Here are some common questions and scenarios you might encounter. Click on the relevant index item to see guidance related to that topic.
- Dates & Programme/Aim Changes
- Batch/Export, Schema & Sequencing
- Signatures, Status & Permissions
- Fields & Data Mapping (UKPRN, Postcodes, OData, PMR)
- Employment & Organisation Linkages (EDRS/SEM1/UKPRN/Employment Status)
- Planned Hours & Hours Propagation
- API Behaviour & Integrations
- Onboarding/Extended ILR & Compliance Docs
- Programme/Template Setup, Restarts & Duplicates
Dates & programme/aim changes
I am unable to edit any fields on an ILR, and the buttons are all greyed out.
If the ILR Status is set to 'Completed', the ILR fields are not editable.
If you wish to make any edits to the ILR, click the 'Edit ILR' button found at the bottom right-hand side of the ILR page.
Can the apprenticeship end date for a learner be manually updated?
No, the apprenticeship end date cannot be manually updated. However, the practical period date can be updated. Once an amendment has been made to the practical period date, this will pull through to the apprenticeship end date, and apply the necessary changes.
If you would like to keep the original practical period date in the ILR, please follow the instructions outlined here: How can I amend the planned end date in Apprenticeship Agreement for overstayers without affecting the ILR?
How can I amend the planned end date in Apprenticeship Agreement for overstayers without affecting the ILR?
We recommend adjusting the programme end date from the User's profile. In the programme details tab, update the End date, uncheck 'Update ILR with changes', and save (as shown below). Subsequently, regenerate a new Apprenticeship agreement.
This process will ensure that no alterations are made to the ILR, while updating the end date of the programme to the desired date, which will then reflect in the regenerated Apprenticeship agreement.
I have edited the start date for a programme on the learner's profile, but not all aims are being updated in their ILR. Why?
Editing the programme start date will update aims that were added via the programme template but will not update aims that were added manually to the learner’s ILR.
When the option “Update the ILR with changes” is greyed out but showing as selected, will changes made to the programme update the ILR?
Yes, changes made to the programme will update the ILR if this option is greyed out, but selected.
If you are wanting to align the programme start date to match the ILR aim date you can do this by modifying the programme start date in the "Edit programme details" screen.
The programme start date and ILR aim start date can be different in the circumstance where the ILR aim start date is changed independently from the "Edit programme details" screen.
Due to the sensitivity of the change, we would recommend that you record the ILR aim details and reviews after the change to confirm that it has only applied the changes you require.
Why can’t I change the field “date employment status applies” on an ILR?
Please check the start date on the main aim of the ILR. You cannot set the above field to a date after the one on the main aim as the learner has to have started their employment before commencing the apprenticeship.
Why are the start and end dates in the ILR not updating, when the Practical Period dates are updated in the Programme Details for a learner, and the 'Update ILR with changes' box has been selected.
Please ensure that the 'Exclude from batch' option has not been selected in the ILR, before you make the changes.
If this checkbox has been selected, the changes will not pull through to the ILR, even if the option has been selected as part of the update.
How do I specify a Care Leaver in the ILR?
Care Leaver status is recorded against the main aim in the ILR. To do this:
Navigate to the learner's ILR record.
Open the main aim section.
Locate the Care Leaver field.
Select the correct code from the dropdown.
Save the changes before closing the ILR.
Ensure you enter the correct code before saving, as incorrect codes can affect funding calculations and reporting.
Batch/Export, schema & sequencing
Why is the AimSeqNumber different between an individual ILR XML and the batch export?
The difference comes down to how the system processes and orders the information in each case.
When you generate an individual ILR XML for a specific episode, the system includes all the aims from that episode and lists them in the order they were originally created. This order is based on their internal ID not on the Learning Start Date.
However, in a batch export, the system uses a more complex process. It looks at all ILR episodes for the learner, selects only the eligible aims, and then groups them together. The order of aims in the batch file depends on how they were selected, which can vary depending on the rules applied. As a result, the sequence of aims may be different from the individual ILR XML.
When exporting an individual batch file and running it through FIS, why do I see an error that says the learner is not on the right schema?
