Introduction
Aptem allows you to prepopulate your learners’ ILRs who are enrolled on a particular programme.
Once the pre-population is done all learners added to this programme will automatically have the information pushed into their ILRs. However, you can still amend each learner’s individual ILR if required.
Individual Learner Records (ILR)
Aptem has implemented the UK government’s specification for the Individual Learner Record (ILR) to enable efficient collection of required data from colleges, apprenticeship programmes and training providers.
The ILR can be enabled and disabled on a programme level.
If the ILR is enabled, then users will be able to partially complete the ILR when they access their Aptem accounts. Administrators can then review, edit, track, and amend ILRs. The ILRs can be internally verified (if this is a required step) before being batch uploaded to the Education and Skills Funding Agency.
When building a delivery programme that is specific to the apprenticeship standard/qualification/framework, defined sections of the ILR can be prepopulated for all the learners who are enrolled on the programme.
By building your template into your delivery programme, the ILR is automated and auto completed with the information that you have put into the template for all of your learners.
- From your Aptem account page, click on the ‘Programmes’ tile.
- Clone a programme or edit an existing programme for which you wish to pre-populate the ILR form.
- Locate the ‘ILR’ token and complete the template.
Completing the ILR Template:
On the Main tab
Please note, under the main sub-section, two areas need to be set correctly and amended if needed.
- Years: the correct academic year needs to be chosen.
- Allow to sign without verification: if the box is ticked an administrator does need to verify the content of the ILR before the learner can sign the document (we advise the box to be ticked for apprenticeships; and unticked for traineeship programmes).
Click ‘Confirm'.
Select the ‘Template’ tab to complete the ILR details.
On the Template tab
You may need to scroll to view all the fields. Complete the following fields:
- Programme Type: if you are delivering an apprenticeship standard (any level), choose apprenticeship standard. If it is an apprenticeship framework or qualification, choose the appropriate type in the drop-down menu.
- Apprenticeship Standard Code: The LARS code for the apprenticeship should be applied to this field.
- List of Aim References: You can add these by clicking ‘Add new’.
- Financial Records: You can add these by clicking ‘Add new’.
ZPROG Aim and Sub-aim Reference
ZPROG Aim
Sub-aim Reference
Please note, for information regarding the Apprenticeship standard code and sub- aims visit the LARS (Learning Aims Site) site.
Apprenticeship Standard Code search - LARS
On the following form, fill the following fields:
- Keyword or code
- Type of Learning
- Teaching year
- Level
-
Keep the Keyword or code field empty.
Set the Type of Learning field to Qualifications.
Open additional filtering and choose Category E and the appropriate Sector Subject Area Tier 2
The sub-aim learning reference number:
Add your financial records to the ILR – Template sub-page
Then click ‘Confirm’ or ‘Save’. Once the template is completed, the information will feed into the ILRs of those learners who are enrolled on the specific apprenticeship programme.
Please note, if you have manually completed your learners’ ILR before filling in the ILR template, the learners’ record(s) will not be updated with the information from the template.
Reviewing and editing ILR records
As described above the ILR template can populate certain sections in the learner’s ILR. To review and edit a learner’s ILR go to the ILR tile.
The Individual Learner Records page lists all users in your Aptem account with an ILR.
You can search for individual users by name, unique learner number, learner record number, and by status (Newly submitted, signature required, signed, QA verified or completed).
Click the edit icon against a user’s name to access the ILR for that individual.
The ILR page contains 2 tabs:
- User: displays the Learner Details Data Capture Form. This is the form your learners will complete with the onboarding wizard (in most cases).
- Admin: covers the fields completed by the training provider including the capture of qualification aims and learner destination information.
All changes to the individual’s ILR are tracked and previous versions are saved in the learners profile under compliance documents
Qualification and provider details (Admin tab)
The admin tab displays ILR sections for provider administration, including ID verification, next of kin, learner funding and monitoring, and sections to add qualification aims and learner destination information to the ILR.
Note that for a specific learning programme these details can be prepopulated (see above) – but changes can be made on each individual ILR.
If you did not populate this information within the ILR token template, you can add the aims to your learners’ records here. Scroll down within the ILR to the bottom of the admin tab and click on the ‘Add’ button.
If you wish to amend the existing aims, click the pencil icon within this section.
A screen will be displayed which is used to collect the required learning start, delivery, and end information. Complete/amend the relevant fields and click on the ‘Save’ button.