Making online claims for OCR Nationals

1. Making online claims for OCR Nationals A step-by-step guide for centres

2. Introduction This guidance explains how to make online claims for OCR Nationals using our secure extranet, Interchange (https://interchange.ocr.org.uk). For getting started with Interchange, see our quick start guide atwww.ocr.org.uk/interchange.

3. Summary of the process 4b By candidate: Adding units 4a By candidate: Adding candidates 2 Selecting a qualification 3 Setting upyour assessmentpersonnel 1 Starting a claim 5b By unit: Adding candidates 5a By unit: Selecting units 6 Editing your claim 7a Removinga unit 10 Viewingthe samplerequest 9 Receivingthe samplerequest 8 Submittingthe claim 11 After themoderationvisit 7b Removinga candidate 14a Specialclaims(movingdown) 12 Checking the progress of a claim 14b Making a specialclaim 7c Removinga unit for candidate 13 Interpreting the claim’s status 15 Claimingafter a top-up entry (moving up)

4. 1 Starting a claim Hover over ‘Certification claims’ in the left-hand menu and click on ‘Make Nationals claims’. A claim can be built over a period of time and contain multiple candidates and units, but you will need to submit your claim at least two weeks before your scheduled moderation visit. You must only submit a claim when you are ready for the claim to be moderated and processed. IMPORTANT: You will not be able to build or submit a claim without valid entries.You must ensure that all entries (including top up entries) are made at least four weeks before a planned moderation visit.

5. 2 Selecting a qualification Choose a qualification from the list.You will see a list of the qualifications for which you are approved and the status of any claims. Click on ‘Create’ then select either ‘By Candidate’ or ‘By Unit’ to begin building your claim. You can build claims over a period of time. You can add to or edit an existing claim by clicking ‘Edit’ next to the qualification title. If your centre is approved for a lot of OCR Nationals qualifications, you can also search for a qualification by entry code, title or part title. You can build a claim either by candidate or by unit. Selecting ‘By Candidate’ allows you to build your claim by selecting individual candidates. Selecting ‘By Unit’ allows you to begin building a claim by choosing units for the qualification.

6. 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. 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 qualification before you start building the claim. NB Any number of centre assessors can build a claim, but only one of the assessors should submit it.

7. 4a By candidate: Adding candidates First, select the candidate you want to make a claim for. Click on ‘Create new’ next to the candidate’s name. 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. NB: the action will appear as ‘Edit’ once a claim has been saved. You can order by candidate name or OCR candidate number by clicking on the column headings.

8. 4b By candidate: Adding units Select the unit(s) and centre assessor(s). Click the radio button in the ‘P’ (Pass), ‘M’ (Merit) or ‘D’ (Distinction) 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. If you have only entered one assessor, you will see the assessor name pre-populated for every unit. Where a previous claim has been made for a candidate, those units will be ‘greyed out’ (unless you are claiming following a top up entry – see Step 15)

9. 5a By unit: Selecting units First, select the unit you want to make a claim for. Click on ‘Create new’ next to the unit title. All candidates with entries for this unit will appear. This includes candidates both with unit and full award entries. Building a claim by unit allows you to submit a claim for all candidates entered for a specific unit. NB: the action will appear as ‘Edit’ once a claim has been saved.

10. 5b By unit: Adding candidates Select the candidate(s) and centre assessor(s). Click the radio button in the ‘P’ (Pass), ‘M’ (Merit) or ‘D’ (Distinction) column for each candidate you wish to claim for. Select the centre assessor for each candidate (you can select different assessors for different candidates), making sure you click on ‘Save claim’ each time. Repeat this process for each unit you’d like to make a claim for. When selecting grades and/or centre assessors, you will see the ‘Apply to all’ option message appear. This gives you the opportunity to apply the grade/centre assessor selection to all candidates that appear below your currently selected candidate on the page. IMPORTANT: This will not apply the change to any candidates above your selection or, if applicable, to any candidates appearing on another page. Where a previous claim has been made for a candidate, those units will be ‘greyed out’ (unless you are claiming following a top up entry – see Step 15)

11. 6 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 Nationals claims’. Search for the qualification, click on ‘Edit’ next to the claim then select either ‘By Unit’ or ‘By Candidate’ to view the claim. Next, click on a candidate name to edit their claim. Make sure you save the claim whenever you make any changes.

