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Preparing for Moderation

We want you to feel confident and prepared for moderation, so this page will provide you with all the information you need.

Our approach to moderation 

For T Level and V Cert qualifications Moderation takes place at the end of the assessment window. Once the assessment window closes you'll be asked to submit evidence for a sample of students in the cohort. For the T Level in Education and Early Years, visiting moderation also takes place throughout the assessment window (for more information on this please see the 'Education and Early Years specific information section below). For more information on sample sizes please read the sample size section below.

During moderation, the Moderator will review evidence submitted and apply a mark for each student. The Moderator’s mark will be compared to the mark awarded by the provider and a final mark will be applied.  

If the provider mark and the Moderator’s mark are within tolerance, the provider’s marks will be applied to all students in the cohort. If the marks are outside of tolerance, we’ll apply a regressed mark to all student marks within the cohort. If marks are outside of tolerance and cannot be reliably adjusted, we’ll request evidence for all students in the cohort and the Moderator’s mark will be used. 

We’ll provide a final moderation report in the Portal, with your results, on results release day with feedback on areas of good practice and areas of development.

Sample sizes 

Students selected for remote moderation will be selected using JCQ sampling guidelines and include assessments from across a range of provider marks. The sample selected will include the student with the highest provider mark and the student with the lowest non-zero provider-mark. The sample size will be in line with the table below. Where an assessment has been carried out by more than one Assessor, a range of Assessors will be included in the sample, where possible.

Sample sizes for visiting moderation (T Level Education and Early Years) can be found in the ‘Education and Early Years Specific Information’ section below.

No. of students at provider 

Sample size

Up to 5 

All 

6-10 

All 

11-15

All

16-100 

15

101-200 

20

Over 200 

25

Assessment window dates

Assessment window dates for the moderated components of the Occupational Specialism (OS) are outlined in the Key Date Schedule (KDS) within the Qualification pages. 

Assessment window dates for the non-exam assessments (NEA) are outlined in tutor guide on the Qualification pages. 

Preparing for moderation
T Level

Make the most of the support available by registering your students and booking them onto the chosen Occupational Specialism (OS) early through the Portal 

Our T Level Portal and Online Assessment User Guide explains how to do this. 

Registrations and bookings must be made in line with the dates outlined in the Key Date Schedule (KDS) available on the qualification pages. 

V Cert (Technical Awards)

Make the most of the support available by registering your students early through the Portal 

Our Portal User Guide explains how to do this. 

Students can be registered from the 1 September in the first year of study. The NEA and external assessment must both be taken in the final year of study. 

Provider Administration Training

Provider administration training is now available to providers. The training consists of a series of videos (under the relevant sections below) supporting you through the administrative requirements associated with moderation including but not limited to the schedule of assessment (for Education and Early years only), accessing and uploading assessment materials, and summitting marks. Confirmation that providers have watched the series of videos will be confirmed upon completion of standardisation training.

Assessment materials will be available to download from the Portal. For guidance on accessing assessment materials, view our short video.

For the T Level in Education and Early Years, assessment materials are available on the Education and Early Years Qualification page For more information please see the ‘Education and Early Years Specific Information’ section below.

T Level

These will be available in line with the dates outlined in the Key Date Schedule (KDS) within the Qualification pages. 

V Cert (Technical Awards)

Assessment materials will be available from 1 September each session. 

It’s important that you maintain accurate assessment records so they can be moderated during remote moderation. Should these records lack sufficient detail to allow remote moderation to take place, the provider will be required to observe students again, which will delay student results for the full co-hort.  

The Moderator will remotely view a sample of your assessment records during moderation and provide feedback on the completion of the assessment records within their moderation report.  

Tips for maintaining accurate assessment records

In advance of the assessment:

The Portal will close at the end of the assessment window, as outlined in the Key Date Schedule (T Level) or Tutor Guides (V Cert (Technical Awards)) on the Qualification pages. 

All student marks must be entered before the Portal closes and any inactive students withdrawn. For guidance on submitting marks, watch our How to submit provider marks for moderation video resource.

If the assessment has different assessment window end dates, for example part 1 and part 2. Marks must be entered before the assessment window closes for each part.

