Guidance

Using the learning records service (LRS) for learning providers and local authorities

Updated 9 May 2024

Applies to England, Northern Ireland and Wales

1. Who this guide is for

This user guide is for learning providers and local authorities who are registered to use the learning records service (LRS) portal.

Learning providers include:

• schools
• academies
• further education (FE) providers
• higher education (HE) providers
• offender learning providers (prisons)

Learning providers and local authorities are sometimes referred to as learner registration bodies (LRBs) within LRS.

2. What you can do with LRS

The learning records service (LRS) allows you to:

• collect unique learner numbers (ULNs) on behalf of learners aged 14 and above - the ULN is a 10-digit reference number linked to a learner’s personal learning record (PLR)
• access a learner’s PLR to support education/career information, advice and guidance

3. Keeping learner data safe

As an LRS user your obligations are set out in the LRS user agreement, while the LRS requirements for data governance are found in the LRS organisation agreement.

When you share personal information about learners with the LRS service desk you should contact us through the portal by raising a data challenge.

If you need to contact us by email, you must:

• encrypt and password protect the data
• contact the LRS service desk by phone with the password details

Where users do not follow this process, we’ll need to contact their organisation’s super user. Continued security concerns could lead to:

• user and organisation permissions being disabled
• escalation to your data protection officer (DPO) and senior management
• reporting the organisation to the Information Commissioner’s Office (ICO)

3.1 Common security breaches

These include:

• sharing account details or allowing someone else to use your account - each user must have their own user account, and you should remove accounts that are no longer needed
• sending a learner’s ULN and any of the 5 demographics (‘Given name’, ‘Family name’, ‘Date of birth’, ‘Gender’ or ‘Postcode’) in an unencrypted email
• sending more than one of the 5 demographics in an unencrypted email (‘given name’ and ‘family name’ are deemed one demographic in this instance)
• sending an encrypted file containing learner data, where the password has been sent in the same email
• sending your username and password in an email

3.2 Standard user responsibilities

You must not:

• share your login details (username and password)
• share your email address with another user
• use the account for purposes other than those for which it was created
• leave your workstation unlocked and unattended when accessing personal data or allow unauthorised people to see your screen
• use, copy, send or share data, except where the Education and Skills Funding Agency gives you permission, or you’re otherwise permitted to do so by law
• send any personal learner data by email unless it’s encrypted and password protected using a separate method for sending the password

4. Logging in

4.1 Logging in for the first time

You’ll receive an email to the unique email address you provided when your account was created. Follow the link in the email to log in for the first time.

If the link has expired, contact your super user to re-send the registration email. If you’re the only super user in your organisation, contact the service desk.

When you follow the link, you’ll see the ‘Change password’ screen. Enter your username and create a password that meets the requirements shown on screen.

4.2 Changing your email address

Once you’ve logged in, from the ‘My account’ page, you can change your email by selecting ‘Edit and verify email’.

Enter your new email address in both the ‘Email’ and ‘Confirm email’ fields, then select ‘Save changes’.

The email address you use must be unique and accessible only by you. Generic email addresses, for example [email protected] are not allowed.

You’ll receive an email with a link to validate your email address. Once you follow the link to validate your email address, you’ll be asked to accept the terms of the user agreement.

Once you’ve done this, you’ll be taken to the ‘Learner Management’ homepage.

If the link in your email has expired, you’ll need to log in again and re-enter your email to receive a new link.

If another account holder has already used this email address, you’ll see an error message. You’ll need to log in again then enter a different email to receive a new link.

5. Using the portal as a super user

5.1 Super user responsibilities

Super users are the first contact point for your user community to:

• create user accounts – the service desk only creates accounts in specific circumstances, for example, where all super users have left the organisation
• update a user’s personal details and permissions
• resolve access problems, including suspending and reinstating user accounts
• delete user accounts
• monitor user activity to ensure the data held on the LRS is used appropriately

Super users are responsible for managing other LRS users in their organisation, including setting up additional super users. We strongly recommend having at least 3 super users but no more than 5.

