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Student record 2018/19 (C18051): Annual update - Supplementary ILR related outcomes

This document supplements and extends our previous account of updates to the Student Record.

New Fields

Software Supplier Aim Identifier

This field is mandatory and captures a system-generated globally unique identifier for the learning aim. HESA will automatically generate this for providers who use the system to generate an ILR file. This was previously an optional field however is now mandatory for 2018/19.

Campus Identifier

This new field identifies a campus within a college group, which is no longer a separate legal entity but previously operated as an incorporated college with a UKPRN. This should only be returned where a provider has been notified that they can use this field. The ESFA will give providers the identifier to use.

Off-the-job Training Hours

This new field captures the cumulative total of actual off-the-job training hours (as defined in the funding rules) delivered to date, to the individual apprentice, in the academic year by the training provider, sub-contracted training providers and the employer. This field will be optional and should be recorded to the nearest whole hour. The field should be updated monthly.

Agreement Identifier

This new field associates an apprentice to a legal entity within an employer’s apprenticeship account. This field must be recorded for all learners who have an apprenticeship program funded through a contract for services with the employer. This field is returned in the learner employment status entity, with the start date of the apprenticeship programme.  If the agreement ID changes through the lifetime of the programme a new status record must be added with the changed agreement ID. For example, if the employer changes. This field should not be confused with the employer’s account ID.

Change in Valid Entries

Withdrawal Reason

A new code will be added to this field for 2018/19:

47 – Learner has transferred to another provider due to merger

Engagement Withdrawal Reason

A new code will be added to this field for 2018/19:

47 – Learner has transferred to another provider due to merger

Employment status monitoring

The valid combinations of Employment status monitoring code (ESMCODE) and Employment status monitoring type (ESMTPYE) have changed for 2018/19.

The following code combinations will be removed:

ESM type

ESM code

Description

EII

1

Learner is employed for 16 hours or more per week 

EII

2

Learner is employed for less than 16 hours per week 

EII

3

Learner is employed for 16 - 19 hours per week 

EII

4

Learner is employed for 20 hours or more per week 

 

These will be replaced with:

ESM type

ESM code

Description

EII

5

Learner is employed for 0 to 10 hours per week 

EII

6

Learner is employed for 11 to 20 hours per week 

EII

7

Learner is employed for 21 to 30 hours per week 

EII

8

Learner is employed for 30+ hours per week 

 

Learning Delivery Funding and Monitoring Code

A new valid code combination has been added for 2018/19:

FAM Type FAM code Description
LSF 2 - 11 Unassigned

A valid code description has been amended for 2018/19:

FAM Type

FAM code

Description

EEF

4

Entitlement to extended funding for apprentices 

 

This has removed ‘aged 19 to 24’ from the description.

Contact Preference

The valid combinations of Contact preference code (CONTPREFCODE) and Contact preference type (CONTPREFTYPE) have changed for 2018/19.

The following code combinations will be removed:

CONTPREFTYPE

CONTPREFCODE

Definition

RUI

1

Learner does not wish to be contacted about courses or learning opportunities

RUI

2

Learner does not wish to be contacted for survey and research

PMC

1

Learner does not wish to be contacted by post

PMC

2

Learner does not wish to be contacted by telephone

PMC

3

Learner does not wish to be contacted by e-mail

 

The following code combinations will be added:

CONTPREFTYPE

CONTPREFCODE

Definition

RUI

6

Learner agrees to be contacted about courses or learning opportunities

RUI

7

Learner agrees to be contacted for survey or results

PMC

4

Learner agrees to be contacted by post

PMC

5

Learner agrees to be contacted by telephone

PMC

6

Learner agrees to be contacted by e-mail

 

Change in Guidance

Contact Preference

There will be a change in guidance on both the Contact Preference entity and the 2 fields (Contact Preference Type and Contact Preference Code) to ensure that contact preference is on an opt-in basis as opposed to an opt-out basis.

Work Placement Employer Identifier

Guidance update to include the following :

A value of 999999999 can be used temporarily (within 60 days of the work placement start date until the employer number is known. To obtain a new employer number, contact the EDS help desk on either 01242 545 346 or by mailing Sde.servicecent[email protected].

Learning Delivery Funding and Monitoring

As per the version 3 update to the ILR specification for 2018 to 2019, the collection requirements for information reporting against the Household situation indicator has been expanded to include Non-levy funded apprenticeships. The following guidance will also be added in under the Household Situation section:

  • This is collected for non-levy funded apprenticeships that start on or after 1 August 2018 and is collection at the point of enrolment.
  • This data is not collected where a levy funding apprenticeship (ACT1) changes employer to become non-levy funded (ACT2)