Provider support manual:

2. Making changes and correcting errors

Contents

Recording learner changes

Recording learner changes in ILR

Completing the ILR: recording learner changes

Information recorded in the ILR may change as a result of either a change in circumstances of the learner or a change to the learning aims they are studying. This section contains guidance about:

• Correcting errors

• Recording changes to a learner’s details

• Recording changes to a learner’s programme or learning aim

Specific guidance about recording changes that only apply to apprenticeship or traineeship programmes, such as how to record a transfer from one apprenticeship to another, can be found in the relevant sections in this manual for those types of provision.

Correcting errors

Correcting data errors before hard close

Data entry errors found in ILR data can usually be corrected as soon as the error is found, as long as the error was made in the current teaching year.

Any changes that are made outside of the funding qualifying period must be due to administrative errors only and not due to a learner changing courses (providing the learning aim started in the current teaching year).

Correcting data errors after hard close

If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year. The previous year’s ILR file cannot not be amended.

Outlined below are various scenarios of incorrect data and the process for correcting these errors.

Please note that data from the previous year on the same learning aim record can only be amended in the current year if it is incorrect due to an administrative error.

You must not amend the following fields.

• Learning start date

• Learning planned end date

• Learning actual end date- If an aim that was recorded as complete in the previous year’s R14 ILR file and continues to be returned in the current year, then the Learning actual end date must not be changed.

Continuing learners who have an incorrect learning aim reference, or funding model

On the incorrect learning aim, set the Completion status to code 3 ‘withdrawn’ and the Withdrawal reason to code 40 ‘Learner has transferred to a new learning aim with the same provider’. Record the Learning actual end date with the same date as the Learning start date (this date will be in the previous ILR year).

Record a new learning aim with the correct Learning aim reference and/or funding model. The Learning start date and Learning planned end date must be the same as on the original (incorrect) aim. Do not amend the Learning start date or Learning planned end date. The new aim record should not be recorded as a restart.

Learners reported in the previous year as continuing who have now been identified as withdrawn

On the learning aim, set the Completion status to code 3 ‘withdrawn’ and complete the Withdrawal reason field with the relevant code. Record the Learning actual end date as the last day the learner was in learning: this will be in the previous ILR year, do not use 1 August of the current year.

You must add a Destination and Progression record for this learner if applicable.

Learners reported in the previous year as withdrawn who have now been identified as continuing

On the learning aim, amend the Completion status to code 6 (Learner has temporarily withdrawn from the aim due to an agreed break in learning). Record a new programme with the same learning aim reference(s) the following day with a restart indicator (Learning Delivery Funding and Monitoring Type = RES).

Learners on a break in learning in the previous year who have now been identified as withdrawn

On the learning aim, set the Completion status to code 3 ‘withdrawn’ and complete the Withdrawal reason with the relevant code. Do not amend any of the date or other aim data.

You must add a Destination and Progression record for this learner if applicable.

Continuing learners whose Learning planned end date has now been identified as significantly incorrect

On the learning aim, set the Completion status to code 3 ‘withdrawn’ and complete the Withdrawal reason using code 40 ‘Learner has transferred to a new learning aim with the same provider’. Record a Learning actual end date of 1 August of the current year.

Record a new learning aim with the same Learning aim reference and a Learning start date of 2 August of the current year and the correct Learning planned end date. Record this aim as a restart (Learning Delivery Funding and Monitoring Type = RES) and complete the Funding adjustment for prior learning field with the percentage of learning that is still to be delivered.

This data should only be changed when it is identified as incorrect due to administrative errors. The Learning planned end date must not be changed to take into account a revised planned end date due to a change in circumstances such as illness, slow progress or unemployment.

If the planned end date is identified as being incorrect and the date prior to 1st August of the current year. This data error cannot be corrected. You will be required to acknowledge this administrative error in the learner evidence.

Learners whose Apprenticeship standard have been identified as incorrect after hard close

This is guidance for correcting an incorrect standard, framework or pathway code recorded in the previous year.

• All aims part of the apprenticeship programme must be closed (including programme aim).

