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Learner Import Specification in PICSWeb

Learner Import Specification in PICSWeb

Owned by Joe Robson (Unlicensed), created
Last updated: Apr 15, 2025 by Michael Smith
13 min read

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

Data Type

FIeld Length

Column Name

Required?

Format

Example

Notes

Data Type

FIeld Length

FIRSTNAME

 

string

Roberta

 

String

100

PREFFIRSTNAME

 

string

Ro

Preferred First Name

String

30

SURNAME

 

string

Smith

 

String

100

PREV_SURNAME

 

string

Jones

 

String

30

SEX

 

string

 

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

String

1

ETHNICORIGIN

 

numeric

33

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

String

2

TITLE

 

numeric

4

1: Mr

2: Mrs

3: Miss

4: Ms

5: Dr

6: Rev

7: Hon

8: Mx

9: Other

String

1

BIRTHDATE

 

date

13/03/2003

 

DateTime

 

NINUMBER

 

string

JB010101A

 

String

9

PHOTOFILEID

 

File GUID

 

Must be an existing PICS File GUID

String

32

MIAP_ULN

 

numeric

100000009

LRS Unique Learner Number (ULN)

String

10

MIAP_FPN_SEEN

 

numeric

 

LRS Ability to Share / Privacy Notice seen

0 - No seen
1 - Seen

String

1

MIAP_PREFNAME

 

string

 

LRS Preferred Name

String

35

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)

String

3

MIAP_VERIFTEXT

 

string

 

LRS Identity Verification Type Other details

String

255

PROV_ID

 

string

 

Provider Assigned Internal Identifier

String

20

LSC_ULIN

 

string

COB1234455

ILR Learner Reference Number

String

12

TAG_IDS

 

string

a1a1a1a1a1a1a1a1a1a1a1a1a1a1a1a1*b2b2b2b2b2b2b2b2b2b2b2b2b2b2b2b2*

INTERNAL USE ONLY
pcTagList RecGUID values * separated.

A list of guids separated by an *. Each guid must be 32 chars long

String

∞

TAG_NAMES

 

string

April 2022*Engineers*

A list of tags to create separated by an *.

String

∞

ADDR1

 

string

Flat A

First line of Home Address

String

50

ADDR2

 

string

123 Acacia Avenue

Second line of Home Address

String

50

ADDR3

 

string

Suburb

Third line of Home Address

String

50

ADDR4

 

string

Townville

Fourth line of Home Address

String

50

POSTCODE

 

string

TO1 1WN

Home Postcode

String

8

L17POSTCODE

 

string

TO1 1WN

Home Postcode prior to enrolment

String

8

PHONE

 

numeric

01603492620

Home Phone number

String

18

MOBILEPHONE

 

numeric

07799000001

Mobile Phone number

String

18

EMAIL

 

string

bob@here.com

 

String

100

NOKNAME

 

string

A Smith

Next of Kin Name

String

30

NOKREL

 

string

Parent

Next of Kin Relationship

String

30

NOKPHONE

 

string

01603492620

First Next of Kin Phone Number

String

15

NOKPHONE2

 

string

07799000002

Second Next of Kin Phone Number

String

15

NOKEMAIL

 

string

asmith@home.com

Next of Kin Email Address

String

100

CONT_METH

 

string

PETS

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

T: Telephone
S: SMS

String

5

PREF_CONTACT_METH

 

string

E

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

String

1

SITE

 

string

 

PICS Internal Site code

String

10

CLIENT_ID

 

string

 

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

String

5

ULIN_ID

 

string

 

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

String

5

PICS_APIDENT

 

string

 

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

String

5

RISKLEVEL

 

string

 

Learner Risk Level

1: High

2: Medium

3: Low

String

1

QUALPLAN

 

string

 

PICS Qualification Plan code

String

10

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

String

1

ALL_LLDD

 

string

12*13*96

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

String

75

PRIMARY_LLDD

 

string

12

ILR Primary LLDD
One of the code specified in ALL_LLDD

String

2

RUI

 

string

67

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

String

3

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

String

4

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

String

2

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

String

2

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

String

2

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

String

2

L31

 

numeric

 