5.2 Creating a new user or super user account

Before you create a new account

When you create other user accounts check:

• who authorised the request – it’s your responsibility to ensure that applications follow your internal process for access to confidential student records, which may involve criminal record checks – these are not carried out by LRS
• what level of permission the user needs - we recommend you only give users access to the areas of LRS that they need
• what details are recorded for each user – all user accounts require a given name, family name and unique email address, and we also recommend adding a phone number
• whether users know their responsibilities when using the LRS – make sure each new user has read and understood the LRS user agreement as your organisation’s access to the portal may be suspended if users break the conditions
• how users will be trained – for example, any users uploading batch files to the portal should know how to create and validate batch files, and how to process any exceptions returned

Creating an additional user

1. You’ll need to search for a user to check whether they already exist in the LRS.
2. Choose ‘User Management’ from the left-hand menu, then ‘Find user’.
3. Fill in the ‘Given Name’ and ‘Family Name’ fields and select a value from the ‘Status’ drop down, then select the ‘Search’ button.
4. You’ll see the results screen with the message ‘No users match the selected criteria’.
5. Select the ‘Create user’ button.
6. When prompted, enter the new user’s given name, family name and a unique email address.
7. Select the tick box next to the ‘User Role’ you want to assign – see appendix A for a list of user role descriptions.
8. You’ll need to enter some information into the ‘Verification Provided’ box – this could be a staff ID or a school email address.
9. Select ‘Create User’ and the LRS automatically produces a user account name in the format ‘firstname.surname’.
10. The user will get an email that tells them their username, with instructions and a link to complete their registration and create a password.
11. If the link has expired, the user will need to contact their super user to resend the registration email. This is done by selecting the ‘Resend Welcome Email’ button on the ‘View user’ page.

User housekeeping

Audit your users annually to check who’s using the LRS and whether they hold the right level of access. You can find your organisation’s users on the portal.

1. Select ‘User Management’.
2. Leave the ‘Find user’ field blank.
3. Select a status from ‘Active’, ‘Inactive’, ‘Deleted’ or ‘Suspended’.
4. Tick the ‘Select all’ box from the ‘Select role(s)’ list and then select ‘Search’.

You’ll see a full list of users to review including allocated user roles. As a super user, you must decide how to administer your user community and set up all other users.

Super users and the service desk cannot reset passwords. Users must reset their own passwords using the ‘I have forgotten my password’ link on the login page.

Contract staff and third-party organisation accounts

Temporary staff must undergo the same checks that protect confidentiality. They should have access as users belonging to your organisation, so that all transactions conducted for your organisation are audited as belonging to your organisation.

If you’re an agency working for several different organisations, you’ll need separate user accounts for each organisation you work for.

5.3 Updating or editing a user account

To update the details associated with a user account, follow the steps below.

1. Select the ‘Find user’ link under ‘User Management’ from the left-hand menu.
2. Search by username (if you know it) or given and family name.
3. Check the status is set to ‘Active’.
4. Use the ‘Search’ button.
5. On the results screen select the ‘View user’ link next to the user you want to update.
6. On the next screen, you can select ‘Edit user’ button to update the user.

You can update:

• title, given name and family name
• telephone landline and mobile numbers
• email address - by selecting the ‘Edit and verify email’ button, an email will be sent to the user to verify their email
• verification provided – confirmation of your internal authorisation procedure
• staff ID or Your reference – optional

You can also use this screen to update the roles allowed for your own super user account.

Never reassign user accounts. Instead, delete the account and create a new one for the new member of staff.

5.4 Deleting a user account

Remove a user account as soon as the user leaves your organisation or no longer needs LRS access. If an account is left active, that person could still access the portal and potentially misuse it.

