The LRS tab shows details from the corresponding applicant record in the government Learning Records Service (LRS). This includes the applicant’s Unique Learner Number (ULN).

Searching for LRS Details

If the applicant has not yet been linked to an LRS record, the tab will display a button to Search the LRS for a ULN.

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Selecting this button will open a window where you can view the details that will be used to search the LRS for a match. If you are happy with these details, select Search to run the LRS search.

If any results are found, they will be shown in the next window. For each result, the Name and ULN will be shown. Selecting a name will expand the item to show more details found in the LRS.

If the correct record has shown up in the search, select Select this ULN by the item in the results list to add the ULN and other LRS details to the PICSWeb learner record.

If a match is found but some details are different, you will be given the option to update the LRS field with the PICS data. Select Continue to update the fields.

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Registering an Applicant on the LRS

If no ULN was found, you can instead register the applicant and obtain a new ULN for them. Before you can register with the LRS, you will need to make sure that the Verification Type and Privacy Notice Seen fields have been completed, as explained in the editing LRS details section below.

In the window below, you can confirm the data that will be sent to the LRS. Select Register New ULN to continue.

You will then be shown a confirmation message and the new ULN.

Verifying Applicant ULNs

Once you have downloaded the applicant’s LRS details, an icon will be available in the tab to verify the ULN held against that applicant.

Selecting this button will open a window where you can verify the ULN against the applicant’s Given Name and Family Names in the LRS database.

The verification tool will return one of four outcomes:

• ULN found (exact match) – This indicates that a fully matching record was found on the LRS. This will show the full set of details for the applicant in the LRS. Select Continue to return to the LRS tab.

• ULN found (update required) – This indicates that a matching record was found for the applicant, but some data fields differ to the values in PICSWeb. This will show the full set of details for the applicant in the LRS and prompt you to update any details in the LRS record that do not match your data. 

• Selecting Continue will open a window where you can update the LRS record so that it matches the applicant details in PICSWeb. Select Update LRS to perform the update.

• ULN not found – This indicates that the ULN in PICSWeb could not be found in the LRS. You will be prompted to begin a demographic search to find a matching LRS record for the applicant. Select Search to perform the search.

• Linked ULN found – This will happen where duplicate LRS records exist for the applicant and the LRS has created a master ULN to cover all records. In this case, you will be prompted to update the PICSWeb record with the master ULN. The applicant details for the master ULN record are shown so that you can make sure that the master ULN is referring to the same applicant as the PICSWeb record. Select Continue to update the PICSWeb applicant record with the master ULN.

Editing LRS Details

Selecting Edit at the bottom of the tab will open a window where you can correct any LRS data fields that have inaccurate information. Once you have made your changes, select Save to confirm them or Cancel to discard them. The following fields are available to edit:

• ULN

• Place of Birth

• Preferred Name

• Family Name at 16

• Scottish Candidate Number

• Nationality

• Verification Type

• Ability to Share – Here you can specify whether the applicant is Privacy Notice Seen or Privacy Notice not Seen.

• Provider Notes