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

Int

 

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

String

1

ACCOM

 

numeric

 

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

String

1

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

String

3

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

String

3

L42A

 

numeric

 

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

String

20

L42B

 

numeric

 

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

String

20

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

String

1

GCSE_ENG_GRADE

 

alphanumeric

 

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

String

4

GCSE_MATH_GRADE

 

alphanumeric

 

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

String

4

PRIOREDU

 

numeric

 

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

String

2

PRIORATTAINMENT 

 

numeric

03

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

String

2

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

DateTime

 

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

String

1

DELIV_LOC_ORGCODE

 

PICS Organisation Code

 

Delivery Location Organisation

String

6

DELIV_LOC_POSTCODE

 

Postcode

 

Delivery Location Postcode

String

8

PROG_START

 

date

 

Start of Programme

DateTime

 

LRN_EXPEND

 

date

 

Expected End of Learning Portion of Apprenticeship

DateTime

 

PROG_EXPEND

 

date

 

Expected End of Programme

DateTime

 

MAINAIMREF

 

alphanumeric

 

Qualification Reference code for the main aim of Learning

String

8

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

Short

 

DAS_COHORT

 

alphanumeric

 

Apprenticeship Service Cohort Reference

String

20

DAS_STATUS

 

numeric

 

Apprenticeship Service Status

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

String

1

DAS_RPL_IDENTIFIED

 

 

string

Y

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

Apprenticeship service bulk upload specification
Y - Yes
N - No

String

1

DAS_TRAININGHOURSREDUCTION

 

number

 

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

Apprenticeship service bulk upload specification

Short

 

DAS_TOTALTRAININGHOURS

 

number

 

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

Apprenticeship service bulk upload specification

Short

 

DAS_DURATIONREDUCED

 

number

 

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

Apprenticeship service bulk upload specification

Short

 

DAS_PRICEREDUCED

 

number

1250

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

Apprenticeship service bulk upload specification

Int

 

CONTRACT

 

PICS Contract Code

 

PICS Contract

String

5

SCHOOL_ORGCODE

 

PICS Organisation Code

 

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

String

6

COLLEGE_ORGCODE

 

PICS Organisation Code

 

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

String

6

PLANLRNHRS_2023

 

numeric

 

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

Short

 

PLANEEPHRS_2023

 

numeric

 

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

Short

 

PLANLRNHRS_2024

 

numeric

 

ILR Planned Learning Hours for ILR Year 2024/25 https://guidance.submit-learner-data.service.gov.uk/24-25/ilr/entity/Learner/field/PlanLearnHours

Short

 

PLANEEPHRS_2024

 

numeric

 

ILR Planned EEP Hours for ILR Year 2024/25 https://guidance.submit-learner-data.service.gov.uk/24-25/ilr/entity/Learner/field/PlanEEPHours

Short

 

PLANLRNHRS_2025

 

numeric

 

ILR Planned Learning Hours for ILR Year 2024/25 https://guidance.submit-learner-data.service.gov.uk/24-25/ilr/entity/Learner/field/PlanLearnHours

Short

 

PLANEEPHRS_2025

 

numeric

 

ILR Planned EEP Hours for ILR Year 2024/25 https://guidance.submit-learner-data.service.gov.uk/24-25/ilr/entity/Learner/field/PlanEEPHours

Short

 

SMARTASSESSOR_ID

 

string

d053223cd2fa46479a6e30923a2c20c6

Learner’s Smart Assessor User ID

Guid

 

ILR Employment - Before Enrolment

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

PRIOR_EMPSTAT_CODE

 

numeric

 

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

String

2

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

DateTime

 

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

String

2

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

String

2

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

String

2

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

String

2

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

String

2

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

String

2

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

String

2

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

String

2

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

String

2

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

String

6

PRIOR_EMPSTAT_EMPNAME

 

alphanumeric

 