1. Select the ‘Find user’ link under ‘User Management’ from the left-hand menu.
2. Search by username (if you know it) or given and family name.
3. Check the status is set to ‘Active’.
4. Use the ‘Search’ button.
5. Select the ‘View User’ link next to the user you need to delete.
6. Select ‘Delete User’.
7. Select ‘Confirm delete’.

5.5 Dealing with user access problems

Resetting passwords

If a user forgets their password they can follow the ‘I have forgotten my password’ link on the login page to reactivate their account and reset their password.

Re-activating a locked or suspended user account

If a user makes more than 5 consecutive unsuccessful attempts to log in, we’ll send an email to their verified email to tell them their account is locked. They can use the reset process to login.

If an account is suspended, the super user is responsible for reactivating the user’s account, verifying the user’s identify first if necessary.

1. Select the ‘User Management’ tab.
2. Search by username (if you know it) or given and family name.
3. Check the status is set to ‘Suspended’.
4. Change the status to ‘Active’ to reinstate the account.

If you lose access to your only super user account

If your only super user account is suspended, you should reset your password using the link on the login page. If you’re still unable to access LRS, contact the service desk.

If you do not receive verification emails

Make sure you can accept emails from [email protected].

If you’re still not receiving verification emails, check with your IT support.

6. Creating and managing unique learner numbers (ULNs)

Once your organisation has registered with the LRS, you need to decide the best approach for managing your unique learner numbers (ULNs).

You can manage ULNs by:

• manually creating ULNs through the LRS portal - if you have a group of up to 50 learners, this is the quickest way to create them
• using the batch process to prepare and submit batch files containing multiple learner details - this method is for more than 50 learners and you’ll be able to download the output file back into your system
• using web services to link your management information system (MIS) to the learner register, automatically updating the LRS - the MIS may assist in the resolution of the exceptions

Using web services is the preferred method, but it relies on your own MIS supplier providing the interface with the LRS. You can get more information about how to register as a developer.

You can download the web service certificate from the portal by selecting the ‘Certificate management’ link from the left-hand menu. When you download it, you’ll get an email to your verified email address with the password for the certificate.

6.1 1. Managing and creating ULNs using the portal (manual)

Searching for ULN using personal details

Before registering a new ULN you need to check that the learner is not already registered.

1. Under the ‘Learner Management’ section, select ‘Find a learner by personal details’.
2. Enter the ‘Given name’ and ‘Family name’ of the learner whose ULN you’re looking for
3. Enter the ‘Date of birth’.
4. Select the ‘Gender’ from the drop-down menu.
5. Enter the last known ‘Postcode’. As a last resort use ZZ99 9ZZ – if there’s no possibility of obtaining a postcode from the learner.
6. Enter the Optional fields.
7. Select ‘Search.’

When searching, to help increase the chances of finding a ULN where one exists, you should include:

• preferred given name
• middle names
• email address
• unique pupil number (UPN)
• universal candidate identifier (UCI)

There are more tips on searching for ULNs in appendix B.

The results will be ‘Match’, ‘No Match’, ‘Possible match’ or ‘Too many matches’.

Where the result is a ‘Match’, ‘Possible Match’ or ‘Too many matches’, and there are differences in the information entered in the search compared to the record(s) returned, those fields will be underlined in red. The ‘Info on Data Match’ column shows where the fields did not match exactly.

Where the ‘Has linked Record(s)’ column says ‘Yes’, this means there’s a linked record (which may have different details to the Master that’s displayed). The differences in the data will not be highlighted.

Result type is ‘Match’

Where the result type is a ‘Match’, check the record by viewing the expanded details section (selecting +) next to the record.

You can also view the personal learning record (PLR) to confirm whether the record belongs to your learner. Use ‘Select learner’ then the ‘View PLR’ button.

If the record returned is your learner, use ‘Select Learner’ and ‘Continue’. Where there are no red underlines, the ‘View learner profile’ page is opened.

If there are red underlines

When you press ‘Select Learner’ then ‘Continue’, you’ll see the ‘Compare and update profile’ page with the ULN.

