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Migration specification (Appendix B) March 2021 Version 2

Introduction

This appendix to the ILR specification describes the rules for selecting records for migration from the 2020 to 2021 ILR to the 2021 to 2022 ILR.

This page also contains details about how to migrate records for continuing learners into the 2021 to 2022 ILR.

Annex 1 to this page provides the mapping for individual fields and codes, including fields that have been added or removed from the ILR between 2020 to 2021 and 2021 to 2022. This mapping document uses 2020 to 2021 ILR values to determine the 2021 to 2022 values.

Migration is the process by which ILR data is converted from the 2020 to 2021 ILR format into the 2021 to 2022 ILR format for continuing learners from 2020 to 2021, and for other records that must continue to be returned on the ILR.

The ESFA does not carry out any form of data migration from one ILR year to the next. Therefore, it is important that all providers send data in the first ILR return for 2021 to 2022, otherwise, there will be no data held for them in the 2021 to 2022 database and their funding for the year may be affected.

For most providers, your Management Information System (MIS) supplier will migrate your data ready for 2021 to 2022.

Learning aims migrated into the 2021 to 2022 ILR from 2020 to 2021 may generate a number of validation errors following migration. These errors occur where data does not meet the ILR requirements for 2021 to 2022, particularly where new fields or validation rules have been introduced in 2021 to 2022. You (providers) should correct this data before the first return for 2021 to 2022.

If you are delivering Adult skills provision within a Combined Authority funded area, you will need to contact your combined authority for the migration of this funded provision.

Changes for 2021 to 2022

Learner

The prior attainment field has been removed for 2021 to 2022. A new prior attainment entity has been added, this includes two new fields:

  • PriorLevel
  • DateLevelApp

The Prior Level field contains a new, renumbered code list for the prior attainment levels. Previous prior attainment data recorded should be mapped using the new code list. The mapping information can be found in Annex 1.

Version 2 addition:

The Date level applies from field (DateLevelApp) should be recorded using the earliest learning aim start date.

Learner Employment Status

The following Employment Status Monitoring Type and Code has been added:

  • OET: Other employment type

Learning Delivery

For 2021 to 2022 the collection requirements for the following fields have been updated to include T levels:

  • Pathway code
  • Framework code

These fields should be updated for existing T level programmes.

Learning delivery funding and monitoring

For 2021 to 2022 the Learning delivery funding and monitoring code list has been updated.

A Source of funding indicator has been created for the following Combined authorities and will include the following:

  • SOF 118 Sheffield City Region Combined Authority
  • SOF 119 West Yorkshire Combined Authority

High-level migration rules

Migration rule description Migration condition
Learning aims that are continuing must be migrated into the 2021 to 2022 ILR except where the Planned end date is more than 2 years ago. If the learning aim is recorded as continuing and the Planned end date is more than 2 years ago then these aims should not be automatically migrated into 2021 to 2022. In most cases, these aims are incorrectly recorded as continuing and should be closed. If the aims are correctly recorded as continuing, they should be migrated manually. LearningDelivery.CompStatus = 1 and there is no LearningDelivery.LearnActualEndDate where LearningDelivery.LearnPlanEndDate >= 1 August 2019
Learning aims that were closed due to a break in learning where the learner has not restarted their learning aim by 31 July 2021 and is still on their break in learning at the start of the 2021 to 2022 ILR year must be migrated into the 2021 to 2022 ILR. LearningDelivery.CompStatus = 6 and no record of LearningDeliveryFAM.LearnDelFamType = RES and LearningDeliveryFAM.LearnDelFamCode = 1 by LearningDelivery.LearnStartDate = 31 July 2021
Where the learning activity was completed in 2020 to 2021 and the Outcome is not known by R14 of 2020 to 2021, you must migrate these closed learning aims and any associated Destination and Progression records into 2021 to 2022. The Outcome can be updated in 2021 to 2022 once it is known. LearningDelivery.LearningActualEnd Date is not null and LearningDelivery.Outcome = 8
European Social Fund (ESF) For Round 2 (from 1 April 2019 onwards) European Social Funding (ESF) 2014 to 2020 Programme, all records for all learners who are receiving ESF funding as part of the new programme must continue to be returned for the duration of the ESF programme. This includes all Learner, Learning Delivery and Destination and Progression records for both continuing learners and those who have completed their learning aims. LearningDelivery.FundModel = 70 and LearningDelivery.LearnStartDate >= 1 April 2019

Detailed migration rules

Detailed migration rules

Migration rule description Migration condition
All learner records and all continuing standalone and core learning aims that have a Learning planned end date that is on or after 1 August 2019 LearningDelivery.AimType = 4 or 5 and LearningDelivery.FundModel <> 70 and LearningDelivery.LearnPlanEndDate >= 1 August 2019 and LearningDelivery.LearnActEndDate = NULL
All learner records and all closed standalone and core learning aims that have a Learning planned end date that is on or after 1 August 2019 where the Outcome of the aim is unknown or has been closed due to a break in learning LearningDelivery.AimType = 4 or 5 and LearningDelivery.FundModel <> 70 and LearningDelivery.LearnPlanEndDate >= 1 August 2019 and LearningDelivery.LearnActEndDate <> NULL and (LearningDelivery.Outcome = 8 or LearningDelivery.CompStatus = 6)

This section describes which ILR records should be migrated into 2021 to 2022, in addition to those described in the section above.
Learning delivery records that are not part of a programme and are not ESF funded, you must migrate the learner and learning aim records as shown in the table at the end of this section.