Employer Name - used for matching

String

60

PRIOR_EMPSTAT_EMPADDR1

 

alphanumeric

 

Employer Address - Line 1

String

60

PRIOR_EMPSTAT_EMPADDR2

 

alphanumeric

 

Employer Address - Line 2

String

60

PRIOR_EMPSTAT_EMPADDR3

 

alphanumeric

 

Employer Address - Line 3

String

60

PRIOR_EMPSTAT_EMPADDR4

 

alphanumeric

 

Employer Address - Line 4

String

60

PRIOR_EMPSTAT_EMPADDR5

 

alphanumeric

 

Employer Address - Line 5

String

60

PRIOR_EMPSTAT_EMPPHONE

 

numeric

 

Employer Phone

String

25

PRIOR_EMPSTAT_EMPEMAIL

 

alphanumeric

 

Employer Email Address

String

100

PRIOR_EMPSTAT_EMPPOSTCODE

 

Postcode

 

Employer Postcode - used for matching

String

8

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-

String

9

PRIOR_EMPSTAT_AGREEMENT_ID

 

6 alphanumeric

 

Employer Apprenticeship Service Agreement ID. Used for AS Bulk exports

String

6

ILR Employment - Change on/after Start

Column Name

Required?

Format

Example

Notes

Date Type

Field Length

Column Name

Required?

Format

Example

Notes

Date Type

Field Length

CHANGE_EMPSTAT_CODE

 

numeric

 

ILR Employment - Status if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerEmploymentStatus/field/EmpStat

String

2

CHANGE_EMPSTAT_DATE

 

date

 

ILR Employment - Date Status if Changed on / after Start Applies https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearnerEmploymentStatus/field/DateEmpStatApp

DateTime

 

CHANGE_EMPSTAT_LOE

 

numeric

 

ILR Employment - Length of Employment if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/LOE

String

2

CHANGE_EMPSTAT_SEI

 

numeric

 

ILR Employment - Self Employment Indicator if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/SEI

String

2

CHANGE_EMPSTAT_EII

 

numeric

 

ILR Employment - Employment Intensity Indicator if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/EII

String

2

CHANGE_EMPSTAT_BSI

 

numeric

 

ILR Employment - Benefits Status Indicator if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/BSI

String

2

CHANGE_EMPSTAT_SEM

 

numeric

 

ILR Employment - Small Employer if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/SEM

String

2

CHANGE_EMPSTAT_LOU

 

numeric

 

ILR Employment - Length of Unemployment if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/LOU

String

2

CHANGE_EMPSTAT_PEI

 

numeric

 

ILR Employment - Previous Education Indicator if Changed on / after Start https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/EmploymentStatusMonitoring/field/ESMType/attribute/PEI

String

2

CHANGE_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

String

2

CHANGE_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

String

2

CHANGE_EMPSTAT_EMPCODE

 

PICS Organisation Code

 

ILR Employment - Employer if Changed on / after Start
If this field is not provided the CHANGE_EMPSTAT_EMPNAME, CHANGE_EMPSTAT_EMPPOSTCODE and CHANGE_EMPSTAT_EMPEDRS fields are used to find a matching Organisation record. If no match is found a new record is created using the other CHANGE_EMPSTAT_EMP??? fields provided

String

6

CHANGE_EMPSTAT_EMPNAME

 

alphanumeric

 

Employer Name - used for matching

String

60

CHANGE_EMPSTAT_EMPADDR1

 

alphanumeric

 

Employer Address - Line 1

String

60

CHANGE_EMPSTAT_EMPADDR2

 

alphanumeric

 

Employer Address - Line 2

String

60

CHANGE_EMPSTAT_EMPADDR3

 

alphanumeric

 

Employer Address - Line 3

String

60

CHANGE_EMPSTAT_EMPADDR4

 

alphanumeric

 

Employer Address - Line 4

String

60

CHANGE_EMPSTAT_EMPADDR5

 

alphanumeric

 

