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What information do you need to provide when you’re making final entries? Click on the relevant tab below.
For general qualifications (GCSE, AS/A Levels) and Cambridge Nationals, when you make entries, you need to provide the following information.
Provide candidate names, date of birth and gender:
The candidate’s name and date of birth appear on the certificate exactly as you make the entry so, if you don’t get it right, making changes after the certificate has been issued will mean you have to pay for replacement certificates.
This is a four-digit number, usually allocated by the centre at the time of entry, which candidates will need to write on their question papers.
This is a 13-character code. It is mandatory and is used mainly to link a candidate’s unit results across series (and across different centres) for all their entries so they can be certificated.
The following diagram shows the components of a UCI:
This is a personal ten-digit number, which is used to ensure learner achievement information can be provided to their Personal Learning Record (PLR). ULNs are provided and administered by the Learning Records Service (LRS).
If a candidate does not have a ULN, the ULN field should be left blank; you must not add a piece of placeholder text, such as ‘9999999999’ or ‘TBC’.
Where a ULN is included with an entry, we will check the ULN and candidate details with the LRS. Candidate details submitted to us need to match exactly with those held on their PLR. If there are any differences, we will not be able to validate the ULN. This will not prevent your entries from being processed, but we will not be able to send results data to their PLR until the ULN and candidate details held by us have been validated correctly. If you need to make a change to a learner’s details, you must update them in a number of places:
For more information, and to generate a ULN, please refer to the Learning Records Service.
Entries are made using a four-digit entry code and option codes (where needed). These details are provided in the Entry Codes booklet with more information in the final entry rules section.
For vocational qualifications unnamed entries, you need to provide the number of full qualification entries or the number of unit entries you would like for each qualification plus an order number.
For named entries, you need to provide all of the following information:
An optional field for named qualifications, this number can be allocated by a centre if you wish to add an additional reference; it can be up to four digits long.
This is an eight-digit number allocated by OCR which allows a candidate’s units to be linked together when claiming for multiple units or full awards. For candidates entering for OCR qualifications for the first time, this should be left blank. If the candidate has a previous OCR candidate number, you should provide this to avoid additional numbers being generated.
For Functional Skills, Cambridge Technicals and Cambridge Progression qualifications, it is possible to make EDI entries via A2C. For these qualifications, the UCI must accompany a candidate’s entry if centres wish to make entries and/or receive EDI results via A2C. The unique candidate identifier (UCI) is a 13-character code, which examination administration software packages will usually be able to generate. The following diagram shows the components of a UCI:
The order number will be quoted on your centre’s invoice. It can be either an official order number or simply a reference, e.g. a tutor’s name. It is good practice to provide an order number as this enables invoices to be matched to your entries easily. You can use the same order number for as many entry submissions as you wish and it can be up to 20 characters long.
Provide entry codes of the full qualification(s) and/or details of the specific unit(s) as appropriate. Candidates must be entered for either the full award or individual units. They must not be entered for both.
All entry codes can be found in the relevant entry codes booklets.
If you are making EDI entries via A2C (Cambridge Progression, Cambridge Technicals or Functional Skills), the entry codes are used as follows: