Learning Provider Portal User Guide

Learning Provider Portal User Guide
Learning Provider Portal User Guide
1
Revision Table
Date
Version
Author
Comments
08/02/2013
1.0
Laura Marshall
Signed off
26/02/2013
1.1
Laura Marshall
Screen shots updated
20/03/2013
1.2
Laura Marshall,
Lucy Marwood and
Hayley Walker
Updated to include Learner
Information, Change of Circumstance
and Financial functionality
06/06/2013
2.0
Laura Marshall,
Hugh Morrison
Updated screen shots, Payment
Scheduling and Loan Position Report
11/06/2013
2.1
Laura Marshall
Updated to expand on Change of
Circumstance and payment
information
20/06/2013
2.2
Hayley Walker
Screen shots and information updated
17/07/2013
2.3
Hugh Morrison
Documenting Attendance and
Payment functionality
12/08/2013
3.0
Laura Marshall
Attendance and Payments signed off
26/08/2013
3.1
Hugh Morrison
Updated Remittance Screen
03/09/2013
3.2
Hugh Morrison
Updated Remittance Test
05/09/2013
3.3
Laura Marshall,
and Hayley Walker
Updated Appendix D Payment and
Drawdown Calendar
11/09/2013
3.4
Laura Marshall
Updated Loan Position Report
description
30/09/2013
4.0
Hayley Walker
Post Liability CoCs signed off. Bulk
ULN Import signed off
06/02/2014
4.1
Laura Marshall
Updated Resumption CoC guidance
25/02/2014
4.2
Salwa Clough
Removed references to
Apprenticeships
11/04/2014
4.3
Salwa Clough and
Laura Marshall
Reviewed to ensure guidance is
aligned to AY14/15. Updated
Withdrawal CoC guidance and Loan
Position Report.
08/05/2014
4.4
Laura Marshall
Updated May 2014 drawdown and
payment date in Payment Calendar
11/07/2014
4.5
Hayley Walker and
Salwa Clough
Updated to include User Access
Control Guidance
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21/08/2014
4.6
Lucy Marwood
Updated to include export loan
position report and learner information
report via csv, and bulk import of
ULN, Additional Learner Reference
Number, Course Trainer and Location
codes via xml and csv.
24/10/2014
4.7
Salwa Clough
Updated to include Current Payment
Schedule and Attendance export
17/04/2015
4.8
Salwa Clough
Updated to include 15/16 payment
drawdown calendar
05/05/2015
4.9
Salwa Clough
Updated to remove reference to A2
and QCF
25/08/2015
5.0
Salwa Clough
Amended to reflect change to 3
month scheduling rules
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Contents
Revision Table ...................................................................................................................... 2
Contents ............................................................................................................................... 4
Section 1 | Purpose of the Learning Provider user guide ..................................................... 11
1.1 What is the Learning Provider Portal? ....................................................................... 11
Section 2 | Learning Provider User Roles............................................................................ 11
Section 3 | How to access the Learning Provider Portal ...................................................... 12
3.1 Sign in ....................................................................................................................... 12
3.2 Incorrect sign in ......................................................................................................... 13
3.3 First-time sign in ........................................................................................................ 14
3.4 Change, unlock or reset password and secret answer ............................................... 15
3.5 Signing out ................................................................................................................ 15
3.6 Security ..................................................................................................................... 15
Section 4 | Using the Learning Provider Portal .................................................................... 16
4.1 Learning Provider Portal Home Page ........................................................................ 16
4.2 Key Messages and Notifications ................................................................................ 16
4.3 Navigate the Learning Provider Portal ....................................................................... 19
Section 5 | Learning Provider Profile ................................................................................... 20
Section 6 | Maintain Learning Provider Contacts ................................................................. 21
6.1 Create Contacts......................................................................................................... 21
6.2 Edit Contacts ............................................................................................................. 22
6.3 Making contacts inactive ............................................................................................ 24
Section 7 | Administering System Users.............................................................................. 26
7.1 Create new users ...................................................................................................... 26
7.2 Administering existing users ...................................................................................... 29
7.3 Expiring user accounts .............................................................................................. 33
Section 8 | Applicant Information Service ............................................................................ 35
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8.1 Overview ................................................................................................................... 35
8.2 Detailed Learner Information ..................................................................................... 35
8.3 Change of Circumstance Home ................................................................................. 35
8.4 Financials Home ........................................................................................................ 36
Section 9 | Search and View Learner Information ............................................................... 37
9.1 Searching for Learner Information ............................................................................. 37
9.1.1 Learner Search ................................................................................................... 37
9.1.2 Learning Aim Search ........................................................................................... 41
9.2 Performing a search .................................................................................................. 43
9.3 View Results .............................................................................................................. 44
Section 10 | Exporting Learner Information ......................................................................... 47
10.1 Export Results ......................................................................................................... 47
10.2 Export Assessment History ...................................................................................... 50
10.3 Validation when exporting data ................................................................................ 52
Section 11 | View Detailed Learner Information ................................................................... 53
11.1 Learner Information ................................................................................................. 55
11.2
Assessment Information........................................................................................ 55
11.2.1 Current Assessment .......................................................................................... 56
11.2.2 Assessment History .......................................................................................... 58
11.3 Current Payment Schedule ...................................................................................... 60
Section 12 | Field updates ................................................................................................... 64
12.1 Update fields via the Learner Information Results .................................................... 64
12.2 Adding the Unique Learner Number (ULN) .............................................................. 65
12.3
Adding the Additional Learner Reference Number ................................................ 66
12.4 Field Updates via Detailed Learner Information ....................................................... 67
12.4.1
Adding the ULN to individual learner records ................................................. 67
12.4.2 ULN Validation .................................................................................................. 68
12.4.3 Adding Additional Learner Record Number to individual learner records ........... 69
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12.4.4 Additional Learner Reference number Validation .............................................. 70
12.4.5 Adding Course Trainer and Course Location Codes to individual learner records
.................................................................................................................................... 70
12.4.6 Course Trainer and Course Location Code Validation ....................................... 73
12.5 Field Updates via Bulk Import .................................................................................. 73
12.5.1 Adding the ULN via Bulk Import ........................................................................ 73
12.5.2 ULN Bulk Import Validation Rules and Errors .................................................... 77
12.5.3 View ULN Bulk Import Results .......................................................................... 78
12.5.4 Adding the Additional Learner Reference Number, Course Trainer and Course
Location Codes via Bulk Import ....................................................................................... 80
Course Trainer ......................................................................................................... 80
Section 13 |Change of Circumstances (CoC) ...................................................................... 83
13.1 User Roles Required to Access the CoC area of the Applicant Information Service 84
13.2 Pre and Post Liability CoCs – Application status...................................................... 84
13.2.1 Pre Liability CoC – Application Status ............................................................... 84
13.2.2 Post Liability CoCs – Application Status ............................................................ 85
13.3 Creating Pre and Post Liability CoCs ....................................................................... 85
13.4 Create Pre Liability CoCs via Detailed Learner Information screen .......................... 85
13.5 Create Pre Liability CoCs via CoC Home................................................................. 90
13.6 Pre Liability CoC types ............................................................................................ 99
13.6.1 Fee Charged ................................................................................................... 100
13.6.2 Decrease Loan Amount................................................................................... 101
13.6.3 Learning Aim ................................................................................................... 102
13.6.4 Learning Provider ............................................................................................ 104
13.6.5 Cancel............................................................................................................. 105
13.6.6 Reinstate ......................................................................................................... 105
13.7 Create Post Liability CoCs via Detailed Learner Information screen ...................... 106
13.8 Create Post Liability CoCs via CoC Home ............................................................. 110
13.9 Post Liability CoC types ......................................................................................... 119
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13.9.1 Fee Charged ................................................................................................... 120
13.9.2 Decrease Loan Amount................................................................................... 121
13.9.3 Learning Aim ................................................................................................... 122
13.9.4 Early Completion ............................................................................................. 124
13.9.5 Suspension ..................................................................................................... 125
13.9.6 Resumption ..................................................................................................... 126
13.9.6.1 Resuming After Course End Date - Resumption CoC Validation Rule .......... 127
13.9.7 Withdrawal ...................................................................................................... 128
13.10 Create Pre and Post Liability CoCs via CoC Worklist ........................................... 129
13.11 Create CoC via Bulk Import ................................................................................. 133
13.12 CoC Validation Rules and Errors ......................................................................... 135
13.13 View CoC Bulk Import Results ............................................................................. 135
13.14 CoC Search ......................................................................................................... 138
13.15 Request Submissions Report .............................................................................. 143
Section 14| Financial Reports ........................................................................................... 145
14.1 Accessing financial area of the Applicant Information Service ............................... 145
14.2 Loan Position Report ............................................................................................. 145
14.2.1 Generate Loan Position Report ....................................................................... 146
14.2.2 View Loan Position Report .............................................................................. 147
14.2.3 Table One - Loan Position ............................................................................... 149
4.3 Table Two - Applications Not Progressing to Payment ............................................ 151
14.4 Example of a Loan Position Report........................................................................ 152
Section 15| Attendance ..................................................................................................... 153
15.1 User Roles Required to Access the Attendance Functions .................................... 156
15.2 Attendance Worklist ............................................................................................... 156
15.3 Saved Records ...................................................................................................... 158
15.4 More than One Outstanding Confirmation.............................................................. 159
15.5 Worklist Attendance Confirmation .......................................................................... 159
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15.5.1 – Individual Learner Confirmation .................................................................... 160
15.5.2 – Multiple Learner Confirmation ...................................................................... 161
15.6 Detailed Learner Information Screen Confirmation ................................................ 162
15.7 More than One Outstanding Confirmation.............................................................. 163
15.8 Suspension and Resumption ................................................................................. 164
15.9 Attendance Import File ........................................................................................... 164
15.9.1 Attendance Worklist Export ............................................................................. 164
15.9.2 Attendance Import ........................................................................................... 165
15.9.3 View Import Results ........................................................................................ 166
15.10 Incorrectly Submitted Attendance Confirmations ................................................. 169
Section 16| 24+ Loan Payments ....................................................................................... 170
16.1 Payment ................................................................................................................ 170
16.1.1 Early Completion ............................................................................................. 170
16.1.2 Extending Learning Aim End Date................................................................... 170
16.1.3 Late Loan Application ...................................................................................... 170
16.1.4 Monthly Payment Drawdown Cut Off Point...................................................... 171
16.1.5 National Insurance Number (NINO)................................................................. 171
16.1.6 Unique Learner Reference .............................................................................. 172
16.1.7 Overpayments ................................................................................................. 172
16.1.8 Loan Reduction ............................................................................................... 172
16.2 Payment Schedule ................................................................................................ 173
Section 17| Remittance Report ......................................................................................... 174
17.1 User Roles Required to Access the Payment File .................................................. 175
17.2 Remittance Report ................................................................................................. 176
17.3 Remittance Export ................................................................................................. 179
Section 18 | User Access Controls .................................................................................... 180
18.1 Overview ................................................................................................................... 180
18.2 Creating a User ......................................................................................................... 180
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18.3 Creating and Maintaining Groups .............................................................................. 180
18.4 Assigning Groups to a User....................................................................................... 181
18.5 Adding learner applications to a Group ..................................................................... 182
18.5.1 Individually .......................................................................................................... 182
18.5.2 More than one application................................................................................... 184
18.6 Removing learner applications from a group ............................................................. 184
18.7 Group Users and Viewing Learner Information .......................................................... 185
18.7.1 View Learner Information .................................................................................... 185
LP Administrator ........................................................................................................ 185
LP Advisor ................................................................................................................. 186
18.7.2 Detailed Information Screen ............................................................................... 186
LP Administrator ........................................................................................................ 186
LP Advisor ................................................................................................................. 186
Other User Roles ....................................................................................................... 187
18.7.3 Importing ULNs................................................................................................... 187
LP Administrator ........................................................................................................ 187
LP Advisor ................................................................................................................. 187
18.7.4 View Import Results ............................................................................................ 187
LP Administrator ........................................................................................................ 187
18.8 Group Users and CoCs ............................................................................................. 187
18.8.1 Performing CoCs ................................................................................................ 187
LP CoC Administrator ................................................................................................ 187
LP CoC Advisor ......................................................................................................... 188
18.8.2 Viewing Submitted CoCs .................................................................................... 188
LP CoC Administrator ................................................................................................ 188
LP CoC Advisor ......................................................................................................... 188
18.8.3 Importing CoCs................................................................................................... 189
LP CoC Administrator ................................................................................................ 189
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LP CoC Advisor ......................................................................................................... 189
18.8.4 View Import Results ............................................................................................ 189
LP CoC Administrator ................................................................................................ 189
18.9 Group Users and Confirming Attendance .................................................................. 189
18.9.1 Attendance Worklist ............................................................................................ 189
LP Attendance Administrator...................................................................................... 189
18.9.2 Importing Attendance Confirmations ................................................................... 190
LP Attendance Administrator...................................................................................... 190
18.9.3 View Import Results ............................................................................................ 190
LP Attendance Administrator...................................................................................... 190
