VTQ PTQ Entries: guide to the data submission process
Updated 1 May 2026
Applies to England
© Crown copyright 2026
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Introduction
In order to fulfil our regulatory and accreditation functions as set out in the Apprenticeships, Skills, Children and Learning Act 2009, we require awarding organisations to provide the following data for regulated qualifications.
This data will be used to undertake our regulatory activities, and to fulfil our responsibility as a government department.
What data will be collected?
Data should relate to entries for the time period and qualifications in scope of the collection.
Qualifications in scope
The following qualification types are in scope of this collection:
- Vocational and technical qualifications (VTQs) that are included in the Department for Education’s performance tables (PTQs) for the academic year being submitted. These are:
- Technical Awards
- Technical Certificates
- Tech Levels
- Applied Generals
Countries in scope
Data should be included for all students in centres in:
- England
Time period in scope
Data is collected at multiple points during the year for the autumn, winter, spring or summer exam series. For detail on the exam series in scope of each return please see the reporting schedule.
When data will be collected
Data will be collected according to the reporting schedule which is updated regularly.
How to submit your data
Your data must be submitted to us in CSV format. Please refer to the Connecting to Ofqual’s data portal and uploading data document for more information. If you need to ask us about a data submission, please contact the Data Services team.
Please do not send your data files via email or via Contact the Regulator in the Portal.
Uploaded data
Once files have been successfully uploaded, the data will be validated against a set of validation rules.
If validation is successful, the data is automatically transferred into Ofqual’s internal systems, and you will receive email confirmation. If the file is unsuccessful at any stage of validation you will receive an email with details of the validation failure. Please correct your file and resubmit it.
The specific validation rules which are in place for this template are detailed in the ‘validation rules’ and ‘file format’ sections below.
Amendments to data
Errors or omissions in the data
Once the data has been successfully uploaded, it will be checked by Ofqual staff. If an error or omission is spotted, the data may be queried, and you may be requested to resubmit it. We will need to reject your existing submission ahead of a resubmission.
If you find an error or omission after you’ve had a successful upload, please notify data services by email. We need to reject the existing submission before you can upload a new file.
If you wish to see your latest submission of a data return, for example to check the submission if it has been queried, please know it is available to download in the data portal.
Scheduled revisions of data
Each submission of this data is intended to show a snapshot in time. Therefore, there will be no resubmissions required to reflect any further updates to the data already submitted, unless an error or omission is spotted.
General completion guidelines
- Numeric values must not have any formatting.
- All fields are mandatory unless otherwise specified.
- Submit 1 row of data per assessment and qualification number.
- Entries for both internal and external assessments should be included.
- Entries should only be included for assessments that have a specified start and end date. This includes both timetabled and windowed assessments but does not include on-demand assessments.
- Entry data should be accurate at the point of reporting.
- For ‘QualificationNumber’ “-2” should be reported if the assessment can be used for multiple qualifications and if the specific qualification number for the entry is not yet known.
- ‘AssessmentCode’ is a unique identifier for the assessment, allocated by the awarding organisation. Each individual assessment must have a unique code – codes should not be shared across different assessments and, aside from when specifications change, should be consistent across submissions, data collections and over time.
- By ‘assessment’, we mean the actual assessment tasks (tests or portfolios, for example) that have been taken by students. This could also be understood as the lowest level of granularity within a qualification where marking and/or grading occurs. We are not referring to teaching units (although units might only contain one assessment).
- In the ‘AssessmentCode’ field, when one unit is assessed by one assessment, please provide the URN (Unit Reference Number). Otherwise please provide a unique identifier for each individual assessment as defined above.
- Aside from when specifications change, the ‘AssessmentCode’ should remain consistent over time.
File format
The file must be CSV format and the first row must be headers as displayed in the ‘Name’ column of the table below. The subsequent rows must have the values of the data to be reported which must match the format and validation rules below.
| Name | Description | Position | Description of Regular Expression | Validation Regular Expression |
|---|---|---|---|---|
| ReportingDate | Date the file was due to be submitted regardless of when it was actually uploaded (this date will be made available by Ofqual). | 1 | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day-of-month (2 digits) Format accepted yyyy-mm-dd |
^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ |
| ExamSeries | Exam series that the data relates to For example, “Summer 2023” |
2 | Exam series and year. For example, “Summer 2023” | ^(Autumn|Winter|Spring|Summer)([ ][0-9][0-9][0-9][0-9])$ |
| AwardingOrganisation | Awarding organisation acronym as it appears in Ofqual’s Register of Regulated organisations | 3 | Valid awarding organisation acronym. 1 to 150 characters accepted | ^.{1,150}$ |
| QualificationNumber | This should be the unique identifier for the qualification as it appears in Ofqual’s Register of Regulated qualifications, for example, 123/1234/1 -2 accepted when the assessment can be used for more than one qualification and the qualification is not yet known |
4 | Valid qualification number. 10 characters accepted -2 accepted when the assessment can be used for more than one qualification and the qualification is not yet known |
^(?:-2|.{10})$ |
| QualificationTitle | Title of qualification as it appears in Ofqual’s Register of Regulated qualifications | 5 | 1 to 150 characters accepted | ^.{1,150}$ |
| AssessmentCode | Unique identifier for the assessment, generated by the AO. See general completion guidelines for more detail |
6 | 1 to 50 characters accepted | ^.{1,50}$ |
| AssessmentTitle | Title of the assessment | 7 | 1 to 150 characters accepted | ^.{1,150}$ |
| AssessmentStartDate | Start date of assessment window or date of assessment if it is a single day. It should be the earliest date on which the students may take the assessment. | 8 | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day-of-month (2 digits) Format accepted yyyy-mm-dd |
