Guidance
VTQ Malpractice - file format
Updated 11 December 2024
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| Name | Description | Position | Validation Regular Expression | Description of Regular Expression |
|---|---|---|---|---|
| ReportingDate | Date the file was due to be submitted regardless of when it was actually uploaded | 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. |
| AcademicYear | Academic year that the offence was committed | 2 | ^(20)\d\d[-](20)\d\d $ | The academic year in the following format: start year (4 digits), a dash, end year (4 digits) Format accepted yyyy-yyyy |
| AssessmentDate | Date the assessment was taken by the candidate. In the case of assessments which take place over multiple days, please provide the date it was submitted for marking/grading. If no date is available, please provide 2999-12-31. | 3 | ^(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. 2999-12-31 accepted if no date is available |
| CertificationDate | Date the certificate was awarded to the candidate for the qualification. If the certification date is not yet known or not applicable, please provide 2999-12-31. | 4 | ^(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 | 5 | ^.{1,100}$ | 1 to 100 characters accepted |
| MalpracticeCaseIdentifier | Unique malpractice case identifier (allocated by individual awarding organisations). Acts of malpractice which are explicitly linked (for example, two candidates suspected of colluding together or committing disruptive acts together, or a centre staff member and candidate suspected of working together to commit malpractice) should be allocated the same malpractice case identifier. Acts of malpractice which are not explicitly linked should be allocated different malpractice case identifiers. Where it is unclear whether malpractice acts are linked, awarding organisations should exercise their judgement in assigning case identifiers based on the evidence provided. Must be unique across all years of data. If you reuse identifiers each year, please prefix the identifier with the year, for example, 201819/12345. | 6 | ^.{1,25}$ | 1 to 25 characters accepted |
| CentreNCN | Centre's National Centre Number as allocated by the Joint Council for Qualifications (JCQ) | 7 | ^\d{1,5}$ | Valid NCN code. Up to 5- digit integer accepted -2 also accepted where centre does not have an NCN |
| CentreURN | Centre's Unique Reference Number as assigned by the Department for Education | 8 | ^\d{1,6}$ | Valid Centre URN. Up to 6- digit integer accepted -2 also accepted where centre does not have a URN |
| CentreIdentifierOther | Any other number allocated to the centre or assessment venue by individual awarding organisations. Must be provided if neither CentreNCN nor CentreURN are available | 9 | ^.{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 |
| CentreName | Name of the centre | 10 | ^.{1,100}$ | 1 to 100 characters accepted -2 accepted for candidates who are not registered to a centre |
| CentrePostcode | Postcode of the centre | 11 | ^.{1,10}$ | 1 to 10 characters accepted -2 accepted for candidates who are not registered to a centre |
| Country | Name of country. Should be England for non-ESOL qualifications. For names of Non-UK countries, please use the FCDO geographical names index https://www.gov.uk/government/publications/geographical-names-and-information#full-publication-update-history Please provide the region name (Scotland, Isle of Man, or Channel Islands) for Other UK regions | 12 | ^.{1,100}$ | 1 to 100 characters |
| TypeOfMalpractice | To indicate type of malpractice (see Annex A for guidance) | 13 | ^(Candidate|Centre|Centre Staff|Examiner)$ | Accepted values: Candidate, Centre, Centre staff, Examiner |
| UniqueCandidateIdentifier | Unique Candidate Identifier (UCI) assigned to the candidate | 14 | ^.{1,13}$ | A valid UCI. Alpha numeric 13 characters accepted. -2 accepted where the candidate does not have a UCI or in systemic cases -2 required for centre, centre staff and examiner malpractice |
| UniqueLearnerNumber | Unique Learner Number (ULN) for the candidate provided by the Learning Records Service | 15 | ^.{1,10}$ | 1 to 10 characters accepted -2 accepted where the candidate does not have a ULN or in systemic cases -2 required for centre, centre staff and examiner malpractice |
| CandidateIdentifierOther | Any other unique candidate number allocated by individual awarding organisation. Must be provided where neither UCI or ULN are available | 16 | ^.{1,20}$ | 1 to 20 characters accepted -2 permitted where at least one of UCI or ULN have been provided or in systemic cases -2 required for centre, centre staff and examiner malpractice |
| StaffIdentifier | Please provide an identifier to uniquely identify each individual member of staff involved in the malpractice allegation, whether examiner or centre staff member4 . This may take any format as long as it falls within the 20 characters permitted, but please do not provide staff names | 17 | ^.{1,20}$ | 1 to 20 characters accepted -2 accepted for candidate or centre malpractice, in systemic cases, or where the investigation is ongoing and the number of staff members involved in the allegation is unknown. |
| QualificationNumber | Qualification Number, if known, for example 123/1234/1 | 18 | ^.{1,10}$ | 1 to 10 characters accepted -2 also accepted for candidates not yet certificating or for systemic cases |
| SpecificationCode | Specification code, if relevant May also be known as subject code or pathway code | 19 | ^.{1,15}$ | 1 to 15 characters accepted -2 also accepted where the specification code is not applicable. |
| SpecificationTitle | Specification title, if relevant Must be provided if specification code is provided. Please provide value of ÔNon-assessment specificÕ for systemic cases | 20 | ^.{1,150}$ | 1 to 150 characters accepted -2 also accepted where the specification title is not applicable |
| AssessmentCode | Assessment code. When one unit is assessed by one assessment, please provide the URN (Unit Reference Number). | 21 | ^.{1,50}$ | 1 to 50 characters accepted -2 also accepted where an assessment code is not applicable |
| AssessmentType | To indicate type of assessment | 22 | ^(Internal|External|-2)$ | Accepted values: Internal, External [please see the definition of external assessment (page 14) used by the Department for Education] -2 accepted for systemic cases |
| AssessmentMethod | The assessment method as it relates to this case | 23 | ^(Online Exam|Paperbased Exam|Performance task|- 2)$ | Accepted values: Online exam, Paper-based exam, Performance task [Please see the description of performance task] -2 accepted for systemic cases |
| AssessmentSchedule | To indicate the schedule for external assessments | 24 | ^(Timetabled | On-demand (nonsessional)|On-demand (sessional)|-2)$ | Accepted values: Timetabled, On-demand (non-sessional), On-demand (sessional), -2 Timetabled: the assessment can only be taken on a specified dates set by the AO On-demand, non-sessional: the exam can be taken at any time during the year On-demand, sessional: the exam can be taken at any time within exam windows specified by AOs -2 accepted for systemic cases, or for internal assessment |
| TypeOfOffence | Description of offence | 25 | Accepted values as per pre-agreed list of offences. | Accepted values as per Annex B |
| TypeOfPenaltyIssued | Description of penalty | 26 | Accepted values as per pre-agreed list of penalties. | Accepted values as per Annex C |