Individual XML exports automatically use the year from the ILR token at the programme level and do not allow you to select the schema. To avoid this issue, we recommend using the ILR batch export option instead. Apply additional filters to narrow down the learner, then export the batch file and run it through FIS to check for errors. Ensure that you are using the correct XML format for the appropriate submission to avoid schema-related issues.
Why is a Learner's ILR is still showing in our current batch file when they have completed their learning?
This issue can occur if the following attributes of the restarted aims differ from the same in the original aims:
- Aim type
- Programme type
- Funding model
- Pathway
- Framework code
- Apprenticeship standard code
- Original Learning Start Date of the restart aim does not match the Learning Start Date of the original aim
This prevents Aptem from recognising that the learner has had a Break in Learning (BIL), resulting in the BIL aims being returned in the current batch file.
To resolve this, the details on the restarted aims must be updated to match the original.
Why is there different number of employment records in the 'Export to XML' and the 'Get ILR Batch'?
If there are two employment status records before the earliest Aim start date, only the employment status record closest to the earliest Aim start date will be included in the batch export. The individual export includes all information from the ILR without any collection requirements, which explains the difference.
For example in the below screenshot, the earliest Aim start date is 09/03/2020. Therefore, the employment status record closest to this date, which is 08/03/2020, is included in the batch export.
Why are my learners are not appearing in the batch file?
- Check if you have unticked any filters and are using the correct schema year and UKPRN from the two drop downs. Aptem will automatically pull in everyone with an active ILR for that schema year, so you only need to use the additional filters is you want to look at a particular group of learners.
- If you are not using the QA verified process for your ILR, make sure you have included the not QA verified learners by selecting the appropriate options from the ILR status field.
- Make sure the ILR has been fully saved, and is present in the ILR tile. If you see ‘create ILR’ against a learner programme rather than ‘edit ILR’, this means that there is some information missing, usually in the user tab, that is preventing the ILR from completing.
- Make sure that the ILR status is not “Signature required” – this indicates that the learner has not signed the ILR step in onboarding. There is the option in the ILR tile to sign on behalf of the learner by clicking the pencil next to the “Signature Required” status.
- A “pending” status indicates that there is an open ILR tracker raised for this learner.
- ILR records that are “signed”, “completed” or “QA verified” will be included in the batch file if there is an aim which was live in the year that the batch relates to. For example, there is a period of learning between 1st August and 31st July in the batch file year.
- If you want an ILR aim to appear in a batch file that has no active learning within the current year1, it is possible to force include by selecting the year from the drop down for each aim. This may be the case if you reported the aim in the current year, but then withdrew or completed the learner with an end date in the previous funding year.
- If your initial ILR record has been created incorrectly, check the aims within the ILR token at programme level and correct them for future learners. Learners already on programme will need to be updated individually.
Note
If a learner is on a break in learning, their ILR record will be included in the batch file for two funding years, so you do not need to use this for breaks unless they are over two funding years old. For example, in the 22/23 funding year, breaks from 22/23 and 21/22 will be reported automatically.
Where can the Sequence Number be viewed?
The sequence numbers are generated automatically by the schema, and you can see the aim sequence in the xml export of the ILR. These numbers are dynamic.
If a learner’s programme is stopped and their account is archived, will they still be included in the ILR batch?
Yes, a learner will still be included in the ILR batch, even if their programme has been stopped and their account has been archived. However, excluding a Learner’s ILR record from the batch would prevent this.
Why is the error 'XML is not well formed' appearing when trying to submit an ILR batch?
This error can appear when there is no employer ERN in the Emp Stat record for a learner. This can be fixed by adding in the ERN or by putting in 999999999.
We've moved a cohort of learners to a newly cloned programme, and they now have duplicate ILRs. Can we delete the ILR linked to their previous programme?
This can happen when learners are moved to a cloned version of a programme, for example, due to changes to planned hours or other configuration issues. Each programme creates its own ILR episode, so learners will end up with one for the old programme and one for the new.
Instead of deleting the previous ILR or removing individual aims, we recommend:
- Marking the ILR episode from the old programme as “Excluded” – this keeps the data for reference but ensures it’s not included in future submissions.