^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ |
| AssessmentEndDate | End date of assessment window or date of assessment if it is a single day. It should be the final date on which the students may take the assessment. Repeat the start date value for assessments which are only taken on one day |
9 | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day-of-month (2 digits). Format accepted yyyy-mm-dd |
^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ |
| AssessmentType | To indicate type of assessment, internal or external Internal assessment means set and/or marked by centres. External assessment means externally set and marked by the awarding organisation or another independent body. It does not include moderation or verification of centre-based assessment undertaken by an awarding organisation. |
10 | Accepted values: • Internal • External |
^(Internal|External)$ |
| AssessmentMethod | The method used in the assessment. If multiple assessment methods are used, please use the value “Mixed”. The list of assessment methods is given in Appendix A. Please choose the most appropriate. |
11 | See Appendix A for accepted methods | ^(Aural assessment|Coursework|E-assessment|Multiple choice examination|Oral examination|Portfolio of evidence|Practical demonstration/assignment|Practical examination|Task-based controlled assessment|Written examination|Mixed)$ |
| DeliveryMode | Mode of the primary assessment method used. The list of delivery modes is given in Appendix B. Please choose the most appropriate one. |
12 | See Appendix B for accepted modes | ^(Paper based|Computer based|Face to face|Remote|Product based|Mixed – including computer based|Mixed – not including computer based|Not specified)$ |
| AssessmentEntries | Number of entries received for each assessment taking place on specified date | 13 | Up to 8-digit integer | ^(\d{0,8})$ |
| EntryCutOff | The date by which no more entries can be made by a centre | 14 | The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day-of-month (2 digits) Format accepted yyyy-mm-dd |
^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ |
Validation rules
A data submission is only considered complete once it has successfully passed the validation rules.
If the file is unsuccessful at any stage of validation you will receive an email with details of the validation failure. Please correct your file and resubmit it. A file may be successful but with warnings. Warnings will not cause failure in the validation process but will highlight entries which may need to be checked. You will receive an email with details of the warning in an attached “Data Validation Warnings Report”. If you receive this, please review the report and contact Ofqual Data Services should the data require any amendment.
The validation rules for this template check that each field is correctly formatted. The correct formatting of the fields are detailed in the ‘file format’ section. Failure to format the fields in line with the validation regular expression will result in unsuccessful validation. Additional validation rules are also in place for this template and may include cross-referencing with other templates. These validation rules along with whether they result in failure or a warning are detailed in the following table.
| Validation rule | Result if not met |
|---|---|
| ‘ReportingDate’ values match date the file was due to be submitted to Ofqual regardless of when it was actually uploaded (this date will be made available by Ofqual) | Fail and rejected |
| ‘AwardingOrganisation’ is valid acronym | Fail and rejected |
| ‘QualificationNumber’ is a valid qualification number in Ofqual register and does not belong to AEAs, GCSEs, AS or A levels or is -2 | Fail and rejected |
Appendix A: List of assessment methods
Please use the following list of assessment methods for entering values for the field ‘AssessmentMethod’. Where terms used by an awarding organisation differ from those given below, please select the closest match possible.
Assessment Methods
- Aural assessment
- Coursework
- E-assessment
- Multiple choice examination
- Oral examination
- Portfolio of evidence
- Practical demonstration/assignment
- Practical examination
- Task-based controlled assessment
- Written examination
- Mixed (any combination of the listed methods)
Appendix B: List of delivery modes
Please use the following list of component delivery modes for entering values for the field ‘DeliveryMode’. Where terms used by an awarding organisation differ from those given below, please select the closest match possible.
| Delivery Mode | Description and Examples |
|---|---|
| Paper based | A delivery mode where an assessment is delivered on a paper to access and/or gather evidence of skills, knowledge and behaviours of the student. For example, tests, assignments, evidence logbook, etc. |
| Computer based | A delivery mode where computers are used for assessing skills, knowledge and behaviours of the student. Includes any “on screen” assessment. For example, tests, practical exercises, task-based challenge, etc. Note: this delivery mode does not include remote video-based communication or performance assessments. |
| Face to face | A delivery mode used for assessing students’ learning with the student and examiner sharing the same physical space. For example, oral assessments such as interviews, professional discussions as well as practical observation, task-based challenge, etc. |
| Remote | A delivery mode used for assessing students’ learning with the student and examiner not sharing the same physical space, but instead using a video recording, web cam or via online video communication, e.g. Skype or FaceTime. For example, oral assessments such as interviews, professional discussions as well as practical observation, task-based challenge, etc. |
| Product based | A delivery mode where the student is required to create a product/working model for assessment, and/or where multiple delivery modes are employed as part of the assessment process and aggregated to determine a single assessment result. Note: this delivery mode may primarily be used for projects. |
| Mixed – including computer based | Any combination of the listed modes that includes ‘computer based’ |
| Mixed – not including computer based | Any combination of the listed modes that does not include ‘computer based’ |
| Not specified | Where mode of delivery is unknown due to assessment being an internal centre assessment |
Recent changes to this guidance
| Date of change | Description of change |
|---|---|
| 01/05/2026 | Updated the document template and clarified aspects of the text. No changes to actual requirements were made. |
| 18/09/2024 | ‘DeliveryMode’ values were updated to split ‘Mixed’ category into ‘Mixed – including computer based’ and ‘Mixed – not including computer based’ |
Contacts
For all queries or feedback relating to the data collection process, amendments to data previously provided, or for general guidance, please contact:
Data services
Ofqual
2nd floor, 1 Friargate
Station Square
Coventry
CV1 2GN