Edexcel Information Manual 2008-2009 - Section 20 · 9 Reporting learner ... , Entry Level ESOL...

ESOL and ESOL Speaking and Listening (Stand Alone) Entry Level and Level 1 and 2

Edexcel Information Manual 2008-2009 - Section 20

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Edexcel Information Manual 2008–2009 – September 2008

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20 ESOL and ESOL Speaking and Listening (Stand Alone) Entry Level and Level 1 and 2

Contents

1 Standards 432

2 Centre approval 432

3 Assessment 432

4 Despatch of the Edexcel-devised assessments 433

5 Registration 4335.1 Making registrations on Edexcel Online 4345.2 Making registrations by EDI (Electronic Data Interchange) 4345.3 Amendments to registration details 4355.4 EDI transfers and amendments 435

6 How to make registrations using Edexcel Online 4366.1 Choosing header details 4366.2 Register online 4376.3 Register by spreadsheet 439

7 How to register by EDI 4407.1 Downloading BTEC Basedata from Edexcel Online 4407.2 Registration by EDIFACT EDI 4437.3 Registration by JCQ EDI 445

8 Internalverification 4468.1 Roleoftheinternalverifier 4468.2 Role of the assessor 4478.3 Verifying assessment 4478.4 Externalverification 448

9 Reporting learner achievement 4489.1 Methods of reporting 4489.2 Student report form (SRF) 4499.3 Types of awards 4499.4 Claiming via Edexcel Online 4499.5 Eligibility 451

10 Certification 45110.1 Replacementcertification 451

11 Centre self-assessment 452

12 Instructions for the conduct of tests 453

13 Access arrangements 453

14 Invoicing 453

15 Forms 454

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20 ESOL and ESOL Speaking and Listening (Stand Alone) Entry Level and Level 1 and 2

1 Standards

TheESOL(EnglishforSpeakersofOtherLanguages)SkillsforLifequalificationsareonlyavailabletopost-16 candidates.

ThequalificationsarebasedontheNationalStandardsfortheAdultESOLCoreCurriculum.ThequalificationsofferedbyEdexcelatEntry1,2and3conformtotherequirementsoftheQCAEntryLevelCriteria.ThequalificationsatLevels1and2conformtotherequirementsoftheQCACommonCriteria.

CopiesofthestandardscanbedownloadedfromtheEdexcelwebsite,www.edexcel.com.

2 Centre approval

ExistingEdexcel-approvedcentresareapprovedforthesequalifications:EntryLevelCertificateinESOL,ESOLLevel1andLevel2,EntryLevelESOLSpeakingandListening,Level1ESOLSpeakingandListening,andLevel2ESOLSpeakingandListening.However,auniqueprogrammenumbermustbeobtainedforeachqualificationtoenablecentrestomakecandidateregistrations.

Toobtainaprogrammenumber,centresshouldcompleteandreturnthe‘IntentiontoOffer’formindicatingthequalification(s)forwhichaprogrammenumberisrequired.ThisformcanbedownloadedfromtheESOLsectionoftheEdexcelwebsite:www.edexcel.com.

CentresthatrequireEdexcelcentreapprovalpriortosubmittingthe‘IntentiontoOffer’formshouldcomplete and return the Edexcel Centre Recognition Form available from www.edexcel.com.

There is no deadline for gaining centre approval or obtaining a unique programme number.

3 Assessment

Theunitsareavailableatthreeentrysub-levels:E1,E2andE3andatLevel1andLevel2.

Therearethreemodesavailableateachlevel:

speaking and listening reading writing.

Eachmode,ateachlevelconsistsofoneunit,whichisassessedbymeansofaunittest.Testshavespecifictimelimitsandthesemayvarybetweenmodeandlevel.

EdexcelprovidesalltheassessmentsonaCDRom,withtheexceptionoftheLevel1andLevel2readingunitswhicharetheNationalLiteracytestsandcanbetakenmonthly(paper-based)orondemand (onscreen). Centres must enter the candidates for the appropriate test series.

CandidateswhoachievetheNationalLiteracytestwillreceivetheAdultLiteracyqualificationaswellastheirachievementsintheESOLqualification.

Fordetailsonpaper-basedandonscreentestsfortheLiteracyLevel1and2modes,seetheAdultBasic Skills section of the Information Manual.

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WherecandidatesrequirecertificationonlyfortheESOLSpeakingandListeningcomponentasafullqualification,centresmustensurethatcandidatesareregisteredontheESOLSpeakingandListeningStand Alone programme with Edexcel.

Ifthecandidateiswithin10%ofachievingthepassmarkinanyunit,assessorsshouldofferformativefeedback to candidates to this effect. Centres are encouraged to devise a written feedback form for thispurpose.Themarkschemesforeachtestwillclearlyidentifywhichareaofthespecificationsisbeingtestedforeachquestion,toaidcentresingivingfeedback.Thepassmarkisstatedonthemark scheme for each test.

The assessments are designed to be taken when the candidate is ready. Although learners should not beenteredforassessmentsuntiltheyareready,itispossiblethatalearnermaybeunsuccessful.Therearemultiplesetsofassessmentswhichcanbedelivered‘ondemand’.Centresshouldensurethat candidates are not able to re-sit the same paper.

Completedassessmentsaremarkedbythecentreandaresubjecttointernalverification.Attheendoftheprogramme,Edexcelwillverifythemarkedassessmentsthroughpostalsamplingforthosestudents who passed the assessments.

The only form of assessment will be the assessments set by Edexcel for each component unit. There will be no need for candidates to construct portfolios of evidence or to submit additional coursework.

Forfurtherguidanceontheassessmentofthesequalifications,pleasevisitthewebsite:www.edexcel.com and see Guidance and Standards for ESOL.

4 Despatch of the Edexcel-devised assessments

Live test materials will be dispatched on a CD ROM as soon as registrations are made. Centres will be advisedattheendofeachacademicyearwhetherornotthatyear’stestsshouldbeusedaslivetestsfor the next academic year.

Pleasenotethatwhereacentreisapprovedbutnocandidatesareregistered,noassessmentswillbeissued to the centre.

The test materials should be treated as any other live test materials and kept securely at all times. They should not be used as practice materials. Practice papers can be found on the Edexcel Website.

