This guide covers problems you may see with learners' ILRs and ILR batch files.
In this article:
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Batch files and errors
- Why aren't my learners appearing in the batch file?
- Why do I see a wrong-schema error when I run an individual ILR export through FIS?
- Why does "XML is not well formed" appear when I submit an ILR batch?
- Why do I get a missing prior attainment code error when I run an ILR batch, when the learner has a code?
- Why is a blank employment status record created when we update a learner's ILR through the API?
-
Learner records
- Why isn't ILR information pulling through to a learner's profile?
- Why doesn't a learner's programme status on their profile match the status on the ILR tile?
- Why does the prior attainment code in a learner's ILR look wrong in OData?
- Why is an old qualification aim still showing in the Key Milestones section of the Training Plan?
- Planned hours
Batch files and errors
Why aren't my learners appearing in the batch file?
Check each of these:
- Filters: make sure you haven't cleared any filters, and that you've selected the right schema year and UKPRN. Aptem includes everyone with an active ILR for that schema year, so you only need the other filters to look at a particular group of learners.
- QA verification: if you don't use the QA-verified process, select the options in the ILR status field that include learners who aren't QA verified.
- Incomplete ILRs: make sure the ILR is fully saved and shows on the ILR tile. If the learner's programme shows Create ILR instead of Edit ILR, some information is missing, usually on the User tab.
-
Signature Required: the learner hasn't signed the ILR step in onboarding. You can sign on their behalf from the ILR tile by selecting the pencil next to the status.
- Pending: there's an open ILR tracker for the learner. Close it.
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No live aim in the year: ILRs that are Signed, Completed or QA Verified are included if they have an aim that was live in the batch's year, between 1 August and 31 July. To include an aim with no active learning in the current year, select the year from the dropdown on that aim. You might need this if you reported the aim in the current year but later withdrew or completed the learner with an end date in the previous funding year.
- Wrong template: if the learner's ILR was created incorrectly, correct the aims in the ILR token at programme level for future learners, and update learners already on the programme individually.
Note: a learner on a break in learning is included in the batch for two funding years, so you don't need to force them in unless the break is more than two funding years old. For example, in the 2022/23 funding year, breaks from 2022/23 and 2021/22 are reported automatically.
Why do I see a wrong-schema error when I run an individual ILR export through FIS?
Likely cause: individual XML exports use the schema year from the ILR token at programme level, and don't let you choose the schema.
What to do: use Get ILR batch instead. Filter it down to the learner, export the batch file, and run it through the Funding Information Service (FIS). Make sure you're using the right XML format for the submission. See Generate an ILR batch file for upload to DfE.
Why does "XML is not well formed" appear when I submit an ILR batch?
Likely cause: a learner's employment status record has no employer ERN.
What to do: add the ERN to the employment status record, or enter 999999999.
Why do I get a missing prior attainment code error when I run an ILR batch, when the learner has a code?
Likely cause: the prior attainment date is different from the aim start date.
What to do: change the prior attainment date to match the earliest aim start date.
Why is a blank employment status record created when we update a learner's ILR through the API?
Likely cause: your API call includes employment-related fields with no value.
What to do: only include the fields you want to update, each with a value. For example, this call updates the learner's National Insurance number, but also creates a blank employment status record, because jobTitle is included with no value:
{
"niNumber": "AB1234567",
"jobTitle": ""
}To update only the National Insurance number, leave jobTitle out.
Learner records
Why isn't ILR information pulling through to a learner's profile?
If ILR information isn't pulling through to a learner's profile, it could be because the programme's ILR token isn't enabled or configured.
What to do:
- Open the Programmes tile and edit the learner's programme.
- Check the ILR token is enabled and configured with the right information. If it isn't, enable and configure it.
- For learners already enrolled, add the ILR information and aims manually. The ILR isn't filled in for learners enrolled before the token was enabled.
See A how-to guide for completing the ILR template.
Why doesn't a learner's programme status on their profile match the status on the ILR tile?
Likely cause: the learner has completed more than one delivery programme, and the ILR tile is showing the status for a previous one. The tile shows a result for each delivery programme the learner has completed.
What to do: check which programme the ILR tile status refers to.
Note: the programme status on a learner's profile can be changed manually at any time, so it may not reflect the actual status of their programme.
Why does the prior attainment code in a learner's ILR look wrong in OData?
You may find that the prior attainment code in OData doesn't match the code in the learner's ILR, or the ILR specification.
Likely cause: you're checking UserILRSummary_PriorAttainment. This field is filled in while the learner is on an onboarding programme, and uses a different list of codes.
What to do: check UserILRSummary_PriorAttainment2122 instead. It's filled in once the learner moves to a delivery programme and has an ILR aim with funding model 35, 36, 37, 70, 81 or 99.
Why is an old qualification aim still showing in the Key Milestones section of the Training Plan?
Likely cause: the Key Milestones section comes from the aims in the learner's ILR, so the aim is still in the ILR.
What to do: if the qualification is wrong and needs to be removed:
- Remove the aim from the learner's ILR.
- Remove the aim reference from the ILR token in the programme build.
The qualification stops showing in Key Milestones once both are removed.
Important: if delivery has taken place, or funding has been claimed against the aim, leave it in the ILR for compliance and audit. Removing it could affect funding. Check with your compliance team before you make any changes.
Planned hours
Why do I see zero planned hours in the ILR, learning plan or user profile?
Likely causes:
- Hours weren't added when the programme was applied. Planned hours are filled in from the total hours within the learning plan components, or otherwise from the planned hours section of the ILR template. If neither has hours, and the admin didn't add hours when applying the programme, planned hours are zero.
- An admin removed the hours. Check the learner's ILR history for an admin action that removed them.
What to do:
- Open the learner's ILR, go to the ZPROG aim and select the edit pencil.
- Enter the correct planned hours.
- Select Save.
The correct planned hours then show in the learner's ILR and learning plan.
Why are planned learning hours removed when I progress learners to another sub-programme?
Likely cause: Planned learning hours and Planned employability, enrichment and pastoral hours are blank in the new sub-programme's ILR template. These fields set the learner's episode hours, and replace the existing hours when you progress them.
What to do: fill in both fields in the new sub-programme's ILR template before you progress learners.
Keep in mind:
- These fields are mainly for study programmes, not apprenticeships.
- The hours overwrite the existing values when you progress learners to a new sub-programme.
- The hours are linked to a specific year and don't update for later years. Use them once, then update them manually for each year the study programme continues.