Migrating employment status records

You only need to migrate employment status records that relate to a learner’s current learning. Historic employment status records do not need to be returned.
You should migrate the following employment status records:

  • The employment status record with the Date employment status applies that is the most immediate before the earliest Learning start date or Original learning start date (if completed) of all the learner’s aims.

  • All employment status records with a Date employment status applies that is after the date of the employment status record identified above.

Migrating data for traineeships

For traineeship learners who completed their programme in 2020 to 2021 but are continuing with the English and/or maths aim in 2021 to 2022, you must migrate the following data into 2021 to 2022:

  • The closed traineeship programme aim

  • The continuing English and/or maths aim

  • Any associated Destination and Progression records for that learner

Migrating data for apprenticeships

For apprenticeship learners, component learning delivery records (Aim type = 3) that are part of an open programme must be migrated along with the programme aim, even if the component aims are closed.

  • All learner records, programme aims and associated component aims must be migrated where the apprenticeship programme is continuing (Aim type = 1, Learning planned end date >= 1 August 2019 and Learning actual end date is null).

  • All learner records, programme aims and associated component aims must be migrated where the apprenticeship programme aim is recorded as on a break (Completion status = 6) or the outcome is unknown (Outcome = 8), and Learning planned end date >= 1 August 2019.

  • Where a learner achieves an Adult skills funded apprenticeship programme (Funding model = 35, this includes 16-18 apprenticeships), but is continuing with level 2 functional skills having progressed from level 1 during the apprenticeship, then the closed programme aim and the continuing level 2 functional skills aim must be migrated into 2021 to 2022.

The Destination and Progression record(s) for this learner should also be migrated:

  • Learning delivery records (LearningDelivery.AimType = 3, and LearningDelivery.LearnActEndDate = null) where LearningDelivery.LearnPlanEndDate >= 1 August 2019 and the associated learner and programme aim records (LearningDelivery.AimType = 1 with matching codes as in the paragraph below)

  • AND the associated Destination and Progression records where Learner.LearnRefNumber = LearnerDestinationandProgression.LearnRefNumber

Associated learning aims for apprenticeship programmes are identified by:

  • Matching Programme type, Framework code and pathway code for apprenticeship frameworks, or

  • Matching Programme type and Apprenticeship standard code for apprenticeship standards

Migrating data for Apprenticeship Funded Programme (Funding model 36)

For learners on an apprenticeship funded programme (Funding model = 36), who have taken a break from their programme and returned, then their original aims (where Completion status = 6) for the apprenticeship must continue to be returned until the apprenticeship programme is recorded as complete (Completion status = 2 or 3).
This includes the programme aim, financial records and component learning aims.

Migrating data for Apprenticeship Standards that started prior to 1 May 2017

For learners on an apprenticeship standard that started prior to 1 May 2017 (Funding model = 81 and Programme type = 25) who have taken a break from their programme and returned, then their original aims (where Completion status = 6) for the apprenticeship must continue to be returned until the apprenticeship programme is recorded as complete (Completion status = 2 or 3). This includes the programme aim, financial records and component learning aims.

Migrating data for T Level and T Level Transition Programmes

For learners on T Level programmes (Funding model = 25 and Programme type = 31) and T Level Transition Programmes (Funding model = 25 and Programme type = 30), the programmes must continue to be returned for the duration of the programme until the programme is recorded as complete (Completion status = 2 or 3). This includes the programme aim and component learning aims.

Migrating data for continuing learners

The following fields must be completed annually on the ILR, where applicable. You will need to review and set this data at the start of 2021 to 2022:

  • Accommodation

  • Learning support cost

  • Planned learning hours

  • Planned employability, enrichment and pastoral hours

  • GCSE maths qualification grade

  • GCSE English qualification grade

  • High needs student indicator (Learner Funding and Monitoring type)

  • Learner support reason (Learner Funding and Monitoring type)

  • Special educational needs (Learner Funding and Monitoring type)

  • Eligibility for 16-19 (excluding apprenticeships) disadvantage funding (Learner Funding and Monitoring type)

  • GCSE maths condition of funding (Learner Funding and Monitoring type)

  • GCSE English condition of funding (Learner Funding and Monitoring type)

  • Free meals eligibility (Learner Funding and Monitoring type)

  • Financial support entity (HE learners only)

  • Net tuition fee (HE learners only)

  • Gross tuition fee (HE learners only)