5 Registration

Candidate registrations can be made for either the full award or individual units. Centres should note howeverthatwherecandidatesareregisteredforindividualunits,achievementofthethreeunitswill not enable a claim for the full award to be made.

Centresmayregistercandidatesbyusing:

EDI Edexcel Online Spreadsheet (uploaded on Edexcel Online).

CandidatesmustberegisteredseparatelyforEntryLevelCertificateinESOL,Level1CertificateinESOL,Level2CertificateinESOL,EntryLevelCertificateinSpeakingandListening,Level1CertificateinSpeakingandListening,andLevel2inSpeakingandListening.Atthepointofregistration,thereisnoneedtostatethelevelforthevariouscomponents:thiswillbepickedupatthe point of completion reporting learner achievement. Candidates must be grouped into cohorts for assessment,thatis,agroupofcandidateswhoaretobeassessedbythesameassessor.

Candidateregistrationscanbemadeatanypointduringtheyear.Nolatefeesareapplicable.

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5.1 Making registrations on Edexcel OnlineEdexcel Online is a web-based service designed to make the administration and access of learner information easier and faster. It allows you to make registrations within a few minutesandreceiveconfirmationofregistrationnumbersimmediately.Detailedinstructionson how to make registrations online are given in part 6.

5.2 Making registrations by EDI (Electronic Data Interchange)TherearetwoEDIformats,whichwillsupportBTECregistrations:EDIFACTandJCQ.

EDIFACT fileformatsmaybefoundunderthe‘RequirementsforCentreManagementInformationSystem(CentreMIS)Providers’ontheEdexcelwebsite(www.edexcel.com)in‘ServicesforCentres’,‘EDIandBasedata’,‘CentreSupport’.

JCQfileformatsmaybeobtainedfromtheJCQwebsite:www.jcq.org.uk .

EDIFACTEDIFACTsupportsthefollowingactivities:

provisionofcentre-specificbasedata(Edexceltocentre) registration of learners (centre to Edexcel) emailacknowledgementoffilereceiptandprocessing(Edexceltocentre) provision of registration numbers (Edexcel to centre) reporting of learner unit grades (centre to Edexcel) confirmationoflearnerunitandoverallgrades(Edexceltocentre).

JCQJCQsupportsthefollowingactivities:

provisionofcentrespecificbasedata(Edexceltocentre) registration of learners (centre to Edexcel) emailacknowledgementoffilereceiptandprocessing(Edexceltocentre) amendments to learner registration data (centre to Edexcel) confirmationoflearneroverallgrades(Edexceltocentre).

Software suppliers and CMIS packages supporting BTEC EDIFACT EDIPlease refer to the Edexcel website for a list of software packages that support BTEC EDI. Advice on the operation of a software package should be sought from the software provider. Edexcelisunabletoprovidetechnicalsupportforspecificsoftwareissues.

Becoming a BTEC EDI centreCentresdonotneedspecificapprovaltooperateBTECEDIwithEdexcel.However,therearecertain key details that we require to enable Edexcel to provide the full range of EDI services. PleaseprovideEdexcelwith: filetransmissionmethod(AVCO,Redstone,RMoremail)toallowEdexceltosend registrationandresultsacknowledgementfiles thecentreEDIcontactname,jobtitle,telephone,faxandemailaddresstoenable Edexceltoemailfilereceiptandprocessingacknowledgements:thisshouldbea generic address where possible (e.g. [email protected]) by email to [email protected].

TestingThereisnoneedtosendatestfileofdatapriortostartingtouseEDI,Edexcelbutwhenthefirstfileissent,contactEdexcelthroughCustomerServicesorthrough‘ContactEdexcel’on the Edexcel website (www.edexcel.com)toadvisethatyouhavesentafile.Wewillinspectthefileandmonitoritsprogresstoensurethattherearenoformattingorprocessingproblems.

http://www.jcq.org.uk

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ShouldthecentrewanttosendatestfilepriortostartingtouseEDI,pleasecontactEdexcelas above for advice on how to proceed.

SendingfilesFilesmaybesenttoEdexcelbytheseValueAddedNetworks(VANs):

AVCO ExamService RMSecureNet Redstone webXchange.

Please contact the appropriate VAN for further details of how to send files.Alternatively,attachafiletoanemailandsenditto:<your centre number>@edidata.edexcel.com.

Note: Please note that this is an automated file receipt address and any correspondence will not be replied to and non-EDI formatted files will not be processed.

5.3 Amendments to registration detailsIt is important that any errors made at the time of registration are corrected as soon as possibleandbeforeclaimingcertification.Thelearnerdetailsscreencanbefoundthroughthe‘Candidates’menu,usingeitherthe‘SearchbyCandidate’option,or‘SearchbyCourse’on Edexcel Online.

Byclickingthe‘Edit’buttonatthebottomofthescreenyouareabletoamendallofthefieldsshownabove,aswellasbeingabletoclaimcertification.

Inordertopreventthesubstitutionofonelearnerforanother,youareabletochangeonlyoneoftheforename,surnameordateofbirthfieldsandonlyonce.Anyfurtheramendmentsshouldbeemailedto:[email protected],anycertificatesissuedwillreflectthedetailsonourdatabase.

5.4 EDI transfers and amendmentsEDIFACT formatsEDIFACT EDI formats do not currently support amendments to learner registration details. AmendmentstoregistrationsmaybemadethroughEdexcelOnline,asdetailedabove.

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JCQ formatsAmendments may be submitted to learner registration details through JCQ EDI. EDI amendmentsmaybemadeto:

firstnameandlastname date of birth programme code (transfer) within your centre deletion of learners (up to 31 January) withdrawal of learners (after 31 January).

Amendments to learner numbers and UCIs should be submitted by email to [email protected].

Transfers from other centres should be made via Edexcel Online.

Note if you register a learner by Edexcel Online for a particular subject and then send an amendment file for the learner that does not include the subject code, JCQ EDI formats will delete the subject registration. It is essential that where you make registrations via Edexcel Online, you also update your system with the appropriate entry for the learner.

6 HowtomakeregistrationsusingEdexcelOnline

Please see the Edexcel Online section of this manual for details of how to register for the service if you have not already done so.

6.1 Choosing header detailsThe‘RegisterStudents’optioncanbefoundinthe‘Candidates’menuundertheBTECtab.Ifyourcentrehasmorethanonesub-site,pleaseensurethatthecorrectonehasbeenchosenat the top of the page.