Section 19 | Further Support ............................................................................................. 190
19.1 Online Help ............................................................................................................ 191
19.2 Operations Services Helpdesk ............................................................................... 191
19.3 Partner Services Management Team .................................................................... 191
Appendix A | Description of Application Statuses .............................................................. 191
Appendix B | Learner Attendance Scenarios ..................................................................... 193
B.1 Learner attendance scenarios – exception handling ................................................ 197
B.2 Attendance Confirmation Triggers Payment ............................................................ 197
Appendix C | End to End Learning Provider 24+ Journey diagram .................................... 198
Appendix D | Payment and Drawdown Calendar ............................................................... 199
Academic Year 13/14 Payment and Drawdown Calendar Error! Bookmark not defined.
Academic Year 14/15 Payment and Drawdown Calendar Error! Bookmark not defined.
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Section 1 | Purpose of the Learning Provider user guide
The purpose of the Learning Provider user guide is to introduce learning providers to the
Learning Provider Portal (Portal).
It outlines basic processes and procedures to follow when using the Portal, the functions
available to you, help resources and general best practice rules.
1.1 What is the Learning Provider Portal?
The Student Loans Company (SLC) provides administration services to Learning Providers
in support of the 24+ Advanced Learning Loan. The Portal is a secure website that has been
developed to facilitate the service.
Section 2 | Learning Provider User Roles
Learning Provider User
Access Role
Description
Learning Provider User
Administrator
Learning Provider user who will facilitate user maintenance
functions within the Learning Provider User Base – this includes
adding new users and resetting passwords.
(LP User Administrator)
Learning Provider
Administrator
Learning Provider user who will be permitted to view the profile
and contact information on the portal.
(LP Administrator)
Users will be permitted to view learner information, perform
searches, view detailed learner information, make field updates
and export search results.
Learning Provider
Advisor
Learning Provider user who will be permitted to view the profile
and contact information on the portal.
(LP Advisor)
Users will be permitted to view learner information, perform
searches and view detailed learner information.
Learning Provider
Change of
Circumstance
Administrator
Learning Provider user who will be permitted create CoCs, view
CoCs, Import CoCs, View CoC Import Results, Create and View
CoC Submissions Report
(LP CoC Administrator)
Learning Provider
Change of
Learning Provider user who will be permitted to view CoCs,
View CoC Import Result and View CoC Submissions Report
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Circumstance Advisor
(LP CoC Advisor)
Learning Provider
Financial Administrator
Learning Provider user who will be permitted to access the
financials section of the portal.
(LP Financial
Administrator)
User will be permitted to create, view and export the loan
position.
User will also be able to view and export payment remittance
files
Attendance
Administrator
(LP Attendance
Administrator)
Learning Provider user who will be permitted to view attendance
confirmation worklist, confirm a learner’s attendance and export
attendance worklists
Section 3 | How to access the Learning Provider Portal
3.1 Sign in
The portal is a web based service and is accessed through an internet browser. The portal
is supported on IE8, IE9 and Chrome. Other browsers should allow for access although
there may be some look and feel differences in some screens.
You access the portal through the Learning Provider Services website via the following link:
http://lpservices.slc.co.uk/ then select the last link, Learning Provider Portal from the
purple ribbon.
Note - You may wish to add this address to your Favourites in your internet browser so that
you can find it again easily. Select Favourites / Add to Favourites
Your sign in, initial password and secret answer will have been provided to you by your User
Administrator within your organisation.
Note - It is your responsibility to ensure these login details are known only to yourself. Never
disclose these details to anyone else.
To sign in, enter the web address and then click on Learning Provider Portal link as
described above. The Sign in screen displays.
1. Enter your username in the Username field
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2. Click
3. Enter your password and the answer to your secret question. For security
purposes, your responses will display as dots. Please note that both your
password and answer are case sensitive
3.2 Incorrect sign in
If you enter your username, password or the answer to the question incorrectly, you will be
prompted to re-enter your sign in details.
After three unsuccessful attempts you will be locked out of the system. Contact your User
Administrator who will be able to reset or change your password for you.
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3.3 First-time sign in
To ensure your security, when you first sign in to the system you will be required to enter a
new password and choose a new secret question and answer.
1. After you have entered your username and clicked,
will appear:
the following screen
2. Enter the password you received by email when your User Administrator created
your user access
Note - Passwords are case-sensitive, must be between 8 and 16 characters in length and
must contain at least one alphanumeric character. They are also blocked from containing
easily guessed words and sequences such as your username or password1.
3. Enter your new proposed password and confirm it
4. Click
5. Enter your initial secret answer as per your email confirmation. Then, choose a new
secret question by checking the relevant radio button
6. Enter and confirm your new secret answer
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7. Click on the
button to complete your initial sign in
3.4 Change, unlock or reset password and secret answer
If you are unable to sign in because your account is locked or you have forgotten your
password, contact your User Administrator who will be able to reset or change your
password for you.
For details on how to unlock a locked account, please refer to section 7.2.
3.5 Signing out
You should always sign out of the system when you are finished to prevent unauthorised use
of your sign in ID.
1. To close down, click
on the top-right of the screen
The Sign In screen will appear. For security purposes, you should now close your browser.
3.6 Security
To minimise the risk of unauthorised use of the Learning Provider Portal, you will be
automatically signed out of the portal after fifteen minutes of inactivity.
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Learning Providers are required to be vigilant about user access, e.g. usernames and
passwords. If someone leaves the organisation, it is essential that the User Administrator
expires their user access on the system, to ensure the security of the portal and learner
data. To find out more about expiring user access, please see expiring user accounts in
section 7.
Section 4 | Using the Learning Provider Portal
4.1 Learning Provider Portal Home Page
Upon successful sign in to the portal, users will be automatically directed to the Home Page.
Users can navigate to all areas of the portal from the Home Page.
4.2 Key Messages and Notifications
SLC will communicate key messages and notifications to portal users via the Home Page.
System maintenance, news and other information will appear in the message area in the
centre of the screen as appropriate.
Each message will be displayed in a separate notification.
Indicator
Description
Priority
This field shows the importance of the message. This could be Urgent, High,
Medium or Low
Subject
This field gives you a brief overview the content of the message
Read?
The Read tick box indicated whether or not the massage has been read
If there is a tick in this box the message has been read. If the box does not
contain a tick then the message is unread.
Update
The Update button allows you to update the status of the massage to read or
unread.
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To view the pop up notification;
1. Click on the subject hyperlink
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The details of the notification will appear.
After reading the notification, LP Administrators can;
Mark the message as read;
1. Click the
tick box
2. Click
3. The pop up box will close and the ‘Read?’ status will be updated. A tick will appear
in the ‘Read?’ tick box
Mark the message as unread;
1. Click the
tick box to remove the tick
2. Click
3. The pop up box will close and the ‘Read?’ status will be updated
Close with no action;
1. Click
2. The pop up box will close and the ‘Read?’ status will remain unchanged
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To update the ‘Read?’ status from the Home page, an LP Administrator can
Mark the message as read;
4. Click the
tick box
5. Click
6. The ‘Read?’ status will be updated
Mark the message as unread;
1. Click the
tick box to remove the tick
2. Click
3. The pop up box will close and the ‘Read?’ status will be updated
Note - Notifications will only be displayed for a set period of time. After this time frame
elapses notifications will no longer be visible whether they have been read or not.
4.3 Navigate the Learning Provider Portal
Users can navigate to the areas of the portal they have access to from the Home Page by
clicking over on the purple tabs.
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Section 5 | Learning Provider Profile
To view the profile for your learning provider, click on Learning Provider Details tab from the
Portal Home page. This will provide you with a view of the information held for your
organisation to ensure your details are accurate and up to date.
If the information displayed in the live system is incorrect, please update your details on the
UK Register of Learning Providers website (www.ukrlp.co.uk) these will then be shared with
SLC.
Upon successful creation of a new Learning Provider Profile an email will be sent to the
Contract Manager.
Upon successful amendment of the Learning Provider Profile, an email will be sent to
contacts with the Primary or Secondary Business Contact role.
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Section 6 | Maintain Learning Provider Contacts
When supplying SLC with approved Learning Provider data, the Agency will provide SLC
with the details of the Learning Provider Contract Manager. SLC will request that the
Contract Manager nominates a primary and secondary business contact. It is important that
these contact details are correct and kept up to date to allow SLC to liaise with your
organisation effectively.
All users can view these details but to create and edit contact details, you must have been
assigned the User Administrator user role.
6.1 Create Contacts
1. To add a new contact, click on Learning Provider Details from the Portal Home page.
Then select Contacts tab underneath Profile
2. Click
3. Complete the New Contact details
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4. Choose the Contact Role from the list. Click the check box to select the roles
required, or click again to de-select the role. There is no restriction on the number of
roles that can be assigned. Although a contact may have one or many contact roles,
they can only be one of the following; Primary Business Contact OR Secondary
Business Contact
5. Click
6. If the data is entered incorrectly or fields have been left blank you may see a
validation error. All fields are mandatory
6.2 Edit Contacts
1. Select the Contacts tab underneath the Profile tab. The Contact screen will open
and display contact details
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2. Click
to edit contact details
3. You can update or add information by over typing the existing details
4. Contact Roles can be added or removed by selecting or deselecting the tick box
roles on screen
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5. Click
to save the changes
6.3 Making contacts inactive
If it is no longer appropriate for an individual to continue their role as a contact, their record
can be deactivated.
1. To make a contact inactive, select Learning Provider Details from the portal home
page. Then, select Contacts to open the Contacts view
2. Click on the
icon next to the contact you are making inactive
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3. Uncheck
and click
4. The contact is now inactive. The Active indicator has now been updated
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Section 7 | Administering System Users
The Learning Provider Portal includes a facility to create and maintain users within your
organisation. This function is only available to users who have been assigned the User
Administrator role.
1. To begin administrating users, click on the Administer User tab from the portal home
page
The Users List displays a list of users within the User Group. From this page you can create
new users and edit existing users.
7.1 Create new users
1. Click on Administer User tab from the portal home page, and click
located on the bottom-left of the screen, from the page that displays. The Create New
User page will display
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2. Enter the new user’s details. These are all mandatory fields
3. Your organisation will appear in the Group box
4. Select
to add the user to your organisation
5. Select Roles for the user from the User Roles box on the bottom of the screen. Tick
all roles that apply to the user
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6. Click
to create the user
7. The Preview New User summary screen will appear to check the details entered for
the new user
8. Click
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7.2 Administering existing users
If you have a large number of existing users you can arrange to view your existing users
alphabetically by their Username, Surname or Forename.
1. Click on the Surname heading to arrange users alphabetically by their surnames
2. On the record returned from your search, select the
link
29
3. You can update or add information by over typing the existing details
4. From this screen, you can amend the user’s forename(s), surname, contact phone
number and email address by overtyping the data in the fields onscreen. Please note
that amending the names will not result in a regenerated username for that user
Note - If the Expired checkbox is ticked, you cannot amend any user details.
5. Click
The Edit User Authentication details screen displays
6. From this screen you can add or remove the users Role Memberships and re-set or
lock their secret answer and password. In this example we will rest the users
password
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7. Check the
8. Select
box
The Preview or Save Edit User summary will be displayed
31
9. Select
32
7.3 Expiring user accounts
This function should be used to expire a user’s account if access is no longer required – for
example, if they leave the Learning Provider or their role within the Learning Provider
changes. Please note that once a user’s account is expired, their records cannot be
amended or reinstated.
From the Administer User page search for a user’s account, and select the user to be
administered.
1. Select
for the user to be administered and the Edit User screen will display
2. Select
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3. Check the
box and select
to expire the users account
4. The Expired Indicator has now been updated to ‘X’
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Section 8 | Applicant Information Service
8.1 Overview
Once a learner has submitted an application for a loan, the details of the learner’s
application will be visible via the Applicant Information Service.
The Applicant Information Service includes the facility to view, make updates and changes to
learners’ application details and view financial reports, access to which will depend on your
user role.
8.2 Detailed Learner Information
The Learner Information section of the portal provides users with visibility of learner
applications.
Learner application details can be viewed at both pre and post approval stages and
depending on the access role, users will be able undertake the following actions:
1. Search and view details of learners’ application information
2. Use a number of filter options to perform searches for an individual learner or for
multiple learners.
3. View individual detailed learner Information.
4. View learner assessment history
5. Export learner information and assessment history information for your own data
management purposes
6. Make updates to reference data fields if required
For further detail and information on the Learner Info area of the portal, please refer to
Section 9 of this guide.
For further details of these user roles, please refer to section 2, Learning Provider User
Roles.
8.3 Change of Circumstance Home
As part of managing learners’ applications via the Applicant Information Service, CoC Users
will be able to make changes to learners’ application information if their study plans change.
For more information on CoCs, please refer to section 13.
For further details of these user roles, please refer to section 2, Learning Provider User
Roles.
Note - The Learning Provider Portal will prevent a user from creating a CoC unless a CoC
contact already exists. Please refer to section 6, Maintain Learning Provider Contacts, for
guidance on creating and maintaining contact information.
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8.4 Financials Home
The Financials Home section of the Applicant Information Service provides learning
providers with a view of the loan position and statement of all payments made. Financial
Administrator users will be able to view this information on screen and export reports.
For more information on financial reporting, please refer to section 14.
For further details of these user roles, please refer to section 2, Learning Provider User
Roles.
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Section 9 | Search and View Learner Information
After signing in you will automatically be directed to the home page where you will be able to
access the Applicant Information Service. From here you will be able to access the Learner
Information screen. Hover your cursor on the Applicant Information Service tab and select
Learner Information.
9.1 Searching for Learner Information
A search can be performed by using either the Learner Search tab or the Learning Aim
Search tab. The Learner Information screen will always default to the Learner Search tab.
Note - If you begin to enter search criteria using one tab and then select another tab, the data
initially entered will be cleared and you must start your search again.
9.1.1 Learner Search
LP Administrators and Advisors can search for single or multiple learners using the following
filters within the Learner Search screen;
Search Field
Information
Tips
Academic Year
The Academic Year refers to any
year that the learner’s application is
active. For example if the learner
begins a 3 year learning aim in
November 2013 and completing in
May 2016 their details would be
returned for 2013/14, 2014/15 and
2015/16
This is a mandatory field
To change the academic year, If
other academic years are available,
use the drop down menu
37
Forename
If entering a Forename, the
Surname field must also be
populated
A wildcard search will find more
matches, but at least three
characters must be entered e.g.
joh%
Surname
If entering a Surname, the
Forename field must also be
populated
A wildcard search will find more
matches, but at least three
characters must be entered e.g.
smi%
Date of Birth
Learner’s date of birth
The format must be DD/MM/YYYY
Unique Learner
Number (ULN)
As well as searching for a specific
ULN, you have the ability to use the
tick box ‘Search for Blanks’ to
search for learners without a ULN
Initially this field will be blank and
you should enter a ULN for all of
your learners
Customer
Reference
Number (CRN)
This is the key identifier SLC give to
learners. This number will be used
by learners when applying for all
SLC products.
There is no requirement for
providers to validate this number
and is for your information only.
Learners will use this when they
contact the SLC
Additional
Learner
Reference
Number
As well as searching for a specific
reference, you have the ability to
use the tick box ‘Search for Blanks’
to search for learners without an
additional learner reference
number.
You can add your own Additional
Learner Reference Number for a
learner, see how to do this in the
‘Update Information’ section of the
guide
Verified
National
Insurance
Number (NINO)
A dropdown section that lets you
select ‘Yes’ or ‘No’
If a learner does not have a verified
NINO then this will block loan
payments. More information is
available in the ‘Financials Home’
section of the Applicant Information
Service.
Last
Assessment
Date From
If entering a Last Assessment Date
From, the Last Assessment Date
To field must also be populated
Use this in conjunction with the Last
Assessment Date To field to search
for applications that have been
assessed or reassessed within a
If you have learners without a ULN
the message ’You have Learners
who do not currently have a ULN’
will appear on initial entry to the
Learner Information screen
38
certain date range.
Last
Assessment
Date To
If entering a Last Assessment Date
To, the Last Assessment Date
From field must also be populated
Application
Status
You can search for applications that You can only see applications that
are at the following work stages;
have been submitted to SLC. If you
have a learner who has applied
 Approved
online and their details are not
 Applications in Progress
showing within the Learner
 Eligibility incomplete
Information section, this may be
 Missing Evidence
because their application is still
 Suspended
waiting to be submitted.
 Cancelled
 Withdrawn
 Ineligible
 Held Pending Budget
Approval
 Approved Awaiting
Signature
The number of records displayed
per page can be chosen from the
drop down menu, with the options
of;
Number of
Records to
Display per
Page
Group Name
Use this in conjunction with the Last
Assessment Date From field to
search for applications that have
been assessed or reassessed
within a certain date range. This
can also be used to search for
learners who have had change of
circumstances applied to them
within a certain date range.
 25
 50
 100
 200
You can search for learners that
have been assigned to individual
groups created. These will be
displayed in the drop down menu.
CoC Applied?
You can search for learners where
a change of circumstance has been
applied by selecting ‘yes’ or ‘no’
Use this in conjunction with the Last
Assessment Date From field to
search for applications within a
certain date range.
CoC typed
Applied
You can search for learners which
have had a change of
circumstances performed from the
You will need to select ‘Yes’ from
the ‘Coc Applied?’ field.
39
following options