12. 7a Removing a unit from the claim Edit the claim ‘By Unit’ and select the unit from the list that you’d like to remove from the claim. Select the ‘Not claiming’ radio button for the first candidate in the list, then click the ‘Apply to all’ option to remove all candidates from this unit. Remember to click on ‘Save claim’ to remove this unit from the claim.NB You can only make changes before submitting the claim. When selecting grades and/or centre assessors, you will see the ‘Apply to all’ option message appear. This gives you the opportunity to apply the grade/centre assessor selection to all candidates that appear below your currently selected candidate on the page. IMPORTANT: This will not apply the change to any candidates above your selection or, if applicable, to any candidates appearing onanother page. .

13. 7b Removing a candidate from the claim Edit the claim ‘By Candidate’ and select the candidate you’d like to remove from the claim by clicking on the candidate’s name. Click on the radio button in the ‘Not claiming’ column for all units and click on ‘Save claim’. NB You can only make changes before submitting the claim.

14. 7c Removing a unit for a candidate Edit the claim ‘By Candidate’ and select the candidate you’d like to remove a unit for by clicking on the candidate’s name. Click on the radio button in the ‘Not claiming’ column for the relevant unit you’d like to remove and click on ‘Save claim’.NB You can only make changes before submitting the claim. Clicking on the ‘Not claiming’ radio button before saving the claim will remove that unit for that candidate only. If you want to remove a unit for multiple candidates, you can follow the process in step 7a, editing the claim by unit and selecting all candidates you’d like to remove a unit for.

15. 8 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. You can print the claim or export it as a CSV file to check it before submitting Unit number P, D and M indicate Pass, Merit and Distinction TA = assessor’s initials Remember that your claim can contain multiple units and candidates, so you can build a claim over a period of time. IMPORTANT: Always check the details thoroughly before submitting the claim as, beyond this point, you won’t be able to make any further changes. .

16. 9 Receiving the sample request Once the moderator has selected a sample, you will receive an email notification from Interchange.

17. 10 Viewing the sample request To view the selected sample, hover over ‘Certification claims’ in the left-hand menu and click on ‘View claim history’ under the ‘OCR Nationals claims’ heading.Click on ‘View’ next to the claim that has been sampled. The units/candidates that the moderator wishes to sample are indicated with a green tick. You must ensure that this work is available at the moderation visit.

18. 11 After the moderation visit After the visit, the moderator will submit the claims as agreed with you at the visit. You will then receive an email notification from Interchange.

19. 12 Checking the progress of a claim Hover over ‘Certification claims’ in the left-hand menu and click on ‘View claim history’ under the ‘OCR Nationals claims’ heading. 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. Click on ‘View’ to see details of the claim. The claim number is generated when you submit your claim. The reference will be generated once the OCR assessor has submitted the claim to OCR.

20. 13 Interpreting the claim’s status What does the status mean? Submitted – The claim has been submitted to your moderator and can no longer be edited. Sampled – The claim will indicate the sample the moderator has selected. Finalised – The claim has been revised/finalised by the moderator. 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. Exported – This only applies to special claims. Withdrawn – The OCR moderator has withdrawn the whole claim. Withdrawn units are indicated by ‘X’ (the grade originally submitted is shown in brackets).

21. 14a Special claims (moving down) Where a candidate is entered for a qualification, but is unable to complete all the units required for that qualification, the candidate can downgrade to a smaller qualification, provided they have achieved the right number and combination of units for the smaller qualification. Hover over ‘Certification claims’ in the left-hand menu and click on ‘Special claim’. Search for the candidate you wish to claim for, then click ‘Claim’ next to their name.

22. 14b Making a special claim Next, select the qualification you wish to downgrade to from the dropdown list and click on ‘Submit’.The claim will be processed without any further intervention from the moderator. IMPORTANT: We can only process a special claim after all the units needed have been awarded by OCR. Please do not submit the special claim until all the unit results appear on Interchange. This may be several days after your moderation visit. IMPORTANT: You can only downgrade a candidate once, so you must make sure you have selected the correct qualification.

23. 15 Claiming after a top-up entry (moving up) Where a candidate is entered for a qualification, but completes additional units to achieve a larger qualification, once a top-up entry has been made and processed, you can make a claim for the larger qualification. Follow the claim process in Step 2. IMPORTANT: You must claim at least one unit against the larger qualification. If you do not do this, you will not receive the full award certificate for the larger qualification. If you’ve already claimed units for a smaller qualification, when you come to make a claim for the larger qualification, all the units will appear as available to claim. You should not claim the units again. In this example, Units 6, 8 and 10 have already been claimed against a smaller qualification, but are still appearing as being available to claim.

24. Further support If you have any queries about a claim, please contact the OCR Customer Contact Centre on 02476 851509 or at vocational.qualifications@ocr.org.uk, quoting your centre number, the entry code and the claim number.