After a Quality
Assurance Visit
Process claims for certification
For NQF qualifications, you must post the signed Certification Record Forms (CRFs) and the
appropriate copy of the UB99 to OCR within 24 hours of the visit. Use the prepaid stationery
supplied by OCR for this purpose.
For QCF qualifications, you must review and approve or edit the claims related to the visit on
Interchange within 24 hours of the visit. You must only process claims for candidates that
were identified to you in response to your sample request. You must check that no claims
have been added since the sample request was received. You must alert OCR Allocations
team if this occurs.
For guidance on how to process on-line claims, refer to the on-line claims guide.
Complete the Quality Assurance (QA) Report
You must complete and submit the QA Report within five days of the visit. Ensure that you:
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complete all sections of the report
report on each qualification reviewed during the centre visit
record whether previous actions have been met
provide qualification specific commentary
record those candidates and assessment personnel interviewed at the visit
record all actions on the report. Make sure that:
o only those actions that were agreed on the action plan during the visit are
transferred to the report
o actions are SMART
o you identify to which schemes the actions relate
o any actions given are clearly referenced to the OCR Criteria for Verified
Qualifications (NQF & QCF)
recommend sanctions (where relevant) in accordance with the OCR Criteria for
Verified Qualifications (NQF and QCF).
record any recommendations agreed with the centre
check the QA report for accuracy, spelling and grammar before submitting the report.
The report is automatically sent to the centre on submission.
check that the report has been successfully loaded on Interchange. If you have any
problems with the submission of the report, contact the Allocations team.
If you discover errors in the action plan, such as omitted actions or the wrong level of
sanction, you must contact the centre to notify them of this (any telephone conversations
with the centre must be followed up with an email) and also inform OCR.
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Report to OCR
There may be outcomes from a visit that you must report separately to OCR within 24 hours
of the visit. These include:
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any sanction at Level 2 and 3. Notify the Allocations team and the Monitoring and
Support Managers at OCR
if you suspect malpractice at the centre. Notify OCR’s Standards team to explain the
situation and report the outcomes in the AQVQ1, please refer to the Suspected
Malpractice document
any concerns you have on the centre practice. You must notify the Chief Verifier.
If during the visit you think there may be the need to remove centre approval you must
immediately contact the OCR Standards team.
Keep records of visit information
You must keep copies of records related to the visit in the centre file. OCR may ask to see
this information at any time.
Report to Chief Verifier
You must send a copy of your completed Sampling Record to your Chief Verifier within 5
days of the visit. The Chief Verifier monitors all reports and will provide feedback to you on
the completion of the report.
You must notify the Chief Verifier of the proposed date of the next quality assurance visit.
Respond to contact from OCR
QA reports will also be analysed by OCR staff and, where issues with the completion of the
report is identified, feedback will be provided.
You may also be asked by the Chief Verifier, Monitoring and Support Managers or the
Standards team to provide clarification or further information on the report. Where this is the
case you must respond within the requested timescales so as not to delay any possible
resubmission of the report.
Failure to respond within the requested timescales, or to give valid explanations, is a serious
breach of your agreement with OCR.
Complete fee and expenses claim form
Complete the claim form for the visit and submit it to the Allocations team, including all
receipts. Indicate the scheme codes for the qualifications you quality assured at the visit.
You will find claim forms in the stationery pack. Full details on reimbursement can be found
on the Assessor Expenses Guide.
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