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Migration specification (Appendix B) January 2025 Version 1

Introduction

This appendix to the ILR specification describes the rules for selecting records for migration from the 2024 to 2025 ILR to the 2025 to 2026 ILR.

You can download the Migration Specification spreadsheet using the following link.

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This page also contains details about how to migrate records for continuing learners into the 2025 to 2026 ILR.

The spreadsheet provides the mapping for individual fields and codes, including fields that have been added or removed from the ILR between 2024 to 2025 and 2025 to 2026. This mapping document uses 2024 to 2025 ILR values to determine the 2025 to 2026 values.

Migration is the process by which ILR data is converted from the 2024 to 2025 ILR format into the 2025 to 2026 ILR format for continuing learners from 2024 to 2025, and for other records that must continue to be returned on the ILR.

The DFE 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 2025 to 2026, otherwise, there will be no data held in the 2025 to 2026 database and funding for the year may be affected.

For most providers, your Management Information System (MIS) supplier will migrate your data ready for 2025 to 2026.

Learning aims migrated into the 2025 to 2026 ILR from 2024 to 2025 may generate a number of validation errors following migration. These errors occur where data does not meet the ILR requirements for 2025 to 2026, particularly where new fields or validation rules have been introduced in 2025 to 2026. You (providers) should correct this data before the first return for 2025 to 2026.

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 2025 to 2026

Framework and Pathway code

  • These fields have been removed from the ILR for 2025 to 2026

Contact Preference entity

  • The Contact Preference entity has been removed from the ILR for 2025 to 2026

HE field schema name changes to align with HESA

  • The Occupation code schema has been renamed SOC
  • The Domicile code schema has been renamed PERMADDCOUNTRY
  • The UCAS application code schema has been renamed UCASSCHEMECODE

Term time accommodation (TTACCOM)

  • This field is now an annual field which is updated manually

High-level migration rules

Migration rule description Migration condition
Learning aims that are continuing must be migrated into the 2025 to 2026 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 2025 to 2026. 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 2023
Learning aims that were closed due to a break in learning where the learner has not restarted their learning aim by 31 July 2025 and is still on a break in learning at the start of the 2025 to 2026 ILR year must be migrated into the 2025 to 2026 ILR. LearningDelivery.CompStatus = 6 and no record of LearningDeliveryFAM.LearnDelFamType = RES and LearningDeliveryFAM.LearnDelFamCode = 1 by LearningDelivery.LearnStartDate = 31 July 2023
Where the learning activity was completed in 2024 to 2025 and the Outcome is not known by R14 of 2024 to 2025, you must migrate these closed learning aims into 2025 to 2026. The Outcome can be updated in 2025 to 2026 once it is known. LearningDelivery.LearningActualEnd Date is not null and LearningDelivery.Outcome = 8

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 2023 LearningDelivery.AimType = 4 or 5 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 2023 where the Outcome of the aim is unknown or has been closed due to a break in learning LearningDelivery.AimType = 4 or 5 LearningDelivery.LearnActEndDate <> NULL and (LearningDelivery.Outcome = 8 or LearningDelivery.CompStatus = 6)

This section describes which ILR records should be migrated into 2025 to 2026, 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 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 2023 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 2023.

  • 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 2025 to 2026.

Associated learning aims for apprenticeship programmes are identified by:

  • Matching Programme type and Apprenticeship standard code for apprenticeship standards

Migrating data for Apprenticeship Funded Programmes (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 Foundation year Programmes

For learners on T Level programmes (Funding model = 25 and Programme type = 31) and T Level Foundation year 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 Skills Bootcamps

For learners on Skills Bootcamps (Funding model = 37 and Programme type = 32) 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 2025 to 2026:

  • 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)

  • Term time accommodation (HE learners only)