• 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 1^st August and 31^st 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.

Notes

1. 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.