On this page you can update the learner profile with the details entered in the search if this is the most up-to-date information for the learner.

Fields that are different are automatically ticked. If you leave the tick in place and select ‘Save changes’ the changes are saved and the ‘Learner profile’ page is displayed with the updated information. If you remove the tick, then even if ‘Save changes’ is selected, the changes will not be saved.

Selecting ‘Do not save changes’ will open the learner profile.

Where the result is a ‘Match’, and the record returned is not your learner, select ‘If your learner is not displayed above, click on this option and press continue’. Then select ‘Continue’.

You will see a warning message. If your learner genuinely has the same information, contact the service desk to register the learner.

Result type is ‘Possible Match’

Where the result type is a ‘Possible Match’, this may be because:

• the learner already has a ULN
• the learner has a sibling, parent or other relative with an existing ULN
• there’s another learner in the system with similar demographics (for example, the same postcode)

Check the demographics using the expanded details section (select +) next to the records, to see if any do not match. Confirm with the learner whether they have any previous postcodes/names that match those displayed in the search results.

You can also view the personal learning record (PLR) to confirm whether the record belongs to your learner. Use ‘Select learner’ then the ‘View PLR’ button.

If your learner exists in the results displayed, press ‘Select learner’ and ‘Continue’. Where there are no red underlines, the learner profile is opened. Where a column is underlined with a red line, the ‘Compare and update’ page is displayed.

If your learner is not displayed in the results, select ‘If your learner is not displayed above, click on this option and press continue’, and press ‘Continue’.

You can either register the learner to obtain a ULN or return to the search results.

Result type is ‘Too many matches’

If the result type is ‘too many matches’, this is usually because:

• the learner has a common name
• the date of birth is 1 January
• you used a generic postcode to search

For security purposes, the top 10 closest records will be displayed.

Ensure the search details are correct. If your learner exists in the results displayed, choose ‘Select learner’ and press ‘Continue’. Where there are no red underlines, the learner profile is opened. Where there are red underlines the ‘Compare and update’ page is displayed.

Where the result is ‘Too many matches’, and the record returned is not your learner, select ‘If your learner is not displayed above, click on this option and press continue’ and press ‘Continue’.

If your learner genuinely has the same information, contact the service desk to register the learner.

Result type is ‘No Match/Register a learner for a new ULN’

Where the result type was ‘No match’, select the ‘Register this learner’ button.

Where the result type was ‘Possible match’ and you confirmed your learner was not displayed, ‘Yes’ to register the learner.

Enter as many details as you can to help identity this learner in future searches. Complete all mandatory fields including the ‘Verification Type’ field. Generally a learner’s identity should be verified at enrolment. Although a lack of proof of identity should not prevent enrolment. When a learner’s identity cannot be verified it must be verified later (appendix D).

Privacy notice

Your organisation is responsible for sharing the privacy notice with your learners. We recommend you do this as part of your enrolment process. Learners cannot opt out of sharing their ULN and PLR.

When a ULN is created, the corresponding option must be entered:

• no (the learner has not seen the privacy notice but a ULN is required for the learner for emergency purposes only) - organisations will not be able to view the learner’s PLR
• yes (the learner has viewed the privacy notice and has allowed other organisations to view their data) - any qualifications deemed as sensitive will automatically be hidden even if the learner has viewed the privacy notice

1. If your organisation has shared the privacy notice set the flag to ‘yes’.
2. Complete optional fields where the information is available (if not already provided in the search).
3. Enter ‘Preferred Given Name’.
4. Enter ‘Middle Name(s)’.
5. Enter email address.
6. Add the unique pupil number (UPN) – only for learners aged under 16.
7. Add the universal candidate identifier (UCI) – optional.
8. Select ‘Register learner’.

You now have a ULN for the learner – make a note of the ULN to add to your MI database and tell the learner.

Select ‘View learner profile’ to view the learner’s ULN record or select ‘Register another learner’ to create a new ULN for another learner.

