Guidance

Special consideration: Guide to the data submission process

Updated 22 November 2023

Applies to England and Northern Ireland

Introduction

In order to fulfil our regulatory and accreditation functions as set out in the Apprenticeships, Skills, Children and Learning Act 2009, we require awarding organisations to provide exams delivery data for regulated qualifications.

We collect the data on behalf of CCEA Regulation and share this data with them.

When will data be collected?

Data will be collected according to the reporting schedule which is agreed and maintained by Ofqual’s data services team.

What data will be collected?

Special consideration data will be collected for GCSE, GCSE linear, GCSE full course, GCSE short course, AS and A level.

Updates to formats and guidance

This guidance document will be updated regularly. Any changes to procedure will be incorporated into the guidance document.

How to submit your data

Your data should be submitted to us in CSV format. Please refer to the ‘Connecting to Ofqual’s data portal and uploading data’ document on our web page to help you submit your files to us. If you need to ask us about a data submission please do contact the Data Services team by emailing data.services@ofqual.gov.uk, please do not send your data files via email to Data Services or to any other Ofqual email address, or via Contact the Regulator in the Portal.

Uploaded data

Once files have been successfully uploaded, the data will be validated against a set of validation rules. These are detailed in the sections below. If validation is successful, the data is automatically transferred into our systems and you will receive email confirmation. If the file is unsuccessful at any stage of validation you will receive an email with details of the validation failure. Please correct your file and resubmit it.

Amendments to data

Ofqual staff will not alter data once it has been submitted. If you find an error or omission after you’ve had a successful upload, please notify us by email. We need to reject the existing submission before you can upload a new file.

How your data will be used

This data will be used to undertake our regulatory activities and, where required, to produce Official Statistics to fulfil our responsibility as a government department.

File format

The file must be CSV format and the first row must be headers as displayed in the ‘Name’ column of the table below. The subsequent rows must have the values of the data to be reported which must match the format and validation rules below.

General completion guidelines

In accordance with General Condition of Recognition B4, we require data for A levels, AS and GCSEs for the following data sets:

• numeric values must not have any formatting
• cases that are withdrawn should have -2 entered in the rejection reason field

Name	Description	Position	Validation Regular Expression	Description of Regular Expression
Exam series	Exam series data relates to, for example June 2019	1	^(June)([ ][0-9][0-9][0-9][0-9])$	Full month name of exam series and year
Reporting date	Date the file was due to be submitted regardless of when it was actually uploaded. Format accepted 120 ODBC canonical yyyy-mm-dd	2	^(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)
Awarding Organisation	Name of the awarding organisation	3	^.{1,100}$	One to 100 characters accepted
Centre No.	Centre number (NCN)	4	^\d{1,5}$	Up to 5 digit integer accepted
Request identifier	Unique request identifier issued by AOs special consideration systems	5	^.{1,25}$	One to 25 characters accepted
Unique Candidate Identifier	Unique Candidate Identifier (UCI)	6	^.{1,13}$	Alpha numeric 13 characters accepted
QAN	Qualification Accreditation Number, for example 123/1234/1	7	^.{1,10}$	One to 10 characters accepted. -2 also accepted for candidates not certificating, taking units that can be used against either AS or A level specifications
Specification title	Specification title, also known as subject title	8	^.{1,150}$	One to 150 characters accepted. -2 also accepted
Specification code	Specification code, also known as Subject Award Code and Cash-in Code	9	^.{1,7}$	One to 7 characters accepted. -2 also accepted
Qualification level	Level of qualification, for example GCSE	10	^(GCSE|GCSE linear|GCSE short course|GCSE full course|AS|A level|App A level Dbl|App A level Sgl|App AS Dbl|App AS Sgl|GCE A level)$	One of the following list: GCSE, GCSE linear, GCSE short course, GCSE full course, AS, A level, App A Level Dbl, App A Level Sgl, App AS Dbl or App AS Sgl. ‘GCE A level’ also accepted for candidates not certificating, taking units that can be used against either AS or A level specifications
Unit/component description	Unit or component identifier	11	^.{1,10}$	One to 10 characters accepted
Assessment type	To indicate type of assessment, internal or external	12	^(Internal|External)$	Internal or External accepted
Request date	Date request made. Format accepted 120 ODBC canonical yyyy-mm-dd	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)
Exam/coursework date	Data assessment taken. Format accepted 120 ODBC canonical yyyy-mm-dd	14	^(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).
Special consideration type	To indicate type of special consideration applied for	15	^(Present but disadvantaged|Absent with good reason)$	One of the following will be accepted: Present but disadvantaged; Absent with good reason
Disadvantage category	To indicate disadvantage category	16	Accepted values as per pre-agreed list	Accepted values – See annex A. ‘Absent with good reason’ also accepted for absent candidates
Specific disadvantage	To indicate specific disadvantage	17	Accepted values as per pre-agreed list	Accepted values – See annex A. ‘Absent with good reason’ also accepted for absent candidates
Tariff	Percentage allowance given to candidates that were present but disadvantaged	18	^([0-5]|-2)$	Values 0-5 accepted. -2 also accepted for absent candidates
Status	To indicate status of request when data reported, for example Accepted	19	^(Accepted|Rejected|Pending|Withdrawn)$	One of the following: Accepted, Rejected, Pending, or Withdrawn
Rejection reason	Reason request rejected if applicable	20	Accepted values as per pre-agreed list	Accepted values list – See annex B. ‘Approved’ also accepted for cases that were approved. -2 accepted for withdrawn cases
Evidence requested	To indicate if evidence requested	21	^(Y|N)$	Y or N accepted
Evidence received	To indicate if evidence received	22	^(Y|N)$	Y or N accepted