This screen allows you to enter information that will apply to a whole group of learners on a particular programme or unit. The individual learner information will be entered in the next stage.


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Registration type: full award or individual units The‘FullAward’optionshouldbeselectedwhenthelearnerwillbecompletingthefullprogramme.The‘IndividualUnits’optionshouldbeselectedwhenthelearnersarecompletingparticularunits of the BTEC programme. This should not be chosen if you intend the learners to meet the requirements of the full programme.

Enrolment date

Itisimportantthattheenrolmentdateaccuratelyreflectsthetimeinwhichthegroupcommenced the Edexcel programme. The default enrolment date will be the start of the currentacademicyear,eg,01/09/2008.Iflearnersarenotfollowingtheacademicyear,itisimportant that this is amended.Byclickingonthe‘Next’button,youareconfirmingthattheenrolmentdateaccuratelyreflectsthelearnercommencementdate.

Order number

The order number will be printed on the invoice arising from the registrations. It may be up to six characters (alphanumeric) and can be whatever you choose. The order number can be left blank but you should have some system in place to ensure that invoices can be reconciled to the registrations.

SRFs required?

EdexcelOnlineallowsyoutoclaimcertificatesforlearnersonlineand,inthiscase,youmaynot wish to receive SRF forms. A registration listing will be produced and sent to you in either instance.

Selecting the programme

Afterclickingthe‘Next’button,youwillbegiventhechancetochoosewhichprogramme.

You will now be given a drop-down box listing of all your currently approved programmes. Simplyselecttherequiredprogrammeandclick‘Next’toproceed.Iftheprogrammethatyouwishtoregisterforisnotlisted,pleasecheckyourcurrentlyapprovedprogrammesinthe‘Qualifications’menu.

6.2 Register onlineAfterselectingalloftheheaderrecordsthatapplytoalllearnersinagroup,youcannowenter the individual learner details.

The register online option allows you to enter all the learner details individually. For large groupsofregistrations,the‘Registerbyspreadsheet’optionmaybeeasier(seepart6.3).Theinformation required for each is the same.

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Centre referenceThisfieldallowsyoutoenterareferenceforyourownadministrativeconvenience.Itshouldbe alphanumeric up to a maximum 10 digits in length.

First namesThefirstnamemustbenomorethan20charactersincludingspaces.

Last nameThe last name should be no more than 30 characters including spaces.

Sex

SelecteitherMformale,orFforfemale.

Date of birth

Thisisarequiredfieldandshouldbeintheformat:dd/mm/yy(eg,24/11/87).

Planned completion

Thisdatemustbeinthefutureandshouldbeintheformat:dd/mm/yy(eg,01/07/09).

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Study modeChoose the main mode of study from the drop-down list.

Franchise numberThis should be left blank unless the learner is attending a franchisee institution approved to offer the programme.

CombinationThe drop-down box allows you to choose from the valid combinations and this will always be A.

Completing the registrationsOnceyouhaveenteredalloftherequiredinformationforaparticularlearner,youneedtoclickthe‘Add’button.Thiswillthenstartalistoflearnerstoberegisteredatthebottomofthe screen. You need to keep adding learner details until you have everyone for that particular course.Atthispoint,youhavetheoptiontodeletelearnersfromthelistusingthe‘Del’button,ortoamendanydetailsincorrectlyenteredusing‘Edit’nexttoeachlearner’sname.

Onceyouarehappythatallinformationiscorrect,proceedbyclickingthe‘Register’button.Thedatawillthenbecheckedand,ifnoproblemsarefound,registrationnumberswillbedisplayedonscreen.Aconfirmationreportwillbeavailableatthispointforyoutoprintorsave electronically for your records.

Possible errorsAnyerrorsrelatingtothedataenteredwillbedisplayed,withinstructionsinredadvisingyouoftheproblem—forinstance,invalidcharactersinthenamefieldoracompletiondatein the past. You will have an opportunity to correct the data before uploading once more. The registration will also be rejected if it is found that a registration already exists for that learnerandprogramme.Ifthisisthecase,thelearnerwillbehighlightedingreen,andtheirexisting registration number will be displayed. You will need to remove this learner from the list to be registered before continuing. Where a record is highlighted in green you can view thespecificerrormessageby‘hovering’themousepointeroverthehighlightedrecord.

6.3 Register by spreadsheetThis option allows you to use a standard format of an Excel spreadsheet template which can bedownloadedinordertoprovidelearnerdetails.Thespreadsheet,oncedownloaded,canbecompletedofflineeitherbythepersonwhointendstomaketheregistrations,orsenttoanother member of staff for the updating of learner details to be uploaded at a later date. This might be a more convenient way of registering large numbers of learners on different programmes.

Theinformationrequiredforthesefields:centrereference,firstname,lastname,dateofbirth,completiondate,franchisenumberandLSCcodeisthesameandinthesameformatas required in part 6.2.

SexTypeeitherMformale,orFforfemale.

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Study modeIt is important that a letter is entered in the study mode column for all learners. This should be one of the letters shown below and must be in this format.

A Full-time B Short full-time

C Sandwich

D Block release

E Part-time day

F Part-timeday/evening

G Evening only

H Open learning

J Distance learning

K Openand/ordistancelearning

L Flexible

Z Assessment only (APL). This is only available in cases where a learner has approached you onthebasisofacompleteportfolioofpreviousqualificationsorexperience.

CombinationEvery programme should include a combination which will be a single letter and must be enteredinthiscolumn.ForESOL,thereisonlyonecombination,whichwillbeA.

Individual unit registration by spreadsheetThis spreadsheet has the addition of unit code columns. At least one valid unit code must be entered for each learner in the unit code column.

Uploading the completed spreadsheetWhenyourspreadsheethasbeencompletedandsaved,youarereadytouploadittous.Clickonthe‘Browse’buttontolocatethefileonyourcomputerand,onceselected,click‘Upload’.

Onceregistered,theregistrationnumbersofthelearnerswillbelistedintheright-handcolumnandyouwillbeabletoaccesstheconfirmationreportforyourrecordsifyouwish.

Possible errorsAny errors relating to the data entered will be displayed with instructions in red advising you oftheproblem.Examplesmightbeinvalidcharactersinthenamefieldoracompletiondatein the past. You will have an opportunity to correct the data before uploading once more.

