Guidance

How to return monthly individualised learner record (ILR) step by step

Updated 17 March 2021

Applies to England

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This publication is available at https://www.gov.uk/government/publications/how-to-return-monthly-individualised-learner-record-ilr/how-to-return-monthly-individualised-learner-record-ilr-step-by-step

1. Review guidance, rules and timetables

Review the ILR data collection timetables to understand what learner data is needed, and for what purpose.

Check your learner data complies with the funding rules and guidance for your provision.

The ILR provider support manual, ILR specification documents and funding rules help inform you of what data is needed for each type of learner and includes the codes needed to complete ILR returns.

2. Generate an ILR file

Most training providers use a management information (MI) system to record information about their learners. If you do not have one, then use the free learner entry tool for up to 500 learners.

If you need to combine multiple ILR files, then download the ILR file merge tool to merge multiple files before you upload the data.

3. Submit your ILR file

Upload your ILR file using Submit learner data.

If you are submitting apprenticeships data, make sure the data has an approved employer commitment in the Apprenticeship service.

4. Resolve any data issues

Submit learner data provides reports about your submitted ILR files.

Key reports to check are:

  • data validation, for errors or warnings associated with specific learners
  • provider funding reports, to check that the indicative funding is correct

If necessary, correct any data errors or issues and upload a newer version of your ILR file.

Guidance, including support from peers, can be found by using:

5. Check your data for compliance and audit issues

We review all submissions after the return deadline and create funding and monitoring reports. You can use these to review and correct any learner data that is reported as not looking credible.

You can use the provider data self-assessment toolkit (PDSAT) to track data issues that our audit team are monitoring.

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