Annex A: Disadvantage Category Types Accepted Values

DisadvantageCategory	SpecificDisadvantage
Absent with good reason	Absent with good reason
Bereavement at the time of the exam	Any other circumstance falling into this category and not listed above
Bereavement at the time of the exam	Death of a member of the extended family (grandparent aunt uncle or cousin) or close friend within 2 months of the exam
Bereavement at the time of the exam	Death of a member of the extended family (grandparent aunt uncle or cousin) or close friend within 3 months of the exam
Bereavement at the time of the exam	Death of a member of the extended family (grandparent aunt uncle or cousin) or close friend within 4 months of the exam
Bereavement at the time of the exam	Death of a member of the extended family (grandparent aunt uncle or cousin) or close friend within 6 months of the exam
Bereavement at the time of the exam	Death of a member of the extended family (grandparent aunt uncle or cousin) within 1 month of the exam
Bereavement at the time of the exam	Death of a member of the immediate family guardian or carer within 2 months of the exam
Bereavement at the time of the exam	Death of a member of the immediate family guardian or carer within 4 months of the exam
Bereavement at the time of the exam	Death of a member of the immediate family guardian or carer within 6 months of the exam
Bereavement at the time of the exam	Very recent death of a member of the extended family (grandparent, aunt, uncle or cousin) or very close friend within 1 month of the exam
Crisis/incident at the time of the exam	Anniversary of death of a member of the immediate family, guardian or carer
Crisis/incident at the time of the exam	Any other circumstance falling into this category and not listed above
Crisis/incident at the time of the exam	Domestic inconvenience such as moving house
Crisis/incident at the time of the exam	Domestic inconvenience such as moving house lack of facilities at home
Crisis/incident at the time of the exam	Holidays or other family events which affect an exam
Crisis/incident at the time of the exam	Recent crisis/incident
Crisis/incident at the time of the exam	Recent more minor domestic crisis
Crisis/incident at the time of the exam	Serious and disruptive domestic crisis leading to acute anxiety about the family
Crisis/incident at the time of the exam	Serious crisis/incident at the time of an exam
Crisis/incident at the time of the exam	Serious domestic crisis at the time of an exam
Crisis/incident at the time of the exam	Serious illness of a member of the immediate family guardian or carer
Crisis/incident at the time of the exam	Terminal illness of a member of the immediate family guardian or carer
Crisis/incident at the time of the exam	Very serious and disruptive crisis/incident leading to acute anxiety
Illness or injury at the time of the exam	Any other circumstance falling into this category and not listed above
Illness or injury at the time of the exam	Candidate became unwell during the exam and was unable to complete it
Illness or injury at the time of the exam	Chronic fatigue syndrome or ME with consequences at the time of the exam
Illness or injury at the time of the exam	Consequences arising from a permanent disability
Illness or injury at the time of the exam	Consequences of major surgery near the time of the exam
Illness or injury at the time of the exam	Flare up of severe long term condition such as epilepsy diabetes migraine or asthma
Illness or injury at the time of the exam	Headache or other minor ailment
Illness or injury at the time of the exam	Injury or trauma as a result of a severe road traffic accident or other accidental cause. (To be used additionally for a major incident)
Illness or injury at the time of the exam	Learning difficulties or long term psychological conditions such as ADHD ASD or Asperger syndrome
Illness or injury at the time of the exam	Long term physical or psychological illness affecting preparation or revision
Illness or injury at the time of the exam	Medical complications arising from pregnancy
Illness or injury at the time of the exam	Mild depression or other psychological disorder under treatment