The registration will also be rejected if it is found that a registration already exists for that learnerandprogramme.Ifthisisthecase,thelearnerwillbehighlightedingreenandtheirexisting registration number will be displayed. You will need to remove this learner from the listtoberegisteredbeforecontinuing.Wherearecordishighlightedingreen,youcanviewthespecificerrormessageby‘hovering’themousepointeroverthehighlightedrecord.

7 HowtoregisterbyEDI

7.1 Downloading BTEC Basedata from Edexcel OnlineNote:ifyouareaschoolusingSIMSandwishtosendBTECregistrationsinthesamewaythatyousendotherEdexcelentries,youwillneedJCQEDIbasedata.

TherearetwoEDIformatsthatsupportBTECbasedata:

EDIFACT JCQ.

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EDIFACTfileformatsweredevelopedbyEdexceltosupporttheelectronicadministrationofourvocationallearners.TheformatsmaybeusedforBTEC,NVQ,programmesandindividualunits.TheysupporttheprovisionofcentrespecificbasedatafromEdexceltocentres,learner registration and results reporting from centres to Edexcel as well as the provision of registrationnumberandresultsconfirmationfromEdexceltocentres.

JCQ formats can be used for BTEC programmes; they cannot be used for BTEC individual unit registrations.

The formats support learner registration and registration amendments from centres and the provision of overall results from Edexcel.

Ordering EDIFACT BTEC Basedata

Clickon‘BTEC’.

Clickon‘EDIBasedata’ontheleft-handmenu.

SelectBasedataFormatas‘EDIFACT’.

Select Approval Year required (basedata will be available for two years approvals. From 1July,thenexttwoacademicyearswillappear.Afterthisdate,youwillhavetocontactEdexcel should you require basedata for old approvals).

Selecteither‘AllProgrammes’orasingleprogrammenumberfromthedrop-downlist(youcannot request more than one single programme at a time).

Selecteither‘IncludeUnits’or‘ExcludeUnits’(Ifyouexcludeunitsyouwillstillreceiveallunits attached to each programme. This is a list of all units approved at your centre that you will only need if you are offering stand alone individual units).

Press‘Submit’.

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Ifthereisaproblemwithproducingbasedataforyou,anerrormessagewillappearaskingyou to contact Customer Services. They will log your call with the BTEC RACS Operations and EDI team who will investigate the matter and get back to you.

Iftherequestaccepts,thebasedatawillbeemailedaszippedfiletoyourusernameemailaddress.Ifyourightclickonthefileyouwillbeabletoviewthebasedataortosavetofile.

Ordering JCQ BTEC Basedata

Clickon‘BTEC’.

Clickon‘EDIBasedata’ontheleft-handmenu.

SelectBasedataFormatas‘JCQ’.

SelectBasedataSubtypeas‘Registrations9B’or‘ResultsEntry7B’(9BshouldbeusedforinitialregistrationsinOctober/Novemberunderboard13(EdexcelRegistrations).7Bshouldbeusedforrequestingafileofyourcandidates’overallgradesinAugustunderboard15(Edexcel Key Skills Assessments).

Select Approval Year required (basedata will be available for two years approvals. From 1 July the next two academic years will appear for registration 9B basedata and the previous andcurrentyearsforresultentry7B.Afterthisdate,youwillhavetocontactEdexcelshouldyou require basedata for old approvals).

Selecteither‘AllProgrammes’orasingleprogrammenumberfromthedrop-downlist(youcannot request more than one single programme at a time).

Press‘Submit’.

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Ifthereisaproblemwithproducingbasedataforyou,anerrormessagewillappearaskingyou to contact Customer Services. They will log your call with the BTEC RACS Operations and EDI team who will investigate the matter and get back to you.

Iftherequestaccepts,thebasedatawillbesenttoyouasazippedfiletoyouruseremailaddress.Ifyourightclickonthefileyouwillbeabletoviewthebasedataortosavetofile.

7.2 Registration by EDIFACT EDI

EDIFACT basedataEDIFACT basedata contains details of all programmes and their unit structures and all units approved at your centre. This can be downloaded into your software package to enable you toregisterlearnersontoBTEC,ESOL,Entry,ALANandNVQprogrammesandindividualunitsand to report unit grades.

BTEC operates a centre and programme approval process through which centres are allocated theirownprogrammenumberforeachapprovedcourse.Therefore,BTECbasedata,unlikethatrelatingtoGeneralQualifications,isuniquetoeachindividualcentre.

Youcandownloadyourcentre’sbasedatafromEdexcelOnline.YoucanrequestallBTECorNVQprogrammesorasingleBTECorNVQprogramme.Whenyouorderallprogrammes,youwillautomaticallyreceiveallprogrammesandalistofallunitsofthatqualificationtype(BTECorNVQ)approvedforyourcentre.

We are unable to provide basedata for programmes for which you do not have approval. Ifyouarestillawaitingapprovalforoneormoreprogrammes,wewouldsuggestthatyourequestbasedataforthecentreasawholeand,whenyoureceiveconfirmationofapprovals,request a refresh of your basedata. Please do not delay registration of your main registrations whilstyouareawaitingapproval.Sendanamendmentfileofregistrationsforthoseprogrammes once approval is received.

EDIFACTfilecontentItisessentialthatEDIregistrationfilescontainalltherequiredcentre,programmeandlearner details. Programme registrations should include the appropriate header and footer lines,oneregistrationheaderlineperprogrammeandoneregistrationdetaillineperlearner.Theregistrationheadermustincluderegistrationtype(RorS),yourcentrenumber,programmenumber,dateoflearnerenrolmentandform/ordernumber.

Note: Please note that, if the date of learner enrolment is omitted, the registrations will be initially rejected. We will then set a default date of 1 September for the current academic year and reprocess the registrations.

Theform/ordernumberwillbequotedinthecorrespondingregistrationfeesinvoiceandhelp to identify learners.