View all
Fee Charged
Learning Aim Details
Loan Requested
Learning Provider
Cancel Application
40
9.1.2 Learning Aim Search
Using the following filters within the Learning Aim Search you can search for a single learner
or multiple learners;
Search Field
Academic Year
Information
Tips
The Academic Year refers to any
year that the learner’s application is
active. For example if the learner
begins a 3 year learning aim in
November 2013 and completing in
May 2016 their details would be
returned for 2013/14, 2014/15 and
2015/16
This is a mandatory field
Learning Aim
The name of the learning aim as
provided by the Skills Funding
Agency as approved for loans
A wildcard search will find more
matches, but at least three
characters must be entered e.g.
Mat%
Reference
The reference of the learning aim as
approved by the Skills Funding
Agency as approved for loans
This reference number is 8
characters long.
Learning Aim
Type
The learning aim type can be
chosen from the drop down menu,
with the options of;





To change the academic year, If
other academic years are
available, use the drop down menu
A Level
AS Level
QAA Access to HE
Certificate
Diploma
Start Date
From
If entering a Start Date From, the
Start Date To field must also be
populated
Use this in conjunction with the
Start Date To field to search for
applications with start dates in a
certain date range.
Start Date To
If entering a Start Date To, the Start
Date From field must also be
populated
Use this in conjunction with the
Start Date From field to search for
applications with start dates in a
certain date range.
End Date From
If entering a End Date From, the End
Date To field must also be populated
Use this in conjunction with the
End Date To field to search for
applications with end dates in a
certain date range.
41
End Date To
If entering a End Date To, the End
Date From field must also be
populated
Use this in conjunction with the
End Date From field to search for
applications with end dates in a
certain date range.
Course Trainer
As well as searching for a specific
trainer code, you have the ability to
use the tick box ‘Search for Blanks’
to search for learners without one.
You also have the ability to use the
wildcard search, but at least three
characters must be entered e.g.
A12%
You can add your own Course
Trainer Code for a learner, see
how to do this in section 12, Field
Updates
Course
Location
As well as searching for a specific
location code, you have the ability to
use the tick box ‘Search for Blanks’
to search for learners without one.
You also have the ability to use the
wildcard search, but at least three
characters must be entered e.g.
J15%
You can add your own Course
Location Code for a learner, see
how to do this in section 12, Field
Updates
Number of
Records to
Display per
Page
The number of records displayed per
page can be chosen from the drop
down menu, with the options of;
Group Name
 25
 50
 100
 200
You can search for learners that
have been assigned to individual
groups created. These will be
displayed in the drop down menu.
CoC Applied?
You can search for learners where a
change of circumstance has been
applied by selecting ‘yes’ or ‘no’
CoC typed
Applied
You can search for learners which
have had a change of circumstances
performed from the following options






You will need to select ‘Yes’ from
the ‘Coc Applied?’ field.
View all
Fee Charged
Learning Aim Details
Loan Requested
Learning Provider
Cancel Application
42
9.2 Performing a search
The Learner Information screen will automatically default to the Learner Search tab, so if you
want to perform a search based on learning aims select the Learning Aim Search tab.
1. Complete the required combination of search parameters
Note – Some search parameters are drop down boxes and others require you to type in your
information. If using the ‘Application Status’ search parameter on the ‘Learner Search’ tab be
aware that you must select the application status you require and then click
want to search for all application statuses click
or if you
.
If you want to remove any of the selected options select the application status you wish to
remove and click
or if you want to remove all the options selected, click
43
2. After entering your search parameters, depending on User Role access (please refer to
section 2, Learning Provider User Roles, page 9), users can perform the following
actions;

View Results

Export Results

Export Assessment History

Clear Search
3. Selecting View Results, Export Results or Export Assessment History will validate the
search criteria. If the validation is successful results will be displayed or exported. If the
validation is unsuccessful an error message will be displayed highlighting the parameter
causing the failure.
4. The Clear Search option will clear the search form of all parameters.
9.3 View Results
To view the search results on screen click
The search results will be displayed at the bottom of the screen. This shows information at a
summary level. To view more detailed information, select the learner name hyperlink. Please
see Section 11 – View Detailed Learner Information.
Note - Where there are no records which match the filter used, the following message will be
displayed on the screen:
“No records match the criteria entered. Please amend your criteria and search again”
To return to the search, click on
The search results will be ordered alphabetically by the learner’s surname but this can be
amended by clicking another header. If reordered by Additional Learner reference number
the results will be ordered alphabetically then numerically. If reordered by ULN, Fee
Amount, Entitlement Amount or Balance Payable the results will be ordered numerically.
44
45
The information displayed in the Learner Information Results is detailed in the following
table;
Fee Amount
Entitlement Amount
The fee stated by the learner on their application
The amount of loan a learner is eligible for.
SLC use the fee amount, the maximum funding rate for the course
and the learners requested loan amount to calculate how much loan
a learner is eligible to. SLC will pay the lowest of the three amounts
stated above and this amount will be shown in here
Balance Payable
If the fee stated on the application is more than the loan the learner
has requested or is entitled to, the balance payable will show.
The total number of records retrieved will be displayed below the results of the search
Note - Where more than 50,000 records are returned based on the completed search filters
the following message will be displayed on screen:
“Too many records match the search criteria you have entered. Please use the criteria
to further restrict the number of records returned”
The current number of the page is displayed, along with the total number of pages returned
by the search.
To view a different page of results;
1. Click on the page number to view that page or;
2. Click on the arrows to navigate through the pages
After viewing your search results on screen, LP Administrators can perform the following
actions;



– Please refer to section 10.1
– Please refer to section 10.2
- Please refer to section 13
46
Section 10 | Exporting Learner Information
Users with the user role of LP Administrator will be able to export learner information for
their own purposes if required.
The two exports available for learner application information are;

Export Results

Export Assessment History
This can be done from the learner results screen can be exported either;

Directly after entering search criteria, before viewing results on screen

After performing a search and viewing the results on screen
10.1 Export Results
LP Administrator users can export successful search results after selecting Export Results
both before or after viewing the search results on screen. This is available in either xml or
CSV
1. Click export results
The Learner Information Export section will be appear
2. From the Learner Information Export screen you can either;

Click Cancel to return to the search screen

Click
3. To export results, enter a file name in the Export File Name field, this can be up to a
maximum of 50 characters
4. Click
Note – If user selects to ‘Export Results’ but have not completed the filename field, the
following error will be displayed;
“A filename must be provided”
47
5. To select the destination to export and save the file to, follow the on screen prompts
specific to your system
The system will create an xml or CSV file and the following options will appear;
6. Select Save, Open or Cancel the file.
a) If you select ‘Cancel’ the learner Information Export section will be removed,
the learner information filter will display the parameters previously captured
and the filter parameters will be amendable again.
b) Select ‘Save’ to save the file in a location of your choice.
c) Select ‘Open’ and the file will open with all the relevant application data
populated.
48
49
Please note- When opening a CSV file in Excel, Excel performs certain behaviour such as
removing zeroes from the start of numbers.
One way in which to prevent this from happening is to import the CSV file as follows:
1) Open a blank excel sheet.
2) Select all cells (CTRL+a) and format them as text (right click->format cells).
3) Open your CSV in notepad (you can do so by dragging the file into an open notepad
window).
4) Copy all of the content of the CSV and paste it into the first cell in excel. Notice that a
"Paste Options" icon appears somewhere at the bottom.
5) Click on the small arrow on the right of that icon, and select "use text import wizard". This
will open a wizard...
6) Make sure "delimited" is selected and click "next"
7) Select "comma" and deselect "space" in the delimiters area (you will see the columns
arrange correctly in the sample below), then click "next".
8) In this step you define how to treat each column. Since we don't want excel to change
anything, we'll define them all as "text": Click on the first column in the sample (it will be
coloured in black); now scroll sideways all the way to the right and shift+click the last
column; in "column data format" above, select "text".
9) Click "finish".
10.2 Export Assessment History
The assessment history export will contain one entry with the current assessment details
and then a separate entry for each historical assessment associated to the learner’s
application.
The current assessment details record will be displayed at any of the following workstages;










Approved
Applications in Progress
Eligibility incomplete
Missing Evidence
Suspended
Cancelled
Withdrawn
Ineligible
Held Pending Budget Approval
Approved Awaiting Signature
50
To Export Assessment History;
LP Administrator users can export successful search results by selecting Export
Assessment History both before and after viewing the search results on screen.
1. Click export results
The Learner Information Export section will be appear
1. From the Learner Information Export screen you can either;

Click

Click
to return to the search screen
2. To export results, complete the file name field, this can be up to a maximum of 50
characters
3. Click
,
Note - When you select to ‘Export Assessment History’ but have not completed the filename
field, the following error will be displayed;
“A filename must be provided"
4. To select the destination to export and save the file to, follow the on screen prompts
specific to your system
The system will create an xml file and the following options will appear;
5. Select Save, Open or Cancel the file.
d) Select ‘Cancel’ and the learner Information Export section will be removed,
the learner information filter will display the parameters previously captured
and the filter parameters will be amendable again
e) Select ‘Save’ to save the xml file in a location of your choice
f)
Select ‘Open’ and the xml file will open with all the relevant application data
populated
51
10.3 Validation when exporting data
In certain circumstances an error message may be displayed if a file cannot be exported;
Error
Message
If more than 50,000 records are returned, the
following message will be displayed on the
screen
Too many records match the search criteria
you have entered. Please use the criteria to
further restrict the number of records
returned
Where there are no records which match the
filter parameters entered, the export will not
trigger and the following message will be
displayed on the screen
No records match the criteria entered.
Please amend your criteria and search again
52
Section 11 | View Detailed Learner Information
After completing a search and viewing summary results on screen, users will be able to drill
down into individual learner records and view detailed learner information. The Detailed
Learner Information screen provides more in-depth information about a learner’s application
and also allows those with the LP Administrator user role to update information such as the
ULN and other optional fields.
1. Select to view a learner’s detailed information for the selected application and
Academic Year, by selecting the full name hyperlink from the search results
2. After identifying the learner’s application click
The Detailed Learner Information screen will appear
53
The Detailed Learner Information screen is split into a number of sections allowing easy
navigation and viewing of information. These sections are;
Section
Description
Learner Information
Personal learner information
Assessment Information
Details about the current and historical
assessments associated with the learners
application
Current Payment Schedule
Details of learners loan payment schedule
(User with the Attendance Administrator role
will also be able to confirm a learner’s
attendance from this screen – see Section
15)
54
11.1 Learner Information
The majority of the information that is displayed in the Learner Information section of the
Details Learner Information screen cannot be changed by a learning provider, the exception
being the Unique Learner Number (ULN) and the Additional Learner Reference Number
(ALRN). Details of how to update these fields can be found in section 12.
If the learner wants amend any other personal information such as their address they will
need to contact Student Finance England on 0300 100 0619.
Hint – The field Verified NINO shows you whether the learner’s National Insurance Number
has been received and verified by DWP. This is an important field as SLC cannot make
payments on behalf of a learner until we have a verified NINO
11.2 Assessment Information
The Assessment Information section of the Detailed Learner Information screen allows
providers to see current and historical assessment information.
The information is split as follows;

Current Assessment

Assessment History
55
11.2.1 Current Assessment
The Current Assessment information will show details of the current assessment for the
Learner and display the following information;
Indicator
Description
Assessment Date
The date that the last assessment was performed resulting in
the current assessment outcome
CoC Types
If applicable to the learner’s application, details of any
change of circumstances (CoC) that are associated with the
current assessment
Fee Amount
The fee stated by the learner on their application
Loan Amount Requested
The amount the learner has requested in a loan
Entitlement Amount
The amount of loan a learner is eligible for
SLC use the fee amount, the maximum funding rate for the
course and the learners loan amount to calculate how much
loan a learner is eligible to. SLC will pay the lowest of these
three amounts and this amount will be shown here.
Balance Payable
If the fee stated on the application is more than the loan the
learner has requested or is entitled to, the balance payable
will show
Submitted By
Where a CoC was submitted by a provider to generate the
current assessment the username of the person who
submitted that CoC will be displayed.
If the assessment was generated from another source the
text “SLC” or “Learner” will be displayed
Learning Aim Details
A hyperlink to generate a pop up box containing current
Learning Aim Details
56
Clicking the
following information;
hyperlink will generate a pop up box containing the
Indicator
Description
Learning Aim
If any of the Learning Aim Details are incorrect these can be
changed by following the Change of Circumstance (CoC) process
Reference
Learning Aim Type
Please see Section 13 of the User Guide for more information on
Change of Circumstances
Learning Aim Level
Start date
End date
Course Trainer
This is optional information and can be edited by LP
Administrators, please see the Field Updates section for more
information
Course Location
This is optional information and can be edited by LP
Administrators, please see the Field Updates section for more
information
57
11.2.2 Assessment History
The Assessment History information will show details of historical assessment information
for the learner for the application selected
Indicator
Description
Assessment Date
The date that the last assessment was performed resulting in the
assessment outcome
CoC Types
If applicable to the learner’s application, details of any change of
circumstances (CoC) that are associated with the historical
assessment
Fee Amount
The fee charged by the provider associated with the historical
assessment
Loan Amount
Requested
The amount the learner had requested in a loan associated with
the historical assessment
Entitlement Amount
The amount of loan a learner was eligible for associated with the
historical assessment
SLC use the Fee Amount, the LARA maximum and the learners
Loan Amount to calculate how much loan a learner is eligible to.
The figure in this field will be the lowest of these three amounts.
Balance Payable
The difference between the Fee Amount and the Entitlement
Amount associated with the historical assessment
Submitted By
Where a CoC was submitted to generate the historical assessment
the username of the person who submitted that CoC will be
displayed.
On initial assessment, where a CoC was not submitted and the
application was made online, the text ‘Learner’ will be displayed
On initial assessment, where a CoC was not submitted and the
application was made on paper, the text ‘SLC’ will be displayed
Learning Aim Details
A hyperlink to generate a pop up box containing historical Learning
Aim Details
58
1. Click
hyperlink
A pop up box appear containing the following information;
Indicator
Description
Learning Aim
The name of the learning aim as provided by the Skills Funding
Agency as approved for loans
Reference
The reference of the learning aim as approved by the Skills Funding
Agency as approved for loans
Learning Aim Type
A’level
Qualification
Learning Aim Level
Level of qualification
Start date
Learning Aim start date
End date
Learning Aim end date
Course Trainer
In the Assessment History section this field is not editable
Course Location
In the Assessment History section this field is not editable
59
The User can navigate to either the Learner Information or Current Payment Schedule by
clicking the appropriate link.
The user can also navigate back to the Learner Information Results by using the back
button.
Click
to exit
11.3 Current Payment Schedule
The Current Payment Schedule section of the Detailed Learner Information screen allows
providers to see the loan payment schedule for an individual learner.
60
The screen will provide the following details:
Indicator
Description
Scheduled Payment Date
The date that the payment instalment has been scheduled for
payment
Actual Payment Date
The date that the payment was made to the Provider
Payment Amount
The amount that will be paid to the Provider
Payment Status
Status of payment :

Scheduled

In Progress

Paid
Attendance Confirmation
Date
The date for which attendance should be confirmed.
Attendance Confirmation
Status
Attendance Confirmation Status :
Submitted By

In Attendance

Not In Attendance

Change Start Date
Details of user who submitted confirmation of attendance
Note – Payment cannot be made until:
1. The learner’s National Insurance Number has been verified
2. The provider has entered a ULN for the learner
3. The provider has confirmed the learner’s attendance
The User can navigate to either the Learner Information, Assessment Information or Current
Payment Schedule and Attendance by clicking the appropriate link.
The user can also navigate back to the Learner Information Results by using the back
button.
Click
to exit
61
The Current Payment Schedule and Attendance Reportcan also be exported for a number of
learners in either CSV or XML format.
Two options appear on the ‘Learner Search’ and ‘Learner Information Results’ screens;