Illness or injury at the time of the exam	Minor injury or minor illness such as colds sore throats stomach upsets etc
Illness or injury at the time of the exam	More serious viral illness such as flu tonsillitis severe stomach upsets etc
Illness or injury at the time of the exam	Problems resulting from recently broken limbs fractures sprains or similar
Illness or injury at the time of the exam	Recent and very serious physical or psychological illness
Illness or injury at the time of the exam	Recent serious physical or psychological illness
Illness or injury at the time of the exam	Recovering from but still affected by broken limbs fractures sprains or similar
Illness or injury at the time of the exam	Recovering from surgery at the time of the exam
Illness or injury at the time of the exam	Serious psychological trauma including consequences of rape or child abuse
Illness or injury at the time of the exam	Serious viral illness such as glandular fever with continuing consequences at the time of the exam
Illness or injury at the time of the exam	Severe hay fever or other allergic reaction on the day of an exam
Illness or injury at the time of the exam	Severe incapacitating illness of the candidate or member of immediate family
Illness or injury at the time of the exam	Stress anxiety or panic attack on the day of an exam with causes other than the exam itself
Illness or injury at the time of the exam	Terminal illness of the candidate or of a parent guardian or carer
Illness or injury at the time of the exam	Trauma resulting from recent physical assault
Other causes of possible disadvantage	Accidental events such as being given the wrong exam paper
Other causes of possible disadvantage	Any other circumstances which may have disadvantaged the candidate but which are not listed
Other causes of possible disadvantage	Being given a defective paper or recording failure of equipment or failure of materials to arrive on time
Other causes of possible disadvantage	Consequences of building work or inadequate facilities
Other causes of possible disadvantage	Consequences of candidates not being fully prepared for an exam
Other causes of possible disadvantage	Consequences of having taken an exam at the wrong tier
Other causes of possible disadvantage	Consequences of staff shortages or teaching difficulties
Other causes of possible disadvantage	Delayed start arising from administrative problems or similar
Other causes of possible disadvantage	Excess fatigue during the last paper for a candidate taking more than 5 hours 30 minutes (GCSE, level 1 or 2 exams) or 6 hours (GCE, level 3 exams) in a single day
Other causes of possible disadvantage	Failure by the centre or awarding body to implement previously agreed access arrangements
Other causes of possible disadvantage	Minor accident immediately before the exam
Other causes of possible disadvantage	Minor upset arising from administrative problems such as insufficient time being allocated
Other causes of possible disadvantage	Recent traumatic experience
Other causes of possible disadvantage	Serious distress on the day of an exam
Other causes of possible disadvantage	Serious interruption or disturbance during an exam
Other causes of possible disadvantage	Serious interruption or disturbance during an examination or examination period (To include a national incident)
Other causes of possible disadvantage	Witnessing a very distressing event on the day of an exam

Annex B: Rejection Reason Types Accepted Values

Rejection Reasons:

• Alcohol or drug abuse
• Approved
• Building work or inadequate facilities
• Domestic inconvenience
• Insufficient assessment completed
• Invalid reason
• Joining the class partway through
• Long term or permanent condition
• Minimum requirements not met
• Misreading the exam timetable
• Misreading the question paper
• No certification entry
• No components completed
• Personal arrangements
• Rejection reason not captured
• Teaching difficulties

Contacts

For all queries relating to the data collection process, amendments to data previously provided, or for general guidance. please contact:

Data services

Ofqual
2nd floor, 1 Friargate
Station Square
Coventry
CV1 2GN

Email Data.Services@ofqual.gov.uk