UNB+UNOA:2+99999+EDEX+20070111:1609+1182++++++0UNG+REGIST+99999+EDEXCEL+20070111:1609+1182+BT+4:2++UNH+1182+REGIST:5:1++1:FREG1+R+59999+Y1234+20050904+00002++++REG2+143850+ELIZABETH+BURTON+F+19810623+++N++REG2+65596+JANE+CRIGHTON+F+19581027+++N++REG1+R+99999+Y1235+20050904+00001++++REG2+108145+WENDY+MCADAMS+F+19660709+++N++REG2+147734+JOHN+CAFFERTY+M+19541021+++N++UNT+6+1182UNE+1+1182UNZ+1+1182

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Individualunitregistrationsshouldincludetheappropriateheaderandfooterlines,oneregistrationheaderlineperprogramme,oneregistrationdetaillineperlearnerandoneor more registration module detail lines per learner. The registration header must include registrationtype(I),yourcentrenumber,thedateoflearnerenrolmentandform/ordernumber.Theprogrammenumberfieldmustbeblank.

Theform/ordernumberwillbequotedinthecorrespondingregistrationfeesinvoiceandwillhelp to identify learners.

UNB+UNOA:2+99999+EDEX+20070111:1609+1182++++++0UNG+REGIST+99999+EDEXCEL+20070111:1609+1182+BT+4:2++UNH+1182+REGIST:4:2++1:FREG1+I+99999++20050904+00003++++BUS.DEVREG2+147735+PETER+BROWN+M+19570928+20060701+A+N++REG3+20656VREG3+20657VREG2+143851+FRANANN+DEELEY+F+19700811+20060701+A+N++REG3+20656VREG3+20657VREG2+88634+LESLEY+GOLDING+F+19700112+20060701+A+N++REG3+20656VREG3+20657VUNT+10+1182UNE+1+1182UNZ+1+1182

SendingEDIFACTregistrationfiles(.erd)Edexcelwillvalidatethe:

centrenumbersothatthefilecanbeallocatedtoyourEDIaccount the format of the content to ensure that it may be processed.

An automated email receipt acknowledgement will be sent to the email address on record.

The learner details will then be processed through our learner registration process and an automated email processing acknowledgement sent as above.

The processing acknowledgements contain details of any processing rejections generated by our system. This is for information only and does not require any immediate action. Edexcel will review all rejected learner registration data to resolve errors only contacting you if necessary.

Note: Please note that remedial action taken by Edexcel may include reprocessing all or part of a file. This will generate a new processing acknowledgement email to the centre.

ReceivingEDIFACTregistrationnumberfiles(.ern)EdexcelwillsendfilesofBTECregistrationnumberstocentresweekly(.ernfiles)foralllearnersregisteredbyEDIduringthepreviousweek.Thesefilesmaybedownloadedintoyoursystem to record the BTEC registration numbers of your learners.

Thesefileswillbeinversion5oftheEDIFACTfileformatregardlessoftheformatversionoftheregistrationfilereceivedatEdexcel.(Version5containstheprogrammenumberforthelearner. This is essential where learners have multiple registrations.)

Edexcelisonlyabletosendautomated.ernfilesforlearnersregisteredbyEDIFACTEDI.

The.ernfileswillbesenttocentresviathetransmissionrecordweholdonrecordforyourcentre.Thisdoesnotneedtobethesamemethodbywhichregistration(.erd)filesweresent

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toEdexcel.Forexample,ifafileissentviaacarrierweareabletosendthe.ernfilebackbyemail.Ifyourequirethis,itisimportantthatwehaveup-to-dateEDIcontactdetailsforyourcentre(seeabove,‘SendingEDIFACTregistrationfiles(.erd)’).

Shouldyourequireafileofregistrationnumbersin.ernformatforlearnersnotregisteredbyEDI,thismaybeobtainedfromEdexcelOnline.

7.3 Registration by JCQ EDIObtaining basedataJCQ basedata contains details of all programmes approved at your centre. This can be downloaded into your software package to enable you to create entries to allow you to registerlearnersontoBTEC,Entry,ALANandESOLprogrammes.

BTEC operates a centre and programme approval process through which centres are allocated theirownprogrammenumberforeachapprovedcourse.Therefore,BTECbasedata,unlikethatrelatingtoGeneralQualifications,isuniquetoeachindividualcentre.

We are unable to provide basedata for programmes for which you do not have approval. Ifyouarestillawaitingapprovalforoneormoreprogrammes,wewouldsuggestthatyourequestbasedataforthecentreasawholeand,whenyoureceiveconfirmationofapprovals,request a refresh of your basedata. Please do not delay registration of your main registrations whilstyouareawaitingapproval.Sendanamendmentfileofregistrationsforthoseprogrammes once approval is received.

Youwillbeabletodownloadyourcentre’sbasedatafromEdexcelOnline.Youcanrequestall BTEC programmes or a single BTEC programme. Basedata is only issued for programmes thathavecurrentyearapproval.InJuneeachyear,thedefaultischangedtotheforthcomingacademic year.

JCQfilecontentItisessentialthatEDIregistrationfilescontainalltherequiredcentre,programmeandlearner details.

Programme registrations should include the appropriate header and footer lines and one detail line per learner. The detail line must include the learner number and UCI.

E199999139B05SECLIPSEV0510E399999139B05091SK85HAE5C999990001TESTER:SIMONNEILM010687999990001061LX3271AE5C999990002HANDILAND:SAMANTHAANNEF240788334370000198TW1750AE5C999990003BROON:LOUISARUTHF061288999990040060XX3757AE5C999990004JACKSON:DEANANTHONYM170789999990037071FX3274AE7999990000006261005E99999900000080000001

TheJCQformatdoesnotpermityoutoreportenrolmentandcompletiondates.Therefore,we will default the date of learner enrolment to 1 September 2008 and the completion dates to31July2010forNationalandHigherNationalprogrammesand31July2009forallotherqualifications.Whenyoureceivetheregistrationlisting,youmust check the completion date and notify Edexcel of any changes required; failure to do so may impact on fees and provision of quality assurance.

SendingJCQentryandamendmentfilesBTECregistrationandamendmentfilesshouldbecreatedunderBoard13(EdexcelRegistrations and series 9B (September).

UponreceiptofafileatEdexcel,yourcentrenumberwillfirstbevalidatedtoensurethatthefilecanbeallocatedtoyourEDIaccount.Oncethishashappened,theformatofthefilewillbevalidatedtoensurethatthecontentmaybeprocessed.Then,whenthishastaken

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place,anautomatedemailreceiptacknowledgementwillbesenttotheemailaddresswehold on record for your centre

Aftersuccessfulvalidationofafilethelearnerdetailswillthenbeprocessedthroughourinternallearnerregistrationprogramme.Oncethishashappened,anautomatedemailprocessing acknowledgement will be sent as described above.