- When generating the ILR batch XML file, make sure ‘Excluded’ is not selected in the ILR Status filter.
This way, you retain a full audit trail without the previous ILR affecting your current submission.
Signatures, status & permissions
All ILR fields are greyed out for a learner and they are no longer able to edit their ILR. Why is this?
Please be advised that learners are unable to edit ILR fields once they have signed the declaration.
At this point, only Administrators can amend or add details to the Onboarding Wizard via the classic user interface. Therefore if there are any changes required, Administrators will need to make these changes on behalf of the learner.
To do this, navigate to the learners Onboarding Wizard via the classic user interface, using the 'show wizard' button. There you can see the Onboarding Wizard steps and make any necessary changes before clicking on the 'Finish' button at the end of the steps.
Why does the ILR have a status of "Signature Required" for a learner when the ILR compliance document shows as "Verified"?
The ILR status is displayed as "Signature Required" because the learner has not signed the ILR declaration in the onboarding wizard. Please ask the learner to navigate to their onboarding wizard and sign the ILR declaration to update the status.
How can I change the status of the ILR to 'Signed' without having the learners sign them?
On the ILR tile, you can click the pen icon next to the “Signature Required” status to sign on behalf of the learner.
Why are Learners unable to sign the declaration in the ILR section of the Onboarding Wizard?
This is due to the ILR being locked. Please ensure that the ILR record for this Learner has not been “excluded” from the batch. You can confirm this by opening the ILR for the Learner, and unticking the “exclude from batch” option.
What does the "Complete ILR" button in the ILR do and when should it be used?
You can use the 'Complete ILR' button when an ILR is in its final status. This way you can filter out ‘Complete’ ILRs from ones being actively worked on.
Other than setting the status on the ILR as complete, it has no other function.
Why is the status of an ILR record showing as Pending on the ILR Tile?
The Pending status means that there is an unresolved Tracker assigned to this Learner. All Trackers will need to be set to Closed in order to close it down.
You can see how many unresolved Trackers are assigned to the Learner in the ILR tile. Please click on the unresolved tracker to edit it, and set the status to Closed. This will update the status of the ILR record.
In what circumstances does the message about referring to "ILR Signature" appear in the ILR section of an Onboarding Wizard instead of the learner being able to sign it?
The message below can appear in the ILR section of an Onboarding Wizard when the ILR has been imported.
An imported learner will not be able to sign their ILR step due to this, even if they move onto another programme in the future.
Why can't I create an ILR for a learner?
The system will not allow you to create an ILR for a user, if the User details tab of the ILR has not been saved. Normally, the ILR is either created during Onboarding by the user or by the Admin by first saving the User part/tab.
If you are unable to save the ILR by clicking on the Create ILR link in User Profile, then click the User tab in the ILR, and then click Save. This will create an ILR for this learner by saving all the user and Aims details.
Fields & data mapping
What information needs to be applied to the Apprenticeship standard code field in the ILR template?
The LARS code for the apprenticeship should be applied to this field.
Where can I find the Advanced learner loans (ADL1) option in the ILR?
The Advanced Learner Loan (ADL) option is set at learning aim level, not at programme level.The ADL checkbox is visible when editing a learning aim if the Programme Type is left blank or Programme Type 24 is selected.
If another Programme Type is selected, the ADL option will not appear.This field must be manually selected for each relevant learning aim to ensure the ILR is completed correctly.
Note: Programme Type 24 is only valid up to 31/07/2023 and does not appear in current ILR specifications.
How is the AgeAtStart field calculated?
There is a distinction between a learner’s age at the start of their programme(PersonalInformation_AgeAtStart, available in the Users table in OData) and the age displayed on the ILR page. These are calculated differently.
ILR page - Age on 31 Aug of the year programme started
- This age is based on the learner’s age as of 31st August of the funding year in which their Learning Start Date falls.
- The Learning Start Date comes from the ILR aims (specifically, from the most recent programme aim, or, if not available, the most recent non-programme aim).
- This calculation is not directly available in OData and must be calculated manually (please see details below)
OData - PersonalInformation_AgeAtStart [Users table]
- This is a simplified calculation of the learner’s age based on the current programme's start date (from the Programme Details page) and the Date of Birth.