Export XML Payment Schedule & Attendance
Export CSV Payment Schedule & Attendance
62
To export the results directly from the ‘Learner Search screen’, the relevant search criteria
should be entered and then either the XML or CSV option selected. A filename should be
entered and then ‘Export Report’ selected.
Alternatively, after entering the relevant search criteria on the Learner Search screen, the
‘View Results’ option can be selected to first bring up the required learners on screen. The
‘Export XML Payment Schedule & Attendance’ or ‘Export CSV Payment Schedule &
Attendance’ option can then be selected from the bottom of the results screen.
Note – There are no restrictions to the search criteria which can be selected for the Payment
Schedule and Attendance Export, however, only those applications with a payment schedule
will appear on the exported file (for example those Approved, Withdrawn, Suspended).
If none of the applications selected have a payment schedule, then an error message will
appear on attempt to export to advise that no applications match the search criteria.
The CSV Export will comprise of a file containing the following headings:













Learner Surname
Learner Forename
Learner Date Of Birth
Unique Learner Reference Number
Additional Learner Reference Number
Scheduled Payment Date
Actual Payment Date
Payment Amount
Payment Status
Payment Pended Reason
Attendance Confirmation Date
Attendance Confirmation Status
Submitted By
The CSV file will comprise of one row for each scheduled payment, therefore multiple rows
will appear for most learners. The data will be ordered alphabetically by learner surname.
Details of the XML export are defined in the Current Payment Schedule and Attendance
Export Schema. If you require a copy of this please contact [email protected]
63
Section 12 | Field updates
Learning Provider Administrator Users will be able to make field updates on a learner’s
application. The updates that can be made are;
Field
Information
Specification
Unique Learner
Number (ULN)
Mandatory information that is required for
the learner before attendance can be
confirmed
Must be numeric
Must be 10 characters
in length
This can be added either on individual
learner records, to multiple learners at one
time or by bulk import
Additional Learner
Reference
Number
An optional field that can be used to add a
reference number that your organisation
may attribute to individual learners
Can be alphanumeric
Can be up to 20
characters in length
This can be added either on individual
learner records or to multiple learners
Course Trainer
Code
An optional field and can be added to a
learner’s application to identify learners at
different subcontractors
Can be alphanumerical
Can be up to 8
characters in length
This can be added for individual learners
Course Location
Code
An optional field and can be added to a
learner’s application to segment learners at
different locations / campuses
Can be alphanumeric
Can be up to 8
characters in length
This can be added for individual learners
12.1 Update fields via the Learner Information Results
LP Administrators can update the following learner references for single or multiple learners
in one submission via the Learner Information Results screen;

Unique Learner Number (ULN)

Additional Learner Reference Number
Please refer to section 12.2 for guidance on how to complete a search and upload data for
missing ULNs.
Please refer to section 12.3 for guidance on how to complete a search and upload data for
missing Additional Learner Reference Numbers. .
64
12.2 Adding the Unique Learner Number (ULN)
The ULN is a mandatory field and requires completion before a learners attendance can be
confirmed.
The ULN can be added to single or multiple learner records in one transaction.
Note - If there are learner records at your organisation that require the ULN adding, a
message will be displayed ‘You have learners who do not currently have a ULN’
From the home page hover over
and select
The learner search screen will appear.
1. Select the Academic Year from the drop down menu
2. Click the ’Search for blanks tick box’ next to Unique Learner Number field
3. Select
The results will appear at the bottom of the screen.
65
4. Enter ULNs to one or more of the search results
5. Select
The updates will be made effective immediately.
Note – If you select ‘Clear Changes’ any ULNs which have been captured but not submitted,
will be cleared.
12.3 Adding the Additional Learner Reference Number
The Additional Learner Reference number is optional and can be used to add a reference
number that your organisation attributes to learner. From the Home Page, hover over
and select
The learner search screen will appear.
1.
Select the Academic Year from the drop down menu
2. Click the ’Search for blanks’ tick box next to the Additional Learner Reference
Number field
3. Select view results
screen
and the results will appear at the bottom of the
66
4. Add the Additional Learner Reference numbers to one or more of the search results
5. Select
The updates will be made effective immediately
Note – Selecting ‘Clear Changes’ will clear any Additional Learner Reference Numbers which
have been captured but not submitted.
12.4 Field Updates via Detailed Learner Information
A Learning Provider Administrator user can update the Unique Learner Number (ULN), the
Additional Learner Reference Number, the Course Trainer Code and the Course Location
code from the Detailed Learner Information page within the Learner Information section of
the Applicant Information Service after completing a search and selecting an individual
learner
12.4.1 Adding the ULN to individual learner records
1. From the Detailed Learner Information screen
2. Enter ULN
3. Select
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Note - Selecting ‘Cancel’ will remove any changes made and return the original information
displayed on the Learning Aim Details pop up
4. Click
to exit
When accessed from the results page of a search, when navigated back to that page, the
results will be shown with the search criteria still populated.
12.4.2 ULN Validation
The ULN will be validated by the system as follows;

Check the ULN is in the correct format

Check the ULN is not held against another learner record
If the system validates that the ULN is correct and unique, the updates will then be saved
and the screen will refresh and show the updated information.
If the system validates that the format of the ULN is incorrect, the updates will not be saved.
The ULN will be removed from the screen and the following message will be displayed:
‘The ULN is in the incorrect format please update this and Submit Changes’
If the system validates that the ULN format is correct but that it is not unique the updates will
not be saved. The ULN will be removed from the screen and the following message will be
displayed:
‘The ULN is not unique please update this and Submit Changes’
If submitting ULNs for multiple learners the system will update all that don’t fail validation.
To identify where the updates didn’t take effect because they failed validation, search for
records with blank ULNs
Note – When adding a ULN for one or many learners from a page of results, the changes
can only be added for one page at a time and must be submitted before moving on. If a ULN
has been added for one or many learners and then the user selects to move to another page
without selecting ‘Submit Changes’ the following error will be displayed:
‘Please submit your changes before continuing.’
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12.4.3 Adding Additional Learner Record Number to individual learner records
1. From the Detailed Learner Information screen
2. Enter Additional Learner Record Number
3. Select
Note - Selecting ‘Cancel’ will remove any changes made and return the original information
displayed on the Learning Aim Details pop up
From the Detailed Learner Information screen users can navigate back to the previous
screen from which the Detailed Learner was accessed.
4. Click
to exit
When accessed from the results page of a search, when navigated back to that page, the
results will be shown and the search criteria populated.
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12.4.4 Additional Learner Reference number Validation
The Additional Learner Reference Number will be validated by the system as follows;

Check the Additional Learner Reference Number does not exceed maximum length
If the system validates that the Additional Learner Reference number is in the correct format
the updates will be saved and the screen will refresh and show the updated information.
If the system validates that the Additional Learner Reference number format is incorrect, the
updates will not be saved, the Additional Learner Reference number will be removed from
the screen and the following message will be displayed:
“The Additional Learner Reference Number is in the incorrect format please update
this and Submit Changes”
If you submit Additional Learner Reference Numbers for multiple learners the system will
update all which don’t fail validation. To identify those where the updates didn’t take effect,
search for records with blanks
Note – When adding an Additional Learner Reference Number for one or many learners from
a page of results, the changes can only be added for one page at a time and must be
submitted before moving on. If a ULN has been added for one or many learners and then the
user selects to move to another page without selecting ‘Submit Changes’ the following error
will be displayed:
‘Please submit your changes before continuing.’
12.4.5 Adding Course Trainer and Course Location Codes to individual learner
records
Adding the course trainer code and course location code is optional and may be added to
segment learners at different subcontractors and campuses.
1. From the Detailed Learner Information screen
2. Select Assessment Information tab
In order to use this import function, the import file requires the ‘Application Id’. This is
because the information within this upload is specific to the application rather than the
learner.
In order to obtain the ‘Application Id’, the ‘Learner Information Report’ should be exported
from the Learning Provider Portal either via XML or CSV.
Please note- When opening a CSV file in Excel, Excel performs certain behaviour such as
removing zeroes from the start of numbers.
One way in which to prevent this from happening is to import the CSV file as follows:
1) Open a blank excel sheet.
2) Select all cells (CTRL+a) and format them as text (right click->format cells).
3) Open your CSV in notepad (you can do so by dragging the file into an open notepad
70
window).
4) Copy all of the content of the CSV and paste it into the first cell in excel. Notice that a
"Paste Options" icon appears somewhere at the bottom.
5) Click on the small arrow on the right of that icon, and select "use text import wizard". This
will open a wizard...
6) Make sure "delimited" is selected and click "next"
7) Select "comma" and deselect "space" in the delimiters area (you will see the columns
arrange correctly in the sample below), then click "next".
8) In this step you define how to treat each column. Since we don't want excel to change
anything, we'll define them all as "text": Click on the first column in the sample (it will be
coloured in black); now scroll sideways all the way to the right and shift+click the last
column; in "column data format" above, select "text".
9) Click "finish".
If using CSV, the exported report should then be amended (for example additional columns
removed) to the following format for the import, and saved to your own system:
Header Number
Header Name
Example
Header 1
learnerSurname
Smith
Header 2
learnerForename
John
Header 3
learnerDateOfBirth
1984-05-10
Header 4
uniqueLearnerReferenceNumber
5412541444
Header 5
applicationId
1251
Header 6
additionalLearnerReferenceNumber 123
Header 7
courseLocation
North
Header 8
courseTrainer
53544
Full information on the formats for both the CSV and XML files can be found in the Schema
Definition and Technical Specification documents. Please contact [email protected] if
you require these to be issued to you.
To import the file, click ‘Chose File’ which will allow you to select either the XML or CSV file
from your own system. Then click ‘Submit’
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The Assessment Information will appear which includes Current Assessment Information
3. Select the Learning Aim Detail hyperlink
A pop up box will appear
4. Add the required codes
5. Select
The screen will return to Assessment Information
6. Click
to exit
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When accessed from the results page of a search, when navigated back to that page, the
results will be shown and the search criteria populated.
12.4.6 Course Trainer and Course Location Code Validation
The Course Trainer Code will be validated to ensure the Course Trainer Code does not
exceed the maximum length.
If the system validates that the Course Trainer is in the correct format the update will be
saved and the screen will refresh and show the updated information
If the system validates that the Course Trainer format is incorrect, the update will not be
saved, the Course Trainer will be removed from the screen and the following message will
be displayed:
“The Course Trainer is in the incorrect format please update this and Submit Changes’
The Course Location Code will be validated to ensure the Course Location Code does not
exceed the maximum length.
If the system validates that the Course Location is in the correct format the update will be
saved and the screen will refresh and show the updated information
If the system validates that the Course Location format is incorrect, the update will not be
saved, the Course Location will be removed from the screen and the following message will
be displayed:
“The Course Location is in the incorrect format please update this and Submit Changes”
12.5 Field Updates via Bulk Import
12.5.1 Adding the ULN via Bulk Import
This functionality will allow users with LP Administrator access to import Unique Learner
Numbers (ULNs) for multiple learners using an XML or CSV bulk import file, similar to
Attendance Confirmation and Change of Circumstance bulk uploads.
This feature provides users with an alternative to the current ULN submission process and
does not prevent users from continuing to submit ULNs using the Learner Information
screens.
If using CSV, the report you intend to import should comprise the following format;
Header Number
Header Name
Example
Header 1
learnerSurname
Smith
Header 2
learnerForename
John
Header 3
learnerDateOfBirth
1984-05-10
Header 4
customerReferenceNumber
12345678912
Header 5
uniqueLearnerReferenceNumber
5412541444
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In order to obtain the required information/format for this import, the best practice
recommendation is to export the CSV ‘Learner Information Report’ from the Learning
Provider Portal. The exported report can then be amended (for example additional columns
removed), and saved to your own system.
Please note- When opening a CSV file in Excel, Excel performs certain behaviour such as
removing zeroes from the start of numbers.
One way in which to prevent this from happening is to import the CSV file as follows
1) Open a blank excel sheet.
2) Select all cells (CTRL+a) and format them as text (right click->format cells).
3) Open your CSV in notepad (you can do so by dragging the file into an open notepad
window).
4) Copy all of the content of the CSV and paste it into the first cell in excel. Notice that a
"Paste Options" icon appears somewhere at the bottom.
5) Click on the small arrow on the right of that icon, and select "use text import wizard". This
will open a wizard...
6) Make sure "delimited" is selected and click "next"
7) Select "comma" and deselect "space" in the delimiters area (you will see the columns
arrange correctly in the sample below), then click "next".
8) In this step you define how to treat each column. Since we don't want excel to change
anything, we'll define them all as "text": Click on the first column in the sample (it will be
coloured in black); now scroll sideways all the way to the right and shift+click the last
column; in "column data format" above, select "text".
9) Click "finish".
The import file is in the specified XML or CSV format and the user is given the ability to
browse their internal file systems to the location of the saved file.
1. Users can add ULNs in bulk by hovering over the Applicant Information Service tab,
then selecting Learner Information Home.
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2. The Learner Information Home page will appear. Users can navigate to all Import
ULN functionality from this home page.
3. Click
4. Click
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5. To select the ULN file to be imported, follow the on screen prompts specific to your
system
6. Click
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7. Once the required file has been uploaded, selected
The system will then prompt that the ULN file has been submitted for processing.
Note – On submission of the file, the system performs both file Format and Business
Rule validations. Each learner ULN is processed as an individual record. File format
validation will ensure that the format of the file is consistent with the format detailed in
the schema and that all mandatory fields have been completed.
The submitted ULN Bulk Import data file format will be validated, and the results will be
displayed to confirm successes and failures (see section 12.5.3 – View ULN Bulk Import
Results for more information). Please review the results to ensure they are correct. Details
of the file format validation rules are found in the Technical Proposal issued as part of the
Technical Specifications for the Learning Provider Portal. If you require a copy of these,
please email [email protected]
12.5.2 ULN Bulk Import Validation Rules and Errors
The content of imported ULN files will be validated to ensure the data is correct and meets
both format and business rules such as;

The file contains all fields expected and they are in the correct order
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
The file contains a minimum of one record

The ULN is not blank

The ULN does not already exist

If a single record within a file fails format validation this will not cause the entire
file to fail
Once a file has been validated successfully a learner’s application will updated with the new
ULN information.
Details of the file format validation rules are found in the Technical Proposal issued as part
of the Technical Specifications for the Learning Provider Portal. If you require a copy of
these, please email [email protected]
12.5.3 View ULN Bulk Import Results
Imported ULN data will be validated upon submission, before it is applied to learners’
applications. Details of the imported data and the submission results are available to view
via the Learning Provider Portal. This enables users to track the number of ULNs submitted
for learners, track the progress, view where the original file is stored, view who submitted the
file and also view any errors. For details of error messages, please refer to the Technical
Specifications
LP Administrator users can View Imported Results by hovering over the Applicant
Information Service tab, then selecting Learner Information Home.
Select View Import Results from the Learner Information Home page
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1. Enter the start and end date range to search for
2. Select the File Import Status
3. Click
The results will appear below the search.
4. Select the hyperlink filename of the desired record to View Import Results
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5. Any records which have not been processed will appear, by default, arranged by
ULN. Users can choose to arrange learners by other filter headings if preferred.
6. For details of error messages, please refer to the Technical Specifications
12.5.4 Adding the Additional Learner Reference Number, Course Trainer and Course
Location Codes via Bulk Import
Bulk import of the following Learner Details, via either XML or CSV; can be made via the
Learner Information Home.



