy will be reviewed annually to ensure it remains effective and up to date. 

Published Date : June 2024 
Reviewed By  : Salma Ali
Date of Review :  June 2024
Date of Next Review : July 2025 
Policy Number  : WAP024
Principal
Salma Ali