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Making online claims for QCF and Functional Skills qualifications A step-by-step guide for centres Introduction This guidance explains how to make online claims for postally examined/moderated qualifications which are on the Qualifications and Credit Framework (QCF), and externally moderated Functional Skills qualifications, using our secure extranet, Interchange (https://interchange.ocr.org.uk). For Functional Skills, sections 11 and 14 are not relevant. For additional guidance, please refer to the OCR Admin Guide: Functional Skills. You can also use the guidance in sections 1 to 14 to make online claims for externally verified qualifications on the QCF (section 11 is not relevant). For more Interchange support, see our quick start guide and step-by-step entries guide at www.ocr.org.uk/interchange. Summary of the process 4a Finding candidates 2 Selecting a 3 Setting up (named entries) 5 Adding units qualification your assessment from another 1 Starting personnel 4b Finding awarding body a claim candidates (unnamed entries) 6 Adding 9 Removing 8 Removing OCR units a candidate 7 Editing a unit your claim 14a Viewing 10 Submitting the examiner- the claim moderator feedback 11 Sending report work following 13 Interpreting 12 Checking 14b Viewing a claim the claim’s the progress of the external status a claim verifier feedback report 1 Starting a claim Hover over ‘Certification claims’ in the left-hand menu and click on ‘Make claim’. How many candidates will you be claiming for? To keep your admin to a minimum, try to put as many as possible in a single claim. You can revisit a claim to amend it as many times as you like before submitting it to your OCR assessor. 2 Selecting a qualification Choose the qualification you want to make a claim for from the list and click on ‘Create’. NB Once a claim has been started for a qualification, this will change to ‘Edit’. A list of all candidates entered via the named route for this qualification will be displayed. If your centre is approved for a lot of QCF schemes, you can also search for a qualification by assessment code, title or part title. 3 Setting up your assessment personnel The first time you create a claim for each qualification, you will be prompted to set up your centre assessors. These are the people within your centre who will be marking the assessment, not the OCR assessor. (Once your first centre assessor is set up, you won’t be prompted in this way again.) Type the centre assessor’s full name and initials in the boxes provided. Up to four initials will be accepted; these must be unique within your centre. This link only appears if you have no centre assessors set up. Otherwise, click on ‘View centre assessors’ to set up any new assessors. Make sure you set up your new assessors for each scheme before you start making the claim. NB Any number of centre assessors can be involved in building a claim, but only one of them should submit it. 4a Finding candidates (named entries) First, select the candidate you want to make a claim for from the list of candidates. Click on ‘Create new’ next to the candidate’s name. (NB This will change to ‘Edit’ once a claim has been started for that candidate.) If full award entries were made for the candidate, all units will be listed. If unit entries were made, only the units entered for will be listed. This candidate is only entered for Units 4, 12, 15, 30, 45 and 72. You can order by candidate name or OCR candidate number by clicking on the column headings. You can also search for a qualification by assessment code, title or part title. 4b Finding candidates (unnamed entries) First, search for the candidate you want to make a claim for. Enter name, part name or OCR candidate number and click on ‘Find candidate’. If you can’t find the candidate on the system, add them to the claim as a brand new candidate by clicking on ‘Create a new candidate’ and entering their details in upper case. Remember: the details you enter here will appear on the candidate’s certificate. The top yellow box shows you how many unnamed full award and unit entries you have purchased. This decreases each time you submit a claim. If the candidate only intends to complete one or two units, unit entries may be appropriate. If the candidate intends to complete the full qualification, full award entries may be the most cost-effective entry option. Make sure the box is not ticked before you search for candidates. 5 Adding units from another awarding body Common units achieved with another awarding body should be claimed as part of your last claim before certification. You should claim these before OCR units if you are claiming both at the same time. Click on ‘Add units from another awarding body’, select the unit and centre assessor (in this case, the person who approves the evidence), then enter the name of the awarding body and click on ‘Add’. When you have finished adding units, click on ‘Done’ to return to the claims page. Evidence of the achievement, e.g. a copy of the certificate or results slip, must be given or sent to your OCR assessor. 6 Adding OCR units Select the unit(s) and centre assessor(s). Click the radio button in the ‘Claiming’ column for each unit you wish to claim for that candidate. Select the centre assessor for each unit (you can select different assessors for different units). Repeat this process for each candidate, making sure you click on ‘Save claim’ each time. In this example, some units cannot be selected for the claim, as they have already been claimed. 7 Editing your claim You can go back later to amend or add to a claim before submitting it. You can access the claim by hovering over ‘Certification claims’ in the left-hand menu and clicking on ‘Make claims’. Search for the qualification, click on ‘Edit’ next to the claim, then click on ‘View claim’ to see the claim. Next, click on a candidate name to edit their claim. Make sure you save the claim whenever you make any changes. Unit number C = claiming TA = assessor’s initials This example shows a unit from another awarding body. Non-OCR units are indicated by *. 