Guidance
File format
Updated 1 May 2026
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| Name | Description | Position | Description of Regular Expression | Validation Regular Expression | Notes |
|---|---|---|---|---|---|
| Awarding Body ID | Awarding organisation acronym as it appears in Ofqual’s Register of Regulated organisations | 1 | 1 to 150 characters accepted | `^.{1,150}$` | All existing values in the spreadsheet provided by Ofqual should not be altered |
| QAN | The unique identifier for the qualification as it appears in Ofqual’s Register of Regulated qualifications, for example 123/1234/1 | 2 | Valid qualification number. 10 characters accepted. | `^.{10}$` | All existing values in the spreadsheet provided by Ofqual should not be altered |
| Qualification Title | Title of qualification as it appears in Ofqual’s Register of Regulated qualifications | 3 | 1 to 255 characters accepted | ^.{1,255}$ | All existing values in the spreadsheet provided by Ofqual should not be altered |
| Level | Level of qualification as it appears in Ofqual’s Register of Regulated qualifications | 4 | 1 to 20 characters accepted | ^.{1,20}$ | All existing values in the spreadsheet provided by Ofqual should not be altered |
| Type | Type of qualification as it appears in Ofqual’s Register of Regulated qualifications | 5 | 1 to 255 characters accepted | ^.{1,255}$ | All existing values in the spreadsheet provided by Ofqual should not be altered |
| Certification End Date | The date when certificates are no longer issued for the qualification as it appears in Ofqual’s Register of Regulated qualifications | 6 | The date in the following format: day-of-month (2 digits) forward slash, month (2 digits), forward slash, year (4 digits) Format accepted dd/mm/yyyy | ^(0[1-9]|[12][0-9]|3[01])[\/](0[1-9]|1[012])[\/](20)\d\d$ | All existing values in the spreadsheet provided by Ofqual should not be altered |
| Quarter | The calendar quarter | 7 | The quarter of the current data collection, Format accepted yyyy.q (e.g. 2024.1) | `^(20)[2-9][1-9][.]([1-4])$` | Not set |
| Month | The calendar month in the reporting quarter | 8 | The calendar month | `^(January|February|March|April|May|June|July|August|September|October|November|December)$` | Not set |
| Registrations Total | Number of registrations received in the month, This field is not mandatory | 9 | Up to 8-digit integer accepted,-2 accepted where number of registrations is not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where there were zero registrations |
| Certificates Totals | Number of certificates awarded in the month | 10 | Up to 8-digit integer accepted | `^\d{1,8}$` | Not set |
| England Certificates | Number of certificates awarded in England for the month | 11 | Up to 8-digit integer accepted | `^\d{1,8}$` | Not set |
| Wales Certificates | Number of certificates awarded in Wales for the month | 12 | Up to 8-digit integer accepted | `^\d{1,8}$` | Not set |
| Northern Ireland Certificates | Number of certificates awarded in Northern Ireland for the month | 13 | Up to 8-digit integer accepted | `^\d{1,8}$` | Not set |
| Other Uk Certificates | Number of certificates awarded in other UK regions for the month. This includes: Scotland, the Isle of Man, and the Channel Islands | 14 | Up to 8-digit integer accepted | `^\d{1,8}$` | Not set |
| Non-Uk Certificates | Number of certificates awarded in non-UK regions (including BFPO) for the month | 15 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (North East) Certificates | Number of certificates awarded in England (NE region) for the month | 16 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (North West) Certificates | Number of certificates awarded in England (NW region) for the month | 17 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (Yorkshire and the Humber) Certificates | Number of certificates awarded in England (Yorkshire and Humberside region) for the month | 18 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (West Midlands) Certificates | Number of certificates awarded in England (WM region) for the month | 19 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (East Midlands) Certificates | Number of certificates awarded in England (EM region) for the month | 20 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (Eastern Region) Certificates | Number of certificates awarded in England (Eastern region) for the month | 21 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (South West) Certificates | Number of certificates awarded in England (SW region) for the month | 22 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (South East) Certificates | Number of certificates awarded in England (SE region) for the month | 23 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| England (London) Certificates | Number of certificates awarded in England (London region) for the month | 24 | Up to 8-digit integer accepted, -2 accepted where not provided | `^(?:-2|\d{1,8})$` | Submit -2 where you cannot provide the data. Only submit 0 where zero certificates were issued. |
| Status | Current status of qualification as it appears in Ofqual’s Register of Regulated qualifications | 25 | 1 to 255 characters accepted | `^.{1,255}$` | All existing values in the spreadsheet provided by Ofqual should not be altered |