Learner Import Specification in PICSWeb

Owned by Joe Robson (Unlicensed), created
Last updated: May 10, 2024 by Harry KempVersion comment
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Instructions on using this specification to create an import file are available in Uploading a New Import File.

A CSV or XLSX file import can be used to import Learner data from other data sources. The table below shows what types of imports are available for learners.

Supported Options

 

CSV file format accepted

XLSX file format accepted

User Defined Fields supported

Record Handling

 

Single record in file

User redirected to the New Learner window

Multiple records in file

File added to the Import List with a status of Pending

Further information is also available on the following:

Column Name

Required?

Format

Example

Notes

Column Name

Required?

Format

Example

Notes

FIRSTNAME

 

string

Roberta

 

PREFFIRSTNAME expected mid October 2023

 

string

Ro

Preferred First Name

SURNAME

 

string

Smith

 

PREV_SURNAME

 

string

Jones

 

SEX

 

string

 

1: Male
2: Female
M: Male
F: Female

ETHNICORIGIN

 

numeric

33

ILR Ethnicity
https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/Ethnicity

TITLE

 

numeric

4

1: Mr

2: Mrs

3: Miss

4: Ms

5: Dr

6: Rev

7: Hon

8: Mx

9: Other

BIRTHDATE

 

date

13/03/2003

 

NINUMBER

 

string

JB010101A

 

PHOTOFILEID

 

File GUID

 

Must be an existing PICS File GUID

MIAP_ULN

 

numeric

100000009

LRS Unique Learner Number (ULN)

MIAP_FPN_SEEN

 

numeric

 

LRS Ability to Share / Privacy Notice seen

0 - No seen
1 - Seen

MIAP_PREFNAME

 

string

 

LRS Preferred Name

MIAP_VERIFTYPE

 

numeric

 

LRS Identity Verification Type
0 - None Provided
1 - Relationship with school
2 - Passport
3 - Driving licence
4 - ID Card
5 - National Insurance card
6 - Certificate of Entitlement to Funding
7 - Bank credit/debit card
999 - Other (please specify in MIAP_VERIFTEXT)

MIAP_VERIFTEXT

 

string

 

LRS Identity Verification Type Other details

PROV_ID

 

string

 

Provider Assigned Internal Identifier

LSC_ULIN

 

string

COB1234455

ILR Learner Reference Number

TAG_IDS

 

string

 

INTERNAL USE ONLY
pcTagList RecGUID values * separated

TAG_NAMES

 

string

April 2022*Engineers*

Names of the tags to create * separated

ADDR1

 

string

Flat A

First line of Home Address

ADDR2

 

string

123 Acacia Avenue

Second line of Home Address

ADDR3

 

string

Suburb

Third line of Home Address

ADDR4

 

string

Townville

Fourth line of Home Address

POSTCODE

 

string

TO1 1WN

Home Postcode

L17POSTCODE

 

string

TO1 1WN

Home Postcode prior to enrolment

PHONE

 

numeric

01603492620

Home Phone number

MOBILEPHONE

 

numeric

07799000001

Mobile Phone number

EMAIL

 

string

bob@here.com

 

NOKNAME

 

string

A Smith

Next of Kin Name

NOKREL

 

string

Parent

Next of Kin Relationship

NOKPHONE

 

string

01603492620

First Next of Kin Phone Number

NOKPHONE2

 

string

07799000002

Second Next of Kin Phone Number

NOKEMAIL

 

string

asmith@home.com

Next of Kin Email Address

CONT_METH

 

string

PETS

Allowed Contact Methods between Provider & Learner
Any combination of the following codes:
E: Email
P: Post

T: Telephone
S: SMS

PREF_CONTACT_METH

 

string

E

Preferred Contact Method between Provider & Learner
One of the codes in Allowed Contact Methods

SITE

 

string

 

PICS Internal Site code

CLIENT_ID

 

string

 

Learner Internal Client structure Identifier. Used when importing new Episodes for an existing Learner

ULIN_ID

 

string

 

Learner Internal Learner Reference Number structure Identifier. Used when importing new Episodes for an existing Learner Reference

PICS_APIDENT

 

string

 

Source Applicant Identifier for linking between an existing Applicant and a Learner

RISKLEVEL

 

string

 

Learner Risk Level

1: High

2: Medium

3: Low

QUALPLAN

 

string

 

PICS Qualification Plan code

ILR_SELF_DISAB

 

string

2

ILR Learner’s Self Assessed Disability status https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/LLDDHealthProb

ALL_LLDD

 

string

12*13*96

ILR LLDD codes https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LLDDandHealthProblem/field/LLDDCat

PRIMARY_LLDD

 

string

12

ILR Primary LLDD
One of the code specified in ALL_LLDD

RUI

 

string

67

ILR Restricted Use Indicator https://guidance.submit-learner-data.service.gov.uk/21-22/ilr/entity/ContactPreference/field/ContPrefType/attribute/RUI

L52

 

string

456

ILR Preferred Method of Contact https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ContactPreference/field/ContPrefType/attribute/PMC