• Record the Learning actual end date with a date identical to the Learning start date.

• The Total negotiated price records (TNP) on the programme aim must remain unchanged

• The closed aims would need an ACT "To" date to match the actual end date for aims where ACTs apply

• A new programme must then be recorded as a new start with the correct amendments.

• The Learning start date is recorded as a day after the close of the previous closed programme.

• Record new TNP(s) on the new programme aim from the new learning start date.

• Record new ACT records where ACTs apply to the new aims starting from the new learning start date

If the original incorrect programme started over a year prior to current year, please contact the service desk, rather than following the above guidance.

Correcting data for reasons other than data errors

If learning recorded as funded is identified in-year as ineligible for funding, the ESFA may require you to amend the records to ensure no funding is claimed.

To correct data errors due to a funding compliance issue in-year, you must:

• Update the funding model recorded on the aim that has been deemed ineligible for funding to Funding model code 99 (Non-funded)

• Continue to accurately record the learning you are delivering. You must not simply record the aim as withdrawn and continue to return it on the original funding model.
  

Changes of circumstances

Recording changes to a learner's details

Where there is a change in the learner’s circumstances which does not lead to a change in their learning programme, for example a new address or a change in contact details, then the learner’s data can be updated.

Recording changes to a learner’s aims

Recording changes to a learner’s programme or learning aim

All changes to learning objectives and aims must be recorded in the learner file (previously called ‘Learning Agreement’).

Changes to learning aims within the funding qualifying period

For Adult funded learners (Funding model 35 and 81), the funding qualifying period is defined in the Adult education budget funding rules and is based on the number of days in learning for each learning aim.

For 16-19 funded learners (Funding model 25 and 82), the qualifying period to be eligible for funding each year is defined in the 16 to19 rates and formula guide, and is based upon the number of weeks in learning at Learner level.

If the learner changes their learning aim during the funding qualifying period, then the learning aim details can be amended on the original ILR record.

Any changes to learning aims after the funding qualifying period must be recorded as a withdrawal or transfer.

Changes to the Learning start and end dates

These fields inform the funding received. You must not make any changes to the start or planned end dates after the funding qualifying period, except to correct errors.

If the learner is transferring to a new learning aim or programme, then the existing programme aim or learning aim must be closed and a new programme and/or learning aim(s) created.

You must not update the Learning planned end date once it has been entered, even if the learner continues on the learning aim beyond that date. If a learner continues their learning beyond the planned end date this should be reflected in the Learning actual end date field; the Learning planned end date must remain unchanged.

The Learning start date and Learning planned end date must remain the same between teaching years as they are used in the calculation of funding and achievement rates.

Recording learner absence or withdrawal

You must determine the intent of learners who are absent from learning, whether the learner expects to return to learning, and the reason for the absence. You are expected to have robust absence monitoring and an absence and withdrawal policy, which you implement to ensure that the progress of all learners is monitored.

A learner must be considered to have withdrawn from a programme of learning when they have:

• Made known a decision to withdraw from the learning,

• Exceeded the training provider’s absence and withdrawal policy, or

• Been removed from learning by their training provider.

When a learner withdraws, the programme aim (where applicable) and any learning aims should be closed.

Recording a withdrawn learner who has no intention to return.

• Completion status field must be code 3.

• Learning actual end date is the date of last learning activity for the aim.

• Use a relevant code for the Withdrawal reason field.

• Outcome must be code 3.

• Outcome grade data is not returned.

You must include learners in the ILR who have attended one episode of learning. If a learner withdraws within the funding qualifying period, the learner must still be included in the ILR.

If a learner withdraws without completing one episode of learning, for example without attending the first class, then they must not be included in the ILR.

Recording breaks in learning, transfers and restarts

When would a learner restart learning?

There are various circumstances where a learner may restart their learning, these include:

• Restarts after an agreed break in learning

• Restarts after a learner has transferred

• Restarts after withdrawing

When an agreed break in learning occurs on the same date as aims being completed, the agreed date for the break in learning should be recorded as the following day.

