How do you go about making changes to what a learner is registered against on the ILR?
I had previously recorded a learner as doing all three functional skills as she had no exemptions. However, she was just finishing off another qualification whilst enrolling on this one and has since passed Maths and English. What do I do about this? as obviously we will have been drawing funds down for this. How do I make the change? Any help would be greatly appreciated!
SarahJuly 12, 2018 at 9:56 am #271619
Not sure I understand ‘has since passed Maths and English’ as should not have been on any other funding stream at the same time as undertaking an Apprenticeship.
As long as the aims are in the current year you could leave them out of the final (R12) return for the year, most MI systems allow you to do this by excluding the aim from the ILR.
HTHJuly 12, 2018 at 10:39 am #271656
This learner had previously done a health and social care qualification and understood that she had completed. Her previous training provider then made her sit the functional skills at the end which she wasn’t aware she had to do. We were not aware of this qualification and it wasn’t on the learner record service. She had since then signed up with ourselves for a different qualification where functional skills are required and told us she had no exemptions at that time, but now her passes have shown up on the LRS along with her health and social care qualification.
So I can just delete the functional skills entries against her? I assume we will then have to pay back any money that has been paid to us against these aims?
SarahJuly 12, 2018 at 10:47 am #271662
It is not normal practice to delete the records you should just exclude them from the ILR in R12, this will automatically recalculate the funding due for these aims for the current year and this will be shown as a negative amount in R12 balancing the years payments to zero.July 12, 2018 at 11:02 am #271667
How do I exclude without deleting the entry? Sorry if I am being daft here……July 12, 2018 at 11:07 am #271672
Most ILR systems have a facility to exclude aims from the ILR but if yours does not then you can delete them.July 12, 2018 at 11:23 am #271676
I just use the ILR entry tool, we do not have our own systemJuly 12, 2018 at 11:29 am #271678
That does not have a facility to exclude individual aims so you will need to delete them.
You can only exclude at the learner level (tick box against each learner) but you would only use this where a learner did not start and you need to exclude the whole record from the ILR.
HTHJuly 12, 2018 at 11:47 am #271690
Thanks Martin, that makes sense
Thank youJuly 12, 2018 at 12:07 pm #271696
If you delete the aim, you would then lose any funding drawn down already. You may have been working towards the FS and incurred staff/resource/awarding body fees. If you withdraw the learner for that particular aim, on the date the certificate was passed to you, you would retain the funding up to that time.
Just throwing my two pennyworth in. I thought you couldn’t delete any learning aim once it had gone through the Hub.
SueJuly 19, 2018 at 3:58 pm #273775
have you read the original post!July 19, 2018 at 4:01 pm #273778
I wouldn’t delete a record. You have the learner self declaration at the start to show you originally needed to register for FS. We would also have a copy of the PLR scanned from that date to confirm this.
I would however put the correct the end date and input as withdrawn from the aim with no achievement to whenever you were made aware that the qualification had already been achieved.July 20, 2018 at 8:58 am #273901
I would agree that where a learner is unable to produce the certification for an exemption then you can claim up to the point you obtain the evidence, but this is a different situation where the learner was already undertaking and achieved the aim with another provider at the same time.
As it is a requirement that providers ascertain that Apprentices are not studying at another institution and this has resulted in the Provider not wishing to claim to prevent a double funding situation, the correct method of correcting this is not to return the record in the ILR.July 20, 2018 at 9:29 am #273921
I seem to have started a discussion here!
If I can just clarify, we did not know this learner was on another funded qualification. She did not declare it and there was no record on the Learner Record service to show she was currently in learning
I have deleted the entry for the functional skills as Martin suggested, so will more than likely have money taken back, but hey ho!
SarahJuly 20, 2018 at 9:50 am #273936
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