Viewing, adding or updating a learner’s ULN details

On the ‘Welcome’ page or on the ‘Find a Learner’ page, select ‘Find a learner by ULN’. Enter the learner’s ULN, ‘Given Name’ and ‘Family Name’ and select ‘Search’.

The ‘View Learner Profile’ screen shows:

• all the personal and contact details of the learner
• dates and times of when the record was created and last amended
• any linked ULNs (other ULN records that were merged to make this ULN the master ULN)

You can check the learner’s details and add further details or update information.

1. Select ‘Edit details’ at the bottom of the screen.
2. Update the fields then select ‘Save changes’ to update the learner’s ULN.

There’s tips for updating a learner’s details in appendix C.

Dealing with error messages when updating a learner profile

To avoid duplicate records, where a learner profile is updated and the update would result in a match to an existing record, you’ll see the error message ‘Learner update not allowed’. The error will also show on both the ‘Learner profile’ page when pressing ‘Edit details’, and when trying to ‘Save’ on the ‘Compare and update’ page.

This error shows when there’s already a ULN in the system with the exact same demographics as those you’ve entered.

If they are separate learners with the same details, you should contact the LRS service desk.

If there’s no other record in the system with the same demographics, raise a data challenge on the ULN with the details you’re trying to update.

6.2 2. Managing and creating ULNs using batch files

Batch files are CSV (comma separated values) or XML format files containing learner data which, once submitted, can confirm a ULN, register a learner for a new ULN or find an existing ULN.

For some outcomes that require further investigation, for example a possible match, an ‘exception’ is created, which you can view and process from the portal.

All exceptions need to be processed within 90 days of the batch file being uploaded. You can use the batch file toolkits to help you prepare and process a batch file.

6.3 3. Managing and creating ULNs using web services

You can develop your own system or use a solution from a third-party developer to link your management information system (MIS) with the LRS. Third-party systems can allow the user to:

• search for learners by ULN
• search for learners by demographics
• register a new ULN for a learner
• update an existing learner’s details
• submit a batch file
• view the output file for a batch file
• view a learner’s personal learning record

You can get further guidance on web services.

7. Working with the personal learning record (PLR)

The personal learning record (PLR) is an online record of qualifications and achievements for learners aged 14 and above. This section explains how to view a learner’s PLR and why there are times when you won’t be able to view the record.

7.1 Information displayed on the PLR

Data for the PLR comes from three sources:

• the national pupil database (NPD) for key stage 4 and 5 qualifications
• periodic individualised learner record (ILR) returns, if a valid ULN and UK provider reference number (UKPRN) are included within the ILR and they match the learner’s details
• awarding organisations, which can upload both general and vocational qualifications regulated by Ofqual and Qualifications in Wales (QiW) - awarding organisations started to upload accredited qualification/unit data from 2013

Qualification has no grade

ILR data does not always require a grade to be added. For some qualifications, a grade is not required. This can occur for the following reasons:

• there was no exam
• there was no grading structure for the qualification
• the qualification had not yet been achieved (current qualification)
• the learner withdrew from the course
• not all aims were completed for the qualification to be awarded
• the qualification was not achieved when the ILR was returned

In these circumstances, you can raise this as a data challenge to request that the details are added, but this may not always be successful (for example, where the training provider no longer exists). You should always ask the learner for a copy of their qualification certificate.

Qualification has no date

Qualifications, depending on the source of the data, can show different information. Awarding organisation (AO) source data, provided by the AOs (exam boards) themselves, will sometimes have a start date and always have an achieved date. All qualifications with the source of AO will be final.

ILR source data, which is provided by the training providers, will usually have a start date, but not always an end date. If there’s no end date, it could be because:

• the learner is still achieving this qualification
• the learner has withdrawn from the course
• the qualification was not completed when the ILR was returned

If no date is provided, we cannot update this information unless a data challenge is raised by the organisation that originally submitted the data (applies to ILR data only).