Recording agreed breaks in learning for Adult skills funded learners

If the learner is taking an agreed break in learning and intends to return, for example for economic reasons, long term sickness, maternity leave or religious trips, then this should be recorded by closing the aims in the ILR. Refer to guidance below for recording a learner who is Adult funded and taking an agreed break in learning.

You must not record a break in learning unless you and the learner have agreed this, the learner intends to return to learning at a later point, and there is supporting evidence in the learner file.

You must continue to report a learner on a break in learning in your ILR until either the learner returns and restarts their learning, or you report the learner as having withdrawn.

If the learner does not return from an agreed break in learning, then the learning aim record(s) must be updated to indicate that the learner has withdrawn. Refer to guidance for learner absence or withdrawal.

If the learner began an agreed break in learning in the previous year, is still on this break in the current year and they still intend to return, then the learning aims should continue to be returned as described in Appendix B.

Recording a learner who is Adult funded and taking an agreed break in learning.

• Employment outcome field is not returned.

• Completion status field must be code 6.

• Learning actual end date is the date of last learning activity for the aim.

• Withdrawal reason data is not returned.

• Outcome must be code 3.

• Outcome grade data is not returned.

If the learning aim that the learner was following is no longer available when they return (in other words, the certification date has passed), then you cannot class this as a break in learning. This limits the length of time that a learner can have as a break in learning.

When the learner returns to learning, you will need to re plan the delivery of any remaining training and/ or assessment following a break, a new programme aim (if required), learning aim(s), new planned end date should be created as in the guidance below. The original learning aims must not be reopened.

Recording new aims when a learner returns from an agreed break in learning

Learning start date

• Programme aim: Date on which the learner restarts the programme after the break

• Other aims: Date on which the learner restarts the learning aim after the break

Original learning start date

• Programme aim: Date on which the learner originally started the programme

• Other aims: Date on which the learner originally started the learning aim

Learning planned end date

• Programme aim: New planned end date for the programme

• Other aims: New planned end date for the learning aim

Funding adjustment for prior learning

• Programme aim: Not returned

• Other aims: Proportion of the learning aim still to be delivered

Restart indicator (Learning Delivery FAM)

• Programme aim: code RES1

• Other aims: code RES1

For 16-19 funded learners

The ILR does not record breaks in learning for 16-19 funded learners (Funding model 25 and 82).

If a 16-19 funded learner has agreed a leave of absence with you, then the learning aim record(s) should be left open. When the learner completes their learning aim(s), these are closed in the normal way.

If the learner withdraws from learning, then the learning aims are closed. If this learner later returns to the same programme of study, these aims can be reopened at your discretion depending upon the timing.

If a learner is absent on an agreed leave of absence at the start of a new teaching year, then you must continue to submit an ILR record for the learner and should record the planned learning hours that the learner will undertake for the year when they return to learning.

A learner transfers to a different learning aim within the same provider

If a learner changes their learning aim during the funding qualifying period, then the learning aim details (including the start and planned end date) can be amended on the ILR record.

If a learner transfers to another programme or learning aim after the funding qualifying period, then the original learning aim record(s) will need to be closed and new learning aim(s) added. Refer to guidance below. You should not just amend the details on the original learning aim(s).

Recording a learner transfer to a new learning aim within the same provider

Closing aims

• Employment outcome data is not returned.

• Completion status field must be code 3.

• Learning actual end date is the date of the last learning activity for the aim.

• Withdrawal reason must be code 40.

• Outcome must be code 3.

• Outcome grade data is not returned.

Recording new aims after a transfer within the same provider.

• Learning start date is the date on which the learner starts the new learning aim .

• Original learning start date data is not returned.

• Learning planned end date is recorded as the new assessed planned end date for the new aim.

• Return Funding adjustment for prior learning if applicable.

• Restart indicator (FAM) data is not returned.

The start date of the new learning aim cannot be earlier from than the actual end date of the learning aim that the learner has transferred from or may be slightly later if there is a delay in the learner starting the new aim.