L34A

 

string

36

ILR Learner FAM - Learner Support Reason 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/LSR

L34B

 

string

 

ILR Learner FAM - Learner Support Reason 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/LSR

L34C

 

string

 

ILR Learner FAM - Learner Support Reason 3 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/LSR

L34D

 

string

 

ILR Learner FAM - Learner Support Reason 4 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/LSR

L31

 

numeric

 

ILR Learner - Learning Support https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/ALSCost

DLA

 

numeric

 

ILR Learner FAM - Disabled Students Allowance https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/DLA

ACCOM

 

numeric

 

ILR Learner Accommodation https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/Accom

L40A

 

numeric

 

ILR Learner FAM - National Learner Monitoring 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/NLM

L40B

 

numeric

 

ILR Learner FAM - National Learner Monitoring 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/NLM

L42A

 

numeric

 

ILR Learner - Provider Specified Monitoring 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecLearnerMonitoring/field/ProvSpecLearnMon

L42B

 

numeric

 

ILR Learner - Provider Specified Monitoring 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecLearnerMonitoring/field/ProvSpecLearnMon

MCF

 

numeric

 

ILR Learner - Maths Condition of Funding https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/MCF

ECF

 

numeric

 

ILR Learner - English Condition of Funding https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/ECF

EHC

 

numeric

 

ILR Learner FAM - Education Health Care plan https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerFAM/field/LearnFAMType/attribute/EHC

GCSE_ENG_GRADE

 

alphanumeric

 

ILR Learner - English GCSE Grade https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/EngGrade

GCSE_MATH_GRADE

 

alphanumeric

 

ILR Learner - Maths GCSE Grade https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/MathGrade

PRIOREDU

 

numeric

 

ILR Learner - Prior Attainment (to 2020)
https://guidance.submit-learner-data.service.gov.uk/previous/20-21/ilr/field/priorattain

PRIORATTAINMENT 

 

numeric

03

ILR Learner - Prior Attainment Level
https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/PriorAttain/field/PriorLevel

PRIORATTAINMENTDATE

 

date

31/08/2021

ILR Learner - Prior Attainment Level Applied from Date
https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/PriorAttain/field/DateLevelApp

DELIV_LOC_SOURCE

 

numeric

E

Delivery Location/Postcode Source

1: From “DELIV_LOC_SOURCE_POSTCODE” field

2: Home Postcode

3: Specific Organisation - specify code in “DELIV_LOC_ORGCODE“ field
4: Same as Employer

5: Same as Provider

DELIV_LOC_ORGCODE

 

PICS Organisation Code

 

Delivery Location Organisation

DELIV_LOC_POSTCODE

 

Postcode

 

Delivery Location Postcode

PROG_START

 

date

 

Start of Programme

LRN_EXPEND

 

date

 

Expected End of Learning Portion of Apprenticeship

PROG_EXPEND

 

date

 

Expected End of Programme

MAINAIMREF

 

alphanumeric

 

Qualification Reference code for the main aim of Learning

MAINAIM_OTHERFUNDADJ

 

numeric

 

Other Funding Adjustment to apply to the Main ILR Component Aim

https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/OtherFundAdj

DAS_COHORT

 

alphanumeric

 

Apprenticeship Service Cohort Reference

DAS_STATUS

 

numeric

 

Apprenticeship Service Status

0 - Non-AS
1 - AS Eligible
2 - Ready for AS
3 - Sent to AS
4 - On AS

DAS_RPL_IDENTIFIED

 

 

string

Y

Apprenticeship Service Recognised Prior Learning - used in the Apprenticeship Service Bulk Upload

https://www.gov.uk/government/publications/apprenticeship-service-bulk-upload-specification
Y - Yes
N - No

DAS_TRAININGHOURSREDUCTION

 

 

 

Apprenticeship Service Off-the-job training reduced due to prior learning - used in the Apprenticeship Service Bulk Upload

https://www.gov.uk/government/publications/apprenticeship-service-bulk-upload-specification

DAS_TOTALTRAININGHOURS

 

number

 

Apprenticeship Service Total off-the-job hours for the apprenticeship standard - used in the Apprenticeship Service Bulk Upload

https://www.gov.uk/government/publications/apprenticeship-service-bulk-upload-specification

DAS_DURATIONREDUCED

 

number

 

Apprenticeship Service Duration Reduced by Weeks - used in the Apprenticeship Service Bulk Upload

https://www.gov.uk/government/publications/apprenticeship-service-bulk-upload-specification

DAS_PRICEREDUCED

 

number

1250

Apprenticeship Service Price Reduced by £s - used in the Apprenticeship Service Bulk Upload

https://www.gov.uk/government/publications/apprenticeship-service-bulk-upload-specification

CONTRACT

 

PICS Contract Code

 

PICS Contract

SCHOOL_ORGCODE

 

PICS Organisation Code

 

Creates a Learner “School“ Placement record with the same Start and Expected End dates as the Learner Episode

