Guidance
File format
Updated 14 August 2023
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| Name | Description | Position | Validation Regular Expression | Description of Regular Expression |
|---|---|---|---|---|
| ReportingDate | Date the file was due to be submitted to Ofqual regardless of when it was actually uploaded (this date will be made available by Ofqual). | 1 | ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits) |
| AcademicYear | The exam series which this data submission relates to. For example, June 2023 | 2 | ^(June)([ ][0-9][0-9][0-9][0-9])$ | Exam series and year For example, “June 2023” |
| AwardingOrganisation | Name of the awarding organisation | 3 | ^.{1,100}$ | 1 to 100 characters accepted |
| QualificationNumber | This should be the unique identifier for the qualification as it appears in Ofqual’s Register of Regulated qualifications, for example, 123/1234/1 | 4 | ^.{1,10}$ | Valid Qualification Number. 1 to 10 characters accepted |
| MaxMarkAndBoundaryID | Please use summer series name. For example June 2023 | 5 | ^.{1,50}$ | 1 to 50 characters accepted |
| UniqueLearnerNumber | Unique Learner Number (ESFA code) provided by the Learning Records Service. Please provide this identifier wherever possible -2 accepted where the learner does not have a ULN | 6 | ^\d{1,10}$ | 1 to 10 digits accepted -2 accepted where the candidate does not have a ULN |
| UniqueCandidateIdentifier | Unique Candidate Identifier (JCQ code), assigned to the candidate. -2 accepted where the learner does not have a UCI | 7 | ^.{1,13}$ | A valid UCI. Alpha numeric 13 characters accepted -2 accepted where the candidate does not have a UCI |
| CandidateIdentifierOther | Any other unique candidate number allocated by individual awarding organisation. Must be provided where neither UCI or ULN are available -2 accepted where at least one of UCI or ULN have been provided | 8 | ^.{1,20}$ | 1 to 20 characters accepted -2 permitted where at least one of UCI, ULN or UPN have been provided |
| FirstName | Candidate’s forenames | 9 | ^.{1,150}$ | 1 to 150 characters accepted |
| MiddleNames | Candidate’s middle name(s), if able to separate out from first names. Can be left blank if not known or unavailable, or if middle names cannot be separated from first names. | 10 | ^.{0,150}$ | 0 to 150 characters accepted |
| Surname | Candidate’s surname or family name | 11 | ^.{1,150}$ | 1 to 150 characters accepted |
| DOB | Candidate’s date of birth | 12 | ^(19|20|29)\d\d[- ](0[1-9]|1[012])[- ](0[1-9]|[12][0- 9]|3[01])$ | Date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits) 2999-12-31 accepted if DOB unknown |
| Gender | Candidate’s gender Accepted values: M F -2 accepted for other or not stated | 13 | ^(M|F|-2)$ | Accepted values: M, F -2 accepted for other/unknown |
| CentreURN | Centre’s Unique Reference Number as assigned by the Department for Education at the time of data submission. -2 accepted where the centre does not have an URN | 14 | ^\d{1,6}$ | Valid Centre URN. Up to 6-digit integer accepted -2 also accepted where centre does not have a URN |
| CentreNCN | Centre’s National Centre Number as allocated by the Joint Council for Qualifications (JCQ) at the time of data submission. -2 accepted where the centre does not have an NCN | 15 | ^\d{1,5}$ | Valid NCN code. Up to 5-digit integer accepted -2 also accepted where centre does not have a NCN |
| CentreIdentifierOther | Any other number allocated to the centre or assessment venue by individual awarding organisations at the time of data submission. Must be provided if neither CentreURN nor CentreNCN are available. -2 permitted where at least one of NCN or URN have been provided or for candidates who are not registered to a centre | 16 | ^.{1,15}$ | 1 to 15 characters accepted -2 permitted where at least one of NCN or URN have been provided or for candidates who are not registered to a centre |
| RegistrationDate | Date when the candidate originally registered/entered for the qualification. For outcomes, this date must be on or before the first entry date and the award date. For series-based awards, this should be the deadline date for registrations/entries. | 17 | ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits) |
| QualificationCompletionStatus | Status of qualification at the time of submission. Where possible, please indicate where learners have withdrawn from the course. Accepted values: On programme Completed Withdrawn | 18 | ^(On programme| Completed| Withdrawn)$ | Accepted values: • On programme • Completed • Withdrawn |
| AwardDate | The date that the result was issued, or is due to be issued to the centre (or candidate if result issued directly to candidate) Where used, this will be the date of the ‘results day’ for this qualification Future dates are accepted ‘2999-12-31’ accepted for registrations/entries | 19 | ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits) |
| QualificationRawMark | Final aggregated raw mark for the qualification By raw mark, we mean the summed number of marks achieved by a learner without any weighting, scaling or other conversion applied. -2 accepted for not applicable or for registrations/entries | 20 | ^\d{1,3}$ | Three-digit integer. -2 accepted where not applicable |
| QualificationScaledScore | Final aggregated scaled mark/score for the qualification, where used. This would include any numerical score applied to the qualification that would not be considered a raw mark (see definition above) or a ‘grade’. This can include, for example, percentage scores, Uniform Mark Scale (UMS) marks or Grade Points or Grade Credits -2 accepted for not applicable or for registrations/entries | 21 | ^\d{1,3}$ | Three-digit integer. -2 accepted where not applicable |
| QualificationGrade | Final grade for the qualification, including fail | 22 | ^(A|B|C|D|E|U|X)$ | Accepted grades: A, B, C, D, E, U, X |