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The new learner process explained in this page is a new and improved version of the old process. With the new process, you can create a learner much quicker and do not have to enter all the required data in one go. If you have any problems with the new process, you can still use the Old New Learner Process by selecting Actions > Create (classic) from the learner list. Please Get in Touch with us to report any problems with the new process. We expect to remove the old new learner process soon after the 7th December 2021in early February 2022. |
The new learner process is made up of two processes. The first will check for matching records then create a basic learner record with a Partial Entry status. After the partial entry learner has been created, you can return to the learner and complete the data entry to create a full record.
Creating a Partial Entry Learner
Selecting Actions > Create (Beta) from the Learner List will begin the new learner process. This process is made up of two sections.
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If you choose to go Back a stage, the data entered in the current stage will not be saved. |
Learner Basics
In the Learner Basics section, you can enter the following details:
First Names
Surname
Email
Sex
Date of Birth – Selecting this field will open a calendar date selector.
National Insurance Number
Learner Reference Number – This number is used for internal purposes only. You can either leave Auto Generate switched on to have PICS generate a number when the learner is created, or switch it off and enter your own number manually.
LRS Unique Learner Number – If you are licensed for LRS Integration, you can download this number from the LRS tab once the learner has been created.
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Potential Matches
As you enter details in the Learner Basics tab, the Potential Matches section underneath will be looking for learner records that may be duplicates. For each potential match, the following details are shown:
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If you need more information, selecting the eye icon will open the learner’s full Learner Summary. If the learner is a duplicate record, you can select the Create New Episode icon to instead create a new episode of learning linked to the existing learner record. If not, continue the process as normal to create a new learner record.
Select Programme
In the next section, you can enter some basic programme details for the new learner. The following details are available:
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Once you have entered the programme details, selecting Next will save the new learner with a Partial Entry status.
Completing Data Entry
After saving the partial entry learner, you will be taken to the full new learner process explained below. However, if necessary, you can Cancel the process until you have the necessary information for the learner. Once you are ready to complete the data entry, find the partial entry learner in the Learner List and select … > Complete Data Entry to re-open the new learner process.
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Partial entry learners will not normally be shown in the learner list. To view them, you will need to select More > System Status to add a new filter to the list, then add Partial Entry to the new filter. After searching, your partial entry learners will be available to view. |
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Entering Full Learner Details
The next part of the process is where you can enter the rest of the necessary learner details to create a full learner record. You can use the Next and Back buttons to move between steps.
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If you choose to go Back a stage, the data entered in the current stage will not be saved. |
Learner Details
In this section you can enter the following personal details for the learner:
Title
Ethnicity
Phone Number
Mobile Number
Email
Address – 4 address field are available.
Postcode
Postcode prior to Enrolment – You can switch on Same as Postcode to default this field to the current postcode.
Prior Attainment Level
Disability (Self Assessed)
LLDDs – Here you can search the list for any Learning Difficulties or Disabilities (LLDDs) the learner considers themselves to have.
Primary LLDD – Here you can add one of the LLDDs specified above as the primary LLDD.
ILR Restricted Use Indicator (RUI) – Here you can specify what methods of contact are allowed between the learner and the ESFA.
ILR Preferred Method of Contact (PMC) – Here you can specify the learner’s preferred method of contact between themselves and the ESFA.
Allowed Contact Method – Here you can specify what methods of contact are allowed between the learner and their provider.
Preferred Contact Method – Here you can specify the learner’s preferred method of contact between themselves and their provider.
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Employment Details
In this section you can enter the following employment details for the learner’s employment status Prior to Enrolment:
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Employment Status
Employment Status Change Date – This is the date that the status above came into effect. Selecting this will open a calendar date selector.
Previous Education Indicator
Benefit Status
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Programme Details
If you have chosen a Qualification Plan for the learner, the top of this section will display some of the details populated from the plan data.
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Source of Funding (SOF)
Apprenticeship Contract Type (ACT) – Here you can specify whether the learner’s programme is funded by a Levy Employer, Non-Levy Employer, or the ESFA.
Planned Off-the-Job (OTJ) Hours
Restarting Programme (RES) – Here you can indicate whether the learner is restarting an earlier programme.
Eligibility for Enhanced Funding (EEF)
Main Qualification – Here you can search the drop-down menu for a Qualification to set as the main qualification.
Apprenticeship Standard/Framework – Depending on the Programme, here you can specify the learner’s Standard or Framework.
Delivery Location Postcode Source – If the delivery location postcode does not correspond to any of the options in the drop-down menu, you can select Enter Postcode and enter it manually in the field below.
Learning Expected End Date – Selecting this will open a calendar date selector.
Programme Expected End Date – Selecting this will open a calendar date selector.
Subcontractor – If the learner’s programme is being delivered by a subcontracted provider, you can search the drop-down menu here for an Organisation with the role Subcontractor to link as the subcontractor.
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Apprenticeship Costs
In this section you can enter the following financial details for both Training and Assessment:
Total Negotiated Price
Employer Contribution
Lump Sum – This is the first initial payment. You can specify the value of the payment as well as how far after the Programme Start Date it will be paid.
Remaining Every/Over X Payments – Here you can specify how the rest of the price will be paid. The Remaining Every fields are used to control the frequency of the remaining payments, while the Over X Payments field controls how many payments will be made after the lump sum. The value of each payment will be calculated by sharing the remaining cost evenly over each remaining payment.
EPA Organisation – In the Assessment section you can also search this drop-down menu for an Organisation with the role EPA Organisation to link as the learner’s End Point Assessment (EPA) Organisation.
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Additional Details
In this section you can enter the following details for the learner:
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Once you are finished in this section, select Complete to save the new learner and remove the Partial Entry status.
Completed Page
Once you have selected Complete in the Additional section, you will be taken to the final completed tab. This tab will confirm that the new learner has been created and show links to the three main areas of the new learner record:
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