Important changes to how you access and submit digital assessment materials for V Cert and CACHE assessments

In November 2022, we shared some important changes about how we’re sharing your assessment material with you. We wanted to let you know that these changes are now live and we’ve introduced an electronic download and submission process for some NCFE assessments. 

From now on, all materials for these assessments will be accessed and returned via the Portal. External assessment papers will no longer be printed for these assessments and there is no longer an option to have the assessment posted out.

What benefits does this have for my centre?

• You can access the digital files for use with your assessments from the Portal and you no longer have to submit electronic evidence as well as return a hard copy completed external assessment paper. You can submit all evidence digitally for the same assessments through the Portal.
• It removes the need to wait around for DPD to deliver your assessments, and it removes the postage cost incurred when returning your scripts for marking.
• You can share material with students digitally so there is no requirement to print the external assessment briefs out. Our external assessment regulations have been updated to reflect the new requirements and you can view these in Appendix 10.
• Everything is now available for you in one place – the external assessment cover sheet can be found under the assessment material header of the bookings screen in the Portal. The invigilator register / submission list can also be downloaded from the reports section of the same screen.
  

What action do I need to take?

This new download and submission functionality is now available, so you’ll need to access and return digital files and assessment materials via the NCFE Portal. You’ll no longer be able to access materials via a SharePoint or uServe link. Use our handy Instructions – Digital Materials for External Assessment guide to support you accessing and uploading your assessment material.

Here are some other top tips for using this new functionality:

• Ensure that all relevant users who need access to these materials have a Portal log-in. If you need to create an additional Portal log-in, you can do this using the Portal User Guide.
• As internet speeds vary, the speed of your upload to the Portal depends on a variety of conditions, particularly where files are larger than 1GB. Therefore, please be mindful of file sizes particularly when it comes to video recordings. If you’ve tried to upload a file over 1GB and experience any issues, please contact [email protected] to discuss alternative arrangements. Please do not email any assessment material to this email address.

Please ensure you are familiar with the relevant timescales for this process below:

• Pre-release materials (where applicable to the assessment) will be available to download ten working days before the external assessment is due to start.
• External assessment materials will be available to download no more than three working days before the external assessment is due to start.
• Completed assessment materials must be uploaded to the Portal within 48 hours of the submission date.
• External assessment dates can be viewed in our external assessment timetable. Timescales relating to accessing and uploading assessment materials are available within the Regulations for Conduct of External Assessment.

Which assessments are affected by these changes? 

Your questions answered

If you have any queries, please look at our FAQs below:

• Will I have the option to choose if my papers are posted or downloaded?
  No, all of the qualifications listed above are only available to be downloaded via the Portal and no papers for these assessments will be posted out.
  
  
• Are there any instructions on the Portal to explain these changes?
  The Instructions – Digital Materials for External Assessment is available on the NCFE website via Qualifications> Assessment support >Regulations and guides. A message is being added to the Portal to direct customers to these instructions while we work on adding the Instructions to the ‘Support’ section of the Portal.
  
  
• How will I receive any paper modifications for these assessments?
  If you’ve submitted a paper modification request for any assessments that are now digital downloads, you’ll receive the modified paper via a uServe link rather than via the Portal as the paper is specifically for the learner you have submitted the request for.

• How will I receive my papers if I make a late entry for any of these assessments?
  If you make a late entry onto any of our digital-only assessments, you’ll need to access the paper via the Portal as detailed in the Instructions – Digital Materials for External Assessment.
  
  
• Why doesn’t it show the learners’ names so I can upload the work?
  In order to upload the learners’ work and show you the names of the learners entered, you must select the drop-down arrow on the left side of the screen. Once you click the arrow, the learners’ names will appear.
  

Further support

Following the introduction of this function, we included a specific section (appendix 10) in our Regulations for the Conduct of External Assessment which covers the storage, access and distribution of downloadable assessment materials (including pre-release). Please ensure you read this section prior to downloading any assessment material.  

In order to support you in using our new download and upload function, we’ve produced a handy guidance document with instructions for using digital materials for external assessments. To ensure only the correct people access our assessment material, you’ll be required to confirm this via a declaration prior to accessing the material. 

We’re also working on webinars to support you with uploading assessment materials, and we’ll share more information soon.  

We hope that these changes to the way we work will benefit you, and we’re here to help if you have any queries about the changes. You can contact our Customer Support team on [email protected] or through live chat on our website.