8 Internalverification

Completedassessmentsaremarkedbythecentreandaresubjecttointernalverification.Giventhecentre’sresponsibilityforthemarkingacrossunittests,itisimperativethatarobustsystemofinternalverificationisestablishedfromtheoutset.

InternalverifiersmustbecompetentinESOLassessmentandholdanappropriateESOLteachingqualification.

Dependingontheirlevelofinvolvement,thesearelikelytobe:

aLevel2qualificationforthoseengagedinLearnerSupport aLevel3qualificationforthoseengagedinSubjectSupport aLevel4qualificationforthosewhoareprimarilyresponsibleforESOLLearner Development (subject specialist).

Arecordofinternalverificationmustaccompanyanypasslist.

Theinternalverifierisattheheartofqualityassurance.Therole,intermsofmanagingassessmentsothatitconsistentlymeetsNationalStandards,iscentraltomaintainingpublicconfidenceineachandeveryqualificationissued.

Assuch,theinternalverifierisakeyfactorinmanagingrisk,ensuringthatwhencertificationisclaimedforacandidate,theyhaveachievedtheNationalStandards.

Verificationforthesequalificationswilltakeplacethroughouttheacademicyear(September2008—August 2009).

8.1 RoleoftheinternalverifierInternalverifierswillberesponsibleandaccountablefor:

regularly sampling evidence of assessment decisions made by all assessors across all programmes within the centre. Sampling must include some (speaking and listening) direct observation of assessment practice establishing procedures to develop a common interpretation of the test requirements between assessors monitoring and supporting the work of assessors within the centre maintainingup-to-daterecordsofinternalverificationandsamplingactivityand ensuringthattheseareavailableforthepurposesofexternalverificationaspects of ESOL assessment in order to monitor and ensure consistency in the interpretation and application of standards facilitating appropriate staff development and training for assessors providingfeedbacktotheexternalverifieroftheeffectivenessofassessment ensuring that any corrective actions required by the awarding body are implemented within agreed timescales.

Note: Internal verifiers must not verify evidence that they have assessed.

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8.2 Role of the assessor Assessorswillberesponsibleandaccountablefor:

managingthesystemofassessmentfromassessmentplanning,throughtomarking andrecordingassessmentdecisions,asrequiredbytheawardingbody maintainingaccurateandverifiablecandidateassessmentandachievementrecords, as required by the awarding body.

8.3 Verifying assessmentTherearethreestrandstoverifyingassessment:

sampling assessments monitoring assessment practice standardising assessment judgements.

Sampling assessmentsCentres must ensure that a minimum of two candidates per mode per level for each assessor are sampled.

As with any sampling process there may be a need to increase the sample if there is reason forconcern,toensuretheEdexcelmarkschemeisbeinguniformlyapplied.

Centres must note that a separate Pass List and External Verifier Sampling Report must be completedforEACHassessor.

Thesamplingstrategyshouldbeagreedwiththeexternalverifier.

Thefrequencyofinternalverificationisforthecentretodecide.

Internalverificationtakesplacebasedonasampleofcandidateperformances.Thismustrepresentawiderangeofachievement,includingthoseattractinghighest,averageandlowestmarks.Asconsistencyisimperative,samplingforeachtutor/assessorshouldincludemarking of at least two candidates.

Monitoring assessment practiceThisisnecessary:

toensurethatNationalStandardsofassessmentareadheredtobyallassessors toidentifyproblemsorareaswhereassessorsrequireadvice/development toensurethatcandidatesareawareofandsatisfiedwiththeassessmentprocess.

Monitoringassessmentincludestheinternalverifiersamplingassessors.Italsoincludesreviewingtheinternalverificationrecordscompletedwitheachassessorandevaluatingallaspectsoftheirperformance,asrecordedintheinternalverificationrecords.

Standardising assessment judgementsThe simplest means of completing a standardisation review is to collate copies of evidence presented for unit accreditation and ask each assessor to make a decision based on what is in frontofthem.Itisalsohelpfultoaskthemtonoteanyqueriestheymayhave,e.g.furtherinformation needed.

Internalverificationexercisesshouldberepeatedatintervalstoensurethatmessagesarereinforced.

Theaimshouldbetoputinplaceproceduresthatwillprovideongoingfeedbacktotutors/assessors.

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Thiswillbedependenton:

theskillsandexperienceofinternalverifiers howlongthecentrehasbeenrunningthequalification howlongthequalificationhasbeenavailable.

Ifactiontoadjustassessmentisfoundnecessary,aplanshouldbeinplacetoensurethatthisiscompletedbeforeexternalverificationtakesplace.Theexternalverifiermaywishtoseethis as part of their monitoring role.

Developing and supporting assessors

Theinternalverifiermustensurethatallassessorsinthecentrehave:

copiesoftestpapers,instructionsandmarkschemes theidentifiedresources/equipment/facilities,eg,video,tapeasspecifiedonthetest paper a copy of the Instructions for Candidate Examination (ICE document) accesstotheGuidanceandNationalStandardsdocument access to appropriate training and support.

Large teams

Wherethecentrehasalargeteam,includinganumberofinternalverifiers,itisbeneficialtoappointaseniororcoordinatinginternalverifier.Withthismodel,theseniorinternalverifierwouldalsomonitorperformanceandmaintaindevelopmentplansfortheotherinternalverifiers.

8.4 ExternalverificationCentreswillgenerallyretainthesameExternalVerifieraspreviouslyallocatedin2007-2008.WherethereisachangeinVerifier,centreswillbenotifiedassoonaspracticable.

CompletethePassListandExternalVerifierSamplingReportforESOL(doc:ESOL_PLVS)andforward,viaemail,totheexternalverifier.Thisformshouldstateallstudentswhosuccessfullypassedinternalverification.TheExternalVerifierwillthenselectthesamplethey wish to externally verify.

A completed Centre Self Assessment Report must be completed at the beginning of the year priortosubmittingscriptsforexternalverification.(Seepart11ofthissectionofthemanual.)

Oncethescriptshavebeenverifiedbytheexternalverifier,theywillbereturnedtothecentre,alongwithacopyofthePassList.