Course Trainer
Course Location
Additional Learner Reference
1. Select the Learner Information home tab
2. Hover over Import and select Learner Details
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In order to use this import function, the import file requires the ‘Application Id’. This is
because the information within this upload is specific to the application rather than the
learner.
In order to obtain the ‘Application Id’, the ‘Learner Information Report’ should be exported
from the Learning Provider Portal either via XML or CSV.
Please note- When opening a CSV file in Excel, Excel performs certain behaviour such as
removing zeroes from the start of numbers.
One way in which to prevent this from happening is to import the CSV file as follows:
1) Open a blank excel sheet.
2) Select all cells (CTRL+a) and format them as text (right click->format cells).
3) Open your CSV in notepad (you can do so by dragging the file into an open notepad
window).
4) Copy all of the content of the CSV and paste it into the first cell in excel. Notice that a
"Paste Options" icon appears somewhere at the bottom.
5) Click on the small arrow on the right of that icon, and select "use text import wizard". This
will open a wizard...
6) Make sure "delimited" is selected and click "next"
7) Select "comma" and deselect "space" in the delimiters area (you will see the columns
arrange correctly in the sample below), then click "next".
8) In this step you define how to treat each column. Since we don't want excel to change
anything, we'll define them all as "text": Click on the first column in the sample (it will be
coloured in black); now scroll sideways all the way to the right and shift+click the last
column; in "column data format" above, select "text".
9) Click "finish".
81
If using CSV, the exported report should then be amended (for example additional columns
removed) to the following format for the import, and saved to your own system:
Header Number
Header Name
Example
Header 1
learnerSurname
Smith
Header 2
learnerForename
John
Header 3
learnerDateOfBirth
1984-05-10
Header 4
uniqueLearnerReferenceNumber
5412541444
Header 5
applicationId
1251
Header 6
additionalLearnerReferenceNumber 123
Header 7
courseLocation
North
Header 8
courseTrainer
53544
Full information on the formats for both the CSV and XML files can be found in the Schema
Definition and Technical Specification documents. Please contact [email protected] if
you require these to be issued to you.
To import the file, click ‘Chose File’ which will allow you to select either the XML or CSV file
from your own system. Then click ‘Submit’
A message will then appear to let you know that the file has been submitted for processing.
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In order to view the import status of the file, return to the ‘Learner Information Home’ section
of the Portal and select ‘Learner Details’ from ‘View Import Results’. Please refer to section
12.5.3 for further details.
Section 13 |Change of Circumstances (CoC)
When a learner’s circumstance changes and the information on their application no longer
accurately reflects their study plan, SLC should be notified as soon as possible. This will
ensure that payments made to your organisation are correct and will avoid overpayments
where possible.
SLC will accept change of circumstance (CoC) notifications from the learner directly or from
the learning provider on behalf of the learner. Learning Providers can create and submit
CoCs using the Learning Provider Portal. While it is best practice to notify SLC of any CoCs
immediately, a learner may not notify their learning provider until after the event and so
users will be required to state the date the change took effect on the CoC submission.
Due to the design of the system, the CoC will be processed automatically once it is
submitted to SLC. SLC will update the learner’s information and adjust their 24+ Advanced
Learning Loan entitlement if required. SLC will send the learner confirmation of their
updated application information.
Advisor and Administrator Users will be able to view the learner’s current (and all previous)
assessment via the Learning Provider Portal. These users will also be able to search and
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view learners based on the type of change of circumstance that has been applied. Please
refer to section 9 for more detail on how to do this.
For more information on validation, please refer to section 13.12
13.1 User Roles Required to Access the CoC area of the Applicant Information Service
The Change of Circumstance area of the Learning Provider Portal can only be accessed by
users who have been assigned the following user roles;

Learning Provider Change of Circumstance Administrator

Learning Provider Change of Circumstance Advisor
Please refer to section 2, Learning Provider User Roles for further details of these user roles.
The Learning Provider Portal will prevent a user from creating a CoC unless a CoC contact
already exists. Please refer to section 6, Maintain Learning Provider Contacts for guidance
on creating and maintaining contact information.
13.2 Pre and Post Liability CoCs – Application status
13.2.1 Pre Liability CoC – Application Status
A learner’s application is considered pre liability until the learning provider has submitted a
positive attendance confirmation to SLC.
Applications become visible on the Learning Provider Portal as soon as the learner submits
their application to SLC, meaning users can see an application while it is at an interim
workstage.
CoC Administrator Users will not be able to notify SLC of a CoC until the application has
been fully assessed and approved.
Users can create a pre liability CoC for a learner whose application is at one of the following
application statuses;

‘Approved’

‘Approved Awaiting Signature’

‘Ineligible’ - A user may also submit a CoC when an application status is ‘Ineligible’
following a CoC previously submitted by a Learning Provider CoC Administrator (i.e.
the previously submitted CoC was not submitted by the learner).

‘Cancelled’ – A user can submit a reinstatement CoC when an application status is
‘cancelled’ following a cancellation CoC previously submitted by a Learning Provider
CoC Administrator
In the scenario where an application is deemed Ineligible due to a LP CoC Admin user
previously submitting a CoC, the learner’s loan entitlement will have reduced to zero.
The types of CoCs submitted by an LP CoC Administrator which would make a learner’s
application Ineligible are;

Decrease course fee and/or

Decrease loan amount to less than £300
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Because the loan amount has been reduced to £0, the LP CoC Administrator user will be
unable to submit a CoC to increase the loan amount, other changes can be submitted but
the learner will remain ineligible until they contact SLC to increase the loan from £0.
13.2.2 Post Liability CoCs – Application Status
A learner’s application is considered post liability when the learning provider has submitted a
positive attendance confirmation to SLC.
The types of CoC that can be done post liability differ to those that can be done at pre
liability stage.
The system will know when an application is either pre or post liability and will cater the
options available automatically.
Users can create a post CoC for a learner whose application is at one of the following
application statuses;

‘Approved’

‘Approved Awaiting Signature’

‘Ineligible’ - A user may also submit a CoC when an application status is ‘Ineligible’
following a CoC previously submitted by a Learning Provider CoC Administrator (i.e.
the previously submitted CoC was not submitted by the learner).

‘Suspended’ - A user can submit a resumption CoC when an application status is
‘suspended’ following a suspension CoC previously submitted by a Learning Provider
CoC Administrator
13.3 Creating Pre and Post Liability CoCs
CoCs can be created for;

A single learner with a single change

A singe learner with multiple changes

Multiple learners with a single change

Multiple learners with multiple changes
The Create CoC functionality will be disabled to prevent a user from creating a CoC unless a
CoC contact already exists. Please refer to section 6, Maintain Learning Provider Contacts
for guidance on creating and maintaining contact information.
CoCs can be created using different sections of the portal. These are;




Detailed Learner Information Screen – After selecting a learner within the Learner
Information Home section
CoC Search – Within the CoC Home section of the portal
CoC Worklist - Within the CoC Home section of the portal
Bulk Import - Within the CoC Home section of the portal
13.4 Create Pre Liability CoCs via Detailed Learner Information screen
LP CoC Administrator Users can create CoCs for a single learner from the Detailed Learner
Information screen.
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1.
Click
The Create CoC screen will appear to confirm how many learners the CoC have been
selected
2. Click
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3. Click the CoC type required from the Available Types
4. Click Add
Please refer to section 13.6 for guidance on how to populate the CoC type required
5. Click
6. Enter the effective date for the changes
Note – Effective date cannot be a date in the future
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7. Click the appropriate radio button to select a contact for this CoC
Note – The Create CoC function will be disabled unless you have an active CoC contact
currently assigned to your organisation
8. Click
The CoC Summary screen will appear. Please review the details of the CoC to ensure they
are correct.
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9. If details are correct, click
amend or cancel.
. If details are incorrect, select
to
Note – The system will check if a learner’s application has been changed since the
CoC was created. If a change has been made, the CoC will not be processed and an
error message will be displayed
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13.5 Create Pre Liability CoCs via CoC Home
LP CoC Administrator Users can create CoCs by hovering over the Applicant Information
Service tab, then selecting CoC Home.
The CoC Home page will appear. CoC users can navigate to all CoC functionality from this
home page.
CoCs can be submitted for single or for multiple learners in one submission if accessed via
CoC Home.
1. Click
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2. Click
The Learner Search screen will appear by default
3. To search for a number of learners by common learner information, click
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Search item
Description
Academic Year
Defaulted to the current academic year. This is the only
mandatory field that a user must enter in order to run the
search
Unique Learner Number
Unique learner identifiers
Customer Reference
Number
Additional Reference
Number
Date of Birth
The learner’s date of birth
Forename & Surname
If one is entered the other must also be completed. Wildcard
search can be used
Verified NINO Status
Indicates if a learner’s National Insurance Number has been
verified by the Department for Work and Pensions.
Last Assessment Date
From & To
Users can select to view learners’ applications assessed
and reassessed during a particular date range. Both dates
must be entered
Application status
Users may wish to search for learners’ applications at
different stages, e.g. to view who has applied but is
ineligible
Number of Records To
Display per Page
Number of records to be shown on screen 25/50/100
4. To search for learners by common learning aim information, click
The Learning Aim Search screen will appear
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Search item
Description
Academic Year
Defaulted to the current academic year. This is the only
mandatory field that a user must enter in order to run the
search
Learning Aim
Learning Aim title
Reference
Learning Aim reference
Learning Aim Type
Learning Aim Type
Learning Aim Start Date
From and To
Users can select to view learning aims by start date range.
Both dates must be entered
Learning Aim End Date
From and To
Users can select to view learning aims by end date range.
Both dates must be entered
Course Trainer
Users can search for learning aims by their associated 8
character Course Trainer code
Course Location
Users can search for learning aims by their associated 8
character Course Location code
Number of Records To
Display per Page
Number of records to be shown on screen 25/50/100
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5. Click
or
If View Results selected, the search results will appear
6. Select the appropriate learners by clicking the tick boxes
7. Click
The Create CoC page will appear. The total number of learners selected in step 6 will be
confirmed on this page, along with the




Learner Name
ULN
Additional Learner Reference Number
Learning Aim Detail
8. Click
Please refer to section 13.6 for guidance on how to populate the CoC type required.
Select the CoC types required to be associated to the learners previously selected
9. Click the CoC type required from the ‘Available’ box
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10. Click
11. Enter the details of the selected change
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12. Click
13. Enter the effective date for the changes
Note – Effective date cannot be before 8th April 2013 and cannot be a date in the
future
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14. Assign a contact for this CoC by selecting the radio button
Note – The Create CoC function will be disabled unless you have an active CoC
contact currently assigned to your organisation
15. Click
The CoC Summary screen will appear. Please review the details of the CoC to ensure they
are correct.
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16. If details are correct, click
amend or cancel.
. If details are incorrect, select
to
Note – The system will check if a learner’s application has been changed since the
CoC was created. If a change has been made, the CoC will not be processed and an
error message will be displayed
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13.6 Pre Liability CoC types
There are six types of CoCs a LP CoC Administrator can use to notify SLC of a change to a
learners application information pre liability. The following subsections detail the data
required for each CoC type after learners have been selected.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Fee Charged
Y
Y
Decrease Loan
Amount
Learning Aim
Y
Y
N
Y
What do SLC capture for
the change?
•
Learning Aim Fee
•
Effective Date
•
Decrease Loan
•
Loan Amount required
•
Effective Date
•
Learning Aim
•
Start Date
•
End Date
•
Course Trainer
•
Course Location
•
Effective Date
•
Learning Provider
•
Effective Date
Pre-liability/
post liability
or both?
Both
Both
Both but with
restrictions
post-liability
Learning
Provider
N
Cancellation
N
Y
•
Effective Date
Pre-liability
Reinstate
N
Y
•
Effective Date
Pre-liability
Y
Pre-liability
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13.6.1 Fee Charged
This type of CoC may occur when a learner has changed the learning aim they are
undertaking, or if they have entered the incorrect fee on their application form.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Fee Charged
Y
Y
What do SLC capture for
the change?
•
Learning Aim Fee
•
Effective Date
Pre-liability/
post liability
or both?
Both
To notify SLC of a change to the fee charged for a learner’s learning aim, select the Fee
Charged CoC from the Change of Circumstance tab.
Note – Decreasing Course Fee will automatically decrease loan amount requested
without the need for a CoC
1. Enter the new fee amount. The fee format is £00000.00 with a maximum of 13 digits
decimal 2 digits
2. Click
to complete the CoC details and submit
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13.6.2 Decrease Loan Amount
This type of CoC may occur if the learner has indicated they wish to decrease the amount of
loan needed to fund their course, and make an arrangement to self fund the remainder.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Decrease Loan
Amount
Y
N
What do SLC capture for
the change?
•
Decrease Loan
•
Loan Amount required
•
Effective Date
Pre-liability/
post liability
or both?
Both
To notify SLC of a decrease to the learner’s loan amount, select the Decrease Loan Amount
CoC from the Change of Circumstance tab.
Note – Decrease Loan Amount can only be applied to one learner at a time.
1. Click the Yes or No radio button
3. If Yes, enter loan amount required. The fee format required is £00000.00 with a
maximum of 13 digits decimal 2 digits
 The loan amount requested cannot be greater than the entitlement amount
currently held for the selected learner
4. If No, CoC cannot be submitted. The loan amount cannot be increased by the
Learning Provider Portal
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5. Click
to complete the CoC details and submit
13.6.3 Learning Aim
This type of CoC may be required if the learner decides to undertake a different learning aim
to the one they have applied for, or the Start Date or End Date needs to be updated.
Please note, the Start Date can only be updated when an application is Pre Liability.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Learning Aim
Y
Y
What do SLC capture for
the change? Please note:
one or all of the following;
•
Learning Aim
•
Start Date
•
End Date
•
Course Trainer
•
Course Location
•
Effective Date
Pre-liability/
post liability
or both?
Both but with
restrictions
post-liability
To notify SLC of a change to learning aim details, select the Learning Aim Details CoC from
the from the Change of Circumstance tab.
Note – These CoC fields are optional and can be entered in isolation of each other if
not all are changing
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1. Enter Learning Aim Title. The system will search for possible matches across all
learning aims
2. Enter Start Date. The date format is DD/MM/YYYY

Start date cannot be before course start year

Start date must be before End Date
3. Enter End Date. The date format is DD/MM/YYYY