7.2 Viewing the PLR

Users given the ‘Learner Record’ role have access to a learner’s PLR, if the learner has been shown the privacy notice.

To view a learner’s PLR, you need to search using the ULN or by personal details.

1. Select ‘Learner Management’ then ‘Find a learner’.
2. Enter the learner’s ULN, given name and family name.
3. Select the ‘Search’ button:
4. If there’s no exact match you’ll see the ‘Find Learner’s Results’ screen.
5. If there’s an exact match, you’ll see the ‘View Learner Profile’ screen.
6. Select the ‘View Personal Learning Record’ link to view the learner’s PLR.
7. Each record shows up to eight fields of data (not all the fields are populated).
8. You can sort columns using the down arrow, either in ascending (first select) or descending (second select) order. If several pages are returned, all the records will be sorted and redisplayed.
9. You can drill down to view more information about a particular subject or qualification by selecting the link
10. You can also identify qualifications/units under investigation using the ‘data challenge’ process. A ‘View details’ link will become available, which will redirect you to the ‘View enquiries’ screen so you can see the status.

Explanation of PLR data fields

The following fields are visible on the PLR:

• subject – displays the title of each record and includes a link to view qualification details
• level – level of the award from entry level – level 8 (or could be blank)
• grade – generally showing the grade of the award or ‘Pass’ or blank
• credit – displaying the amount of credit achieved for the award
• source – will be national pupil database (NPD), individualised learner record (ILR) awarding organisation (AO)
• start date – if applicable
• end date – if applicable
• award date – date of the award or achievement

7.3 Privacy notice

You must show every learner the privacy notice because it explains how the learner’s data may be shared with different organisations.

7.4 Creating a PLR report

You can download a PLR report for individual learners using the ‘Reports’ tab on the PLR screen.

1. You’ll see a screen with all qualifications and events listed in date order, with tick boxes that are checked by default.
2. Untick any of the records that you do not want to include.
3. Select ‘View my report’.
4. The report is a PDF, which you can either save or open.

8. Reporting a problem (data challenges)

There are two types of data challenge:

• ULN data challenges - raised to highlight a problem with a unique learner number, for example shared ULNs
• PLR data challenges – raised on a qualification (learning event) to highlight a problem with the qualification itself

You should not raise a data challenge to highlight a missing qualification. Contact the awarding organisation directly instead.

The data challenge process is only for instances where your organisation cannot resolve the issue and includes issues raised by the learner. Your organisation can update a learner’s details to correct:

• wrong name
• wrong address
• opting out settings
• date of birth

When reporting a data challenge you’ll receive a reference number, which contains the learner’s ULN. To comply with the LRS security policy, do not send any other learner details in an email containing this reference number.

8.1 Reporting a ULN problem (ULN data challenge)

1. In the learner’s profile, select the ‘Report a Problem’ button.
2. Select the type of data issue from the list, then ‘Next’.
3. Explain what need to change in the ‘Additional comments’ field.
4. Complete your name, email address and telephone number.
5. Select the ‘Confirm create’ button to submit your request.
6. Make a note of the enquiry reference number.

If the LRS service desk does not have enough information they’ll need to contact you for further information, which will delay the issue being resolved.

Reporting that a ULN has been incorrectly identified

This can occur when there’s a duplicate ULN, for example a learner has been given a second, fictitious or fraudulent ULN.

When reporting this problem, you should include:

• both ULNs that you suspect the learner has
• which ULN is the master and which ULN is the duplicate
• a reason for the merge request, if data on the ULNs is significantly different – for example if the ULNs have different postcodes you should confirm that the learner has lived at both addresses

Reporting that a ULN has been incorrectly merged

When reporting this problem, you should include:

• both ULNs that need to be de-merged
• the reason for this action

Reporting a different ULN problem

For example:

• two people sharing the same ULN
• deceased learner
• ULN incorrect as details have changed (learner is therefore using another learner’s ULN)

When reporting any other ULN problem, you should give as much information as you can to explain the issue.

