ILR specification: 2020 to 2021

Get your data right for 2019 to 2020 Individualised Learner Record (ILR)

Guidance for understanding the ILR and correcting data.

Prepare for R14 by correcting your data for R12 and R13. Your reports will indicate what can be corrected to ensure the dataset is accepted.

ILR validation error codes and guidance.

LearnAimRef_89

Error message

The Learning aim reference is not valid in the LARS database for this Funding model for this teaching year.

Rationale and guidance

Each year check to ensure the learning aims offered have not expired.  The error is being triggered because the chosen learning aim expired in the previous year. Usually the error is triggered due to closed aims from a previous year being returned in the current year.  Remove these records if this is the case.

Learning Aim Reference Service (LARS)


EmpId_13

Error message

The Employer identifier is not valid.

Rationale and guidance

Where an employer identifier is not known, we allow the temporary use of a default code (999999999) for a limited period of 60 days. The error is triggered when the default code exceeds the 60 day limit. To remedy this check to ensure a genuine employer identifier is entered.

Find employer record details


LSDPostcode_02

Error message

The learning aim start date postcode is not valid on the start date of the learning aim and the source of funding.

Rationale and guidance

Check the learning aim start date and the postcode against the published reference table available in the Adult Education Budget (AEB) postcode files  to identify the valid combined authority area at the start date of the learning aim.

If this doesn't match the combined authority source of funding, contact the relevant combined authority.


LSDPostcode_01

Error message

The Learning start date postcode is not valid.

Rationale and guidance

The postcode entered is not listed on the ONS postcode table.  Check the postcode entered is correct and resubmit.

If the postcode is for a new build and is not yet on the ONS postcode table, refer to postcode validation guidance.  


LearnAimRef_88

Error message

The Learning aim reference is not valid in the LARS database for this Funding model and this Learning start date.

Rationale and guidance

It's good practice to check LARS each year to ensure the learning aims previously offered have not expired. This error is being triggered because the learning aim reference entered is not valid on the start date of this learning aim. Check and enter a valid learning aim reference.

Learning Aim Reference Service (LARS)


R108

Error message

Learner destination and progression' record is missing. As the funding learning aims are now complete, learner destination and progression' must be entered within 2 months of the actual end date of the last aim to be completed. Check 'learner destination and progression' is recorded.

Rationale and guidance

The destination and progression record must be returned within 2 months of the completion of the relevant learning aim.  The 2 month period has expired and a record must be returned.


PHours_01

Error message

Planned hours must be returned for this funding model

Rationale

The Learner Planned Hours field is mandatory for this funding stream.  Please return a value in this field.


EmpId_10

Error message

The Employer identifier has not been returned

Rationale and guidance

An apprenticeship learner must be in paid employment at the start of the apprenticeship programme.  This apprenticeship learner’s record does not show an employment status of "in paid employment" recorded on or before the learning aim start date.  Ensure the employment status record is returned on or before the learning aim start date.


LearnStartDate_07

Error message

The Learning start date of the apprenticeship programme must not be after the Effective to date of this component aim for this apprenticeship pathway.

Rationale and guidance

An apprenticeship Framework has "Effective from" and "Effective to" dates and you cannot start a related component aim outside this period. The learning start date you have entered is outside the identified Framework period. Please ensure the start date entered relates to the correct Framework by checking the related learning aims section of the LARS database.


ULN_07

Error message

This Unique learner number must not be used.

Rationale and guidance

For new learner records we allow 60 days use of a default ULN (9999999999).  This time has expired, causing the error. Please enter the correct ULN which can be found using the LRS service.


AFinType_13

Error message

There must be a price record that applies from the start of the programme

Rationale and guidance

The date on the total negotiated price record must match the learning start date. The entire TNP record could be missing. This is a TNP type 1 (AFinCode=1) record. Or the date (on one supplied) doesn’t match.

If the TNP record is present then the date for that TNP will also be present. AFinDate being missing would give a AFinDate_MA if it wasn’t present in the ILR file.

Refer to 2019 to 2020 ILR Specification Apprenticeship Financial Record


LearnDelFAMType_66

Error message

The Full funding indicator is not valid for this learning aim.

Rationale and guidance

You cannot claim full funding for this learner against this learning aim.  Amend to co-funding to validate the Full funding indicator for the learning aim.


AFinType_12

Error message

The price must be returned for this programme.

Rationale and guidance

There is no Total Negotiated Price (TNP) record against this provision. A TNP must be entered.


Redundancy in Apprenticeship

Due to the 2020 Coronavirus (COVID-19) outbreak, changes have been made to improve the recording of redundancy during apprenticeship programmes. 

Refer to funding model 36: recording changes published in the 2020 to 2021 Provider Support Manual. For 2019 to 2020 ILR returns the same guidance applies for recording apprentice redundancy.


Related Content