R08 error guidance

Guidance for understanding the ILR and correcting data.

Prepare for R08 by correcting your data from the R07 submission. Your reports will indicate what can be corrected to ensure the dataset is accepted.


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

Where the funding validity does not match table 1 the error will trigger, it is 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)


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)


R59

Error message

There is more than one record for this ULN. There mustn't be multiple records with the same ULN. Check each record has a different ULN.

Rationale and guidance

This rule has been changed from a warning to an error in 20/21 to ensure that multiple learner records are not recorded in the ILR for the same ULN to improve data quality. To clear this error the original learner record should be used to record the new aims when a learner moves to another area of study within the same provider.


R122

Error message

The achievement date is not known, therefore the Date applies to record must be the same as the Learning actual end date.

Rationale and guidance

This error triggers where the learner has been recorded with an actual end date but the ACT “TO” date does not match, until the achievement date is entered this should be the same to pass Validation. Once the achievement date is entered the ACT “TO” date should be changed to match.


EmpStat_13

Error message

The Employer identifier is not valid

Rationale and guidance

If a learner has been enrolled on an Apprenticeship for longer than 60 days the default employer identifier of 999999999 can no longer be used, to correct the error you will need to obtain the correct employer identifier from the EDRS Service.


EmpId_10

Error message

The Employer identifier has not been returned

Rationale and guidance

Where the learner is undertaking an apprenticeship programme and is 'in paid employment' on the programme start date, then there must be an Employer identifier that applies which is valid on the EDRS Service which matches the Employment status.


AchDate_11

Error message

The Achievement date must be 7 days after the Learning actual end date

Rationale and guidance

For apprenticeship standard learners who have completed the apprenticeship on or after August 2019 there must be a 7 day gap between the actual end date and the achievement date in the ILR. This is to allow for the end point assessment to take place, to correct this error please accurately record the achievement date to allow for 7 days.


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

Apprenticeship financial records must be accurate and a true reflection on the cost of an apprenticeship or a payment for co-investment received from the employer. Due to this requirement a TNP or PMR record cannot have a future date recorded as this would reflect an estimated cost rather than actual values. To clear this error please amend the financial records to ensure that they are accurate and dated before the ILR submission is made.


LearnDelFAMType_81

Error message

The Full funding indicator is not valid for this learning aim

Rationale and guidance

This error triggers for adult skills funded learners, aged 24 and over who started a qualification after the 31st of July 2020 and error triggers where full funding is not applicable. Please check the learner’s eligibility using the AEB funding rules, where the learner is eligible due to one of the exemptions listed in the validation rule please ensure that this is added to the data to pass validation. Where the learner is not eligible to receive full funding, co-funding may be available and should be recorded using FFI2 which will then clear the error


OTJActHours_02

Error message

Actual Hours for Off the Job Training must be returned

Rationale and guidance

This error triggers for apprenticeship learners who started on or after August 2019, the error will trigger where a learner has been recorded in the ILR as completed but the actual hours field has not been returned. This is a mandatory field for Apprenticeships under funding model 36 to ensure that the off the job training policy is followed. To clear the error please correctly record the hours for all completed apprentices.