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Registrations Policy

To download a copy of this document please click here: OCNSWR Registration Policy

1          General Scope

This policy document covers the registration of learners for all provision accredited by OCNSWR, in its capacity as an Open College Network (OCN) licensed by NOCN and for all provision offered by OCNSWR as an awarding organisation licensed by Ofqual, and for all provision offered by OCNSWR as an Access Validating Agency licensed by QAA.  Exceptions may be approved separately to this document and will be confirmed in writing with the centre.

2          Deadlines

All course and learner registrations (except Access to HE for which the requirements are contained in the latest edition of the Tutor Handbook) must be received by OCNSWR by the following deadlines in order to allow the quality assurance process to come into operation from the start of the course run.

For courses of 15 weeks or less,  the registration form must be received by OCNSWR within 25 working days of the start date of the course

For courses of more than 15 weeks, the registration form must be received by OCNSWR within 60 working days of the start date of the course

3          Late Registrations

Where registrations are received after the deadlines (see 2 above) the registrations may be refused and a late fee will be charged (please see OCNSWR Fees and Charges – http://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/fees-and-charges).

Registrations will not be accepted after the Accreditation End Date of the qualification.  Accreditation End Dates and Certification End Dates for qualifications can be found on the back page of the Qualification Guide.

We reserve the right to inform the regulatory authorities (NOCN and/or Ofqual or QAA) where registrations are late.

4          Clarity of registration details

All registrations must be typed whether submitted electronically or on paper; no handwritten registrations will be accepted after 1^st August 2011.  No exceptions to this will be allowed.

5          Registration form

The current OCNSWR Registration template must be used.  The current template is available from the OCNSWR website: https://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/form-bank- Electronic Learner Registration Form or by contacting your Customer Support Officer at the Plymouth office (please see contact details at end of document).

6          Completion of registration form

6.1       All mandatory fields on the registration form must be completed.  Registration deadlines (please see 2 above) refer to correctly completed forms, incorrectly completed or incomplete forms will be returned to the centre contact for resubmission. 

6.2       The correct classification codes must be used; these can be found at: https://www.ocnswr.org.uk/for-recognised-centres/recognised-centre-area/form-bank- Learner Registration Classification Codes or by contacting your Customer Support Officer at the Plymouth office (contact details at end of document).

6.3       If additional learners are added to an existing registration, the Run or Class ID must be quoted on the Registration form, this can be found on the Recommendation of Award of Credit (RAC) form that is emailed to the centre contact.

6.4       The unit codes for which learners are registered for must be quoted on the registration document, the titles of the units are not sufficient to identify the correct units.  The code is required to establish exactly for which unit and at what level learners are to be registered.

6.5       For learners progressing from Award to Certificate or Certificate to Diploma for Step-UP and Progression Qualifications, OCNSWR will invoice the difference in the charge for the qualifications. Registration forms must clearly indicate the qualification titles.

6.6       If learners are registered for a full qualification, the full qualification title must be entered on the registration form.  If registering for units then the Intended Credit Value (ICV) must be entered on the registration form.

7      Units for which learners are registered must be appropriate to the age of the learners

The submission of a registration form to OCNSWR to register learners indicates that the centre has ensured that the units to be delivered are appropriate for the age group of the learners.  This statement is made on the registration form:

Submission of this registration document indicates that the centre has ensured that the units to be delivered are appropriate for the age group of the learners.

8          Contact details

Any queries relating to the registration of learners or requests for any of the information detailed above should be directed to the appropriate Customer Support Officer at the Plymouth office:

Tel:  01752 831500

Fax: 01752 831501

Email