Where ILR learner and employment data comes from

Summary: many fields on the Learner tab of a learner's ILR are filled in from elsewhere in Aptem, such as their user record, their training provider and their employer organisation. This article explains where those fields come from, and how to keep them accurate.

For the aims, financial records and planned hours in the ILR, see A How-to-guide for completing the ILR Template.

The UKPRN in the ILR comes from the training provider organisation linked to the learner. To make sure it pulls through:

1. On the learner's Edit user page, select the training provider in the Learning provider field.

2. On the Organisations tile, open that training provider and check its UKPRN is filled in. If it's blank, enter it and save the organisation.

Keep the ILR page up to date. If you change the learner's learning provider while their ILR is open in another browser tab, refresh the ILR page before you select Save. Otherwise the ILR saves the old UKPRN. To fix a learner whose ILR has the wrong UKPRN, assign a different learning provider on their Edit user page, then assign the right one again.

The learner's gender comes from their Edit user page. To add or change it, update it there and it pulls through to the ILR.

To change a learner's ULN, select Edit ILR on their profile and change it on the ILR page. The ULN can't be blank. If a ULN isn't needed, enter 9999999999.

The ILR has no specific option for learners based outside the UK. Check "Postcode prior to enrolment" in the Learner section of the current year's ILR specification.

We recommend:

• using set reference postcodes and National Insurance numbers for these learners, so you can identify them in reporting

• using a ULN such as 9999999999, so it's clear it isn't a real ULN

• adding a marker to show they're based outside the UK. Learners can't see markers. See Creating markers for a tenant

• excluding their ILRs from the batch when you submit ILRs.

The ILR page shows the learner's age on 31 August of the funding year in which their Learning Start Date falls. The Learning Start Date comes from the most recent programme aim, or the most recent non-programme aim if there's no programme aim.

This isn't the same as the PersonalInformation_AgeAtStart field in the OData Users table. That field is worked out from the learner's date of birth and the start date of their current programme, on the Programme details page, without the 31 August cut-off.

To report the ILR age, work it out in Power Query in Excel or Power BI from UserPersonalDetails_Dob and UserILRSummary_ProgrammeStartDate in the OData Users table.

The EDRS/ERN in the learner's employment status matches their employer organisation's EDRS/ERN. It updates in the ILR when:

• you save the learner's current programme again

• the learner's employer organisation changes

• the EDRS/ERN on the linked organisation changes.

If the employer organisation has no EDRS/ERN, the ILR shows 999999999. To keep the ILR accurate, update the EDRS/ERN on the employer organisation rather than directly in the ILR.

Onboarding programmes have no aims, so Aptem can't tell what kind of programme the learner will be on. The EDRS/ERN isn't added to their employment status until they're enrolled on a delivery programme with an ILR template that creates aims.

The date employment status applies can't be after the start date of the ILR's main aim, because the learner must be employed before they start the apprenticeship.

The Small Employer (SEM1) checkbox is in the employment status section of the ILR's Learner tab. It only shows when the learner's programme has at least one aim under funding model 36, so you won't see it for learners on an onboarding programme.

To flag a non-levy learner, select the SEM1 checkbox. It identifies small and medium-sized employers, which are usually non-levy payers.

Note: SEM1 is only used for apprenticeships under funding model 36. For Skills Bootcamp learners, record small or medium employer status by selecting OET 2 ("Small or Medium Employer") in the employment status record. For Bootcamp-specific indicators, see the current ILR guidance or contact the DfE.

To record a redundancy, see Recording a learner's redundancy in Aptem.

The ILR and Extended ILR compliance document shows employer details in two places:

• Latest employment status details, in the Individual Learner Record section, updates when the learner's employer changes.

• Employer details, in the Extended ILR section, shows what the learner entered in the Extended ILR step of their Onboarding Wizard. It doesn't change when you update the employer on the Edit user page.

• ILR 2026/27: hours and employment status

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

• Recording a learner's redundancy in Aptem

• ILR Management: Troubleshooting guide