- It does not factor in the 31st August cut-off used in ILR calculations.
These age values can be calculated using power query in Excel or Power BI:
- ILR Age can be derived using the fields UserPersonalDetails_Dob and UserILRSummary_ProgrammeStartDate from the OData Users table.
- Age at Start is already available in the Users table as the field PersonalInformation_AgeAtStart, which is calculated using UserPersonalDetails_Dob and UserProgram_StartDate.
The prior attainment code in a learners ILR does not appear to be reflected correctly in the OData according to the ILR Specification, why is this?
Please make sure you are checking the OData field - UserILRSummary_PriorAttainment2122 for the accurate code.
The UserILRSummary_PriorAttainment field is populated when learners are on an onboarding programme and uses a different list of codes to the UserILRSummary_PriorAttainment2122 field.
The UserILRSummary_PriorAttainment2122 field will be populated once the learner moves over to a delivery programme and there is an ILR aim with the Funding Model of 35, 36, 37, 70, 99 or 81.
Why am I getting an error regarding a missing prior attainment code when running an ILR batch even though the code is present for the learner?
This can sometimes happen when the prior attainment date is different from the aim start date.
To resolve the issue, please change the Prior Attainment Date to the same date as the earliest Aim start date.
How are the ILR fields 'Qualification delivery location postcode' and 'Delivery location postcode' (ILR Aim level) populated?
The Qualification Delivery Location Postcode field is auto-populated with:
- Employer address postcode if selected for the learner.
- Otherwise, Employer primary address postcode.
The field will be updated accordingly every time the learner's Employer address or Employer is changed. If no organisation is linked to the learner, the field will stay empty in ILR episode until an employer is linked to the learner.
The Delivery Location Postcode field is populated with:
- The Delivery postcode field from the ILR template in the Programme build - when the programme is first applied.
- If the field is blank in the ILR template, and when an administrator saves the learner's ILR from the Admin tab, then this field is populated with the Qualification delivery location postcode instead.
The Qualification Delivery Location Postcode field does not populate your xml batch file, and therefore will not impact your submissions as long as the postcode in the aim has been populated correctly.
Please note that the Qualification Delivery location Postcode field does not populate your xml batch file and therefore will not impact your submissions as long as the postcode in the aim has been populated correctly.
Why is the UKPRN not pulling through to ILR?
The UKPRN field in ILR is populated from the Training Organisation that is linked to the learner. Please ensure that the learner is linked to a learning provider in Edit users page -> Learning provider field shown below.
Also check if the UKPRN has been populated for this Training organisation in the Organisation tile. If its blank, then enter the UKPRN and save the Organisation’s details, this UKPRN will then pull through to ILR.
A learner’s gender is not appearing in their ILR – as an Admin, why am I unable to update this?
Please add the gender on the Edit User page, this will then pull through to the ILR.
Where do I input PMR records into the ILR?
To input PMR records into the ILR:
- Click the Add button next to 'Apprenticeship Financial Records'.
- Select 'PMR - payment record' in the Financial Type dropdown.
- Enter the other details and click Add.
Why is the delivery postcode not showing correctly for some learners on my ILR batch?
The delivery postcode is taken from the aims in the ILR. Please update all aims to show the correct postcode and save the ILR.
Why is an old qualification aim still showing in the Key Milestones section of the Training Plan, and can it be removed?
The Key Milestones section in the Training Plan is driven by the aims recorded in the learner's ILR. If a qualification is still appearing, it means the relevant learning aim is still present in the ILR.
There is no option to remove a qualification aim from the Training Plan directly, even if it has been excluded from the ILR batch.
Important: If delivery has taken place or funding has already been claimed against the aim, it should remain in the ILR for compliance and audit purposes. Removing it could have funding implications.
If you believe the aim should not be present, contact Aptem Support or your compliance team before making any changes to the ILR.
Employment & organisation linkages
After saving changes to a programme, a learner's EDRS/ERN changes to 999999999, why is this?