Employer Address - Line 5

String

60

CHANGE_EMPSTAT_EMPPHONE

 

numeric

 

Employer Phone

String

25

CHANGE_EMPSTAT_EMPEMAIL

 

alphanumeric

 

Employer Email Address

String

100

CHANGE_EMPSTAT_EMPPOSTCODE

 

Postcode

 

Employer Postcode - used for matching

String

8

CHANGE_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-

String

9

CHANGE_EMPSTAT_AGREEMENT_ID

 

6 alphanumeric

 

Employer Apprenticeship Service Agreement ID. Used for AS Bulk exports

String

6

ILR Programme Aim

Column Name

Required?

Format

Example

Notes

Date Type

Field Length

Column Name

Required?

Format

Example

Notes

Date Type

Field Length

OTJHOURS

 

numeric

 

ILR Learning Delivery - Planned Hours https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/PHours

Short

 

PROG_A11A

 

numeric

105

ILR Learning Delivery FAM - Source of Funding (SOF) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/SOF

String

3

PROG_ACT

 

1 alphanumeric

L

ILR Learning Delivery FAM - Apprenticeship Contract Type (ACT) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/ACT

1 or 2 as per ILR specification
L for ACT1 Levy Funded
N for ACT1 Non-Levy Funded

String

1

PROG_DELIVLOC

 

Postcode

 

ILR Learning Delivery - Delivery Location Postcode https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/DelLocPostCode

String

8

PROG_LSF

 

numeric

 

ILR Learning Delivery FAM - Learning Support Funding (LSF) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LSF

String

5

PROG_EEF

 

numeric

 

ILR Learning Delivery FAM - Eligibility for Enhanced Funding (EEF) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/EEF

String

1

PROG_HHS

 

alphanumeric

1*2

ILR Learning Delivery FAM - Household Situation (HHS) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/HHS

List of ILR HHS codes separate by an *.

String

∞

PROG_HHSA

 

numeric

1

ILR Learning Delivery FAM - Household Situation (HHS 1)

First ILR Code

String

5

PROG_HHSB

 

numeric

2

ILR Learning Delivery FAM - Household Situation (HHS 2)

Second ILR Code

String

5

PROG_RES

 

numeric

 

ILR Learning Delivery FAM - Restart Indicator (RES) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/RES

String

1

PROG_A46A

 

numeric

 

ILR Learning Delivery FAM - Learner Delivery Monitoring (LDM 1) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

PROG_A46B

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 2) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

PROG_A46C

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 3) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

PROG_A46D

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 4) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

PROG_A48A

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

PROG_A48B

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

PROG_A72A

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 3 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

PROG_A72B

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 4 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

ILR Component Aims

Multiple component aims can be included, but the last number of each column name below must be increased by 1 for each new qualification.

For example, AIMREF_1 becomes AIMREF_2 and then AIMREF_3.
There must be an AIMREF field for the other fields to be imported.

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

AIMREF_1

Yes

alphanumeric

 

ILR Learning Delivery - Learning Aim Reference https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/LearnAimRef

String

8

AIMSTART_1

 

date

 

ILR Learning Delivery - Start Date https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/LearnStartDate

DateTime

 

AIMEXPECT_1

 

date

 

ILR Learning Delivery - Planned End Date https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/LearnPlanEndDate

DateTime

 

AIMEND_1

 

date

 

ILR Learning Delivery - Actual End Date https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/LearnActEndDate

DateTime

 

AIMTYPE_1

 

numeric

 

ILR Learning Delivery - Aim Type https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/AimType

String

1

A10_1

 

numeric

 

ILR Learning Delivery - Funding Model https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/FundModel

String

2

A15_1

 

numeric

 

ILR Learning Delivery - Programme Type https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/ProgType

String

2

A11A_1

 

numeric

105

ILR Learning Delivery FAM - Source of Funding (SOF) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/SOF

String

3

ACT_1

 

alphanumeric

 

