1. Policy Purpose
The purpose of this policy is to set out the arrangements, controls, and responsibilities governing the claiming, processing, issuing, replacement, and management of learner certification. SCTNI Limited is committed to ensuring that all certificates and formal statements of achievement are requested, verified, and issued accurately, promptly, and in full compliance with awarding organisation and regulatory requirements. Certification represents formal recognition of learner achievement and must therefore be managed with the highest standards of integrity, accuracy, and security.
2. Scope
This policy applies to all regulated and non-regulated qualifications delivered by SCTNI Limited and covers all learners registered on those programmes. It applies to all staff involved in assessment, internal quality assurance, administration, and management of learner records, as well as any subcontracted or partner delivery arrangements. The policy governs full qualification certificates, unit certificates, statements of results, electronic certification, replacement certificates, and any associated documentation confirming learner achievement.
3. Principles
SCTNI Limited recognises that certification is a critical outcome of the learning process and forms an essential part of a learner’s academic and professional record. The organisation will ensure that certificates are claimed only where learners have demonstrably met all qualification requirements and that certification decisions are supported by valid, reliable, and quality-assured assessment evidence. The centre will operate transparent, secure, and auditable systems to protect the integrity of the certification process and to prevent error, malpractice, or fraudulent claims.
4. Responsibilities
All certification activity will be conducted in accordance with awarding organisation rules, qualification specifications, and applicable regulatory frameworks. The centre will ensure that claims are accurate, evidence-based, and subject to appropriate internal quality assurance checks. Learners will receive certification within reasonable timescales following successful completion of their programme. Records relating to certification will be maintained securely and confidentially, and the organisation will take reasonable steps to correct errors promptly and fairly where they arise.
5. Certification Eligibility
Certification will only be claimed once the centre is satisfied that the learner has met all qualification requirements as defined by the awarding organisation. This includes successful completion of all required assessments, achievement of mandatory units, completion of any required practical elements or placements, and confirmation that internal quality assurance has been finalised. The centre will not request certification where assessment evidence is incomplete, where results are subject to appeal or investigation, or where any aspect of quality assurance remains outstanding.
6. Claiming Certificates
Certification claims will be submitted in accordance with awarding organisation procedures and within specified timescales. SCTNI Limited will ensure that all learner details, including spelling of names, dates of birth, and registration numbers, are verified before submission to prevent administrative errors. Claims will be supported by documented assessment evidence and internal quality assurance records. The centre will maintain an auditable trail demonstrating how each claim was authorised and processed.
7. Timescales for Issuing Certificates
SCTNI Limited will process certification claims promptly following confirmation of learner achievement and will monitor the progress of certificates from awarding organisations to ensure timely distribution. Learners will normally receive their certificates as soon as reasonably practicable after they are received by the centre. Where delays occur outside the centre’s control, learners will be kept informed of progress and expected timelines.
8. Distribution of Certificates
Certificates will be handled securely at all times to protect against loss, damage, or unauthorised access. Upon receipt from the awarding organisation, certificates will be checked for accuracy and recorded before being issued to learners. Distribution may take place in person, by secure post, or through other traceable means. The centre will maintain a record of when and how certificates are issued to ensure accountability.
9. Errors and Corrections
Where a certificate contains an error resulting from incorrect information provided by the centre, SCTNI Limited will take responsibility for arranging correction with the awarding organisation as quickly as possible. Where errors arise from inaccurate information originally supplied by the learner, the learner may be required to meet any replacement or amendment costs as determined by the awarding organisation. The centre will support learners through the correction process to ensure accurate documentation is obtained.
10. Replacement Certificates
In cases where certificates are lost, stolen, or damaged, learners may request a replacement in accordance with awarding organisation policies. SCTNI Limited will provide guidance on the process and will facilitate applications where appropriate. Replacement fees charged by awarding organisations are normally payable by the learner unless the loss resulted from centre error or mishandling.
11. Withholding of Certification
Certification may be temporarily withheld where there is evidence of assessment malpractice, academic misconduct, outstanding investigations, unpaid fees where contractually applicable, or unresolved appeals affecting results. Any decision to withhold certification will be proportionate, documented, and communicated clearly to the learner, including the steps required to resolve the issue. Certification will not be withheld unfairly or without reasonable justification.
12. Records Management and Data Protection
The centre will retain accurate and secure records of all certification claims, evidence of achievement, correspondence, and distribution logs in accordance with data protection legislation and awarding organisation requirements. Records will be stored safely and will remain accessible for verification purposes for the required retention period. Personal data will be processed lawfully, confidentially, and only for legitimate educational and regulatory purposes.
13. Prevention of Malpractice and Fraud
SCTNI Limited takes the integrity of certification seriously and will implement appropriate safeguards to prevent fraudulent or inappropriate claims. Staff involved in certification processes will receive guidance and oversight to ensure compliance. Any suspected malpractice, falsification of records, or attempted misuse of certification processes will be investigated and reported in line with the centre’s Malpractice and Maladministration procedures and awarding organisation requirements.
14. Learner Enquiries, Complaints, and Appeals
Learners who have queries regarding their certification status or who believe an error has occurred are encouraged to contact the centre promptly. Concerns will be addressed fairly and without delay. Where learners remain dissatisfied, they may follow the formal complaints process in accordance with the centre’s Complaints Policy and, where appropriate, may escalate matters to the relevant awarding organisation.
15. Monitoring and Review
This policy will be reviewed annually and following any significant regulatory or awarding organisation changes to ensure continued effectiveness and compliance. Feedback from staff, learners, and quality assurance activity will inform ongoing improvements to certification processes.
16. Contact Details
Any queries relating to certification or this policy should be directed to SCTNI Limited by telephone on 028 7077 0078 or by email at info@sctni.co.uk