End Date must be after Start Date
Note – Changing the End Date will cause the payment schedule to re-profile in
accordance with the new End Date i.e. if the End Date is now earlier, the payment
profile will be shorter or if the End Date is later, the payment profile will extend
4. Enter Course Trainer Code. This is an alphanumeric field with a maximum length of
8 characters
5. Enter Course Location Code. This is an alphanumeric field with a maximum length of
8 characters
6. Click
to complete the CoC details and submit
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13.6.4 Learning Provider
This type of CoC may occur if the learner indicates they wish to undertake a learning aim
with a different learning provider.
Please note, learning provider users are not expected to notify SLC of a learner changing
provider in every instance – SLC expect this information should be managed by the learner.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Learning
Provider
N
Y
What do SLC capture for
the change?
•
Learning Provider
•
Effective Date
Pre-liability/
post liability
or both?
Pre-liability
To notify SLC of a change to the learning provider administering a learner’s learning aim,
select the Learning Provider CoC from the from the Change of Circumstance tab.
Note – This CoC type cannot be submitted in conjunction with any other CoC types
1. Enter Learning Provider name. The system will search for possible matches across
all learning providers. This is an alphanumeric field with a maximum length of 162
characters
2. Select the learning provider from the records returned. The records returned will be
returned in the format of UKPRN (Max 8 characters) and then Name (max 120
characters)’
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3. Click
to complete the CoC details and submit
13.6.5 Cancel
This type of CoC may occur when a learner indicates they no longer require a loan to fund
their course, or they decide not attend the course at all.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Cancellation
N
Y
What do SLC capture for
the change?
•
Effective Date
Pre-liability/
post liability
or both?
Pre-liability
To notify SLC when learners’ applications should be cancelled, select the Cancellation CoC
from the from the Change of Circumstance tab.
Note – This CoC type cannot be submitted in conjunction with any other CoC types
1. Enter the effective date of the cancellation. The date format is DD/MM/YYYY
2. Click
to complete the CoC details and submit
13.6.6 Reinstate
This type of CoC could occur when a learner, who has previously cancelled, decides utilise
their entitlement to fund their course.
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CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Reinstate
N
Y
What do SLC capture for
the change?
•
Effective Date
Pre-liability/
post liability
or both?
Pre-liability
To notify SLC when learners’ cancelled application should be reinstated, select the Reinstate
CoC from the from the Change of Circumstance tab.
Note – This CoC type cannot be submitted in conjunction with any other CoC types
1. Enter the effective date of the cancellation. The date format is DD/MM/YYYY
2. Click
to complete the CoC details and submit
13.7 Create Post Liability CoCs via Detailed Learner Information screen
LP CoC Administrator Users can create CoCs for a single learner from the Detailed Learner
Information screen.
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10. Click
The Create CoC screen will appear to confirm how many learners the CoC have been
selected
11. Click
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12. Click the CoC type required from the Available Types
13. Click Add
14. Click
15. Enter the effective date for the changes
Note – Effective date cannot be before 8th April 2013 and cannot be a date in the
future
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16. Click the appropriate radio button to select a contact for this CoC
Note – The Create CoC function will be disabled unless you have an active CoC contact
currently assigned to your organisation
17. Click
The CoC Summary screen will appear. Please review the details of the CoC to ensure they
are correct.
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18. If details are correct, click
amend or cancel.
.If details are incorrect, select
to
Note – The system will check if a learner’s application has been changed since the
CoC was created. If a change has been made, the CoC will not be processed and an
error message will be displayed
13.8 Create Post Liability CoCs via CoC Home
LP CoC Administrator Users can create CoCs by hovering over the Applicant Information
Service tab, then selecting CoC Home.
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The CoC Home page will appear. CoC users can navigate to all CoC functionality from this
home page.
CoCs can be submitted for single or for multiple learners in one submission if accessed via
CoC Home.
17. Click
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18. Click
19. Click
The Create Post Liability CoC screen will appear by default
20. To search for a number of learners by common learner information, click
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Search item
Description
Academic Year
Defaulted to the current academic year. This is the only
mandatory field that a user must enter in order to run the
search
Unique Learner Number
Unique learner identifiers
Customer Reference
Number
Additional Reference
Number
Date of Birth
The learner’s date of birth
Forename & Surname
If one is entered the other must also be completed. Wildcard
search can be used
Verified NINO Status
Indicates if a learner’s National Insurance Number has been
verified by the Department for Work and Pensions.
Last Assessment Date
From & To
Users can select to view learners’ applications assessed
and reassessed during a particular date range. Both dates
must be entered
Application status
Users may wish to search for learners’ applications at
different stages, e.g. to view who has applied but is
ineligible
Number of Records To
Display per Page
Number of records to be shown on screen 25/50/100
21. To search for learners by common learning aim information, click
The Learning Aim Search screen will appear
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Search item
Description
Academic Year
Defaulted to the current academic year. This is the only
mandatory field that a user must enter in order to run the
search
Learning Aim
Learning Aim title
Reference
Learning Aim reference
Learning Aim Type
Learning Aim Type
Learning Aim Start Date
From and To
Users can select to view learning aims by start date range.
Both dates must be entered
Learning Aim End Date
From and To
Users can select to view learning aims by end date range.
Both dates must be entered
Course Trainer
Users can search for learning aims by their associated 8
character Course Trainer code
Course Location
Users can search for learning aims by their associated 8
character Course Location code
Number of Records To
Display per Page
Number of records to be shown on screen 25/50/100
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22. Click
or
If View Results selected, the search results will appear
23. Select the appropriate learners by clicking the tick boxes
24. Click
The Create CoC page will appear. The total number of learners selected in step 7 will be
confirmed on this page.
25. Click
Please refer to section 13.9 for guidance on how to populate the CoC type required.
Select the CoC types required to be associated to the learners previously selected
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26. Click the CoC type required from the ‘Available’ box
27. Click
28. Enter the details of the selected change
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29. Enter the effective date for the changes
30. Click
Note – Effective date cannot be before 8th April 2013 and cannot be a date in the
future
31. Assign a contact for this CoC by selecting the radio button
Note – The Create CoC function will be disabled unless you have an active CoC
contact currently assigned to your organisation
32. Click
The CoC Summary screen will appear. Please review the details of the CoC to ensure they
are correct.
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33. If details are correct, click
amend or cancel.
. If details are incorrect, select
to
Note – The system will check if a learner’s application has been changed since the
CoC was created. If a change has been made, the CoC will not be processed and an
error message will be displayed
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13.9 Post Liability CoC types
There are 7 types of CoCs a LP CoC Administrator can use to notify SLC of a change to a
learners application information post liability. The following subsections detail the data
required for each CoC type after learners have been selected.
CoC Type
Applied with
other changes?
Applied
What do SLC capture
to
for the change?
multiple
learners?
Fee
Charged
Y
Y
Decrease
Loan
Amount
Learning
Aim
Y
Y
N
N – Pre
liability
Only
•
Learning Aim
Fee
•
Effective Date
•
Decrease Loan
•
Loan Amount
required
•
Effective Date
•
Learning Aim
•
End Date
•
Course Trainer
•
Course Location
•
Effective Date
Pre-liability/
post liability or
both?
Both
Both
Both but with
restrictions
post-liability
Please note
the restrictions
are the course
must be the
same type and
level
Early
Completion
N
N
•
Early Completion
Date
Post Liability
Only
Suspension
N
N
•
Effective Date
Post Liability
Only
Resumption Y - With the
exception of the
CoC Types
Withdrawal,
Suspension or
Early Completion
N
•
Effective Date
Post Liability
Only
N
•
Effective Date
Post Liability
Only
Withdrawal
Y – Only with a
Loan Amount
and/or Fee
Charged CoC
(Fee Charge CoC
should only be
used to reduce fee
to £0)
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Note – Loan liability is directly linked to duration of attendance, therefore unless you
have decided to charge no fees at all, the Course Fee should not be reduced when
a Withdrawal occurs. The LP Portal/Operations Portal will use the Effective Date of
the Withdrawal to calculate how much loan is due. If you do wish to reduce the
Course Fee to less than the calculated liability, please contact your Relationship
Manager.
13.9.1 Fee Charged
This type of CoC may occur when a learner has changed the learning aim they are
undertaking, or if they have entered the incorrect fee on their application form.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Fee Charged
Y
Y
What do SLC capture for
the change?
•
Learning Aim Fee
•
Effective Date
Pre-liability/
post liability
or both?
Both
To notify SLC of a change to the fee charged for a learner’s learning aim, select the Fee
Charged CoC from the Change of Circumstance tab.
6. Enter the new fee amount. The fee format is £00000.00 with a maximum of 13 digits,
decimal, 2 digits
7. Click
to complete the CoC details and submit
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Note – Decreasing Course Fee will automatically decrease loan amount requested
without the need for a CoC. Increasing the fee will automatically send a loan request
form out to the learner so they can choose to increase their loan in line with the
revised fee.
13.9.2 Decrease Loan Amount
This type of CoC may occur if the learner has indicated they wish to decrease the amount of
loan needed to fund their course, and make an arrangement to self fund the remainder.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Decrease Loan
Amount
Y
N
What do SLC capture for
the change?
•
Decrease Loan
•
Loan Amount required
•
Effective Date
Pre-liability/
post liability
or both?
Both
To notify SLC of a decrease to the learner’s loan amount, select the Decrease Loan Amount
CoC from the Change of Circumstance tab.
2. Click the Yes or No radio button
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8. If Yes, enter loan amount required. The fee format required is £00000.00 with a
maximum of 13 digits decimal 2 digits
 The loan amount requested cannot be greater than the entitlement amount
currently held for the selected learner
9. If No, CoC cannot be submitted. The loan amount cannot be increased by the
Learning Provider Portal
10. Click
to complete the CoC details and submit
Note – Reducing the loan will automatically populate a figure in the Balance Payable
field on the Learner Information Screen. This shows how much of the fee is not being
paid by SLC in the form of a loan and the learner must pay
13.9.3 Learning Aim
This type of CoC may be required if the learner decides to undertake a different learning aim
to the one they have applied for, or the Start Date or End Date needs to be updated.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Learning Aim
Y
Y
What do SLC capture for
the change? Please note:
one or all of the following;
•
Learning Aim
•
End Date
•
Course Trainer
•
Course Location
•
Effective Date
Pre-liability/
post liability
or both?
Both but with
restrictions
post-liability
Please note
the
restrictions
are the
course must
be the same
type and
level
To notify SLC of a change of learning aim details, select the Learning Aim Details CoC from
the from the Change of Circumstance tab.
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7. Enter Learning Aim Title. The system will search for possible matches across all
learning aims
8. Enter End Date. The date format is DD/MM/YYYY

End Date must be after Start Date
9. Enter Course Trainer Code. This is an alphanumeric field with a maximum length of
8 characters
10. Enter Course Location Code. This is an alphanumeric field with a maximum length of
8 characters
11. Click
to complete the CoC details and submit
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Notes

The Start Date cannot be updated when an application is Post Liability

The CoC fields are optional and can be entered in isolation of each other if not
all are changing

Changing the End will cause the payment schedule to re-profile in accordance
with the new End Date i.e. if the End Date is now earlier, the payment profile
will be shorter or if the End Date is later, the payment profile will extend
Point to Remember
If a change of learning aim is occurring post liability, the course eligibility must be
checked.
If the new course is not eligible the learner should be withdrawn.
If the learning aim change still takes place rather than a withdrawal then the learners
application will be transferred to the new aim, remain at an approved work stage but
no further payments will be made.
13.9.4 Early Completion
This type of CoC will occur when a learner has successfully completed their learning aim
early. Providers are entitled to the full fee if a learner leaves the learning aim earlier than the
expected end date when the learner has completed the aim.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Early
Completion
N
N
What do SLC capture for
the change?
•
Early Completion
Date
Pre-liability/
post liability
or both?
Post Liability
Only
To notify SLC of a learner completing their studies early, select the Early Completion CoC
from the Change of Circumstance tab.
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1. Enter the last day of learning in the early completion date field.
2. Click
to complete the CoC details and submit
Note – An early completion CoC will trigger all outstanding payments to be made,
these will be made the month after the CoC is submitted. Please see Annex B for
more information.
13.9.5 Suspension
This type of CoC will occur when a learner has to leave the learning aim they are currently
undertaking temporarily but are intending to return within 12 months.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Suspension
N
N
What do SLC capture for
the change?
•
Effective Date
Pre-liability/
post liability
or both?
Post Liability
Only
To notify SLC of a suspension for a learner, select the Suspension CoC from the Change of
Circumstance tab.
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1. Enter the effective date of the suspension.
2. Click
to complete the CoC details and submit
Note – As a learning provider will only receive fee payments for a learner when that
learner is in attendance, payments will stop after a suspension has taken place but
will start again after the learner has resumed their study. Please see Annex B for
more information.
13.9.6 Resumption
This type of CoC will occur when a learner is returning to learning after a temporary break in
study.
CoC Type
Applied with
other
changes?
Applied to
multiple
learners?
Resumption
Y - With the
exception of
the CoC
Types
Withdrawal,
Suspension
or Early
Completion
N
What do SLC capture for
the change?
•
Effective Date
Pre-liability/
post liability
or both?
Post Liability
Only
To notify SLC when a learner resumes study, select the Resumption CoC from the Change
of Circumstance tab.
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1. Enter the effective date of when the learner resumed their studies.
2. Click
to complete the CoC details and submit
Note – A learner can only be resumed if their current application status is suspended.
After a resumption CoC has taken place, payments will begin for that learner.
As liability for the loan is incurred on the 1st of each month, if the learner resumes
study after this (i.e. on the 2nd), the provider will not receive a payment for the month
they have resumed but will continue receive the remaining installments in the
following month. Please see Annex B for more information.
The Provider will be asked to confirm the learner’s attendance on the month after they
resume their learning aim, even if this is out with the normal quarterly attendance
check. The learner will be added to the Attendance Worklist when this confirmation is
required
13.9.6.1 Resuming After Course End Date - Resumption CoC Validation Rule
Note – If a learners period of suspension results in them resuming their studies after
their Course End Date, a CoC Administrator User will be required to submit a
Learning Aim Details (to change the Course End Date) with a Resumption CoC.
For example; if a learner, who is initially undertaking a course which commences 14th
August and due to end on the 30th December, suspends on the 30th October and
resumes on the 5th Jan, the portal validation will prevent submission of a Resumption
CoC. Users are required to submit a Learning Aim Details (to change the Course
End Date) in conjunction with the Resumption CoC
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13.9.7 Withdrawal
This type of CoC will occur when a learner has to leave the learning aim they are currently
undertaking either due to transferring to another aim outside of what policy will allow,
changing learning provider or leaving learning all together.
Note – Loan liability is directly linked to duration of attendance, therefore unless you
have decided to charge no fees at all, the Course Fee should not be reduced when
a Withdrawal occurs. The LP Portal/Operations Portal will use the Effective Date of
the Withdrawal to calculate how much loan is due to the LP. If you do wish to reduce
the Course Fee to less than the calculated liability, please contact your Relationship
Manager.
CoC Type
Applied with other
changes?
Applied
to
multiple
learners?
Withdrawal Y – Only with a
N
Loan Amount
and/or Fee Charged
CoC (Fee Charge
CoC should only be
used to reduce fee
to £0)
What do SLC capture for
the change?
•
Effective Date
Pre-liability/
post liability
or both?
Post Liability
Only
To notify SLC of a withdrawal for a learner, select the Withdrawal CoC from the Change of
Circumstance tab.
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1. Enter the effective date of the withdrawal.
2. Click
to complete the CoC details and submit
Note – As a learning provider will only receive fee payments for a learner when that
learner is in attendance, payments will stop after a withdrawal has taken place.
Please see Appendix B for more information.
13.10 Create Pre and Post Liability CoCs via CoC Worklist
Learners will populate the CoC Worklist after attendance has been confirmed. For more
information on confirming a learners attendance please review section 15, Attendance.
The CoC Worklist is designed to enable a user at your organisation, with CoC Administrator
access, to easily view and create required CoCs.
Not all learners who have had an attendance confirmation will fall onto the CoC Worklist, it is
dependent on what type of attendance confirmation is it (initial or subsequent) as well as
what the attendance or none attendance reason is.
Initial Attendance Confirmation;

Change of Start Date
When confirming a learner’s attendance for the first time the reason ‘change of start date’
can be selected. This means that the learner is or will be in attendance but their learning
aim start date has changed. These learners will still be classed as pre liability.
If this status is submitted, a CoC reminder will automatically be created in the CoC Worklist
and the user should create a Change of Learning Aims CoC. The learner then will reappear
on the worklist at the appropriate time.
Subsequent Attendance Confirmation;