Moderation can only take place once marks have been submitted for the full co-hort. Failure to do this may impact final moderation, delay results and will result in an action on your annual monitoring review (AMR) report.

If you need support withdrawing a student, please contact [email protected] (T Level) or [email protected] (V Cert (Technical Awards)) 

If a student did not attend an assessment, submit a did not attend (DNA) mark.   

You must inform students of their marks prior to submitting to NCFE to allow students the opportunity to request a review of provider marking. 

Once the Portal closes, students selected for remote moderation will be displayed in the Portal the following day.  For information watch our view students selected for moderation and upload evidence video resource.

You must upload the required evidence for each student to the Portal within three working days of the assessment window closing.Checklists detailing the evidence requirements will be included with the assessment packs, or supplied by your moderator for Education and Early Years.

Following initial moderation should the Moderator need to moderate the entire cohort you’ll be contacted. We’ll contact the Programme Contact to request this so please be prepared. Once prompted we will expect evidence to be submitted via the Portal in three working days.

Failure to submit evidence within the required timescales will result in delays to final moderation and student results. This will also affect your provider's risk rating following moderation. Failing to submit evidence may result in potential maladministration and will be referred to our Provider Assurance team for further review.   

Tips for uploading files

  • File names must include the student’s name and the name of the task
  • Where possible, files should be no bigger than 1GB
  • Up to 10 files, with an individual file size limit of 2GB can be uploaded at one time
  • Larger file sizes will take longer to upload
  • Files larger than 2GB will need to be compressed
  • Zip files cannot be uploaded.

If you need support uploading student evidence, contact [email protected] (T Level) or [email protected] (V Cert (Technical Awards)).

T Level Technical Qualification in Health (Level 3) 603/7066/X

If you’re delivering the above qualification, Part 1: practical assessment activity (core) and Part 2: practical assessment activity (pathway) may have different students selected for moderation. Please ensure you check the sampling plans for both parts separately. Students selected for moderation will be displayed in the Portal the day after the assessment window closes for the pathway, as outlined in the Key Date Schedule (KDS) on the Qualification page.

Early Years Educator – Part 1

For the Early Years Educator Occupational Specialism - Part 1, your Moderator will plan their visits to observe the assessment of each of the competence-based criteria and discuss their assessment decisions with you. They will observe each criterion at least once. This will most likely be across a range of students. Once satisfied that accurate assessment decisions have been made for the competence-based criteria, you’ll be cleared to assess Part 1 of the EYE Occupational Specialism. Following each visit you’ll receive a report of their findings. 

Schedule of Assessment

Once students are booked onto the Occupational Specialism (OS), you’ll be able to submit a schedule of assessment, for that student via the Portal . The Moderator will use the schedule of assessment to plan their visits for Assignment 2 of the OS.  

The T Level System User Guide and our video resource How to create/amend a schedule of assessment explains how to do this.  

The schedule of assessment provides details of the student’s industry placement, rank order, the planned dates the Assessor will observe the student for Assignment 2 and the planned criteria to be observed.  

When determining the rank order for your students, several factors can be considered for example, the student’s performance in year 1, the student’s level 2 achievement profile and/or their expected grades for the OS. 

Arranging a visit

Before a moderation visit can take place, you must complete the schedule of assessment for each student and complete and return the Provider information document - T Level Technical Qualification in Education and Early Years (Level 3).  

No visits can take place until the Moderator receives this information or outside of the assessment window.  

On receipt of the schedule of assessment the Moderator will work with you to plan their visits efficiently and send you their sampling plan. Once you receive the sampling plan: 

  • Inform the industry placement of the moderation visit and confirm their agreement. This will be checked during the moderation review. 
  • Inform the students in the moderation sample that the Moderator will be observing them. 
Maintain Accurate Assessment Records

It’s important that you maintain accurate assessment records so they can be moderated. Should these records lack sufficient detail to allow moderation to take place, the provider will be required to observe students again, which will delay student results for the full cohort.  

The Moderator will view a sample of your assessment records during stage one moderation and provide verbal feedback on the completion of the assessment records during the visit.  

