BTEC: Making Bulk Registrations

Registration deadlines (for centres which follow the Academic year):

Registration deadlines - For centres who do not follow the Academic year (i.e. roll on, roll off)

For programmes that do not follow the academic year (i.e. programmes where learners have enrolled between November and August), or for any programmes of less than one academic year in length, late registration fees will be charged six weeks after enrolment at 1.25 x fee for all qualifications (with the exception of BTEC Higher Nationals, for which late registration fees will be charged four weeks after enrolment at 1.25 x fee).

Pearson reserves the right to make additional quality assurance visits (at the customer's cost), if the volume of late registrations is abnormally high.

For information on UK BTEC entry deadlines, please see: Entries: UK Centre Entry Deadlines.

Refunds of BTEC registration fees - Programmes that follow the academic year

Following an academic year registration, the registration fee for a BTEC learner will not normally be refunded if they withdraw from the programme unless the registration is deleted on or before 31 December of the current academic year. In addition, any late fees incurred as part of this registration will not be refunded.

If we receive a request by 31 December of the current academic year to delete the registration, a refund of fees (as a credit note) will be issued. You can process this deletion yourself on Edexcel Online on the Candidate Maintenance screen or submit a JCQ format EDI amendment file by 31 December.

You can also request this in writing by submitting a case via our Support Portal.

Please note:

• We cannot refund registration fees if a learner has sat, or been marked absent for, any timetabled tests
• If a learner has any pending test bookings, these must be withdrawn before a deletion request is made
• Pending timetabled test bookings must be withdrawn by the high late fee date for a learner to be eligible for a refund

Refunds of BTEC registration fees - Programmes that do not follow the academic year

Provided no units have been completed and no test bookings made, we will accept a request for deletion if we are notified via our Support Portal within two months of receiving the learner registration. For example, if a learner is registered on 1 March, we will accept a request for deletion up until 1 May. Please include the learner's name and registration number in the email.

Please note: Requests to delete learners can take 24 hours to complete; therefore, subsequent instructions for the same learners should not be added to Edexcel Online until 24 hours have passed.

For making single BTEC registrations, please see the detailed instructions below:

Requests for learner deletions - Non-Higher Nationals

Requests must be made within 90 days of registration.

We will issue a credit note for the original registration fee, provided that we are notified by email to pqs.internationaleo@pearson.com within 90 days of registration and the learner has not completed any units. Requests will not be accepted after 90 days.

Requests for learner deletions - Higher Nationals Only

Deletion requests for all Higher Nationals need to be made within 49 days of the student starting the programme.

We will issue a credit note for the original registration fee, provided that we are notified by email to pqs.internationaleo@pearson.com within 49 days of the student starting the programme of study, and the learner has not completed any units.

Requests for deletions will not be accepted after 49 days from the student starting the programme of study.

Below is an interactive guide for making bulk registrations:

This method is limited to 200 learner records per upload, therefore for larger cohorts you will need to perform multiple uploads or use EDI basedata. Please see A2C & EDI/Basedata Information And Support.

Please do not change the format of the spreadsheet in any way (including the file name) as this may prevent data from uploading correctly back to Edexcel Online.

Purchase Order Number
You can enter a Purchase order number if required when making learner registrations; this is shown in the above video from 0:41 seconds.
Entering a number will ensure that this is shown on all invoices relating to these learners' registration. If no order number is required, leave this field blank.

Saving your spreadsheet
Please follow the below points; otherwise, you may encounter errors when uploading it back to Edexcel Online.

• Please do not change the name of the downloaded template spreadsheet when saving it to your documents
• Do not delete and amend any rows or columns
• Do not alter the wording of the title headers in row 1

Once saved, please see below the details that are required for each field on the spreadsheet:

Centre reference
This field allows you to enter a reference of up to 10 alphanumeric characters for your administrative convenience.

First names
The first names must be no more than 20 characters, including spaces.

Last names
The last names should be no more than 30 characters, including spaces.

Sex
Select either 'M' for male or 'F' for female.

Date of birth
This is a required field and should be in the format dd/mm/yyyy.

Planned completion
This date must be in the future and should be in the format dd/mm/yyyy.

ULN (Unique Learner Number)
If you are an International centre, this section can be left blank.

Study mode
For individual registrations, choose the primary mode of study from the drop-down list.
If you're making bulk registrations by spreadsheet, it's important to enter the correct letter (see below) for each learner in the study mode column.

A Full time
B Short full time
C Sandwich
D Block release
E Part-time day
F Part-time day/evening
G Evening only
H Open learning
J Distance learning
K Open and/or distance learning
L Flexible
Z Assessment only (APL).

You should only select Z when a learner has approached you based on a complete portfolio of previous qualifications or experience.

Collaborative Partner Number
Leave this blank unless the learner is attending a franchisee institution approved to offer the programme. This is used for centres in collaborative arrangements and ensures that the appropriate standards verification or external examination processes are complete.

Combination
For most programmes, there is only one combination, which will usually be 'A'.

Completing bulk registrations
Once you've finished and uploaded your registrations, the registration numbers of the learners will be listed in the right-hand column, and you will be able to access the confirmation report for your records if you wish.