Summary: when you change the dates on a learner's programme, Aptem can update the matching dates in their ILR. This article explains which dates are which, how to make changes with or without updating the ILR, and how to restart a learner on the same programme.

• Practical period: the period in which the learner completes their learning. For starts on or after 1 August 2019, it must not include the end-point assessment period. For starts before then, the learning planned end date must include both the training and the end-point assessment period.

• Planned end date: fixed in the ILR at the start of the programme. Don't change it, except to correct a genuine error.

• Apprenticeship end date: the end date including the end-point assessment period.

For the rules, refer to the current DfE apprenticeship funding rules.

1. Open the learner's profile and go to the Programme details tab.

2. Select Edit programme details.

3. Change the dates.

4. Make sure Update ILR with changes is selected. If the option is greyed out but selected, the changes still update the ILR.

5. Select Save.

Before you save, check:

• The ILR isn't excluded from the batch. If Exclude from batch is selected in the learner's ILR, changes to the practical period dates don't pull through, even with Update ILR with changes selected. Clear it first.

• Which aims will change. Changing the programme start date updates aims that came from the programme's ILR template. It doesn't update aims added manually to the learner's ILR.

The programme start date and the ILR aim start date can differ if the aim's start date has been changed directly in the ILR. To bring them back in line, change the programme start date in Edit programme details.

Because this change affects funding data, record the learner's ILR aim details before you change them, then check them and the learner's reviews afterwards, to confirm only the changes you need have been applied.

You can't change the apprenticeship end date directly. Change the practical period end date instead, using the steps above. The new date pulls through to the apprenticeship end date.

For learners who are past their planned end date, you may need a later end date in the Apprenticeship Agreement without changing the ILR. To do this:

1. On the learner's Programme details tab, select Edit programme details.

2. Change the end date.

3. Clear Update ILR with changes, then save.

4. Generate a new version of the Apprenticeship Agreement. See Generating, updating and signing compliance documents

The programme end date changes, and shows in the new Apprenticeship Agreement, but the ILR doesn't change.

If a learner withdrew, their ILR was closed and they now want to restart the same programme, you can either:

• Clone the programme and enrol the learner on the clone. The clone's ILR token contains the aim references, so a new ILR episode is created when the learner is added. Then adjust the aims for the restart.

• Keep the learner on the original programme. Re-apply the original programme, add the return aims to their ILR, and set their programme status back to active. See Update learner's programme status in Console.

When you add restart aims, match their details to the original aims so the learner's return to learning is recognised in the batch. See Generate an ILR batch file for upload to DfE.

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

• Generate an ILR batch file for upload to DfE

• ILR Management: Troubleshooting guide