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.

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.


LearnDelFAMType_06

Error message

The FAM type and code is not valid for this Learning start date

Rationale and guidance

The LDM code submitted has expired for the start date of this learning aim. Please remove this LDM code and resubmit.


LearnDelFAMType_03

Error message

The Community Learning provision type must be returned for this Funding model

Rationale and guidance

You have returned a community learning funded learning aim but not recorded the community learning provision type ASL against this aim.

Please return this data type including the appropriate ASL code.


LearnDelFAMType_04

Error message

The FAM type and code is not valid

Rationale and guidance

Either the learning delivery FAM type or the code you have entered is not valid.  Please review and correct these.

Refer to the Learning Delivery Funding and Monitoring field for the list of valid Types and Codes.


UKPRN_09

Error message

You do not have a contract for apprenticeships.

Rationale and guidance

You have returned an apprenticeship programme. However there is no apprenticeship contract associated with your UKPRN.

Please contact the ESFA Support Desk.


DelLocPostCode_17

Error message

Delivery location postcode is wrong. It is not within the local authority stated in the tender specification. Check 'delivery location postcode' is correct and within the local authority stated in your tender specification.

Rationale and guidance

The postcode you have provided does not match the local authority stated on the ESF tender specification for this contract. Please review the delivery location postcode and correct the data.


StdCode_01

Error message

The Apprenticeship standard code must be returned 

Rationale and guidance

You have returned an apprenticeship standard, but have not completed the apprenticeship standard code field. Please return a value in this field.


R91

Error message

There must be a completed ZESF0001 learning aim for this learner

Rationale and guidance

You have recorded a number of ESF learning aims but have not entered a completed ESF Assessment. Please enter the ESF Assessment or remove the ESF learning aims to clear this error.


AFinDate_03

Error message

‘Apprenticeship financial record date' is wrong. It can't be after the file preparation date. Check apprenticeship financial record date is correct.

Rationale and guidance

Please check that your financial record date is correct and accurate and is earlier than the file preparation and submission date you have entered.


DelLocPostCode_18

Error message

The Delivery location postcode is not valid in the LEP described in the ESF Tender Specification

Rationale and guidance

For this specific ESF contract, the eligibility criteria for the delivery location postcode is not valid for the Local Enterprise Partnership (LEP) described in the ESF tender specification.

Please review the eligibility criteria and correct the delivery location postcode data.


R112

Error message

There must be a Date applies to that matches the Learning actual end date for this aim.

Rationale and guidance

The learning actual end date has been returned. The Apprenticeship Contract Type (ACT) record must match the learning actual end date entered. Please review and correct the dates.


CompStatus_02

Error message

The Learning actual end date must not be returned for this Completion status

Rationale and guidance

The error occurs where the completion status has been set to continuing but there has been a Learning actual end date returned against the learning aim.

Ensure the Learner actual end date is removed if the course has not been completed (completion status = 1).

If the course has been completed then the completion status needs to be amended to reflect this (completion status = 2).

Please review and correct the record appropriately.


R123

Error message

The learner is continuing or intending to continue, therefore do not return the 'Date applies to' for the latest ACT record

Rationale and guidance

The error occurs where the completion status has been returned as ‘continuing’ however the latest ACT record has a ‘Date applies to’ recorded.

Remove the latest ACT record that has the ‘Date applies to’ recorded if the learning aim has not been completed (completion status = 1).

If the course has been completed then the completion status needs to be amended to reflect this (completion status = 2).


R124

Error message

The learner must not have overlapping programme aims

Rationale and guidance

The error is triggered when it's indicated the learner has started a new programme while the existing programme is live.

Please amend the start date of the new programme record, or remove it.


R68

Error message

The learner must not have more than one Apprenticeship Financial Record with the same Apprenticeship financial type, code and date

Rationale and guidance

This error has occurred due to a duplicate financial record on the apprenticeship programme.

Please remove the duplicate financial record.


WithdrawReason_04

Error message

The Withdrawal reason must not be returned for this Completion status

Rationale and guidance

This error triggers when a record is returned with a completion status of 1 (continuing), 2 (completed), or 6 (break) and also entered a withdrawal reason.

Please remove the withdrawal reason, or revise the completion status as appropriate.


LearnDelFAMType_44

Error message

The Household situation must be returned for this Funding model

Rationale and guidance

The error is triggered when a value is missing in the Household Situation field. Please enter the appropriate value.


EmpStat_08

Error message

An Employment status record has not been returned that applies prior to the Learning start date

Rationale and guidance

This error is triggered when an Employment Status record has not been returned, prior to the learning start date.

An employment status prior to learning is required for this funding provision.


EPAOrgID_02

Error message

The End point assessment organisation payment record has been returned but there is no record of the End point assessment organisation.

Rationale and guidance

The error is triggered when an endpoint assessment price record has been returned and the End point assessment organisation ID has not been returned.

Please review and return the end point assessment organisation ID in the relevant field.


PCSLDCS_01

Error message

The Percentage taught in second LDCS subject must be returned for this learning aim

Rationale and guidance

A value is missing. This learning aim requires that a value is returned in the ‘Percentage taught in second LDCS subject’ field. Please return a value in this field.


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