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Registration and Certification Policy

1. Purpose of this Policy

This policy outlines the processes that the DoGenius Institute (DGI) follows to ensure the accurate registration, certification, withdrawal and reporting of learner data in line with Awarding Organisation requirements and regulatory expectations. It applies to all regulated qualifications delivered by DGI.

2. Scope

This policy applies to:

  • All staff involved in the registration and certification of learners

  • All regulated qualifications and related administrative processes

  • All learners registered with Awarding Organisation through DGI

3. Responsibilities

Role

Responsibility

Centre Manager

Overall accountability for compliance with AO procedures

Quality Assurance Lead

Oversight of registration, certification and reporting processes

Administrator / Exams Officer

Data entry, audit checking and maintenance of Quartz records

Assessors / Programme Leads

Provide accurate learner data and assessment confirmation

Internal Quality Assurer (IQA)

Verifies learner achievement and maintains evidence records


4. Registration of Learners

4.1 Accurate Registration Process

DGI will:

  • Collect full and accurate learner data at enrolment using the approved enrolment form

  • Verify learner identity before submission to AO

  • Register learners via Quartz or equivalent system within 30 days of programme start date

  • Maintain secure digital records of all data submitted

  • Carry out a two-person verification check before submission to Awarding Organisation

4.2 Registration Periods (Awarding Organisation Compliance)

DGI follows Awarding Organisations published registration windows and late registration rules, including:

  • Initial registration within:

30 working days of learner start for AIM Registrations

10 Working Days for iPet Registrations

  • Additional learners only added during specified registration extensions or windows

  • Late registrations processed only where permitted under Awarding Organisations procedures

5. Certification of Learners

5.1 Accurate Certification Process

To ensure certification accuracy, DGI will:

  • Check certification claims against assessment records and signed IQA sampling reports

  • Operate a two-person submission check (Administrator + Quality Assurance Lead)

  • Verify that all required evidence has been internally quality assured before claim

  • Retain copies of assessment and verification documentation as required by Awarding Organisation

5.2 Certification Timeline

  • Claims will be submitted within 30 working days of confirmed learner achievement

  • Certificates will be distributed to learners within 10 working days of receipt from Awarding Organisation

6. Withdrawal of Learners

When a learner withdraws:

  • A withdrawal form must be completed and signed by the Programme Lead

  • Withdrawal must be recorded on Quartz within 30 days of the learner leaving the programme

  • Remaining fees and assessment records will be managed according to the DGI Learner Agreement

7. Reporting Inaccurate Registrations or Certification ClAwarding Organisations

DGI is committed to transparency and regulatory compliance. Where inaccuracies are identified:

  • The Centre Manager will be notified immediately

  • A report will be submitted to Awarding Organisation within 5 working days

  • A corrective plan will be implemented and documented

  • Records of investigations, actions taken, and changes to process will be retained for audit

8. Internal Monitoring and Review

  • Internal audits of learner registration and certification records will take place at least twice per year

  • Sample checks will be carried out on all data submitted to Awarding Organisation

  • Findings will feed into the annual self-assessment and quality improvement plan

  • Policy effectiveness will be reviewed annually or sooner if required by Awarding Organisation or regulatory changes


9. Document Control and Storage

All documentation relating to registration, certification and withdrawal:

  • Will be stored securely for a minimum of 3 years

  • May be requested by Awarding Organisation or regulators for audit purposes

  • Will be protected under GDPR-compliant data protection procedures


10. Related Policies & Documents

  • DGI Data Protection and GDPR Policy

  • DGI Malpractice and Maladministration Policy

  • DGI Appeals and Complaints Policy

  • DGI Internal Quality Assurance Strategy


11. Policy Review

This policy will be reviewed annually by the Centre Manager in consultation with the Quality Assurance Lead or sooner if:

  • AO requirements change

  • Internal audits indicate a need for revision

  • Significant changes occur to delivery, staffing or systems

Reviewed 25/05/2026