Not in Attendance
When confirming a learner’s attendance on one of the subsequent quarterly returns, the
reason ‘not in attendance can be selected. This means that the learner is no longer in
attendance. These learners will be classed as post liability.
As SLC will need to know why the learner is not longer in attendance as well as the date that
the left the learner aim, a CoC reminder will automatically be created in the CoC Worklist
and the user should create the appropriate CoC to either withdraw or suspend the learner.
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Note – An exception to this rule is that if the learner is not in attendance due to Early
Completion an attendance confirmation should not be submitted.
A CoC should be completed (via another CoC route) which will update the learner’s
information and remove them from the attendance confirmation worklist
An LP CoC Administrator Users can access the CoC Worklist by hovering over the Applicant
Information Service tab, then selecting CoC Home.
1. Click
The CoC Worklist will be populated with any relevant learners. The Attendance
Confirmation Status column will allow you to view the previous confirmation submitted for
this learner, which will dictate whether this is a pre liability or post liability application.
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When selecting any learners to create a CoC for, in the CoC Worklist, the system will not
allow you to progress if you have selected a mixture of pre liability and post liability
applications.
Note
All learners with an attendance confirmation status of ‘Change Start Date’ will be pre
liability.
All learners with an attendance confirmation status of ‘Not in Attendance’ will be post
liability.
2. Select the appropriate learners by clicking the tick boxes
2. Click
Note – Learners can also be deleted from the CoC Worklist by clicking
when the appropriate learners have been selected.
The Create CoC page will appear. The total number of learners selected in step 2 will be
confirmed on this page.
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3. Click
Depending on the liability of the learner, the available changes will be different.
If the selected learner had an attendance confirmation of ’Change Start Date’ they are pre
liability and therefore require a change of learning aim CoC to change their start date.
Please read section 13.6, Pre Liability CoC Types, to see how to perform this change.
If the selected learner had an attendance confirmation of ‘Not in Attendance’ they are post
liability and therefore require a withdrawal or suspension. Please read section 13.9, Post
Liability CoC Types to see how to perform one of these changes.
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4. Once the CoC type has been chosen, click Add
5. Click
6. Enter the necessary data for the changes required.
7. Click
8. Assign a contact for this CoC by selecting the radio button
Note – The Create CoC function will be disabled unless you have an active CoC
contact currently assigned to your organisation
9. Click
The CoC Summary screen will appear. Please review the details of the CoC to ensure they
are correct.
10. If details are correct, click
amend or cancel.
. If details are incorrect, select
to
13.11 Create CoC via Bulk Import
LP CoC Administrator Users will have the facility to import and submit CoC data from XML
files for up to 500 learners for an AY. The file is in a specified XML format and the user is
given the ability to browse their internal file systems to the location of the saved file. Users
can create CoCs in bulk by hovering over the Applicant Information Service tab, then
selecting CoC Home.
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Note – Due to the way the learning provider portal processed each record on a bulk
import file; this file can have a mixture of pre liability and post liability changes.
The CoC Home page will appear. Users can navigate to all CoC functionality from this home
page.
1. Click
2. Click
3. To select the CoC file to be imported, follow the on screen prompts specific to your
system
4. Select a contact for this CoC by selecting the radio button
Note – Once the file to be uploaded and the contact details have been selected the user
will select the Submit button. On submission of the file, the system performs both file
Format and Business Rule validations. Although up to 500 CoCs can be submitted at
any time using the Import functionality, on submission each CoC is processed as an
individual record. File format validation will ensure that the format of the file is consistent
with the format detailed in the schema and that all mandatory fields have been
completed
5. Click
The file upload summary will be displayed.
6. Click Back to CoC Home
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The submitted CoC Bulk Import data file format will be validated, and the results will be
displayed to confirm successes and failures. Please review the results to ensure they are
correct. Details of the file format validation rules are found in the Technical Proposal issued
as part of the Technical Specifications for the Learning Provider Portal. If you require a copy
of these, please email [email protected]
If any CoC submissions fail, these will be itemised to allow users to view and subsequently
amend the XML file if appropriate.
7. Repeat steps 1-6 of ‘Create CoC via Bulk Import’ as appropriate until all CoCs are
processed
13.12 CoC Validation Rules and Errors
The content of imported CoC files will be validated to ensure the data is correct and meets
both format and business rules such as;

The file contains all fields expected and they are in the correct order

The file contains a minimum of one record

If a single record within a file fails format validation this will not cause the entire
file to fail
Once a file has been validated successfully a learner’s application will be reassessed in
accordance with the new information, and SLC will issue the learner with an updated
entitlement letter to confirm their current application state.
Details of the file format validation rules are found in the Technical Proposal issued as part
of the Technical Specifications for the Learning Provider Portal. If you require a copy of
these, please email [email protected]
13.13 View CoC Bulk Import Results
Imported CoC data will be validated upon submission, before it is applied to learners’
applications. Details of the imported data and the submission results are available to view
via the Learning Provider Portal. This enables users to track the number of CoCs submitted
for learners, track the progress, view where the original file is stored, view who submitted the
file and view any errors. For details of error messages, please refer to the Technical
Specifications
LP CoC Advisor and Administrator Users can View Imported CoC Results by hovering over
the Applicant Information Service tab, then selecting CoC Home.
Select View Import Results from the CoC Home page
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7. Enter the start and end date range to search for
8. Select the File Import Status
9. Click
The results will appear below the search.
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10. Select the hyperlink filename of the desired record to View Import Results
Any records which have not been processed will appear, by default, arranged by ULN.
Users can choose to arrange learners by other filter headings if preferred.
For details of error messages, please refer to the Technical Specifications
Failed records can then be corrected and then require another import back in the system.
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13.14 CoC Search
LP CoC Advisor and Administrator Users will have the facility to search previously submitted
CoCs by hovering over the Applicant Information Service tab, selecting CoC Home, then
View CoCs
1. Enter criteria appropriate to search
Search item
Description
Academic Year
Users can search for CoCs submitted in relation to an
application active in a particular AY.
The search is defaulted to search for CoCs relating to all
AYs. The years will be in descending order by year
Financial Year
Users can search for CoCs submitted in relation to an
application active in a particular FY
Unique Learner Number
Unique learner identifiers
Customer Reference
Number
Additional Reference
Number
Forename & Surname
If one is entered the other must also be completed. Wildcard
search can be used
Date of Birth
The learner’s date of birth
Learning Aim
Users may wish to view CoCs submitted for learners
undertaking a particular learning aim
Reference
CoC Status
Users can view CoCs that are currently Submitted, Failed or
Processed. One or multiple statuses can be selected
CoC Type
Users can search to view submitted CoCs by type. One or
multiple types can be selected
Learning Aim Start and End
Date
Users can select to view CoCs submitted in relation to
learning aims by date range.
CoC Submitted Date From
& To
Users can select to view applications for learner aims based
on start and end dates. Both dates must be entered
Number of Records To
Display per Page
Number of records to be shown on screen 25/50/100
138
2. Click
3. If
or
selected, the results will appear below the search
139
4. Selecting any of the result headers will reorder the results in the following way:

Full Name, Add Learner Ref and Created By will be ordered alphabetically
and then numerically.

CoC Type and CoC Status will be ordered alphabetically

ULN will be ordered numerically

Created Date Time will be ordered by Date and then Time
5. The Full Name hyperlink will take the user to the CoC Summary screen
140
If
selected, the CoC Results Export will appear below the search
141
6. Click
7. Enter your filename
142
The file should automatically download. Please refer to your own systems download
functionality.
13.15 Request Submissions Report
Users will have the facility to request a Submissions Report by hovering over the Applicant
Information Service tab, selecting CoC Home, Reports, then Submissions Report.
Search Item
Format
Validation
CoC Submitted From
and To
Date format
DD/MM/YYYY
Both From and To must not be a
future date
Defaults to today’s date
Academic Year
Drop down YY/YY in
descending order
Either AY or FY must be entered,
not both
Financial Year
Drop down YY/YY in
descending order
Either AY or FY must be entered,
not both
1. Enter CoC Date Range
2. Choose an Academic Year or Financial Year
143
3. Click Create Report
The CoC Submissions Report pop up will appear
144
The report will detail the number of CoCs raised for each category, the total number raised
and the percentage that each category represents of the total raised.
Section 14| Financial Reports
14.1 Accessing financial area of the Applicant Information Service
The Financial area of the Learning Provider Portal can only be accessed by users who have
been assigned the role of LP Financials Administrator.
Please refer to section 2, Learning Provider User Roles for further details of these user roles.
Financial Reports can be accessed by hovering over the Applicant Information Service tab,
then selecting Financials Home.
The Financials Home page will appear. Users can navigate to all Financial Reporting
functionality from this home page.
14.2 Loan Position Report
The Loan Position Report provides Learning Providers with a monthly breakdown of the
loans which have been paid, loans which are due to be paid and loans which cannot be
paid. LP Financials Administrator can request a Loan Position report on screen or to export.
Users will be able to view payments made for both pre and post liability applications.
Users can select to view the Loan Position Report as follows;

Annually by Financial Year (The report runs from 1st April to 31st March)

Annually by Academic Year (The report runs from 1st August to 31st July)
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14.2.1 Generate Loan Position Report
Users can request a Loan Position Report by hovering over the Applicant Information
Service tab, selecting Financials Home, then Loan Position Report.
1. Click
from Financial Home
2. Select appropriate AY or FY
Note –Either the Academic Year or Financial Year must be selected so the
report can be generated
3. Click
or
If Display Report is selected, the results will appear in a new window
If Export Results is selected, the Loan Position Report Export will appear below the search
4. Enter your filename this can be up to a maximum of 50 characters
5. Click
Note – If user selects to ‘Export’ but have not completed the filename field, the following error
will be displayed;
“A filename must be provided”
The system will create an xml or CSV file and the following options will appear;
6. Select Save, Open or Cancel the file.
a. If you select ‘Cancel’ the learner Information Export section will be
removed, the learner information filter will display the parameters
previously captured and the filter parameters will be amendable again.
b. Select ‘Save’ to save the xml or CSV file in a location of your choice.
146
c. Select ‘Open’ and the xml or CSV file will open with all the relevant
application data populated.
Please note- When opening a CSV file in Excel, Excel performs certain behaviour such as
removing zeroes from the start of numbers.
One way in which to prevent this from happening is to import the CSV file as follows:
1) Open a blank excel sheet.
2) Select all cells (CTRL+a) and format them as text (right click->format cells).
3) Open your CSV in notepad (you can do so by dragging the file into an open notepad
window).
4) Copy all of the content of the CSV and paste it into the first cell in excel. Notice that a
"Paste Options" icon appears somewhere at the bottom.
5) Click on the small arrow on the right of that icon, and select "use text import wizard". This
will open a wizard...
6) Make sure "delimited" is selected and click "next"
7) Select "comma" and deselect "space" in the delimiters area (you will see the columns
arrange correctly in the sample below), then click "next".
8) In this step you define how to treat each column. Since we don't want excel to change
anything, we'll define them all as "text": Click on the first column in the sample (it will be
coloured in black); now scroll sideways all the way to the right and shift+click the last
column; in "column data format" above, select "text".
9) Click "finish".
14.2.2 View Loan Position Report
The Loan Position Report will be displayed as two separate tables: ‘Loan Position’ and
‘Applications Not Progressing to Payment’. The details returned on the report will be correct
as at the close of business the previous night.
147
The order of the months on the loan position report will depend on whether the Academic
Year or the Financial Year has been selected. Where the user has selected to view the
information by Academic Year the order of the months will be August to July and where
Financial Year has been selected the order of the months will be April to March. A full 12
month period will be displayed.

For the application count, the report will detail any learner with a learning aim start
date within the Academic Year or Financial Year selected.

For the monetary value, the report will detail a sum of the payment amounts for each
month.
Note – In the scenario where a learner’s course spans more than one academic year, the
report will show a difference between the monetary value and number of applications. This
is due to the fact that the learners start date would be in the previous academic year, and
they would therefore not be displayed in the application count, however, as they still had
ongoing payments, the monetary values would be displayed.
148
14.2.3 Table One - Loan Position
Table one within the report details payments for the following applications
Application
Status
Submitted
Applications
Applications
Progressing
Instalments
Approved
Description

Applications that are still in progress, i.e. at a pre-approval
workstage

The Monthly Breakdown and Year to Date will not be populated for
Submitted Applications

Applications that are ready for payment once attendance is
confirmed
o
The Learning Aim start date is for the selected year
o
The learner has a ULN
o
The learner has a verified NINO
o
The Learners application state is

Approved

Withdrawn

The To Date, Monthly Breakdown and Year to Date will not be
populated for Applications Progressing

Approved instalments will include payments for learners where;
o
The learner has a ULN
o
The learner has a verified NINO
149
o
Instalments
Awaiting
Confirmation
Instalments
Where
Attendance
Confirmed
Paid / In
Progress



The learners application state is

Approved,

Withdrawn or

Suspended
o
The learner is not liable for the instalment
o
The attendance has not been confirmed
Instalments Awaiting Confirmation will include payments for learners
where;
o
The learner has a ULN
o
The learner has a verified NINO
o
The Learners application state is

Approved,

Withdrawn or

Suspended
o
The learner is liable for the instalment
o
The attendance has not been confirmed
Instalments Where Attendance Confirmed will include payments for
learners where;
o
The learner has a ULN
o
The learner has a verified NINO
o
The Learners application state is

Approved,

Withdrawn or

Suspended
o
The learner is liable for the instalment
o
The attendance has been confirmed
Paid / In Progress instalments will include payments for learners
where;
o
The learner has a ULN
o
The learner has a verified NINO
o
The Learners application state is

Approved,

Withdrawn or

Suspended
o
The learner is liable for the instalment
o
The attendance has been confirmed
o
The payment has been paid
o
Payments made in respect of attendance confirmations
150
submitted in a previous month after payment drawdown date*
(matching financial statement)
Offset

To Date: This will display the offset amount held against the learning
provider
Total

The sum of the values held
*Drawdown for payment is the process where SLC calculate the number of positive
attendance confirmations received in order to determine the total payments due to the
learning provider for a month.
4.3 Table Two - Applications Not Progressing to Payment
Table two within the report details payments for the following applications:
Application
workstage
Approved
Awaiting
Signature
Missing
ULN
Data Comprises