8 Removing a unit from the claim Click on the candidate’s name to open the claim for that candidate. Click on the radio button in the ‘Not claiming’ column to remove a unit from their claim. NB You can only make changes prior to submitting the claim. Once you have made any required changes, make sure you click on ‘Save claim’. 9 Removing a candidate from the claim Again, click on the candidate’s name to open the claim for that candidate. Click on the radio button in the ‘Not claiming’ column for all units and click on ‘Save claim’. NB You can only make changes prior to submitting the claim. 10 Submitting the claim Once you are ready to submit the claim, click on ‘View claim’. Check the details and your email address, amend your email address if necessary, and then click on ‘Submit to assessor’ to submit the claim to the OCR assessor. Always check the details thoroughly before submitting the claim as, beyond this point, you won’t be able to make any further changes. You can print the claim or export it as a CSV file to check it before submitting. 11 Sending work following a claim For postally examined/moderated qualifications, within 24 hours of submitting your claim online, you need to send all the candidate work to your examiner-moderator. When sending your candidate work, you just need to attach a simple submission cover sheet to each candidate’s work. These can be downloaded from the qualification pages of the OCR website. (NB These are qualification-specific and may differ, as shown in the examples opposite.) Please add the claim number (see section 12) to each form, either in the box provided (if applicable) or at the top of the sheet. This must also be written on the outside of the package, along with the scheme code and centre number, to help the assessor match the work to the claim. (NB Some qualifications allow you to submit work electronically. Please ensure you also include the above details when submitting work Submitting fewer electronically.) claims will reduce the number of Please make sure that work for each separate submissions claim is packaged separately; do not submit you need to make. work for more than one claim in the same package. 12 Checking the progress of a claim Hover over ‘QCF’ in the left-hand menu and click on ‘View claim history’. Your most recent claim should be at the top of the list. You can also filter by qualification and order the columns alphabetically by clicking on the column heading. Once the OCR assessor has completed the claim, you will receive an email from Interchange confirming this. The claim number is generated when The eight-digit reference will you submit your claim. You will need be generated once the OCR this when submitting candidate work. assessor has submitted the claim. Please ignore One of these numbers should be quoted if you have any queries about your claim. this column. 13 Interpreting the claim’s status What does the status mean? Submitted – The claim has been submitted to your OCR assessor. Finalised – The claim has been revised/finalised by the OCR assessor. This will only appear for a short time. However, if all units within a claim have been withdrawn, the claim will remain in this stage. Processed – The claim has been sent to OCR and results should appear on Interchange in approximately 48 hours. Withdrawn – The OCR assessor has withdrawn the whole claim. When you view the claim, any withdrawn candidates/units will be indicated by ‘X’ (except where the whole claim has Please ignore been withdrawn, in which case this column, ‘X’ will not be displayed). even if it says ‘Yes’. Ignore any green ticks. 14a Viewing the EM feedback report Postally examined/moderated qualifications: Once moderation is complete, the OCR examiner-moderator will produce a centre feedback report for each claim submitted. If you have made a number of small claims, only one report may be produced. To view the report, hover over ‘Centre information’ in the left-hand menu and click on ‘Examiner-moderator reports’. If you can’t see the report… Check that you have submitted the claim (you can check the status by hovering over ‘QCF’ in the menu and clicking on ‘View claim history’). Check that you have sent everything you need to the OCR examiner-moderator. If the status is ‘Submitted’ and it’s less than 35 days since you submitted the claim, the work is probably still with the moderator. If it’s more than 35 days since submission and we haven’t contacted you yet, contact the Operations VRQ Team on 02476 496553 or at firstname.lastname@example.org, quoting your centre number, scheme code and claim number. If the OCR examiner-moderator has withdrawn the whole claim (rather than just individual candidates), OCR will send you the report directly (not via Interchange). 14b Viewing the EV feedback report Externally verified qualifications: Once an external verification visit has taken place, the OCR external verifier will produce a quality assurance report. This will be emailed to you as soon as it is available. You can also view the report via Interchange by hovering over ‘Centre information’ in the left-hand menu and clicking on ‘External verifier reports’. If you don’t receive the report… If it’s more than 5 days since your visit and you haven’t received the report yet, contact the OCR Customer Contact Centre on 02476 851509 or at email@example.com, quoting your centre number, scheme code and claim number. Further support If you have any queries about a claim, please contact the OCR Customer Contact Centre on 02476 851509 or at firstname.lastname@example.org, quoting your centre number, the scheme code and the claim number.
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