ILR Learning Delivery FAM - Apprenticeship Contract Type (ACT) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/ACT

1 or 2 as per ILR specification
L for ACT1 Levy Funded
N for ACT1 Non-Levy Funded

String

1

AIM_DELIVLOC_1

 

Postcode

NR2 1LL

ILR Learning Delivery - Delivery Location Postcode https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/DelLocPostCode

String

8

EEF_1

 

numeric

 

ILR Learning Delivery FAM - Eligibility for Enhanced Funding (EEF) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/EEF

String

1

FFI_1

 

numeric

 

ILR Learning Delivery FAM

String

1

HHS_1

 

alphanumeric

1*2

ILR Learning Delivery FAM - Household Situation (HHS) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/HHS

List of ILR HHS codes separate by an *.

String

∞

HHSA_1

 

numeric

1

ILR Learning Delivery FAM - Household Situation (HHS 1)

First ILR Code

String

5

HHSB_1

 

numeric

2

ILR Learning Delivery FAM - Household Situation (HHS 2)

Second ILR Code

String

5

RESTART_1

 

numeric

 

ILR Learning Delivery FAM - Restart Indicator (RES) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/RES

String

1

A22_1

 

numeric

100321

ILR Learning Delivery - Subcontractor UKPRN https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/PartnerUKPRN

String

8

PRIORFUNDADJ_1

 

numeric

 

ILR Learning Delivery - Funding adjustment for prior learning https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/PriorLearnFundAdj

Short

 

OTHERFUNDADJ_1

 

numeric

 

ILR Learning Delivery - Other Funding Adjustment https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDelivery/field/OtherFundAdj

Short

 

A46A_1

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 1) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

A46B_1

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 2) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

A46C_1

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 3) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

A46D_1

 

numeric

 

ILR Learning Delivery FAM - Learner Data Monitoring (LDM 4) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/LDM

String

3

A48A_1

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 1 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

A48B_1

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 2 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

A72A_1

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 3 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

A72B_1

 

alphanumeric

 

ILR Learning Delivery - Provider specified delivery monitoring 4 https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/ProviderSpecDeliveryMonitoring

String

20

AIMASSESSOR_1

 

PICS Officer Code

 

Aim Main Assessor PICS Officer

String

8

AIMIV_1

 

PICS Officer Code

 

Aim Main Internal Verifier PICS Officer

String

8

AIMEV_1

 

PICS Officer Code

 

Aim Main External Verifier PICS Officer

String

8

AIMDAM1_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM1) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

AIMDAM2_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM2) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

AIMDAM3_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM3) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

AIMDAM4_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM4) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

AIMDAM5_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM5) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

AIMDAM6_1

 

numeric

001

ILR Learning Delivery FAM - Devolved Area Monitoring (DAM6) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/LearningDeliveryFAM/field/LearnDelFAMType/attribute/DAM

String

5

Apprenticeship Costs

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

TRG_TNP

 

numeric

1000

ILR Apprenticeship Financial Record - Total Negotiate Price for Training (TNP1) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/AppFinRecord/field/AFinType/attribute/TNP

Int

 

TRG_EMP

 

numeric

50

Employer’s Contribution to Training if not levy funded

Decimal

 

TRG_EMP_START

 

numeric

40

Lump Sum of Employer’s Contribution to Training

Decimal

 

TRG_EMP_SPRD

 

alphanumeric

 

Encoding of spreading method of Employer’s Contribution to Training

String

∞

ASM_TNP

 

numeric

1000

ILR Apprenticeship Financial Record - Total Negotiate Price for Assessment (TNP2) https://guidance.submit-learner-data.service.gov.uk/22-23/ilr/entity/AppFinRecord/field/AFinType/attribute/TNP

Int

 

ASM_EMP

 

numeric

50

Employer’s Contribution to Assessment if not levy funded

Decimal

 

ASM_EMP_START

 

numeric

40

Lump Sum of Employer’s Contribution to Assessment

Decimal

 

ASM_EMP_SPRD

 

alphanumeric

 

