You can manage your learners who are in scope of the term-time checkpoint arrangements by searching in the 'My Learners' screen of the Portal. If you wanted to see all VTQ learners select ‘Current Learner Status’ as Registered and using the ‘Show only valid VTQ learners’ toggle. More information is available in the Portal User Guide in the ‘VTQ learners’ section.
You need to:
- check that all learners currently studying on an NCFE programme at your centre are registered with us on the NCFE Portal – your learners should be registered no later than 90 days after their start date, or late registration fees may apply (separate fees apply for T Levels and V Certs – see all details in our fees and pricing guide). If you need to add any new learners, you can find instructions on how to do this in the ‘registrations’ section of our Portal User Guide.
- Remove any learners who have withdrawn or transferred to a qualification out of scope of these arrangements. If you need to withdraw any learners, you can find instructions how to do this in our Portal User Guide under ‘withdrawing learners’. Please note you may be unable to withdraw some learners where the assessment window is open - in this instance, please mark them as did not attend (DNA) on the exam register and you can then withdraw them once results are released.
- Ensure all planned end dates are completed and accurate – if your learners require a result by results days in August 2026, please ensure their planned end dates are no later than Thursday 20 August 2026. If you need to add or amended your planned end dates, you can find instructions in the Portal User Guide in the ‘manage learners' section.
- If you haven’t already, check and book any remaining learners who are required to sit external assessments for the summer series onto their assessments.
- Ensure any required EQA reviews are booked to be completed but no later than Tuesday 30 June (for internally assessed qualifications, to ensure the delivery of results by results release days.)
- Nominate a senior designated contact for your centre – this should be someone who we can escalate any issues to both during and outside of term time (even if you submitted this information last year, we require senior designated contact details to be resubmitted for 2025-26). Please note that if you’re the senior designated contact for multiple NCFE accounts, you’ll need to submit a separate form for each unique centre number. You can have multiple senior designated contacts if needed, to ensure that there is always someone from your centre available. If your senior designated contact changes, please let us know as soon as possible.
- Sign the declaration form on the Portal to confirm you have completed the above actions. The link to the declaration form can be found in the banner at the top of each Portal page. Please note that the term-time checkpoint is not complete until this declaration form has been signed and submitted.
Remember multi-factor authentication is still required every time you log in to the Portal. You’ll need to set up multi-factor authentication for your account before you can access the Portal. For more information and guidance, please explore our FAQs page.