Ifverificationhasbeensuccessful,achievementandfinalcertificationcanbeclaimedbythecentre. Ifverificationhasbeenunsuccessful,theExternalVerifierwillindicatethisonthePasslistand attach an Action Points report.

9 Reporting learner achievement

9.1 Methods of reportingTherearethreemethodsofreportingsuccess:

form SRF EDI transmission Edexcel Online.

Form SRFPersonalisedforms(SRFs)willbeproducedoninitialregistration,andafterinterimreporting.WhereSRFsarelostafterreceipt,reprintscanbeobtainedfromCustomerServices.

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EDI transmission Learners’resultsandcertificateclaimsmaybetransmittedelectronicallybyEDI,inwhichcase form SRF should not be submitted.

Edexcel OnlineCentresmayreportresultsandclaimcertificationthroughEdexcelOnline.(SeetheEdexcelOnline section of this manual for information on how to gain access to Edexcel Online.)

Claims must only be submitted for work that has been forwarded on a Pass List to the ExternalVerifier.Onlypassachievementshouldbereported.

9.2 Student report form (SRF)Followingregistration,astudentreportform(SRF)isissuedforeachlearner.Thisistobeusedforreportingthelearner’sresultstoEdexcelandclaimingcertification.EachlearnerwillhaveapersonalisedSRF,followingregistration.Thisformwilllistallunittitlesandcodescurrently approved at the time of registration for the Edexcel programme on which the learner was registered. Forindividualunitregistration,anSRFwillbeproducedforeachlearner,listingtheunitsforwhichhe/shewasregistered.

ResultsmayalsobereportedbyEDIorthroughEdexcelOnline,ourweb-basedservice.IfresultsarereportedbyEDIorthroughEdexcelOnline,thereisnoneedtoreturnthelearner’sSRF.

SRFs must be returned for every learner registered who has achieved unit success and also where the learner has withdrawn from the programme. It is essential that each SRF is signed by the persondesignatedtosignthedeclarationofachievement,oncompletionoftheprogramme.

9.3 Types of awardsCentrescanclaimoneofthreeawards:

Interim Award/(NotificationofPerformance) Ifthecandidatehascompletedoneormoremodesandrequiresacertificate

indicating units achieved to date. Fallback of Unit Achievement Where the candidate has achieved one or more modes at different levels and requires

acertificateandanawardtobeissuedatthelowestlevelwhichhasbeenachieved. Full Award Wherethecandidatehasachievedthethreemodesandrequiresanoverallcertificate.

Note: It is essential when claiming either a fallback of unit achievement, or the full award to ensure that the candidates have reached their full potential as once the candidates’ achievements are reported on the SRFs, the registration will be closed and no further SRFs will then be issued for further achievement by the candidates.

9.4 Claiming via Edexcel OnlineEdexcel Online is a web-based service designed to make the administration of learner informationeasier,fasterandmoreaccessible.Itallowsyoutoreportunitgradesandclaimcertificationwithinafewminutes.Oncechangeshavebeensaved,ourin-housesystemupdatesinstantly,thereforeremovingtheneedforSRFstobesenttousforprocessing.Theinformationthatwerequireyoutosubmitwhenreportingunitgradesand/ormakingaward claims online is the same as that required when completing SRFs.

Choosing header detailsIfyourcentrehassub-sites,pleaseensurethatthecorrectsitehasbeenchosenatthetopofthescreen.Youwillneedtoselectthe‘BTEC’tabfromthequalificationbar,followedbythe‘Candidates’menuand‘SearchbyCourse’option.

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Youthenneedtousethedrop-downmenustodeterminethequalificationtypeandthesessionbeforeclickingonthe‘Next’box.

Thiswillresultinanewwindowappearing,listingtheprogrammenumbersandnumberoflearnersregisteredforthequalificationtypeandsessionselected.Byclickingonthe‘Candidates’linkontherightfortheprogrammethelearnersarecurrentlyregisteredon,alistwillappearshowingallcandidatesforthespecifiedcriteriainnumericalorderofregistration number. Locate the student for whom you want to claim and then click the ‘Details’linkontheright.Thiswillshowtheindividuallearner’sdetails.Scrolldownandclickonthe‘Edit’buttonwhichthenallowsyoutoindicatethe‘ClaimType’.

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Selectthecorrectclaimtypeandthenindicatetheunitgradesachievedbythelearner,byselectingthegradesforeachunitattempted.Onceallunitgradeshavebeenindicated,entertheawarddate(forfullawardonly)andclickonthe‘Save’button.Thescreenwillthenrefreshandconfirmthegradesforeachunit.Forconfirmationofthelearner’srecord,pleaseclickonthe‘ConfirmationReport’whichwillallowyoutoprintoffthedetails.Pleasebeawarethatclaiminga‘Fallback’and‘FullAward’willclosethelearner’sregistration.

9.5 EligibilityThis only applies where a full award application has been made for a learner. For full certificationtobeissued,theeligibilityrequirementsmustbemetforthatparticularprogramme.

10 CertificationCertificatesareissuedweekly,followingsuccessfulcompletionandreportingoftherequiredtest.ThecertificateswillbeprintedwiththefollowingQCAaccreditationnumbers:

EntryLevel1ESOLSkillsforLifeCertificateSpeakingandListening

EntryLevel1ESOLSkillsforLifeCertificateSpeakingandListening 100/5061/9EntryLevel2ESOLSkillsforLifeCertificateSpeakingandListening 100/5062/0EntryLevel2ESOLSkillsforLifeCertificateSpeakingandListening 100/5063/2

Level1ESOLSkillsforLifeCertificateSpeakingandListening 100/6418/7Level2ESOLSkillsforLifeCertificateSpeakingandListening 100/6419/9EntryLevel1ESOLSkillsforLifeCertificate(allmodes) 100/4581/8EntryLevel2ESOLSkillsforLifeCertificate(allmodes) 100/5482/XEntryLevel3ESOLSkillsforLifeCertificate(allmodes) 100/4583/1Level1ESOLSkillsforLifeCertificate 100/4584/3Level2ESOLSkillsforLifeCertificate 100/4585/5

Centresshouldallowapproximately10workingdaysforthereceiptofcertificateswheretheclaimshavebeenmadeonEdexcelOnline.WhereclaimshavebeenmadeusingtheSRF,certificateswilltake approximately 15 working days to reach centres.