Templates for the below assessment records are available to download from the Qualification page within the Tutor Guide for Assignment 2: 

  • Observation Planning Form 
  • Future Planning Form 
  • Observation of Skills Recording Form 
  • Professional Discussion Form. 
  • Criteria Assessor Judgement Guidance and Assessment Justification Document 
  • Final Mark Form 
  • Tracking documents to showing criteria achieved and target dates to meet any outstanding criteria. 

You may find it useful to refer to our Guidance around having a professional discussion and Guidance around conducting an observation (use this video to support this guidance).

Assessment plans must also be maintained and show how the criteria will be assessed, the criteria to be observed and/or covered through professional discussion, how the student has achieved the criteria and their placement hours.

During a moderation visit

During the moderation visit your Moderator will observe structured observations for each student in the sample. They’ll not discuss their assessment decisions with you, as this will be checked during final moderation. 

They will discuss: 

  • Your completion of assessment paperwork for the structured observations, by looking at previously completed records. 
  • Your processes for identifying Assessors’ and IQAs’ training needs and how these are addressed. 
  • Your processes to ensure students are given appropriate access to assessment, where special arrangements are required to ensure you’re following our requirements specified in our Reasonable Adjustments and Special Consideration Policy. 
  • How you ensure students’ developmental needs are matched against the requirements of the assessment and how individual assessment plans are agreed. 
  • Your records of placement hours and how these are maintained and show accurate tracking. 
Sample Sizes

Students selected for moderation during a visit will be selected using the provider’s schedule of assessment. You can read more about the schedule of assessment in the above sections.  

Students selected for remote moderation will be selected using JCQ sampling guidelines below and include assessments from across a range of provider marks which include the student with the highest provider mark and the student with the lowest non-zero provider-mark. The sample size will be in line with stage 3 guidelines in Table 1. Where an assessment has been carried out by more than one Assessor, a range of Assessors will be included in the sample, where possible. Students observed as part of the moderation visit will be included in the sample.  

No. of students at provider  

Stage 1* sample (sub-sample)  

Stage 2* Sample  

Stage 3* sample  

Up to 5  

All  

All  

All  

6-10  

5  

All  

All  

11-15  

6  

10  

All  

16-100  

6  

10  

15  

101-200  

6  

15  

20  

Over 200  

6  

20  

25  

Our approach to moderation for T Level Technical Qualification in Education and Early Years

Moderation visits will take place throughout the assessment window for Assignment 2 of the Occupational Specialism (OS) with remote moderation taking place at the end. During moderation visits your Moderator will observe structured observations for a sample of students. Your Moderator will plan these visits with you. 

For remote moderation, you’ll be required to submit evidence on the portal for a sample of students in the cohort (see the ‘View students selected for moderation and upload evidence’ section above). The Moderator will review evidence submitted and apply a mark for each student. The Moderator’s mark will be compared to the mark awarded by the provider and a final mark will be applied.  

If the provider mark and the Moderator’s mark are within tolerance, the provider’s marks will be applied to all students in the co-hort. If the marks are outside of tolerance, we’ll apply a regressed mark to all student marks within the co-hort. If marks are outside of tolerance and cannot be reliably adjusted, we’ll request evidence for all students in the cohort and the Moderator’s mark will be used. 

We’ll provide a final moderation report on results day with feedback on areas of good practice and areas for development.  

Internal standardisation materials are now available to providers on the Portal. This CPD package is designed to bring your teams together to align assessment decisions and expectations for the externally moderated components of the occupational specialism.  

It’s mandatory for providers to complete the training by 29 February 2024. Once completed, a declaration must be signed and returned to NCFE to show it has been done. This declaration will also confirm that administration training has been completed. 

Benefits of this training 

  • Consistency and marking - the training will help you establish a unified understanding of the assessment criteria 
  • Fairness and equity - achieving consistency in marking enhances fairness and equity. It will minimize the chances of subjective bias and ensure that all students receive an impartial assessment 
  • Improved communication - this training will allow and encourage an open dialogue amongst your staff. It will give opportunities to discuss challenges, clarify doubts and build collaboration 
  • Enhanced professional development - the training allows staff to develop their professional growth. They should gain insight from colleagues and improve their understanding and execution of assessment 
  • Time saving - by aligning the assessment decisions of your teams, you will reduce the time spent on recalibrating assessment decisions. This streamlined training approach ensures that your efforts are applied and focused on providing valuable feedback and reliable assessment to your students. 