The Employment Status EDRS/ERN number is designed to match the learner's Employer Organisation EDRS/ERN number. Each time the current programme is re-saved, the Employment Status in the ILR is automatically synced and aligned with the Employer Organisation's EDRS/ERN.
Additionally, the EDRS/ERN number in the ILR will update if:
- The learner's Employer Organisation is changed.
- The EDRS/ERN number for the linked organisation is updated.
To ensure the Learner's ILR remains accurate, we recommend making updates through the learner's Employer Organisation rather than directly on the ILR page. This will update the learner record automatically.
Why does the "Small Employer (SEM1)" tickbox show up when looking at the Employment Status section for learners on a delivery programmes but not on an onboarding programme?
Delivery Programmes: The "Small Employer (SEM1)" tickbox is tied to the ILR. It only shows up when you apply a programme with at least one aim under funding model 36.
Onboarding Programmes: Onboarding programmes typically do not involve ILR. Hence, you won't find the "Small Employer (SEM1)" tickbox here.
To record a learner's ILR for a small employer, use the dedicated checkbox within the ILR's user tab, specifically designed for small employers in the Employment Status section.
Why is the EDRS number not pulling through to the ILR from the Organisation Profile?
Onboarding programmes do not contain any aims, making it impossible to establish what kind of programme it's going to be, hence the EDRS is not added to employment status at this stage.
Once the learner is enrolled on a delivery programme, (with a template applied creating aims) the system updates employment status with the EDRS/Agreement identifier as necessary.
How do I effectively flag non-levy students?
There is a field in the ILR employment status that identifies small to medium businesses, typically indicating non-levy payers. Please tick this checkbox in order to flag them as non-levy.
Planned hours & hours propagation
I have updated a learner's planned hours via the learning plan, but the hours have not pulled through to ILR aims, how do I fix this?
The planned hours only populate the ILR aims when the learner is enrolled on to the programme for the first time. After the learner is enrolled, this field requires manual input, and does not update if the planned hours are amended via the learning plan.
Why are the planned hours not pulling through to ILR or Training Plan for some learners?
This situation may arise if the hours were added to the programme after the learners were enrolled.
To address this issue for those learners, you can manually update the ILR to add the planned hours, and then update the Training Plan.
Can you update the planned hours in the programme section and ILR for multiple learners?
Planned hours can be updated with the Upload Users functionality on the Users Overview tile, using the “Planned hours“ field shown below. Once uploaded, the planned hours will reflect in both the ILR and Programme sections.
Why are my learner's Planned learning hours reset?
Why are my learner's hours in "Planned employability, enrichment and pastoral hours" being reset to zero?
Whenever the programme is reapplied, such as while changing the programme dates, the ILR template is taken into consideration.
The issue described occurs when the ILR template has not been populated. To ensure that the hours are not changed to 0, please make sure the template has been completed.
Why are Planned Learning Hours being removed when progressing learners to another sub-programme?
This typically arises because the Planned Learning Hours and Planned Employability, Enrichment, and Pastoral Hours fields in the ILR template of the sub-programme are blank. These fields determine the episode hours for learners, and when progressing to a new sub-programme, they replace the existing hours.
It’s important to note the following:
- These fields are primarily designed for study programmes rather than apprenticeships.
- The hours will overwrite the existing values when progressing learners to a new sub-programme.
- These hours are linked to a specific year and are not automatically updated for subsequent years.
- As a result, they should be used only once and then manually updated for each year the study programme continues.
If you encounter this issue, ensure that the ILR template for the new sub-programme has the correct values populated before progressing learners.
Why do I see zero Planned Hours in the ILR/Learning Plan/User Profile?
There are a couple of causes as to why this may happen for a user, these are:
1. Planned Hours not added during programme application: The possible reasons are:
- The Planned Hours field is not filled in the Learning Plan components of the programme build.
- Planned Hours field is blank in the ILR template when the learner was enrolled to the programme
- The administrator didn't add hours while applying the programme to the learner.
Normally, the Planned Hours field is automatically filled based on the total of learning plan components when a program is applied to learner. If there are no hours configured in the learning plan components then Planned Hours will be 0. Planned Hours are also pulled from the ILR token if filled in, in which case the Planned Hours from ILR token will be considered, , disregarding the total from the learning plan. However, there's a possibility to manually change this calculation during program application allowing the Admin to amend/add hours.
