Once a learner's programme has come to an end, you will need to update their record. If the learner is only suspending their programme, you will need to use the separate Break in Learning process instead.
ILR Leaver details are often completed in the reverse order to entering starts. You should finish each Learning Aim first (including programme aims), then enter Destination and Progression (D&P) information, and finally finish the Episode. For apprenticeships you should also check the Payment Records to ensure that any employer contributions have been entered and processed. Remember that the ESFA will not pay for completions unless the employer contributions have been recorded in full as paid.
Several different methods are available in PICSWeb to end a
Edit each aim separately to record the end details, then add the D&P record, then edit and finish the episode separately. Available for all learners and in all circumstances. This is particularly appropriate when different dates and completion codes need to be applied to some or all aims and the episode, or where all details are not known at the same time.
Use a dedicated process to finish all open aims and the episode for a learner with the same dates and codes. The D&P records are still entered separately.
PICS has two processes, both of which give a capture screen for fields to be updated on all current, open aims including end date, completion status, outcome code, withdrawal reason. A list of the aims to be updated is given at the bottom of the page (note that any aims already having an end date are not updated).Start an EPA period (for Apprenticeship Standards only). You enter the Last Day in Learning, Actual Off-the Job Hours, and select the EPAO. This will update as below,
All live ILR component aims will be finished with the same dates and Completion Status = 2 Completed and Outcome = 1 Achieved.
(Note: any ILR aims starting after the Last Day in Learning are untouched. Non-ILR aims are also unaffected)The latest programme aim will have Completion Status = 1 Continuing and Outcome = 8 Not Yet Known.
PICS Episode End details are not affected.
End an Episode (all learners). You enter all fields relating to the end of programme including Episode End Date, Achievement Date, Completion Status, Outcome, Withdrawal Reason. Particularly useful for withdrawals and can also be used for Standards after the Start EPA process. This will update as below:
All live ILR aims (including the programme aim) will be finished with the dates and codes selected.
(Note: any ILR aims starting after the Episode End Date are untouched. Non-ILR aims are also unaffected)PICS Episode End details will be finished with the date and codes selected.
These processes should not be used where, for example, component aims need to be recorded with different dates or codes to the main programme aim (use option 1 in this case).
INTERNAL NOTE: I think we'll need separate pages linked from above to explain each process. The detail below could then be moved to a new page about finishing the episode.
Once all aims are finished and the D&P records entered, you can finish the episode in PICS. Until this is done the learner record will be treated as live in PICS regardless of the status of the ILR.
In the learner's ILR Summary select the PICS Episode End tab. If no episode end details have been entered, a button to End Now will be available.
Clicking this button will open a window where you can enter the following episode end details. Any user-defined programme end fields will also be shown in this window, indicated by a 
icon.
Actual End date – Selecting this field will open a calendar date selector.
End Type
Provider End Code – The user-defined values available here are provider-defined codes to indicate how the learner ended their programme. These codes can be maintained by a database administrator in the Provider End Codes section of List and Type Configuration.
Provider Destination – The user-defined values available here are provider-defined codes to indicate the learner's destination after their programme. These codes can be maintained by a database administrator in the Provider Destination Codes section of List and Type Configuration. These codes do not affect the ILR-specified Destination & Progression, which will have to be completed separately in the Destination and Progression tab in the Learner ILR Summary.
Once you have entered the necessary details, click Save. The following changes will be made to the main details section of their Learner ILR Summary:
Their PICS Programme Status will change to Ended.
The specified date will be set as their PICS Programme Actual End Date.
The specified End Type will be added to their Start and End Type field.