Where can I find the internal standardisation materials? 

Once you’ve booked your students onto the chosen Occupational Specialism (OS), you need to: 

  • log on to the Portal 
  • go to the ‘Bookings’ tab and click ‘View Assessments’ 
  • search for a batch number or product code to find learners on the relevant qualification/assignment you’d like to access training for 
  • select all students 
  • scroll to the bottom and click ‘view bookings’ 
  • click the drop down for the desired component/assessment series. 

You’ll see headings for each assignment, the standardisation materials for moderated assignments are located under the moderated assignment heading. Click ‘Show Details’ to view the materials and then click them to download. 

If there are two parts to the assignment the materials will be located under Part 2. 

Support available prior to moderation 

Visit our Qualification pages and read the Qualification Specification. Within these pages you’ll find lots of supporting materials around assessment controls and conditions, the records you need to keep and the materials and equipment you need to make available to your students, where applicable. 

T Level Technical Qualifications 

You’ll find; Provider Guides/Tutor Guides to the OS, Practical Skills Evidence Requirements, Assignment Briefs and Mark Schemes, KDS, Chief Moderator reports and Qualification Specific Instructions for Delivery. 

V Cert Model 5

You’ll find sample assessments and mark schemes. We’ll continue to release resources to this section throughout the 2022/2023 session.

Visit our Frequently Asked Questions page for questions around moderation. 

Our Prepare to Assess events develop confidence and understanding of grading criteria when assessing learners' responses to the internally-assessed units.

At present, we don't have any future Prepare to Assess events planned. We do have a recording of a Prepare to Assess event that we recommend watching and this can be located on our YouTube channel.

Watch now

Our Provider Development team offer a range of sessions to support providers. Visit our events pages (V Cert (Technical Awards)) and T Level events page (T Level) to view events and register your attendance. 

If you’re unable to attend, we recommend you register as a recording will be available on the above pages following the event.  

If a student requires extra support for a moderated assignment you can apply a Reasonable Adjustment or submit a Special Consideration request.

Please visit our web pages on Special Considerations and Reasonable Adjustments if you have a student who requires support and ensure you read our Special Considerations Policy and Reasonable Adjustments Policy.

Special considerations are intended to support students who face an unexpected disadvantage at the time of an assessment for reasons outside of their control. Requests can be applied for after an assessment, but the deadline is five working days following the date of the assessment or the last day of a window. 

Reasonable adjustments should be put in place before the assessment takes place to reduce the effect of a disability or difficulty that places students at a substantial disadvantage during an assessment.

Support available following moderation 

On results release day, the below information will be available on thePortal for providers to download.  The T Level System User Guide (T Level) and Portal User Guide(V Cert (Technical Awards)) explains where this can be located.  

This will be available to view on the Portal on results day and will highlight areas where your provider has performed well and areas for improvement. It will also include the mark used for each moderated component. The mark used will be one of the following: 

Provider mark – Confirms that the provider mark has been accepted for all students within the cohort. This means that the provider marks were within tolerance of the Moderator’s marks.  

Regressed mark – Confirms that the regressed mark has been applied to all students in the cohort. This means that the provider marks were outside of tolerance and in a consistent way (ie all marks are higher or lower than the Moderator’s marks). 

Moderator mark – Confirms that the Moderator mark has been applied to all students in the cohort. This means that: 

  • the provider marks are outside of tolerance and in a consistent way, however moderator marks are available for all students in the co-hort. Or 
  • the provider marks were outside of tolerance and in an inconsistent way (ie some marks were higher and some were lower than the Moderator’s mark and the provider mark could not reliably be adjusted so the Moderator sampled all students in the cohort. 

The CM report which will be available on our website provides an overview of the moderated assignment including examples of good practice and where further development may be needed. 

This provides an overview of the results for all assignments completed as part of the OS, the student’s overall mark and overall grade. 

This provides an overview of the raw marks awarded to each student for all assignments completed as part of the OS, the student’s overall mark and overall grade.