ILR statuses and signatures

Summary: a learner's ILR moves through statuses as it's completed, signed and checked. This article explains what each status means, how the learner signs the ILR declaration, and who can edit the ILR at each stage.

You can see each learner's ILR status on the ILR tile. The main statuses are:

• Signature Required: the learner hasn't signed the ILR declaration in their Onboarding Wizard. An ILR can show this status even when the ILR compliance document shows as Verified. Ask the learner to open their Onboarding Wizard and sign the declaration, or sign on their behalf. See Signing on the learner's behalf.

• Signed: the learner, or an admin on their behalf, has signed the declaration.

• QA Verified: the ILR has been checked through the QA verification process. See Remove the 'QA Verified' status from a learner's ILR.

• Pending: there's at least one unresolved ILR tracker assigned to the learner. The ILR tile shows how many. To clear the status, select each unresolved tracker and set it to Closed.

• Completed: the ILR is in its final status. Its fields can't be edited.

Select Complete ILR when an ILR is in its final status. This sets the status to Completed so you can filter completed ILRs out from ones still being worked on. It has no other effect.

To edit a completed ILR, select Edit ILR at the bottom right of the ILR page.

The learner signs the ILR declaration in the ILR step of their Onboarding Wizard. Make sure learners sign it, otherwise their ILR stays at Signature Required. See Completing the ILR and Extended ILR.

To change the status to Signed without the learner signing:

1. Open the ILR tile.

2. Select the pencil icon next to the learner's Signature Required status.

If the learner can't sign the declaration, their ILR is probably locked because it has been excluded from the batch. Open the learner's ILR and clear Exclude from batch.

If a learner's ILR was imported, the ILR step of their Onboarding Wizard shows an "ILR signature" message instead of letting them sign. This applies even if the learner moves to another programme later. The signed ILR document that should be imported alongside the ILR data would cover the need for a signature in Aptem.

The learner's profile shows the signature they created when they were first set up on Aptem. If they later change their signature in their account settings, the ILR uses the new signature. This doesn't otherwise affect the ILR or the learner.

Learners can't edit their ILR once they've signed the declaration. All the ILR fields are greyed out for them.

If changes are needed after that, an admin makes them on the learner's behalf in Aptem Classic:

1. Open the learner's profile and select Show wizard.

2. Make the changes in the Onboarding Wizard steps.

3. Select Finish at the end.

• Completing the ILR and Extended ILR

• A How-to-guide for completing the ILR Template

• Remove the 'QA Verified' status from a learner's ILR

• Generate an ILR batch file for upload to DfE

• ILR Management: Troubleshooting guide