COLLEGE_ORGCODE

 

PICS Organisation Code

 

Creates a Learner “College“ Placement record with the same Start and Expected End dates as the Learner Episode

PLANLRNHRS_2021

 

numeric

 

ILR Planned Learning Hours for ILR Year 2021/22 https://guidance.submit-learner-data.service.gov.uk/21-22/ilr/entity/Learner/field/PlanLearnHours

PLANEEPHRS_2021

 

numeric

 

ILR Planned EEP Hours for ILR Year 2021/22 https://guidance.submit-learner-data.service.gov.uk/21-22/ilr/entity/Learner/field/PlanEEPHours

PLANLRNHRS_2022

 

numeric

 

ILR Planned Learning Hours for ILR Year 2022/23 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/PlanLearnHours

PLANEEPHRS_2022

 

numeric

 

ILR Planned EEP Hours for ILR Year 2022/23 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/PlanEEPHours

PLANLRNHRS_2023

 

numeric

 

ILR Planned Learning Hours for ILR Year 2023/24 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/PlanLearnHours

PLANEEPHRS_2023

 

numeric

 

ILR Planned EEP Hours for ILR Year 2023/24 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/Learner/field/PlanEEPHours

JOBTITLE

 

string

Senior Software Developer

This will be applied to any Employer/Work placement records created

BKSB_USERNAME

 

string

 

Learner’s bksb username or User ID

SMARTASSESSOR_ID

 

string

d053223cd2fa46479a6e30923a2c20c6

Learner’s Smart Assessor User ID

ILR Employment - Before Enrolment

Column Name

Required?

Format

Example

Notes

Column Name

Required?

Format

Example

Notes

PRIOR_EMPSTAT_CODE

 

numeric

 

ILR Employment - Status before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerEmploymentStatus/field/EmpStat

PRIOR_EMPSTAT_DATE

 

date

 

ILR Employment - Date Status before Enrolment Applies https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerEmploymentStatus/field/DateEmpStatApp

PRIOR_EMPSTAT_LOE

 

numeric

 

ILR Employment - Length of Employment before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/LOE

PRIOR_EMPSTAT_SEI

 

numeric

 

ILR Employment - Self Employment Indicator before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/SEI

PRIOR_EMPSTAT_EII

 

numeric

 

ILR Employment - Employment Intensity Indicator before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/EII

PRIOR_EMPSTAT_BSI

 

numeric

 

ILR Employment - Benefits Status Indicator before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/BSI

PRIOR_EMPSTAT_SEM

 

numeric

 

ILR Employment - Small Employer before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/SEM

PRIOR_EMPSTAT_LOU

 

numeric

 

ILR Employment - Length of Unemployment before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/LOU

PRIOR_EMPSTAT_PEI

 

numeric

 

ILR Employment - Previous Education Indicator before Enrolment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/PEI

PRIOR_EMPSTAT_OET1

 

numeric

 

ILR Employment - Other Employment Type 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/OET

PRIOR_EMPSTAT_OET2

 

numeric

 

ILR Employment - Other Employment Type 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/OET

PRIOR_EMPSTAT_EMPCODE

 

PICS Organisation Code

 

ILR Employment - Employer before Enrolment
If this field is not provided the PRIOR_EMPSTAT_EMPNAME, PRIOR_EMPSTAT_EMPPOSTCODE and PRIOR_EMPSTAT_EMPEDRS fields are used to find a matching Organisation record. If no match is found a new record is created using the other PRIOR_EMPSTAT_EMP??? fields provided

PRIOR_EMPSTAT_EMPNAME

 

alphanumeric

 

Employer Name - used for matching

PRIOR_EMPSTAT_EMPADDR1

 

alphanumeric

 

Employer Address - Line 1

PRIOR_EMPSTAT_EMPADDR2

 

alphanumeric

 

Employer Address - Line 2

PRIOR_EMPSTAT_EMPADDR3

 

alphanumeric

 

Employer Address - Line 3

PRIOR_EMPSTAT_EMPADDR4

 

alphanumeric

 

Employer Address - Line 4

PRIOR_EMPSTAT_EMPADDR5

 

alphanumeric

 

Employer Address - Line 5

PRIOR_EMPSTAT_EMPPHONE

 

numeric

 

Employer Phone

PRIOR_EMPSTAT_EMPEMAIL

 

alphanumeric

 

Employer Email Address

PRIOR_EMPSTAT_EMPPOSTCODE

 

Postcode

 

Employer Postcode - used for matching

PRIOR_EMPSTAT_EMPEDRS

 

numeric

 

Employer EDS Registration Number - used for matching
https://esfahelp.education.gov.uk/hc/en-gb/articles/360014179980-Using-the-Employer-Data-Service-EDS-to-find-an-Employer-Registration-Number-ERN-

PRIOR_EMPSTAT_AGREEMENT_ID

 

6 alphanumeric

 

Employer Apprenticeship Service Agreement ID. Used for AS Bulk exports

ILR Employment - Change on/after Start