Guidance
End-Point Assessment (EPA) Outcomes - file format
Updated 12 February 2024
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| Name | Description | Position | Regular Expression | Values |
|---|---|---|---|---|
| ReportingDate | Date the file was due to be submitted regardless of when it was actually uploaded (date provided 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) Format accepted 120 ODBC canonical yyyy-mm-dd |
| AwardingOrganisation | Name of the awarding organisation offering the EPA (as it appears in Ofqual’s Register of Regulated Qualifications) | 2 | ^.{1,100}$ | 1 to 100 characters accepted |
| AwardingOrganisationID | Unique identifier of the awarding organisation offering the EPA (as it appears in the Register of End-point Assessment Organisations) | 3 | ^( EPA)([0-9][0-9][0- 9][0-9])$ | A 7-character code in the following format EPAxxxx, e.g. EPA1234 |
| StandardTitle | Title of the Standard for which the EPA is delivered (as it appears in the Apprenticeship Standard Register) | 4 | ^.{1,100}$ | 1 to 100 characters accepted |
| StandardID | Unique identifier of the Standard for which the EPA is delivered (as it appears in the Apprenticeship Standard Register) | 5 | ^( ST)([0-9][0-9][0- 9][0-9])$ | A 6-character code in the following format STxxxx, e.g. ST1234 |
| AssessmentPlanVersionNumber | Version number of the assessment plan used for the EPA, as it appears in the assessment plan used for the EPA | 6 | ^.{1,10}$ | 1 to 10 characters accepted -2 accepted where this value is not available |
| QualificationNumber | Unique identifier for the EPA as it appears in Ofqual’s Register of Regulated Qualifications | 7 | ^.{1,10}$ | 1 to 10 characters accepted -2 accepted where this value is not available |
| ULN | Unique Learner Number (ULN) for the candidate provided by the Learning Records Service | 8 | ^.{1,10}$ | 1 to 10 characters accepted -2 accepted where the Apprentice does not have a ULN (e.g. privately funded Apprentice) |
| CandidateIdentifierOther | Any other unique number identifying an Apprentice. Must be provided where ULN is not available To allow us to identify the Apprentice please provide at least one of Unique Learner Number or Candidate Identifier Other. If both are available, please provide both | 9 | ^.{1,20}$ | 1 to 20 characters accepted -2 accepted where this value is not available |
| FirstName | Apprentice’s forenames | 20 | ^.{1,150}$ | 1 to 150 characters accepted |
| MiddleNames | Apprentice’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. | 11 | ^.{0,150}$ | 0 to 150 characters accepted |
| Surname | Apprentice’s surname or family name | 12 | ^.{1,150}$ | 1 to 150 characters accepted |
| DateOfBirth | Apprentice’s date of birth | 13 | ^(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) Format accepted 120 ODBC canonical yyyy-mm-dd |
| Gender | Apprentice’s gender | 14 | ^(M|F|-2)$ | Accepted values: M, F -2 accepted for other/ unknown |
| UKPRN | UK Provider Reference Number of the training provider | 15 | ^.{10000000, 99999999}$ | An 8 digit number between 10000000 and 99999999 -2 accepted where the UKPRN is not available |
| CentreIdentifierOther | Any other unique number used to identify the training provider by individual awarding organisations Must be provided if UKPRN is not available To allow us to identify the training provider please provide at least one of UKPRN or Training Provider Identifier Other. If both are collected, please provide both. | 16 | ^.{1,15}$ | 1 to 15 characters accepted -2 accepted where this value is not available |
| AssessmentDate | The date when the assessment took place For projects, please provide the submission deadline. For assessments taking place over multiple days, please provide the final date of the assessment. | 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) Format accepted 120 ODBC canonical yyyy-mm-dd |
| ComponentCode | Unique identifier for the component (assigned by the awarding organisation) | 18 | ^.{1,20}$ | 1 to 20 characters accepted -2 accepted where the code is not available |
| ComponentTitle | Title of the component (assigned by the awarding organisation) | 19 | ^.{1,100}$ | 1 to 100 characters accepted |
| AssessmentMethod | Description of the assessment method used for the component If multiple assessment methods are used, please record the primary method here. The list of assessment methods is given in Annex A below. Please choose the most appropriate | 20 | ^(Observation | Practical assessment | Multiple-choice question test | Written test | Professional discussion | Interview | Presentation | Portfolio / logbook | Project)$ | Accepted values: Observation Practical assessment Multiple-choice question test Written test Professional discussion Interview Presentation Portfolio / logbook Project |
| DeliveryMode | Mode of the primary assessment method used for the component The list of assessment modes is given in Annex B below. Please choose the most appropriate one. | 21 | ^(Paper based | Computer based | Face to face | Remote | Product based)$ | Accepted values: Paper based Computer based Face to face Remote Product based |
| ComponentGrade | Final grade for the component (including a Fail) | 22 | ^(Fail|Pass|Merit|Distinction)$ | Accepted values: fail pass merit distinction |
| QualificationGrade | Final overall grade for the EPA (including a Fail) or ‘withdrawn’ for apprentices that have withdrawn from the course. Please record Fail if 1) the apprentice completed all EPA assessment components but failed some or all and was not awarded any grade or 2) the apprentice failed an EPA component and could not undertake further component assessments until they retook/resat the failed component. | 23 | ^(Withdrawn|Fail|Pass|Merit|Distinction)$ | Accepted values: withdrawn fail pass merit distinction -2 also accepted for 1) EPA which has not been completed by the end of the data submission period or 2) the EPA overall grade has not been formally awarded by the end of the data submission period. |
| NumberOfResits | Number of resits/retakes an Apprentice has taken for this component Please record 0 if it is the first attempt by the Apprentice and no resits/retakes have been taken for this component | 24 | ^\d{1,2}$ | A numeric value between 0 and 99 accepted -2 also accepted for unknown value |
| CompletionDate | Date an EPA result was issued to the Apprentice (including a Fail) If the completion date is not yet known or not applicable, please provide 2999-12-31 | 25 | ^(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) Format accepted 120 ODBC canonical yyyy-mm-dd |