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Planned hours fields at learner level

Planned hours fields at learner level

There are two fields in the ILR recorded at learner level to collect the planned timetabled hours for the learner at the start of their study programme:

  • Planned learning hours : this field should be completed with the total planned timetabled hours for the learner for the year, to be spent on DfE approved qualifications only.

  • Planned employability, enrichment and pastoral hours : this field includes all other planned, timetabled hours included in the study programme that are not included in the planned learning hours field. The hours for non-regulated learning aims including work experience/placement aims are recorded in this field.

Non-regulated provision is recorded in the ILR using a learning aim class code. Refer to section 15 for the ‘Learning Aim Class Codes’ document.

These fields must be finalised and confirmed as correct within the funding qualifying period.

By the end of the qualifying period it is important to ensure that the planned learning hours reflect, as accurately as possible, the timetabled activity the student is planning to undertake for the duration of the academic year. If the planned learning hours for the study programme change within the first 6 weeks, you must update the planned learning hours to reflect the actual period of attendance.

It is the total of these hours fields that are counted for funding.

The hours recorded should be the total the learner is planning to do in the academic year even if this exceeds the number of hours that will be funded, as this could inform future policy.

Changes to planned learning hours

This data should not be updated during the year, however, there are exceptional circumstances in which you may change the planned learning hours to reflect additional learning.
For example, if a learner progresses to subsequent learning in the same teaching year, after completing all the activities on their original learning agreement or plan.

Refer to the 'recording planned hours' section of the 16-19 funding regulations for more information.

If the learner progresses from a traineeship to an apprenticeship during the year, the planned learning hours for the 16-19 funded study programme must continue to be returned. Learning hours undertaken within the apprenticeship are not recorded.

Learner withdrawals and transfers and the funding qualifying period

Annex C of the Funding regulations contains some questions and answers to assist institutions in correctly recording planned learning hours in a variety of situations.