2. Admin Removal of Planned Hours:
It is also possible that an administrator has removed the Planned Hours from the learner's ILR after the programme application. To verify this, you can review the learner's ILR history files to check if any admin action has resulted in the removal of these hours.
Resolution
To rectify the issue and display the correct Planned Hours, you can edit the learner's ILR. Follow these steps:
- Access the user's ILR and navigate to the open "Zprog Aim” and click on the edit pencil to initiate the editing process. as shown in the snippet below:
- Modify the Planned Hours section with the accurate Planned Hours required in the field shown in the snippet here:
- Once you have made the necessary changes, click "Save" to update the ILR.
After saving, the correct Planned Hours will be reflected in the learners ILR and the learning plan.
Why are Minimum Required Hours not included in a learner's ILR?
The Minimum Required Hours displayed on the user dashboard serve as a reference, providing guidance. However, it's important to note that unlike Planned Hours, these minimum hours are not included in the ILR.
This distinction arises from the fact that Minimum Required Hours are not required for ILR reporting. This can be seen by reviewing the "ILR Specification" section of https://guidance.submit-learner-data.service.gov.uk/.
API behaviour & integrations
Can you create or manage ILR aims within Aptem via Aptem's REST API Endpoints.
It is not possible to create or manage ILR aims using the Aptem REST API Endpoints, as there are no endpoints for ILR aims.
Can you create or manage ILR aims in Aptem via API?
It is not possible to create or manage ILR aims using the Aptem API.
When a Tracker is created via the REST API, the Notes field is not being populated despite being included in the call. Why is this?
The Notes field is a unique field and is only available once the tracker has been created. It does not re-populate when you open the tracker again, and instead, any previous note is only visible in the tracker audit history.
The Notes field will not retain the information previously entered into the field and is expected behaviour.
A blank employment status record is being created in a learner's ILR when we update the ILR via API, why is this?
Please check to make sure that you have not included any employment related fields which have no value defined in your API call.
For example, if you wish to update only the NI Number in the ILR for a learner, please only have the NI Number field and value defined.
Below is an example of an API call which will update the NI Number in the ILR for the learner, but will also create a blank employment status record as the “JobTitle” field has been included but does not have a value defined:
{
"niNumber": "AB1234567",
"jobTitle": ""
}
Onboarding/Extended ILR & compliance docs
Can the wording on the onboarding wizard ILR declaration be customized?
It is not possible to customise or edit the declaration presented on the Onboarding Wizard for the Individualised Learner Record (ILR).
This declaration is standardised and provided by the governing authorities. The privacy declaration displayed on the Onboarding Wizard is sourced directly from the UK government's official guidance for submitting learner data. Specifically, it is updated from the GOV website.
If this is not suitable, you can look to switch to "Simple Declaration" as shown in the screenshot below:
Why is the Extended ILR not available to edit in the ILR section for a Learner?
Please ensure that the Extended ILR step has been enabled in the Onboarding Wizard for the delivery programme which the Learner is currently enrolled on:
Once this step has been enabled, you should then see this as an available tab in the Learner’s ILR:
As an Admin, when attempting to edit and save changes made to the Extended ILR, the page will scroll up, why is this?
This behaviour is caused by the questions available within the Onboarding Wizard. If you have follow-up questions that only become visible based on the answer to a conditional question, please ensure that these are optional to answer.
For example, "If you are currently studying a qualification, please confirm below which organisation you are studying with and who is funding the qualification?”
The follow-up question(s) only appear if the question above is answered “Yes”, so can't be mandatory in all situations. These questions can be amended in the Onboarding Wizard section of the Programme Builder, as seen below:
Should the “ILR and Extended ILR” Compliance Document get updated following change of employer?
In the "ILR and Extended ILR" compliance document, the "Employer Details" sub-section under the "Extended ILR" section pulls Employer details from the Extended ILR step in the Onboarding Wizard -which the learner would have entered during Onboarding. This doesn't change when the Employer details are updated on the Edit User screen.
