Requesting and accessing electronic question papers

Gail White, Customer Support Manager for the East Midlands

In most cases you’ll receive secure question paper materials in one of our standard despatches at least five days before the exam is timetabled, but what happens if you haven’t got a question paper on exam day? Or what happens if you need a PDF version? 

There are a few reasons why you may need to access electronic versions of secure materials, such as: 

• You need to print onto coloured paper or print an enlarged version for a candidate with an access arrangement 
• You need a PDF version of a question paper for candidates who use a computer reader 
• You are the host centre for a transferred candidate (hardcopy materials are not provided for transferred candidates) 
• You need to make a late entry and there’s no time to receive hard copy materials. 

Some of you may remember that until recently we provided non-interactive PDF question paper materials using Interchange. To improve the service and enable you to access the materials at a scheduled time, we now use a system called Digital File Despatch (DFD). This system has been available for some time but with few exams taking place over the last couple of years you may not have used it yet. I therefore thought it would be useful to provide some guidance on using the system as well as reminders about how to request electronic question papers. 

Requesting materials 

How do I request non-interactive PDF question papers for candidates with access arrangements? 

You need to request non-interactive PDF question papers by the modified paper deadline using Access Arrangements Online. To access the system, log into Interchange, hover over ‘JCQ Centre Admin Portal’ and then click on ‘JCQ Centre Admin Portal’ in the left-hand menu. Click on ‘Access Arrangements Online>Order modified papers’ and complete the online form. 

Can I request a non-interactive PDF version of a modified paper? 

If you need to order a non-interactive PDF version of a modified paper, please order the hardcopy version by the modified paper deadline in Access Arrangements Online and then email us at modified.papers@ocr.org.uk to let us know you need a PDF version. If you need a modified question paper but have not ordered this by the deadline, please email us – we may be able to provide one if a modified version has already been prepared. 

How do I request question papers for transferred candidates? 

To enable the host centre to receive question paper materials, both the entering centre and host centre must complete the transferred candidates form on the JCQ Centre Admin Portal by the relevant deadline. You don’t need to request question papers in addition to this. Please note that we only provide electronic question paper materials for transferred candidates. See the Transfer candidates page for more details.

How do I request emergency question paper materials? 

As soon as you realise you haven’t got the question papers you need, please call our Customer Support Centre on 01223 553998. If this is before the exam day and there’s time, we’ll arrange for the question paper to be sent out to you. If it’s on the exam day or there’s no time to post materials to you, we’ll arrange for you to download electronic question paper materials. 

Accessing materials 

How do I get set up to access electronic question paper materials? 

If you’ve not used our secure system, Digital File Despatch, before, we’ll create an account for you. 

You’ll then receive two emails: one containing a PIN and another with a link you’ll need to click to activate your account and create your password. The link is active for 24 hours. 

If the link is no longer active, follow the same process as if you'd forgotten your password (see below).

Once you’ve created your password, you’ll be able to log into your account at digitalfiledespatch.ocr.org.uk with your email address (see below) and password. 

Which email address do you use to set up a DFD account? 

When setting up your DFD account, we use the email address we hold for your centre on the National Centre Number Register (NCN). More information about the NCN, including how to update your details is available on our website. If you need us to use a different email address than that on the NCN, please let us know. 

I’ve forgotten my DFD login details, what do I do? 

If you have a DFD account, go to digitalfiledespatch.ocr.org.uk, click on the ‘Forgotten your password?’ link and enter the account email address. 

You’ll receive two emails: one containing your PIN and another with a link you’ll need to click to reset your password and enter your PIN. 

How do I access and download my requested papers? 

Once we’ve processed your request and prepared your electronic question paper materials, you’ll receive an email. You can then log in to the DFD system to view a list of your requested materials and when they’ll be made available. 

We’ll then email you again when the materials are available to download. 

We prepare electronic question paper materials in timetable date order so you’ll receive separate emails for each question paper you’ve requested. 

If any of your requested papers are missing, please contact us. 

When will materials be available to download? 

If you requested electronic question papers in advance, they’ll be available to download at 7.30am for morning exam sessions and at noon for afternoon exam sessions. 

What if I have a timetable variation due to a clash? 

Materials are made available based on the published start times for the morning and afternoon sessions and are available for a limited time (7.30–10.30am or 12.00–3.00pm). As the regulations allow you to move exams to a different session on the day without letting the awarding body know, please tell us if you have a timetable variation so we can make the materials available at the time you need them. 

What materials will be available to download? 

We make question paper materials available via DFD:

• Question paper materials are published in a non-interactive PDF format. These can be read on-screen but cannot be typed into. 
• As well as the question papers, you’ll be able to download any materials that would be issued with that paper such as inserts and answer booklets. 
• For any question papers requested, if an erratum is published, we’ll also make this available. 

We use the following abbreviations/words to label the materials:

• AB – answer booklet
• ANA – advance notice article
• EOI – exams officer instructions
• INS – insert
• MAP – map
• QP – question paper
• RB – resource booklet 

Emergency labels are not available in DFD – you must access these from Interchange. 

Also, please note that for transferred candidates, we'll email the attendance register and labels to the host centre before the exam series.

In all cases where you’re printing PDFs, please check all the papers have printed correctly and then staple the sheets together before giving them to your candidate.

Stay connected 

We’re here to support you, so if you have any queries about digital question papers, please contact us on 01223 553998 or email us as support@ocr.org.uk. 

About the author

Gail White – Customer Support Manager for the East Midlands

Gail became a Customer Support Manager in 2007 but has been supporting exams officers in various roles with OCR since 2002. She understands how challenging and rewarding exams administration can be and her experience means she is well placed to support centres with all aspects of exam management and delivery.