Learner Registration & Certification
DAIS-POL-008
Learner Recruitment, Registration, and Certification Policy
Data and AI School of London, NCFE Approved Centre
Policy Owner: Examinations Officer
Version: 1.0 | Date: April 2026 | Review: April 2027
NCFE Risk Level: High
Mode of Delivery: Fully Online
8.1 Purpose and Scope
This policy sets out the procedures for recruiting learners onto NCFE qualifications, registering them correctly with NCFE, and claiming certificates on their behalf upon successful completion.
8.2 Recruitment and Admissions
All prospective learners must complete an online application form; be informed of the qualification's entry requirements, content, assessment methods, and online delivery format; be informed of the minimum technical requirements; and confirm they meet any entry requirements specified by NCFE. The school does not over-recruit or enrol learners onto qualifications that are not appropriate for their needs. Recruitment decisions must be fair and comply with the EDI Policy (Policy 5).
8.3 Identity Verification
As the school operates entirely online, learner identity must be verified digitally prior to enrolment. Learners are required to upload a clear photograph of a valid photo ID (passport or driving licence) during the enrolment process. The Examinations Officer verifies this document before granting VLE access and initiating NCFE registration.
8.4 NCFE Registration
All learners must be registered with NCFE via the NCFE Portal before they begin any assessable unit. The Examinations Officer is responsible for:
Registering learners on the correct qualification and units on the NCFE Portal
Collecting and recording each learner's Unique Learner Number (ULN)
Ensuring all registration data is accurate and complete
Monitoring registration deadlines set by NCFE
Where a learner does not have a ULN, the Examinations Officer will support them to obtain one through the Learning Records Service (LRS) before registration is completed.
8.5 Online Induction
Before beginning assessed work, all learners must complete the school's structured online induction on the VLE. Completion is recorded digitally. Learners who have not completed induction will not be permitted to submit assessed work.
8.6 Certification
Upon successful completion of all qualification units, and confirmation by the Lead IQA that all assessment decisions are finalised, the Examinations Officer submits a certificate claim through the NCFE Portal. Certificates are notified to learners digitally. A log of all certificate claims and despatch confirmations is maintained.
8.7 Withdrawals
Where a learner is unable to continue, the Examinations Officer withdraws them from the NCFE Portal in accordance with NCFE's withdrawal procedures. Withdrawn learners retain their partial achievement records. Withdrawal procedures are detailed in Policy 14.
This policy is reviewed annually. Next review: April 2027. Approved by: Head of Centre. © Data and AI School of London, April 2026. NCFE Approved Centre.