8.2 Reporting a PLR problem (learning event data challenge)

1. Once you’re in the learner’s profile, select the ‘View Personal Learning Record’ tab.
2. Select the ‘Report a Problem’ button.
3. Select the ‘Type of data issue’ from the list of options then ‘Next’.

Reporting that information on a qualification is wrong

This might be because the grade, end date, or award date has been recorded incorrectly.

Do not raise a data challenge against a qualification that has been uploaded as part of your current individualised learner record (ILR) return, updating your next full ILR return will update the record.

1. Select the radio button next to the qualification that has incorrect details, then select ‘Next’.
2. In the ‘Proposed’ column, edit any incorrect details then select ‘Next’.
3. Explain why you believe the details are incorrect and the reason why, if known. Complete your name, email address and telephone number.
4. Finally, select ‘Finish’ to submit your request.
5. Make a note of the enquiry reference number.

Reporting that a qualification does not belong to a learner

The learner may be disputing ever starting the qualification, or the ULN was previously shared and the qualification needs to be transferred.

Before you follow the steps below to raise this data challenge:

• check that one qualification is not a participation record
• consider if the ULN is being shared by 2 learners – if so, raise a ULN data challenge instead

1. Select the radio button next to the qualification that does not belong to the learner then select ‘Next’.
2. Add any additional information to the additional comments field. If the qualification needs to be transferred to another ULN, you must add the other ULN and learner’s name to the additional comments. For example, “This qualification was uploaded to the incorrect learner. Please transfer to the correct learner, 1234567894 – John A Smith”.
3. Select ‘Finish’ to submit your request.
4. Make a note of the enquiry reference number.

Reporting that a qualification appears more than once

This may occur because the qualification has been incorrectly uploaded more than once. You should make sure that one qualification is not a participation record before raising with the LRS.

1. Select the checkbox next to 2 qualifications that are duplicated then select ‘Next’.
2. Add any additional information, including the reason you believe the qualifications have been duplicated and confirm that you’ve checked whether it’s a participation record.
3. Complete your name, email address and telephone number.
4. Select ‘Finish’ to submit your request.
5. Make a note of the enquiry reference number.

8.3 Viewing data challenge history

Select the ‘View Enquiries’ button from the learner’s profile to view all previous and current data challenges raised against the learner by all organisations.

As data challenges do not trigger a confirmation email, you should check this screen to make sure your data challenge appears on it. You can also withdraw your data challenge on this screen if you need to.

9. If you still need help

There’s further guidance documents available to help you, including:

• maintenance schedules – a schedule of all outages of the LRS portal and the compatibility site for developers to test
• registration documents - all documentation required to register with the LRS, update your organisation’s details, request a new super user account and register as a developer
• accessing your personal learning record – information for parents and learners about accessing their PLR (we recommend that a link to this page is added to your documentation provided to learners)

You can also contact the service desk for further support.

10. Technical requirements

10.1 Screen resolution

We recommend using a screen resolution of width at least 1280 pixels to remove the need for horizontal scrolling.

10.2 Browser compatibility

We do not recommend Internet Explorer before IE8. Any other standard compliant browser should work without any issues. Mobile browsers may work, but we do not recommend using them.

11. Appendix A – types of user

It’s your responsibility to make sure users only have the level of access they need. You can use the set roles below or ‘mix and match’ the level of accessed required.

The following user roles are available:

• LRS super user - responsible for managing all users within their registered organisation
• LRS batch user - can submit and view the results and progress of batch jobs
• LRS online user - can find, update learner records and register learners
• LRS view only user - can find learner records, but not register learners or update learner records
• learner record - can view and print the personal learning record (PLR) for any ULN once a ‘Find learner’ search has been performed
• verify learner details (VLD) learning provider - can verify learners using learner verification

You can only select the user types that you were given access to when your organisation was set up.

