Centre Request for Return of External Assessment Materials

Information for Centres only

SQA provides a service to return non-examination material submitted to us for assessment. The following information will assist you while requesting SQA to return non examination materials submitted to us for assessment.

Although we ask that you encourage candidates to make and retain a copy of their work before it is submitted for assessment, we appreciate that some material, eg recordings, photographs, illustrations, items of monetary or sentimental value and some evidence submitted for absentees and Marking Reviews is not so easily copied. It is for this reason that SQA provides the return service to centres and candidates.

Returnable Material

Please see the list of returnable materials. Items not specified on this list will not be returned.

NB: If a Marking Review/Exceptional Circumstances is requested for any returnable materials, we are required to retain this work for 12 months after the final decision is made on grades awarded.

National 5 and Higher English Portfolios: Marked From Image (MFI)

Please note for National 5 and Higher English Portfolios, which are marked from image (MFI), only a printout of the scanned image of the original portfolio will be supplied.

Can examination scripts be returned to centres?

No. Examination scripts are exempt from the right of subject access in terms of paragraph 9 of Schedule 7 to the Data Protection Act 1998 and it is SQA’s policy not to disclose such materials.

Arranging Returns

Centres, candidates or a candidate's parent/guardian may request materials to be returned using a Request for Return of External Assessment Material form.

Individual Candidate requests should be made on a specific request form; this can be found on the dedicated Candidate web page. Where both the candidate and centre request the return of materials, the work will be returned to the candidate.

Centres should use the following form when making requests:

A separate form must be completed for each subject and level. This allows us to process each request efficiently and apply the appropriate charges. Any incorrect or incomplete requests forms will be returned to the centre. 

Charges are calculated per subject and level.

The closing date for request forms is 26 September 2018. Any requests received after this date will incur an additional late charge. See Late Requests below.

No materials will be returned before the completion of the Results Services procedure.  Dispatch of materials will commence in October and continue through to mid-December. All unrequested material will be disposed of at the end of the year. Where a request has not been submitted, packaging and/or folio cases cannot be returned.

Exceptional circumstances

If materials are submitted as part of exceptional circumstances (e.g. a candidate wasn’t able to attend the exam), we will not send this material back automatically.

NB. We are required to retain this work, along with the evidence, for 12 months after the final decision is made on grades awarded.

Advanced Higher Art and Design

Art and Design Advanced Higher work is no longer returned automatically to Centres upon completion of its assessment in June. Advanced Higher now falls under the Return of External Assessment Materials procedure and will need to be requested using a Request for External Assessment Materials form and the appropriate charges paid. Design and Expressive materials should be requested on the same form and will be charged as one level – e.g. 2 AH Expressive and 3 AH Design will be 5 candidates on the table of charges.

NB. If a Marking Review is requested for any returnable materials, we are required to retain this work for 12 months after the final decision is made on grades awarded.

Collecting Items

If you would prefer to collect your requested materials, please indicate where appropriate on your request form(s). We will contact you when the requested materials are ready for collection. Administration charges still apply for uplifted items.

Damaged Items

SQA will endeavor to return submissions in their original condition; however we are unable to guarantee this due to the large volumes of work and handling during the marking process. Items are handled and moved on a number of occasions, including site relocation.  If it is critical that a candidate’s 3D work remains in its original condition, we recommend that a photograph (or series of photographs) is submitted in its place.

If an item is damaged either in transit to SQA or during assessment it will not be returned.

There will be no compensation for any damaged artwork materials.

Charges from 2018

We have recently reduced our charges for this service as a result of efficiencies made by streamlining our processes and renegotiating costs with our suppliers who support the returns process.

The charge for returning non-3D materials is now £3.91 per folio

The charge for returning 3D work is now £7.60 per box*

*Charges for returning 3D pieces are calculated by the number of boxes needed to return the items. For example, you may request multiple pieces which are small enough to fit in one box, or they may be larger and require multiple boxes. Therefore please email us at return.materials@sqa.org.uk providing the following information and we will provide a quote:

Alternatively, you can send us your completed form and we will confirm your 3D costs before processing your request.

If material comprises a mix of both 2D and 3D artwork, the charges for both of these types of folios will apply. In the event of a dispute as to what constitutes either 2D and 3D artwork, SQA’s decision will be final.

We have also reduced the charges for late requests to 50% of the fee for each folio or box. For example if a folio request is submitted late the fee will be £5.87.

For invoice payments please e-mail your completed request form to return.materials@sqa.org.uk.

To pay by cheque, please post your completed request form together with your payment for the appropriate amount, made payable to SQA to:

Events Servicing
SQA
Lowden
24 Wester Shawfair
Dalkeith
Midlothian
EH22 1FD

Late Requests

The closing date for request forms is 26 September 2018. Any requests received after this date will incur an additional late charge of an extra 50% per folio, for each level and subject.

A separate late charge of an extra 50% per box will also apply to any late Art & Design 3D requests.

Late requests will be accepted until 7 December 2018 when the returns procedure ends.