Edexcelreservestherighttowithholdcertificatesiffeesareoutstandingatthetimeofdespatch.Certificationcanbedeferred,pendinganexternalverifier/externalexaminerreportingthatnationalstandardsarebeingmetandthatcertificationcantakeplace.

10.1 ReplacementcertificationLost between Edexcel and centreWe will take every care to ensure the correct preparation of the award and the receipt by the centre of a satisfactory document. All award documents are issued to centres by recorded delivery,orbyasimilarservicethatprovidesevidenceofdelivery.

Ifacentrehastoreturndocumentstous,recordeddeliveryshouldbeusedorproofofpostingobtainedfromthepostoffice.Eitherwillbeacceptedassatisfactoryevidenceofposting.

Lost by centreWeaskthatyoutakeduecareinreceiptanddistributionofawarddocuments.However,ifyoumisplaceawarddocumentsinthecentre,youmayapplyinwritingtoEdexcelgivingfulldetailsoftheloss.Insuchcases,aduplicatecertificatefeeperlearnerwillbechargedforreplacement.

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Learner nameThecentreisaskedtoensurethatthelearner’snamereportedonregistrationisthenamethathe/shewishestoseeonthefinalawarddocument.Wewillissueamendedawarddocumentswherethelearner’snameisincorrectbecauseofaspellingmistake.Whereachangeofnameisrequired,theoriginaldocumentmustbereturnedtoEdexcel.

AreplacementcertificatefeewillbechargediftherequestisreceivedbyEdexcelmorethan1monthafterthecertificatewasissued.Nochangeofnamethathastakenplacelaterthanthe award date can normally be taken into account. Learners should be made aware of this policy.

Damaged documentsIfanydamagedawarddocumentsarereceivedbythecentre,theyshouldimmediatelybereturned to Edexcel for replacement.

Lost or damaged between centre and learnerWe cannot accept responsibility for the loss or damage of documents between the centre and the learner. It is suggested that centres either arrange for personal collection or use recorded delivery for despatch of original documents. We make every effort to pack documents securely and advise centres to ensure that any awards mailed to learners are likewise securely packaged.

Ifawarddocumentsarelostbetweenthecentreandthelearner,youmayapplyinwritingforduplicates,enclosingdetailsofanyinformationyouhavefromthepostofficeregardingtheloss.Aduplicatecertificatefeeperlearnerwillbechargedforreplacements.

11 Centre self-assessment

We recommend that all centres complete and submit a copy of the Centre Self Assessment Report by Novembertotheirexternalverifiervia email.

Centres are strongly encouraged to do so in order for the necessary support and feedback to be given prior to undertaking learning and internal assessment before the submission of scripts.

ThosecentreswhicharenewtothequalificationarerequestedtosubmitandcompletetheCentreSelf Assessment Report within four weeks of registering candidates. This will be approximately two weeksafterthecentreisallocatedtoanExternalVerifier.

Centresareremindedthatnoscriptswillbeacceptedforexternalverificationuntilthisformhasbeenreceivedandapprovedbytheexternalverifier.

Thecriteriaarethatthecentre:

hasaprocesstoprofiletheindividualcandidatetoensurethatthesub-levelsare correctlyidentifiedatthestartoftheprogramme has a programme with a structure and content appropriate to achieving the learning outcomes understands and is prepared to conform with the assessment requirements has the resources needed to deliver an adult ESOL programme reviews the procedures necessary to ensure that the programme takes account of candidates’changingneeds

hasidentifiedprogressionroutesmostappropriatetotheindividuallearner.

Theexternalverifierwillreviewthecontentsoftheself-assessmentreportandproduceareport.ThiswillbeforwardedtoEdexcelandtothecentre,alongwiththeExternalVerifierreportform.

Theexternalverifierwillseekevidenceofhowthecentreimplementstheabove.

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UntiltheexternalverifierissatisfiedthatNationalStandardshavebeenmaintained,scriptswillnotbeverifiedandcertificatescannotbeissued.

Claims must only be submitted for work that has been forwarded on a Pass list to the External Verifier.

12 Instructions for the conduct of tests

The Instructions for the Conduct of Examinations for Unit Assessments at Entry Level and Level 1 and 2canbedownloadedfromtheESOLsectionoftheEdexcelwebsite,www.edexcel.com.

13 Access arrangements

It is anticipated that most special requirements can be accommodated by early dialogue with the externalverifier,whocanadviseonparticularsituations.

Theseinclude:

up to 25% extra time on individual papers a location other than the usual examination premises the need to enlarge test papers the need to alter colour preferences the use of an amanuensis the need to sign questions for deaf candidates useofakeyboardforthevisuallyimpaired,orthosewhohavedifficultieswritingdue to disability (this must not have use of spell or grammar check). Most special requirement needs can be evidenced by recording the need on the front paper. The externalverifierwillconfirmifspecialconsiderationscanbetakenintoaccountwhenverifyingthepaper.

14 Invoicing

Invoices are normally issued weekly by the Edexcel Finance Department.

CentresusingEdexcelOnlinetoregisterlearnersmayenteranordernumberinthe‘OrderNumber’boxonthe‘RegisterStudents’screen.Thiswillthenbeprintedonthecorrespondingregistrationinvoice.

Further details relating to the breakdown for invoices can now be found on Edexcel Online. Because thisserviceappliesacrossqualificationsitcanbefoundunderthehomemenuwhenyoufirstlog-in.Themenuoptioniscalled“ViewInvoices”andallowsyoutoview,ordownloadlistsoflearnerspertaining to given invoices.

Centres submitting registrations by Electronic Data Interchange (EDI) are able to use their own numberstoidentifylearnergroups,asappropriate.Thereferencenumbermaybeanyalphanumericreference of up to 6 characters.

Edexcelreservestherightto:

refusetoacceptnewregistrationsfromacentre,ifthecentrehasadebtoutstandingto Edexcel at the due date of submission of new registrations withholdcertificatesifthecentrehasadebtoutstandingtoEdexcelattheduedateofissue ofcertificates.


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15 Forms

A blank copy of all forms detailed within this section of the Information Manual can be downloaded from the Edexcel website (www.edexcel.com),withinthesectionfortherelevantqualification.


Edexcel Information Manual 2008-2009 - Section 20 · 9 Reporting learner ... , Entry Level ESOL...

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