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In an ideal world, all entries would be right first time but we understand that changes often need to be made!
You can use A2C or Interchange to make amendments to your entry file. However, it’s really important to submit any amendments using the same method as you submitted your original entry file.
If amendments are submitted via a different method to the one you originally used then the information in your amendment file will completely overwrite your original entry file on our systems.
After a certain point – approximately one week before the issue of results for each series (see Key dates), it is no longer possible to make changes to the qualification details; only corrections to a candidate’s personal details will be accepted. This is also the final deadline for withdrawing entries.
Withdrawals received up to the deadlines will be refunded automatically.
Withdrawals received after these deadlines will not be eligible for a refund.
The only exceptions to this are candidates withdrawn on medical grounds or following bereavement – we will refund these entry fees if they are withdrawn up to one week before the results publication date.
These cases must be supported by a medical certificate or, in the case of a bereaved or deceased candidate, a letter on centre-headed paper.
To claim a refund, please forward the supporting documentation to the Entries Team at OCRGQ.firstname.lastname@example.org.
Where a candidate sits an examination but has no entry (referred to as a ‘pirate candidate’), please ensure you submit an entry amendment via either Interchange or A2C immediately after the examination. Note that late entry fees will apply.
Once you've made your amendment/withdrawal, ensure your own management information system (MIS) is kept updated – if you’re making amendments via Interchange then any changes won’t automatically feed back into your records, whereas A2C automatically feeds amended details back to your MIS.
You should also ensure any amendments made to candidate details on your MIS and via A2C or Interchange are consistent with the details on the Learning Records Service (LRS) website. If they aren’t, the candidate’s unique learner number (ULN) will no longer be valid.
If you need to update candidates’ personal details, e.g. name or date or birth, you can make the changes via Interchange (it is not possible to make amendments via A2C since this will create duplicate entries).
If you wish to change a candidate’s whole name (rather than correct a spelling mistake), you will also need to send proof of the candidate’s name change to OCR Operations at Ops.VRQTeam@ocr.org.uk.
We will not refund any named or unnamed entry fees where the entry has been made in error.
It is not possible to withdraw an entry, even if the entry has been made in error. However, for moderated or externally verified qualifications such as Cambridge Technicals (excluding Functional Skills and Cambridge Progression), if you have not claimed against the entry, you can make some changes, for example, if you have made the entry for the wrong unit or you wish to change the qualification entered for.
To transfer candidates’ entries, email Ops.VRQTeam@ocr.org.uk with the following details:
Any entry amendments may affect the fees charged and you may incur additional costs as a result.