Registration (Normal CSV) | NCFE

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Replacement certificates - learners
Replacement certificates - centres

Registration (Normal CSV)

We’re pleased to share with you that the NCFE Portal will be available for you to use, with full functionality, from Monday 9 February.

The only change that you may notice is that the Portal will only be available from 6am until 10pm GMT (rather than 24/7), to allow us to actively monitor the platform.

Withdrawal of interim processes from 5pm on Monday 2 February.

As a result, this interim process for making learner registrations will be available until 5pm on Monday 2 February and will then close, to ensure we have enough time to validate your data and process any remaining requests before the Portal is back online.

With this in mind, please submit your forms and supporting documentation before this deadline, or alternatively, wait until the Portal is live again on 9 February.

 

To support you while the Portal is offline, we have set up this web form to replicate the process you would go through to make learner registrations. Please complete your CSV file as usual and submit the file using the form below. This will provide our internal teams with the information required for them to complete the registration process on your behalf.

1. Please download and use the CSV template

2. Have your centre number to hand as you’ll need this to submit the web form and for password protection

3. Take your time to double check that you’ve inputted all the relevant data fields and included all relevant learners – a single web form submission will ensure much quicker processing time by our internal team.

4. Please password protect the CSV file with your centre number (see below for advice on how to password protect a file), complete the web form, attach the CSV file and click submit.

5. Once your registration has been complete, you may need to also make an external assessment booking. If the qualification doesn't require an external assessment booking on registration, and you require it, please ensure you complete and return the Assessment Booking CSV so we can process your booking as well. If your booking is for an online assessment,your learners won't automatically appear in the Surpass system, as the automated registrations within Surpass are currently unavailable. Please indicate on the registration form below if you want your learners to also be registered for online, and we'll process this as quickly as possible to allow you to do the bookings in Surpass. We’ll aim to acknowledge all requests within 48 hours. 

Field 

Details 

Forename * 

Add the learner’s legal forename 

Middle name 

Add a learner’s middle name (this will be printed on the learner’s certificate if included) 

Surname * 

Add the learner’s legal surname 

DOB * 

Add the learner’s date of birth (please key this as DD/MM/YYYY) 

Ethnicity 

See more information on gov.uk 

Gender * 

Add the learner’s gender (male, female, prefer not to say or unknown – please key this as M, F, P or U)  

Centre learner reference 

Add any reference you wish to use for your learner 

ULN * 

The unique learner number (ULN) is a unique 10-digit number. Most learners aged 14+ have one and it’s designed to work with the personal learner record (PLR) as proof of learning and achievements. This is mandatory for T Level qualifications. 

Postcode 

Add the learner’s postcode 

Learner start date * 

Add the date on which learning for the qualification began (accurate to within a week) (please key this as DD/MM/YYYY) 

Planned end date * 

Add the date on which learning for the qualification is planned to end (please key this as DD/MM/YYYY) 

Country * 

Add the country within which learning is delivered from. If your learner is studying outside of the UK, please choose the appropriate country of study. If your learner’s country of study is not showing, you can email [email protected] to get this added. 

Paper modifications 

See more information on our special considerations webpage 

Access arrangements 

See more information within our Reasonable Adjustments policy 

*these are mandatory fields 

  • Open the Excel file.

  • Click File → Info.

  • Select Protect Workbook.

  • Click Encrypt with Password.

  • Enter a password.

  • Re-enter the password to confirm.

  • Click Save.

Registration (Normal CSV)

Please use the qualification search to find - format should be XXX/XXXX/XXX eg 603/7168/7

Please use the qualification search to find

Mandatory fields within the CSV are: - Forename - Surname - DOB - Gender - Learner Start Date - Learner End Date - ULN if a T Level qualification. Please ensure you have password protected the file using your centre number as the password before uploading.