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- Home
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- > Academic registration and entries
- > Registration and entry data
Registration and entry data
This page explains all the different kinds of entry data:
- candidate details
- candidate numbers
- Unique Candidate Identifiers (UCIs) and how to create them
- specification and unit codes
- option codes
- cashing in.
Candidate details
We can accept the following characters in your registrations and entries: A-Z ‘ . : ( ) / - .
We'll remove all other characters and change lower case characters to upper case. Please do not use accents (diacritical characters). We'll amend any names that are submitted in an incorrect format.
Please use the candidate's full, legal name and use the same name every time you make an entry.
We use the name, date of birth and the Unique Candidate Identifier (UCI) number to track candidates’ progression in modular exams, so please try to ensure these are correct in every examination session.
Candidate number
The candidate number is a four-digit reference number within the range 0001–9999 and is unique to each candidate in each series. You'll need to allocate them at your centre; they may be automatically generated by your MIS software.
- The candidate number should remain the same for all entries and amendments in an examination series.
- No two candidates at the same centre should have the same candidate number in a specific examination series.
- A single candidate should not be allocated two different candidate numbers in the same examination series.
- Candidate numbers can change between exam series, and can be different if the candidate is entered by another centre.
- You might find it useful to separate candidates into groups/cohorts by using the first character as a class identifier - for example, 1000–1999 for class 1, 2000–2999 for class 2, and so on.
Unique Candidate Identifier (UCI)
A unique candidate identifier (UCI) is a reference that's unique to a candidate and lasts for the duration of their study career. It's used to aggregate unit results for modular exams. Without it, candidates may not be given their full results.
Since 1 September 2002, the JCQ agreed that all centres need to include valid UCIs in all EDI entry and amendment files submitted to awarding bodies. If we receive entry files that don't contain UCI numbers, we won't be able to process them and will contact you. If this means that you have to resubmit entries after the entry deadline, you may incur late fees.
If a candidate transfers to your centre, you should try to obtain their UCI from their previous centre or from any results documentation they've been given. You'll need to create a UCI number for each new candidate who comes to your centre. This also applies to private candidates.
UCIs are also used for registrations for Applied A levels, DiDA and Principal Learning. Please ensure you submit the correct UCI for each examination series to avoid duplicate registrations.
Each UCI number is made up of 12 digits followed by an alphabetical ‘check character’. Please see below a UCI number breakdown:
| Character Position | Data | Example |
|---|---|---|
| 1–5 | Your centre number | 99999 |
| 6 | 0 (zero) for UK centres and B for international centres | 0 or B |
| 7-8 | Year that the candidate enrolled | 09 |
| 9-12 | The candidate number allocated by the centre | 0001 |
| 13 | Check character. When submitting a UCI leave this blank; our system will calculate this and return the correct check character on your statements of entry. |
Specification and unit codes
In each exam series you'll need to make entries for exams or for controlled assessment units, or to cash in awards.
If you want to claim a grade for a candidate for a modular subject, you'll need to enter the specification cash-in code as well as the unit codes.
We won't award an overall subject grade until you have entered the cash-in for the candidate. We will only certificate a candidate who has achieved the units needed to be eligible for the award and who has the appropriate cash-in. Learn more about candidate eligibility for subject awards.
Cash-in entries do not generate unit entries.
| Type of entry | First character(s) | Examples |
|---|---|---|
| GCSE (linear) specification codes | 1 | 1380, 1203 |
| GCSE in Applied Subject and unitised GCSE cash-in codes | 2 | 2381, 2AB02 |
| GCSE (short course) specification and unitised cash-in codes | 3 | 3185, 3GC01 |
| Applied A level registration codes | 3 | 3ME03 |
| International GCSE specification codes | 4 | 4EA0 |
| Edexcel Certificate codes | K | KEA0 |
| Edexcel Award | AN | ANM10 |
| GCSE unit codes | 5 | 5MB1F |
| A level unit codes | 6 | 6CH01 |
| GCE AS level and AS level (Double Award) specification | 8 | 8CH01 |
| GCE A level, A level with AS level and A level (Double Award) specification | 9 | 9CH01 |
| Advanced Extension Award specification codes | 9 | 9801 |
| ELC (Academic) specification codes | 8 | 8910 |
| DiDA unit codes | D | D101 |
| DiDA cash-in codes | G | GA1DA |
| DiDA registration codes | G | GADA |
| Functional Skills unit codes | E | E101, E102 |
| Functional Skills cash-in or linear specification codes | FS | FSE01, FSM01 |
| Project Level 1, Level 2 and Extended Project unit codes | P | P101 |
| Project Level 1, Level 2 and Extended Project cash-in codes | Z | ZPJ10 |
| Principal Learning unit codes | See note below | BA101, CM201 |
| Principal Learning cash-in codes | Z | ZBA10 |
| Principal Learning registration codes | 1, 2 or 3 | IBA05 |
| Edexcel International Certificate in Primary Curriculum | J | JMA01 |
| Edexcel International Certificate in Lower Secondary Curriculum | L | LMA01 |
Note: Principal Learning unit codes use two letters to identify the line of learning - for example, Business Administration and Finance uses the letters ‘BA’.
Option codes
Some specifications include multiple options. The option you choose normally affects what materials we'll send you once you've made the entry. If no option code is shown, all papers are compulsory or there is only one option code available in that examination series.
If you make an entry and you do not supply an option code where one is required, or you submit multiple option codes for the same candidate, we'll assume the option in order to make the entry. We'll inform you of the options chosen for each candidate in the entry clearance documentation (on statements of entry, candidate listings and the queries outstanding list).
Changes to option codes made after the amendment date will result in late fees.
Candidates cannot attempt more than one option for a unit in the same examination series.