However, the "Latest employment status details" sub-section under the "Individual Learner Record" section will be updated with the new employer details.
Programme/Template setup, restarts & duplicates
In the ILR, is it possible to sort Apprenticeship Financial Records by date?
It is not possible to order these records by date. The records will be displayed in the order they are added and saved.
The ILR Token in sub-programmes cannot be disabled, why is this?
The ILR token in sub-programmes cannot be disabled however if the token is left blank without any of the fields populated, it will not create any ILR aims when applied to a learner's record.
Why is there a discrepancy between UKPRN in ILR and learning provider in Edit Users page?
It arises when both the ILR and the Learner's profile/Edit User page are open in separate tabs. Updating the Learning provider in the Learner's profile and then navigating to the tab where ILR is open and directly saving the ILR without refreshing the page leads to this discrepancy. The 'Save' button in the ILR form retains the existing data, which includes the old UKPRN since the ILR page wasn't refreshed to fetch the latest information. Consequently, this outdated UKPRN is saved, causing the discrepancy.
To prevent such issues, we recommend refreshing the ILR page in classic after updating the Learning provider in the Learner's profile, before clicking 'Save'. This ensures the latest UKPRN is reflected and saved accurately in the ILR.
To resolve the issue for affected learners, update their Learning provider from the Edit User's page. Initially assign a different provider, then navigate back to the Edit User's page, and assign the intended one. This process will update the UKPRN to the intended one in the ILR accordingly.
A learner has been withdrawn and then enrolled onto the same programme. How do we correct the ILR if it has kept the withdrawal details?
The system remembers that the learner has previously been enrolled on the programme, and so has kept the ILR details from when they withdrew.
You will need to manually update the ILR with the correct details.
A Learner withdrew from a Programme (and the ILR was closed), and they now want to restart the same programme. How should I add the learner to the programme?
You have two options for restarting the learner on the programme:
Clone the current programme to create the "restarted version" and then enrol the learner in the restarted version. The ILR token within the cloned programme will contain the aim references, so when the learner is added, a new ILR episode is created. You can then manually adjust the aims to ensure they meet the needs of the restart.
Alternatively, you can keep them on the original programme, add return aims to the ILR, and set the programme status back to active.
Why is a learner’s signature different on the ILR user page from their Learner Profile?
The signature on a learner’s profile is the original signature which they created when they were first set up on Aptem. However, if they subsequently change their signature using the Account Settings, this revised signature will appear in their ILR.
The change in signature will not otherwise affect the ILR / impact the learner in any way.
Why does a Learner’s Programme Status on their profile not match the status in the ILR tile?
If the programme status on a Learner’s profile does not match the ILR status in the ILR tile, please check if the Learner has completed any additional programmes. This is to ensure that the status in the ILR tile is not referring to a previous programme. The ILR tile should show the results for each delivery programme that a Learner has completed
Please also note that the programme status on a Learner’s profile can be amended manually at any time, so will not necessarily reflect the correct status of their programme.
A learner on a programme has a blank ILR. Why?
The reason for the blank ILR is that the ILR template was not specified at the time when the learner was enrolled onto the programme. The ILR template has been specified at a later date, after the learner was already enrolled.
Specifying the ILR template in the programme after some learners have been enrolled onto the programme, does not apply the template to learners already on the programme.
To resolve this issue, customers should create the aims manually for the learner with appropriate values in the Admin section of the ILR as shown in the screenshot below.
Why isn’t ILR information pulling through to the Learner’s profile?
Please confirm whether the ILR token has been enabled; you can do this by navigating to the relevant programme on the Programmes Tile and editing it. The ILR template should be enabled and configured with the correct information. If it is not showing as enabled, please enable it.
If Learners are enrolled on to a programme, but the ILR template has not been enabled/configured, the ILR information and aims will need to be manually added to all Learners on this programme. The ILR will not populate if it has not been enabled, and Learners have been enrolled on to the Programme.
What is the correct way to record Skills Bootcamps in Aptem?
Please put Funding Model 37 and Programme type 32 on aims to show the Contract Reference Number field. The learning start date must be entered first to show the Funding Models as this is validated against the start date.