A learner transfers from Adult skills funded non-apprenticeship learning to a funded apprenticeship with the same provider

Any learning aims that the learner will continue to study are left open and will continue to be recorded as non-apprenticeship learning. The Programme type, Framework code, Pathway and Standard code fields are not completed for these aims. The funding model and other details (including the planned end date) of the learning aim must not be changed.

Any learning aims that the learner is not continuing with must be closed.

Any new aims required for the apprenticeship, including a programme aim and associated financial details, should be added to the learner’s record.

Start and planned end dates for the programme aim and component aim(s) of the apprenticeship need to be agreed and recorded. The start dates for these aims will be after the start date of the non-apprenticeship aim.

This does not apply to 16 to 18 year old learners who transfer from a 16-19 funded study programme to an apprenticeship or vice versa within the same provider. In this situation, all the aims should be closed. Refer to guidance for A learner transfers to a different learning aim within the same provider . Prior learning must be taken into account when agreeing a price for an apprenticeship programme.

A learner transfers to a different provider

This guidance applies where an individual learner transfers to a different provider. For transfers of cohorts of learners due to contracting changes and changes in a provider’s organisational structure such as mergers and take-overs, see A cohort of learners transfers to a new provider (due to a merger) below.

Closing aims when a learner transfers to a different provider

Examples of how to record Learners who transfer to a new provider before completing their learning aim or programme.

Scenario 1: Learner transfers to different learning aims with a different provider.

Fields and values:

• Employment outcome Data not returned

• Completion status must be code 3

• Learning actual end date must be the date of the last learning activity for the aim

• Withdrawal reason must be either code 2 or 41

• Outcome must be code 3

Scenario 2: Learner is continuing the same learning aims with a different provider.

Fields and values:

• Employment outcome Data not returned

• Completion status must be code 3

• Learning actual end date must be the date of the last learning activity for the aim

• Withdrawal reason must be either code 2 or 7 (as applicable)

• Outcome must be code 3

The new provider will create new learning aims for the learner (with new start dates and new planned end dates where applicable). Refer to examples below for recording new aims when a learner transfers to a different provider.

Withdrawal reason code 41 should only be used to identify where a learner has transferred from a 16-19 funded study programme or Adult skills funded learning in order to take up an apprenticeship programme, traineeship or Supported Internship.

For provider changes due to minimum contract levels, code NLM18 should be recorded in the Learner FAM fields. For a merger or take-over, code NLM17 should be recorded: see A cohort of learners transfers to a new provider (due to a merger) below.

Examples of recording new aims when a learner transfers to a different provider

Scenario 1: Learner transfers to different learning aims with a different provider.

Fields and values:

• Learning start date is the date on which the learner starts the new learning aim

• Original learning start date data is not returned

• Learning planned end date is the planned end date for the new learning aim

• Return Funding adjustment for prior learning field if applicable

• Restart indicator (Learning Delivery FAM) data is not returned

• National Learner Monitoring (Learner FAM) use code NLM17 or NLM18 (if applicable)

Scenario 2: Learner is continuing the same learning aims with a different provider.

Fields and values:

• Learning start date is the date on which the learner restarts the learning aim (or date of merger or take-over, if applicable)

• Original learning start date (from August 2013) data is returned if known for mergers or take-overs

• Learning planned end date is the new planned end date for the learning aim

• Funding adjustment for prior learning is the proportion of the learning aim still to be delivered (non-programme aims only)

• Restart indicator (Learning Delivery FAM) use code RES1

• National Learner Monitoring (Learner FAM) use code NLM17 or NLM18 (if applicable)

A cohort of learners transfers to a new provider (due to a merger or conversion to academy)

When providers merge or convert, the approach required to record the learners on the ILR is dependent on the provider type.

For Training Organisations (contract funded providers), Learners must be transferred individually following the guidance in the section above (A learner transfers to a different provider). On the new provider’s ILR data, the Learner FAM code NLM17 must be recorded for all learners who transferred due to the merger.

For Colleges (grant funded providers), colleges merging in-year can continue to submit separate ILRs for the rest of the academic year and merge the files at the start of the following academic year. However, all new Apprenticeship provision starting after the merger date must be recorded against the new merged UKPRN.

