Lisa Cocks



I have number of learners that appear on the PDSATS because they have been withdrawn back to the start.  This is for reasons like, they never attended or for cases applying to functional skills a proxy was produced.  I keep seeing guidance that suggest these should be removed from the ILR.  However, some of these are being withdrawn months after the start and therefore have been reported.  Should these aims be completely deleted from the ILR even after they have been 'seen'? In cases where apprentices withdraw back to the start but this hasnt been actioned within the first month or so, are we suppose to just delete these? Or is withdrawing them back to start date as non starters the correct way? 



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Ben James

If they simply did not attend you can (and should) delete them if it's within the same year as their planned start date

Erroneous learner records can be deleted from the ILR data held by the ESFA by sending an ILR file with the erroneous Learner and associated Learning Delivery and/or Learner Destination and Progression records removed from the file.

Learner records should not be deleted unless the learner withdraws without completing one episode of learning, for example the learner withdraws without attending the first class.

However, do not delete the record if it is identified that a learner has never attended or completed one episode of learning in the previous year. On the learning aim, set the Completion status to code 3 ‘withdrawn’ and complete the Withdrawal reason field with the relevant code. Record the Learning actual end date as the last day the learner was in learning: this will be in the previous ILR year, do not use 1 August of the current year. The last day of learning may be the start date of the learning aim.

Just make sure you keep a log of any you've deleted so you can explain, if asked, why you've done so

Steve Hewitt

Agree with Ben BUT if an Apprentice eventually shows up with a Proxy for FS *and you've been teaching them* you can KEEP THE MONEY up until that point, you just mark them as withdrawn on the last day you taught them.

Lisa Cocks

Brilliant, thank you to both for your help.