Accessing assessment support

For many external assessments, we now share assessment material digitally via the NCFE Portal rather than printing and dispatching physical papers.   

This change reflects the way in which learners complete these assessments, as they’re predominantly completed digitally using word processing, spreadsheets, artistic software, website creation, or other creative and digital means, rather than handwritten responses on a question paper. It also means that where a learner wishes to complete an element by hand, your centre retains the option to print the assessment paper and share it with the learner physically.   

A list of the assessments shared digitally can be found in the QSID (Qualifications Specific Instructions for Delivery), covering V Certs, CACHE, and T Level assessments. This should not be confused with assessments completed on-screen, such as Functional Skills or T Level Core Exam on-screen options, which are unaffected.   

Where assessment material is shared digitally in the NCFE Portal, this will be done no later than three working days before the assessment is scheduled (to mirror the timescales of papers being dispatched), and instructions on how to access the Portal can be found in the relevant guide:  

• Portal User Guide 
• T Level Portal and Online Assessment User Guide 

These guides also contain guidance on how to return digitally completed assessments, which also should be done via the NCFE Portal.  

To support you with the submission of electronic evidence, all electronic evidence can now be uploaded via the NCFE Portal.  

The upload functionality will be available for three working days after the date of assessment/submission date. Acceptable formats for digital evidence can be found in appendix 1 of the Qualification Specific Instructions for Delivery (QSID). 

The Uploading Digital Evidence to the NCFE Portal document provides additional guidance on file size, file types, internet speed and recording devices for external assessments that require a video recording to be submitted as
evidence.

You’re still required to return all external assessment paperwork including the Invigilators Register (IR) and other associated documentation to NCFE in line with the Regulations for the Conduct of External Assessment which can be found here.  

It is the centre’s responsibility to ensure all that files produced by learners in response to the external assessment paper are uploaded for all learners and that all files can be opened, aren’t corrupted, or password protected in any way.  

Centres must ensure that a copy of all learner evidence is also stored securely, in line with the Regulations for the Conduct of External Assessment, at the centre in case NCFE identifies any issues and evidence needs to be provided securely again.  

If your centre has physical copies of evidence submitted electronically this must be stored securely for six months and then destroyed. The physical evidence must only be accessed if requested by NCFE. 

• 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. 
• Ensure you know the deadlines, and allow time to upload the materials following an assessment. 
• Use the available checks within the Portal screens to ensure that all items and evidence has been uploaded for all learners. 

• Pre-release materials (where applicable to the assessment) will be available to download ten working days before the external assessment is due to start, unless otherwise stated.  
• 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 two working days of the assessment date/assessment window closing, or the submission date. 
• External assessment dates can be viewed in our external assessment timetable and T Level dates can be viewed in our Key Dates Schedule. Timescales relating to accessing and uploading assessment materials are available within the Regulations for Conduct of External Assessment. 

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?

Instructions can be found in our Portal User Guide.   

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 secure link shared by email 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.

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. 

Where can I find information on uploading evidence for moderation? 

Uploading evidence for moderation will follow a similar process, and you can find information on moderation on our Preparing for moderation page.  

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.