12. Appendix B – tips for searching

It’s important to be sure the learner you’re looking for does not already exist in the LRS before you create a new ULN. Here are some tips for searching.

12.1 Name

You can try:

• swapping previous name – try searching using the person’s previous family name.
• swapping the ‘Given Name’ and ‘Family Name’ fields – use their middle name as their given name.
• searching for the person with and without a prefix/suffix on their family name or using alternative forms of prefix/suffix, for example, McDonald/MacDonald
• searching using their preferred or nickname as the given name
• checking the appropriate spelling of the person’s name and considering using phonetic spelling, for example, Czaja as Chiah
• copying the previous family name into the relevant field when you’re updating a family name
• including and excluding a hyphen if it’s a double-barrelled name

12.2 Date of birth

You can try:

• swapping month and day around (if less than or equal to 12) or using the first of the month (01-MM-YYYY)
• using 1 January and the year closest to their age, if you do not know their date of birth (as a last resort)

12.3 Contact information

You can try:

• using a previous postcode for the person (or their parent’s postcode)
• searching using the default postcode ZZ99 9ZZ
• uploading a batch file with the previous postcode, if you collect the previous postcode of learners – make sure you update the postcode once you’ve obtained the ULN
• using address matching tools such as the Royal Mail Postcode Finder.

13. Appendix C – tips for updating a learner’s details

You should make sure learner’s details are regularly updated by submitting batches of current learners prior to exam entry.

If you have ULNs for learners, you can update their demographics using batch processing. One mandatory field can be updated per file.

You must not use prohibited text, for example ‘prisoner’. If the learner’s name includes prohibited text, contact the LRS service desk. If a postcode is prohibited, for example, a prison postcode, use the learner’s last address or the default postcode ZZ99 9ZZ.

13.1 Contact information

You should always complete the address lines with the correct postcode. If you’re in any doubt, use address matching tools such as the Royal Mail Postcode Finder.

If you collect the previous postcode of your learners, you could try uploading a batch file with the previous postcode. Once you’ve obtained the ULN, update the record with the correct postcode.

Make sure you include an email address for the learner, and do not use the word ‘none’.

13.2 Names

Always use the learner’s legal name and not nicknames, as these can be recorded in ‘Preferred Given Name’.

Include the learner’s ‘Previous Family Name’ if you know it because this can improve search results.

You can add any middle names to ‘Middle Other Name’, using a space between each.

When updating a family name, make sure you copy the previous family name into ‘Previous Family Name’.

13.3 Date of birth

If you do not know the date of birth, as a last resort try using 1 January and the year closest to their age.

13.4 School age

If you’re updating the ‘School at Age 16’ field, enter the proper school name but do not include the word ‘School’ or ‘College’.

13.5 Place of birth

If you have this information, include it in ‘Place of Birth’. This should be the city/town as recorded on their birth certificate.

14. Appendix D – verification type

There are several verification options to select from the drop-down:

• none provided
• relationship with school – should be used by schools
• passport
• driving licence
• ID card or other form of national identification
• National Insurance card
• certificate of entitlement to funding
• bank/credit/debit card
• other – if selected the verification description field needs to be completed

The ‘Verification Type’ field is a controlled list, while the ‘Other Verification Description’ is a free text entry field and is only used if value ‘Other’ is selected in ‘Verification Type’.

The verification type value ‘relationship with school’ should be used by pre-16 schools, where the identity checking processes typically involves verifying the identity of the learner with the parents or guardians.

Where the ‘Other’ value is assigned to the ‘Verification Type’ field, the verification document must be issued by a trusted third party. Any documentation that does not conform to the standard verification types or ‘other’ trusted documentation should result in the learner being registered with the verification type value ‘none’.

Examples of trusted document types are:

• photographic security pass for current place of employment
• armed forces service ID
• re-enrolment of known student (record as ‘returning student’)
• exam certificates

Examples of non-accepted verification types are:

• individualised learner record (ILR)
• other ID
• LRS
• by school/college/learning provider