Encoding of spreading method of Employer’s Contribution to Assessment

String

∞

ADD_EMP

 

numeric

5000

Additional Employer Price

Decimal

 

ADD_EMP_START

 

numeric

4000

Additional Employer Lump Sum

Decimal

 

ADD_EMP_SPRD

 

alphanumeric

 

Additional Employer Encoding of spreading method

String

∞

Functional Skills Initial Assessments

From the PICS release for the 2023/24 ILR Year (due mid August 2023) imports of Functional Skills Initial Assessments will require either a Level or a Result to be processed. If a date is not specified the Episode Start date will be used.

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

LIT_FIRSTASSDATE

 

date

31/08/2021

English/Literacy Initial Assessment Date

DateTime

 

LIT_FIRSTASSLEV

 

alphanumeric

D

English/Literacy Initial Assessment Level

See Code Lists

String

3

LIT_FIRSTASSRES

 

numeric

67

English/Literacy Initial Assessment Result

Double

 

NUM_FIRSTASSDATE

 

date

31/08/2021

Maths/Numeracy Initial Assessment Date

DateTime

 

NUM_FIRSTASSLEV

 

alphanumeric

D

Maths/Numeracy Initial Assessment Level

See Code Lists

String

3

NUM_FIRSTASSRES

 

numeric

67

Maths/Numeracy Initial Assessment Result

Double

 

ICT_FIRSTASSDATE

 

date

31/08/2021

ICT Initial Assessment Date

DateTime

 

ICT_FIRSTASSLEV

 

alphanumeric

D

ICT Initial Assessment Level

See Code Lists

String

3

ICT_FIRSTASSRES

 

numeric

67

ICT Initial Assessment Result

Double

 

ESOL_FIRSTASSDATE

 

date

31/08/2021

English as a Second Language Initial Assessment Date

DateTime

 

ESOL_FIRSTASSLEV

 

alphanumeric

D

English as a Second Language Initial Assessment Level

See Code Lists

String

3

ESOL_FIRSTASSRES

 

numeric

67

English as a Second Language Initial Assessment Result

Double

 

Prior Qualifications

Multiple prior qualifications can be included, but the last number of each column name below must be increased by 1 for each new qualification.

For example, PRIORQUAL_TITLECODE_1 becomes PRIORQUAL_TITLECODE_2 and then PRIORQUAL_TITLECODE_3.

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

PRIORQUAL_TITLECODE_1

Title or Code

5 alphanumeric

0005Z

PICS Code for the Title of the Prior Qualification

String

10

PRIORQUAL_NAME_1

Title or Code

string

Maths GCSE

Title for the Prior Qualification

String

40

PRIORQUAL_LEVEL_CODE_1

 

5 alphanumeric

GCSE01

PICS Code for the Level

String

5

PRIORQUAL_LEVEL_1

 

string

GCSE

Level

String

50

PRIORQUAL_GRADE_CODE_1

 

5 alphanumeric

GCSE1

PICS Code for the Grade

String

5

PRIORQUAL_GRADE_1

 

string

1

Grade

String

50

PRIORQUAL_ACHDATE_1

 

date

 

Achievement Date

DateTime

 

Advanced Learning Loans/SLC

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

Column Name

Required?

Format

Example

Notes

Data Type

Field Length

SLC_APPID

 

alphanumeric

 

Application ID

String

11

SLC_CUSTREF

 

alphanumeric

 

Customer Reference

String

11

SLC_COURSECOST

 

numeric

 

Course Cost Excluding VAT

Decimal

 

SLC_COURSEVAT

 

numeric

 

Course Cost VAT

Decimal

 

SLC_LOANAMOUNT

 

numeric

 

Loan Amount

Decimal

 

SLC_LOANSTART

 

date

 

Loan Start Date

DateTime

 

SLC_LOANEND

 

date

 

Loan End Date

DateTime

 

SLC_BALANCE

 

numeric

 

Balance for Learner to Pay

Decimal

 

 

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