For Sixth Form Colleges converting to academy status in 2023 to 2024 after 1 August 2023 must continue to submit their ILR using their predecessor college UKPRN for the rest of the academic year. Those converting on 1 August 2023, or previously, must submit using their new academy (not trust) UKPRN.

If you have successfully reapplied for the Register of apprenticeship training providers (ROATP) to deliver on the apprenticeship service as an academy trust, you must submit a separate ILR using your trust UKPRN to contain only learners funded through a contract for services with the employer, your relating academies will continue to submit their ILR files containing all other learner records as normal.

Recording restarts (without an agreed break in learning)

The following guidance applies in scenarios such as where a learner has withdrawn from their learning for a reason other than an agreed break in learning or transfer, and subsequently returns to learning on the same aim(s).

When the learner withdraws, their learning aims must be closed with the relevant code in the Withdrawal reason field. Refer to guidance for recording leaner absence or withdrawal .

If the learner later returns to learning, the new aims must be created. Refer to guidance below for recording new aims when a learner restarts..

The original learning aims must not be re-opened.

Recording new aims when a learner restarts learning without an agreed break.

Fields and aims

Learning start date

• Programme aim: Date on which the learner restarts the programme after the break

• Other aims: Date on which the learner restarts the learning aim

Original learning start date (from 1 August 2013)

• Programme aim: not returned

• Other aims: not returned

Learning planned end date

• Programme aim: New planned end date for the programme

• Other aims: New planned end date for the learning aim

Funding adjustment for prior learning

• Programme aim: Not returned

• Other aims: Proportion of the learning aim still to be delivered (if applicable)

Restart indicator (Learning Delivery FAM)

• Programme aim: Use code RES1

• Other aims: Use code RES1

Recording learning outcomes

How to record learning outcomes

The ILR must be completed and updated regularly to reflect progress in the learner file (previously called ‘Learning Agreement’). Information should be updated when the outcome of the learning is known. Refer to recording fields and aims, below.

Recording continuing and achieved aims

Fields and aims:

Employment outcome

• Continuing aims: Data not returned

• Achieved aims: Return if applicable

Completion status

• Continuing aims: 1

• Achieved aims: 2
  

Learning actual end date

• Continuing aims: Data not returned

• Achieved aims: Date of the last learning activity for the aim

Withdrawal reason

• Continuing aims: Data not returned

• Achieved aims: Data not returned

Outcome Data

• Continuing aims: not returned

• Achieved aims: 1

Outcome grade

• Continuing aims: Data not returned

• Achieved aims: Relevant grade, see Outcome grade field in the ILR specification

The Employment outcome field is only completed for learning aims which are either part of a programme that is funded to deliver employment outcomes or a programme where separate employment outcome payments are made.

Recording retakes and resits

If a learner undertakes a learning aim, finishes learning, takes the final assessment and fails, then this aim should be closed and recorded as ‘not achieved’ (Outcome code 3).

Where this learner is then identified as needing further support or additional learning in order to pass the assessment, then a new learning aim should be recorded as a restart with a Funding adjustment for prior learning to account for the new learning required to pass the resit. You must not amend the original, closed learning aim.

Where no further learning is required and the learner is only resitting the assessment or exam, then this is not funded by the ESFA and a new aim must not be recorded.

How to delete records

Erroneous learner records can be deleted from the ILR data held by the ESFA by sending an ILR file with the erroneous Learner and associated Learning Delivery and/or Learner Destination and Progression records removed from the file.

Learner records should not be deleted unless the learner withdraws without completing one episode of learning, for example the learner withdraws without attending the first class.

However, do not delete the record if it is identified that a learner has never attended or completed one episode of learning in the previous year. On the learning aim, set the Completion status to code 3 ‘withdrawn’ and complete the Withdrawal reason field with the relevant code. Record the Learning actual end date as the last day the learner was in learning: this will be in the previous ILR year, do not use 1 August of the current year. The last day of learning may be the start date of the learning aim.

Where files have been merged using the amalgamation tool, care should be taken to ensure that the learner is deleted correctly.

You should keep a record of any learner deletions.