Registration & Certification: Troubleshooting guide

Here are some common questions and scenarios you might encounter.

Contents

1. Learning aim and ILR configuration issues
   1. We've corrected a learning aim reference at programme level, but it isn't feeding through to existing learners. How do we fix this?
   2. Why can't I see some qualifications in the Registration & Certification section of a learner's programme?
2. LRS and PLR discrepancies
   1. Why do some learners' qualifications appear on their PLR within the LRS but not on their PLR in Aptem?
   2. If LARS updates a qualification's name, does this pull through to learners whose qualification was added before the update?
3. Qualification status behaviour
   1. What controls the qualification status in Registration & Certification?
4. Programme progression scenarios
   1. A learner progressed from Level 3 to Level 4 and their Level 3 certificate no longer appears in Registration/Certification. Can this be added back?

Learning aim and ILR configuration issues

We've entered a learning aim reference number incorrectly at programme level. It's now been corrected, but this change isn't feeding through to existing learners. How can we correct this?

Modifying the aim reference in the programme configuration won't update the qualification for existing learners. There are two ways to correct this:

1. Stop the learner's delivery programme and reapply it. This updates the qualification details in the programme details and Registration & Certification.
2. Create a sub-programme with the correct ILR aim in the ILR token, then enrol learners onto this sub-programme, marking the incorrect qualification as deleted from the Programme details screen.

Why can't I see some qualifications in the Registration & Certification section of a learner's programme?

The reference number "Z0001875" is a generic reference number used on ILRs and isn't tied to one specific qualification. "60320230" is specific to one qualification, so its details are shown.

LRS and PLR discrepancies

Why do some learners' qualifications appear on their PLR within the LRS but not on their PLR in Aptem?

Aptem retrieves all learner records from the LRS and applies a de-duplication process. However, it doesn't control the order in which records are returned by the LRS. This means an older record can occasionally overwrite a more recent one, so only one record shows in Aptem. As a result, if a qualification has been attempted twice, it only appears once in Aptem.

If LARS updates a qualification's name, does this pull through to learners whose qualification was added before the update?

No. Updates to LARS qualification names don't pull through to Aptem for qualifications that were already added before the update. Qualifications added after the update pull through with the new name.

Qualification status behaviour

What controls the qualification status in Registration & Certification?

If the qualification token is completed within a programme, this suggests the qualification requires registration, so it defaults to a status of "Not registered".

If the qualification token isn't completed, but the learning plan has the criteria for that qualification and the ILR token is completed, this means it doesn't require registration, so it defaults to "Registration not required".

Programme progression scenarios

A learner completed a Level 3 course and progressed to Level 4. We have their Level 3 certificate, but the course no longer appears in the Registration/Certification tab. Can this be added back?

If the registration was originally created in the previous programme, you can update it to "Certificate received".

If it wasn't created in the previous programme, you can either create a qualification using the current programme template, or enter it manually. If you enter it manually with the correct LARS value, this works effectively.