These FAQs are aimed at centres making entries and registrations using EDI in the JCQ format. Please see Read EDI information for BTEC and NVQ centres for further information about JCQ and EDIFACT formats.
What is the registration basedata file?
Edexcel operates a registration system for its Applied GCE, BTEC, DiDA, Principal Learning and key skills programmes. In addition to sending entries for tests and portfolio units in each series, you will also need to ensure that all candidates are registered.
To register via EDI, you will need to download the registration basedata file and use it to ‘enter’ your candidates for the programmes on which they should be registered.
We will be unable to create entries for candidates who are not registered for key skills. Applied GCE and DiDA candidates will be auto-registered if entries are submitted without registrations.
Why do I need to register candidates at all?
Upfront registration is a fundamental aspect of the system used by Edexcel for Applied GCE, BTEC, DiDA, Principal Learning and key skills programmes.
Do I need to re-register my second-year candidates in order to use the new Edexcel EDI basedata?
No. Just set them up on your system, ensuring that all personal details are correct, and Edexcel will match the details on your entry file(s) against those on our system.
Do I need to register my first-year candidates?
Yes. Registrations must be made before anything else is done, using the series 9A, 9B, 9C, 9D and 9X basedata. The first character of the series code indicates the session. 1-9 is January to September and A-C is October to December.
I have previously used sub-centre letter suffixes on my centre numbers to identify different sites of my centre (eg 12345A, 12345B). The Joint Council formats only allow me to supply five-figure centre numbers. How do I indicate that some candidates are registered and entered at one site, and some at another?
In order to use these formats and retain a distinction between the sites at which candidates are registered, you will need to set up separate five-figure centre numbers for each site. This is the same for GCE and GCSE where the same restrictions apply.
I have already entered some candidates using Edexcel Online for this session. Can I now switch to EDI?
For Principal Learning, Applied GCE, BTEC and DiDA qualfications, with the exception of key skills, this is possible provided that the candidate data matches. For key skills, you must change in the next available exam series.
It is important, especially for qualfications with entries, to ensure that your centre management information system matches Edexcel Online, otherwise entries may be withdrawn and late fees incurred.
Can I send registration amendment files to update candidates’ personal details?
Yes. Amendments to candidate details such as name or date of birth will be processed. Any amendments to UCIs or candidate numbers may be delayed, or disregarded if not permitted, as these are exceptions.
Can I send registration amendment files to move from one programme to another?
Yes.
Can I withdraw registrations using EDI?
For BTEC, there is a distinction between a registration deletion (where Edexcel is notified before 31 January in the candidate’s first year, no external tests have been taken and a full refund of the registration fee is provided), and a withdrawal (where the registration is suspended indefinitely until further notice but no refund is given).
For Applied GCE, DiDA and key skills, registrations can be withdrawn if no entries have been submitted. If a registration is withdrawn prior to the high late fee date and initial unit entries have been submitted, the registration withdrawal request will be permitted and the unit removed.
Where can I find the relevant board and series codes?
Go to the ‘Obtain basedata’ page for the qualification you are interested in:
The codes are listed next to the basedata they are included in.
I have a query specific to my centre MIS (Tribal, Pearson Phoenix, Unit-E etc).
If you can’t find the answer to your question by reading the EDI FAQs on this website, please refer the query to your local MIS support.