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Did you get any joy with this Veronica? I've made myself use it for nearly all my starts this month but found it an incredibly time consuming process compared to the CSV upload!
One thing I have noticed, is you cannot search using the full name when selecting an apprentice from the ILR, if you've got Joe Bloggs in your ILR, you can search for 'Joe' or 'Bloggs' and find him, but searching for 'Joe Bloggs' yields no results.
Have only had one learner not pull through which I'm struggling with, they are definitely present in the ILR data that AS is using, as it's indicating an ILR data mismatch against a completed standard that the learner has previously achieved with us.
Agreement ID doesn't seem to present an issue as yet - I have only employer that hasn't added us to DAS yet, but I can find the learner from the ILR.
We have the same Chris this morning. 3 learners who have completed previous apprenticeships with us, now on new programmes that are not pulling through on the add from ILR option. And as you say, ILR data mismatch on the completed records. We've added the new records manually but obviously we're about to lose this option soon! Maybe a known issue and hope the dept. is aware and fixing but I might log a ticket with the helpdesk anyway. Will update if I hear anything.
Done a live chat with the Apprenticeship Service team, here was their response:
"Yes unfortunately it is a known issue currently and is being looked into. For now the workaround is to add the learner manually. If the DLock does not resolve itself in the next funding period please get back in touch and we can assist. I am unable to answer this, if you still have issues like this when manual add is removed then please get in touch and we can escalate."
Hi All,
Just to add to this, we try to add learners to DAS throughout the month to avoid potential datalocks at month end as a result of delays in employers approving cohorts.
Obviously, we can and do submit ILRs throughout the month, but for anyone who is already using this approach how can you do the upload from ILR option during the time directly after upload when you are unable to submit via Submit your learner data.
Thanks
Thank you for raising this, we are aware of an issue currently affecting training providers when adding apprentices through the Individualised Learner Record (ILR) journey. Work is underway to resolve this issue for any learners already affected and should be available within the next month.
In the meantime, providers can avoid encountering this problem by following a workaround to manually add apprenticeship directly onto the apprenticeship service.
If you are using the manual approvals process, follow these steps:
- Add the learner to the Apprenticeship Service first
- Once the record is fully approved, include the learner in your next ILR return
When added in this way, the learner will not appear as available for selection under ILR approval.
To support the overall transition for providers and employers we will be extending the availability for the manual add processes with additional support and communication about additional functionality as it becomes available.
In reply to Jason Poole · View original comment
Hi Jason,
Has there been any progress with this?
I tried to upload via SLD this morning but was unable to do so as R03 is now closed. In the meantime, I have colleagues waiting for this step to be completed so that they can move on to the next stage of the process in DAS.
I fully understand that we can manually upload the learners; however, as each month passes, we do not seem to be getting any closer to achieving the goal that you are setting for us.
We are also holding off on manually submitting the learners in the hope that fixes have been made that will allow us to use the process correctly as intended.
I am, of course, happy for you to correct my understanding if I have misunderstood anything.
In reply to Jo Braithwaite · View original comment
I totally agree Jo.
We are still adding all of our learners manually, but with this option being set to be switched off in "Autumn" we are getting twitchy about the impact of not being able to get learners on via ILR/SLD in the maintenance periods.
In reply to Andrew Dickens · View original comment
I had a lengthy conversation with my Line Manager on Tuesday, which was our R02 submission day, about the workaround for submitting R03 learners so that they could be added to the Apprenticeship Service.
In the end, we agreed to hold off in case the workaround caused any issues with our R02 submission. Unfortunately, we were then met with the upload issues on Tuesday anyway, which were completely outside of our control.
Hi
Thank you for your ongoing feedback. We are keen for all providers to record their new apprenticeship starts on to the Select learner from Individualised Learner Record (ILR) process, and we have outlined some of the benefits of this in our emails and webinars. These include, reducing duplicate data entry, and improving data quality by reducing mismatches and data locks, etc.
We were aware of the issues mentioned in the original post, where some records for new starts were not appearing in Approvals, and we found that that was because the learner was already known to the service and had undertaken a previous apprenticeship. We are pleased to say that this issue is now fixed, and learner data for each record now surfaces in Approvals as expected.
In an effort to improve the Select learner from Individualised Learner Record (ILR) process further, from the end of October 2026 you will be able to select and add multiple learners from the ILR in a single action, making it quicker and easier for you to onboard learners, particularly where employers have multiple apprentices.
Going forwards we will continue to add to the capability of the ILR led data entry to ensure all scenarios required can be triggered by changes to the data in the ILR. Initially our focus is on those scenarios used most often but this will be a continuous process to ensure we can deliver the system simplification we want for both providers and employers.
Veronica Smith
Adding apprentices to AS from the ILR
Created
Hi All,
I am after some help / insight from those that are using the ILR to add apprentices to the apprenticeship service. We have held off using this way of adding learners to the AS as our current system works well, is embedded, and minimal errors or issues.... but, with the changes, we know that we will not be able to manually add them from 1st August, so are wanting to test now, ahead of peak enrolment period.
We have watched the walk though - https://www.youtube.com/watch?v=LL74Nfr7O4M and read the help article - https://help.apprenticeships.education.gov.uk/hc/en-gb/articles/360009492540-Add-an-apprentice-or-change-their-status and actioned everything (as far as we are aware)...however, this does not seem to be pulling through all the learners following a submission through 'submit learner data'. We have checked and the ILR is not withheld for the learner, has a start date of last week, the agreement ID is on the apprentice ILR record and we have the required permissions from the employer... however we cannot see the learner in the list of learners that have pulled through from the ILR. I will be calling the apprenticeship service, but dread the query being escalated into a cycle of no response, hence reaching our to the community for any insight you may have.
Many thanks in advance.