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We sometimes have it where the apprentice went on a break in the last funding year but then withdraw instead of returning this funding year. In these instances we force include them in this funding year's ILR as they don't appear to be included in the batch file otherwise so, I don't think it closes their record fully. I'm not sure if this is completely necessary but we do it (we use Aptem).
You *definitely* need to report them as withdrawn in this year's ILR if they were on a break at R14. Otherwise it will play havoc with your QAR. Student Record Systems (particularly those with an almost exclusively Apprenticeship-focused client base...) should be making this easy for you...
Our MIS system requires an annual "rollover" from year to year, and we always include current breaks in learning. We had to create a custom field to indicate which temp withdrawn enrolments did actually have a restart so we could tell which were actually still on a break. PSM does say:
You must continue to return all aims and financial records for the apprenticeship, including the records prior to the break in learning, until the apprenticeship is completed or the apprentice withdraws from the programme.
That is for every ILR return, regardless of year, until they withdraw or the restart has withdrawn/completed (and up until the R14 of the year in which that happened).
I have something similar that i'm trying to correct before i submit R13 today, I have a learner who went on a break in learning (not an apprentice) as at the end of June 2023 and have been told they are not returning and are to be withdrawn. I have read the guidance on correcting errors after hard close but it doesn't say it needs bringing into this funding year to withdraw them? is this still the case?
Karen Wintringham That's not an error, that's just how Breaks work. You just record the withdrawal in 23/24 since that's still open (you should have been returning this Break in your ILR throughout 23/24), and make sure they're not in 24/25. The Actual End Date doesn't change, that's still June 23
Had you only been told in November 24 that they weren't returning, you'd just record the withdrawal in 24/25 instead, it just pushes the withdrawal result into a different academic year.
Faye Latimer
Withdrawn while on a break in learning
Created
We have a learner who has been on a break in learning that has then re-signed. Does anyone know what needs to be done with the learning aims? The learner never returned to learning before re-signing.
Should the learning aims be re-started and then the completion status changed to '3 - The learner has withdrawn from the learning activities leading to the learning aim', or do we have to restart as if the learner has returned to learning and then do the withdrawal?
Has anyone dealt with one like this before?
Many thanks,
Faye