Approved Awaiting Signature instalments will include payments for
learners where;
o
The Learning Aim start date is for the selected year
o
The learner has a ULN
o
The learner has a verified NINO
o
The Learners application state is Approved Awaiting
Signature
Missing ULN instalments will include payments for learners where;
o
The Learning Aim start date is for the selected year
o
The learner has does not have a ULN
151
Approved
Awaiting
Signature
and Missing
ULN
NINO Not
Verified
Applications
Currently
Suspended
Total




o
The learner has a verified NINO
o
The Learners application state is Approved
Approved Awaiting Signature instalments and Missing ULN
instalments will include payments for learners where;
o
The Learning Aim start date is for the selected year)
o
The learner has does not have a ULN
o
The learner has a verified NINO
o
The Learners application state is Approved Awaiting
Signature
NINO Not Verified instalments will include payments for learners
where;
o
The Learning Aim start date is for the selected year
o
The learner does not have a verified NINO
o
The Learners application state is Approved or Approved
Awaiting Signature
Applications Currently Suspended instalments will include payments
for learners where;
o
The Learning Aim start date is for the selected year
o
The Learners application state is Suspended
o
Attendance is not confirmed
The sum of the values held
14.4 Example of a Loan Position Report
In the below example, the Loan Position Report is populated for one learner’s application,
reflecting the payment schedule in respect to the application and payment statuses.
It is important to remember that while a positive attendance confirmation is assumed to apply
for three months, payments are released monthly.
For the purposes of this example, the report is only showing 5 months worth of payment
information, the learner and report information used to generate these figures is as below;
Report Created
Learner Start Date
Initial Liability Point
Learning Aim Length
Loan Amount
Confirmed Initial Attendance
Next Quarter to Confirm
1st October 2014
10th August 2014
24th August 2014
10 Months
£1000
Yes
November
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Note – This example is for illustrative purposes only, and the Loan Position Report
on the Learning Provider Portal will display cumulative payment information
Aug 2014
Sep 2014
Oct 2014
Nov 2014
Dec 2014
Instalments
Approved
£0
£0
£0
£100
£100
Instalments
Awaiting
Confirmation
£0
£0
£0
£0
£0
Instalments
Where
Attendance
Confirmed
£0
£0
£100
£0
£0
Paid / In Progress
£0
£200
£0
£0
£0
This row is for
information
purposes and will
not be in the Loan
Position Report
Attendance
confirmed
after
drawdown
date so
payment in
Sep
Attendance
assumed
and
payment
made along
with August
payment
Attendance
assumed
and
payment to
be paid
Attendance
not yet
confirmed
for this
quarter, no
payments
released
Attendance
not yet
confirmed
for this
quarter, no
payments
released
Section 15| Attendance
Attendance confirmation is the process for a Learning Provider to confirm to the Student
Loan Company that a learner is engaged on their learning aim. The Provider is initially
required to do this two weeks after the start of the learning aim. This is called the initial
liability point and will be the first point for attendance confirmation.
The Provider is then required to confirm the learner’s ongoing attendance quarterly, for the
1st of the month, for the duration of the learning aim. The quarterly attendance confirmation
points will be fixed as 1st August, 1st November, 1st February and 1st May.
Attendance (and therefore loan liability) will be assumed for the 1st of the month on the
months between these fixed points and payment will be made to the Provider.
153
Note – If the learner withdraws from their learning aim, the Provider should submit a
withdrawal or Suspension Change of Circumstance as soon as possible to avoid
overpayments occurring.
The learner’s loan application should be at a status of approved. The Provider will not be
able to confirm attendance for a learner before their 24 + loan application has been
approved.
Attendance Type
Initial
Description
Two weeks after the start of the learning aim
Subsequent (Quarterly)
On a quarterly basis. Attendance confirmation points will be
fixed as 1st August, 1st November, 1st February and 1st May
As an example, if a learner starts a ten month learning aim on 1st August 2014, the
attendance points will be:




Initial confirmation two weeks after learning aim start – 15th August
Second quarterly attendance check – 1st November
Third quarterly attendance check – 1st February
Fourth quarterly attendance check – 1st May
Aug
Sept
Oct
Initial
Provide
r
Confirm
ation
Require
d
Assum
ed
Attend
ance
Assum
ed
Attend
ance
Nov
Provid
er
Quarte
rly
Attend
ance
Requir
ed
Dec
Jan
Assum
ed
Attend
ance
Assum
ed
Attend
ance
Feb
Provid
er
Quarte
rly
Attend
ance
Requir
ed
March
April
Assum
ed
Attend
ance
Assum
ed
Attend
ance
May
Provid
er
Quarte
rly
Attend
ance
Requir
ed
The same process will apply to learning aims which start in any month of the year. As an
example, if a learner starts a ten month learning aim on 2nd January 2015, the attendance
points will be:



Initial confirmation two weeks after learning aim start – 16th January
Second quarterly attendance check – 1st February
Third quarterly attendance check – 1st May
154
 Fourth quarterly attendance check – 1st August
Jan
Feb
March
April
May
June
Provid
Provid
Initial
er
er
Provide
Quarte Assum Assum Quarte Assum
r
rly
ed
ed
rly
ed
Confirm
Attend Attend Attend Attend Attend
ation
ance
ance
ance
ance
ance
Require
Requir
Requir
d
ed
ed
July
Assum
ed
Attend
ance
Aug
Provid
er
Quarte
rly
Attend
ance
Requir
ed
Sept
Oct
Assum
ed
Attend
ance
Assum
ed
Attend
ance
If a learning aim does not cover these four quarterly attendance check points, attendance
confirmation will only be required for the period that falls within these four points.
As an example, if a learner starts a six month learning aim on 1st August 2014, only the initial
attendance and second quarterly attendance confirmation will be required. The attendance
points will be:
 Initial confirmation two weeks after learning aim start – 15th Aug
 Second quarterly attendance check – 1st November
Aug
Sept
Oct
Nov
Dec
Jan
Fe
b
Provider
Initial
Assume Assume Quarterl Assume Assume
Confirmati
d
d
y
d
d
N/
on
Attendan Attendan Attendan Attendan Attendan A
Required
ce
ce
ce
ce
ce
Required
Marc
h
Apr
il
Ma
y
N/A
N/A
N/
A
It is this attendance confirmation that will trigger payment of the 24+ fee loan to the Provider
and payment can not be made without this attendance confirmation.
There are three ways in which a Provider can confirm attendance for their learners:
1. Using the Attendance Worklist screen within the Learn Provider Portal
2. For an individual learner using the Detailed Learner Information screen within the
Learn Provider Portal
3. By importing a bulk xml attendance confirmation file
The Provider can also combine these methods for different learners or different attendance
confirmations through the year.
Note – The ULN is a mandatory field and the Provider needs to enter this before being able
to confirm a learner’s attendance. If he ULN has not been entered, the learner will not appear
on the Attendance Worklist and the attendance drop down will not be available on the Detailed
Learner Information screen – see Section 12
155
15.1 User Roles Required to Access the Attendance Functions
Users with the LP Attendance Administrator role will have permission to access the
Attendance Home page, view the attendance confirmation worklist and confirm a learner’s
attendance.
15.2 Attendance Worklist
The Attendance Worklist can be accessed via the Applicant Information Service menu. The
Attendance Home link will take the user into the attendance functions.
A message will be displayed on the Attendance Home screen if the Provider has any
outstanding learners awaiting an attendance confirmation.
By selecting the Attendance Worklist link, a user can search and view records, confirm
attendance for both individual and multiple learners and export an xml file of the worklist.
If SLC require an attendance confirmation for a learner, the learner will automatically be
added to the worklist. Therefore there is no need for the Provider to manually keep track of
when confirmations are required.
156
The search screen will allow the user to search for all outstanding attendance confirmations
or a subset.
Search Field
Information
Attendance Status
This field allows the user to search by attendance status. The
statuses are:

Learning Aims
All – this will return all learners with an outstanding attendance
confirmation
 Unconfirmed – this will return learners where a attendance
status has not yet been submitted
 Saved – this will return learners where an attendance status
has been added to the record and saved, but not yet submitted
This field allows the user to search for learners on a particular
learning aim
Start Date From
Use this in conjunction with the Start Date To field to search for
learners with start dates in a certain date range.
Start Date To
Use this in conjunction with the Start Date From field to search for
learners with start dates in a certain date range.
End Date From
Use this in conjunction with the End Date To field to search for
learners with end dates in a certain date range.
End Date To
Use this in conjunction with the End Date From field to search for
learners with end dates in a certain date range.
Course Location
If you have added your own Course Location Code (see Section
12) for a learner, you can search for all outstanding attendance
confirmations relating to that code
Course Trainer
If you have added your own Course Trainer Code (see Section 12)
for a learner, you can search for all outstanding attendance
confirmations relating to that code
Number of Records to
Display per Page
The number of records displayed per page can be chosen from the
drop down menu, with the options of;




25
50
100
200
157
After selecting the appropriate search criteria, the user should either click the View Results
or Export Results button.
If the user has selected the View Results button, they will be presented with the results of
their search.
The records will be displayed in one of three colours –



Grey– learners for which no attendance status has yet been entered
Blue – learners who have had an attendance status assigned to them, however the
record has been saved rather than submitted
Orange – learners where more than one attendance confirmation is outstanding – for
example, the initial attendance confirmation and the next quarterly ongoing
attendance confirmation
15.3 Saved Records
A user can select an attendance confirmation status for an individual or for multiple learners
and submit this from the worklist. However there may be times where the user will want to
save the attendance confirmation, without actually submitting it. For example this may be
appropriate if you want to confirm details with a sub contractor before finally submitting. In
this case, the user can click the Save button and the relevant attendance code will be saved
against the learner but remain on the worklist (if the Attendance Status search criteria of “All”
or “Saved” has been selected) and payment will not be released. The record will now be
highlighted in blue.
158
15.4 More than One Outstanding Confirmation
It would be expected that a Provider will confirm attendance at the start of the learner’s
learning aim and at the point that the learner appears on the attendance worklist. However
there may be scenarios where this does not happen, for example if the learner applies for
their 24+ loan after they have started their learning aim or if a Provider is awaiting
attendance information from a sub contractor.
If there is more than one confirmation outstanding, the learner will be highlighted in orange
on the worklist.
From the worklist search results, the Provider will only be able to confirm and submit the
earliest outstanding confirmation. To confirm later outstanding confirmations, the Provider
will need to perform another attendance worklist search. This subsequent search will the
show the next outstanding confirmation on the worklist search results.
Note – Although there may be scenarios where more than one confirmation of
attendance is outstanding, if SLC has not receive any confirmation of attendance
from the Provider 3 months from the learners start date, the learners loan
application will be cancelled.
15.5 Worklist Attendance Confirmation
From the worklist, a user can confirm attendance in three ways
1. By selecting the appropriate drop down value under the Apply Change column for an
individual learner
2. By selecting the appropriate drop down value from the Apply to All box on the top
right hand side of the screen
159
3. By selecting the learner’s name hyperlink and confirming attendance form the
Detailed Learner screen
The worklist fields displayed on the screen are as follows:
Work List Field
Description
Full Name
Learner’s Full Name
ULN
Learner’s ULN
Fee Amount
Learner’s Fee Amount
Entitlement Amount
The amount of loan to be paid in
Balance Payable
If the course fee is more than the loan the learner has requested
or is entitled to, the balance payable will show
Attendance Confirmation
Date
Date of attendance confirmation request
Apply Change
Drop down list of attendance statuses
15.5.1 – Individual Learner Confirmation
To confirm attendance for an individual learner, the user should select the appropriate
confirmation status from the drop down list. This can be done for one, a number, or all of the
learners displayed on the page. The user should then click the submit button.
160
The drop down list gives the user the option to select one of the following values:
Attendance Status
Description
Awaiting Confirmation
No attendance status has entered for this learner
In Attendance
The learner is in attendance and engaged on their learning aim
Not in Attendance
The learner is not in attendance and no longer engaged in their
learning aim
If this status is submitted at initial attendance confirmation, the
application will automatically be cancelled.
If this status is used on a subsequent quarterly attendance
confirmation, a CoC reminder will automatically be created in the
CoC Worklist and the user should create the appropriate CoC:
 Withdrawal
 Suspension
If the learner is not in attendance due to Early Completion an
attendance confirmation should not be submitted. A CoC should
be completed which will update the learner and remove them
from the attendance confirmation worklist.
Change Start Date
The learner is or will be in attendance but their learning aim start
date has changed. This status is only available and can be used
for the initial confirmation.
If this status is submitted, a CoC reminder will automatically be
created in the CoC Worklist and the user should create a
Change of Learning Aims CoC. The learner then will reappear
on the worklist at the appropriate time.
15.5.2 – Multiple Learner Confirmation
As well as using the drop down menu to select an attendance status for an individual
learner, a provider can use the “Apply to All” drop down menu on the top right of the worklist.
This will apply the selected attendance status to all learners currently displayed on the page.
This option provides a quick way of adding a status, if all or the majority of learners on the
screen, have the same attendance status. If, for example, 49 of the 50 learners displayed
are in attendance, the Apply to All “In Attendance” status can be used and the one exception
can be manually changed to a different value by using the drop down next to the individual
record. This action will only apply to the learners displayed on the current page.
The ‘Clear Changes’ button at the bottom left hand corner of the page will clear these
changes if they are done in error.
161
15.6 Detailed Learner Information Screen Confirmation
Attendance can also be confirmed in the Current Payment Schedule and Attendance section
of the Detailed Learner Information screen. This can be accessed by either clicking on the
learner’s name on the Attendance Worklist or by accessing the learner’s record from the
Learner Information screen.
The values displayed on this screen are:
Value
Description
Scheduled Payment Date
The date that the payment instalment has been scheduled for
payment
Actual Payment Date
The date that the payment was made to the Provider
Payment Amount
The amount that will be paid to the Provider
Payment Status
Status of payment :

Scheduled – the payment is due to be paid

In Progress – the payment has been triggered and is in
the banking system

Paid – the payment has been paid

Failed – the payment has failed (please contact helpdesk
on 0300 100 0643 for further information)
Attendance Confirmation
Date
The date for which the Provider is being asked to confirm
learner’s attendance
Attendance Confirmation
Attendance Confirmation Status :
162
Status
Submitted By

In Attendance

Not In Attendance

Change Start Date
Details of user who submitted confirmation of attendance
(please note that before an attendance confirmation has been
submitted, this field will show the user who lasted updated the
record)
After the learner’s loan application has been approved, the full list of payment will be
displayed, along with the attendance confirmation status of each. If a confirmation is
required, a drop down list will be displayed. To confirm attendance, the user should select
the appropriate attendance confirmation status from the drop down list. The drop down list
will only become editable for future quarterly confirmations when confirmation is required.
The drop down list will only be available at the point in the year when attendance is required.
For a ten month learning aim with a start date of 1st August, this would be two weeks after
the learning aim start date, 1st November, 1st February and 1st May.
On the months of assumed attendance, between the four confirmations of attendance points,
the user will not be able to confirm a positive or negative attendance. The learner is
assumed to be in attendance unless the Provider submits a withdrawal Change of
Circumstance.
If a withdrawal Change of Circumstance is submitted, all future payment instalments will be
deleted from this screen.
15.7 More than One Outstanding Confirmation
As noted previously, it would be expected that a Provider will confirm attendance at the start
of the learning aim and at the point that the learner appears on the attendance worklist, thus
not delaying loan payment. However there may be scenarios where this does not happen,
for example if the learner applies for their 24+ loan after they have started their learning aim
or if a Provider is awaiting attendance information from a sub contractor.
If there is more than one confirmation outstanding, all can be confirmed from the Detailed
Learner Information screen. However each should be submitted individually, starting with the
earliest. Therefore if the initial and November confirmations are outstanding, the user should
select the appropriate value for the initial confirmation from the drop down list and click the
submit button. When the page refreshes, the user will now be able to access the drop down
list for the November confirmation.
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15.8 Suspension and Resumption
If a learner suspends from their learning aim, the Provider should submit a suspension
Change of Circumstance.
When the learner resumes their learning aim the Provider should submit resumption Change
of Circumstance.
The Provider will be asked to confirm the learner’s attendance on the month after they
resume their learning aim, even if this is out with the normal quarterly attendance check. The
learner will be added to the Attendance Worklist when this confirmation is required.
15.9 Attendance Import File
Attendance can also be confirmed by importing an xml Attendance Confirmation Import file
into the Learning Provider Portal.
The user can export the Attendance Worklist and import this into their local system and
create an Attendance Confirmation file for import into the Portal.
15.9.1 Attendance Worklist Export
To export the Attendance Worklist, from the search results screen, the user should complete
the following steps:
1. Click export results
The Export section will be appear below the worklist.
2. From the screen you can either;

Click Cancel to return to the search screen
3. To export results, enter a file name in the Export File Name field, this can be up to a
maximum of 50 characters
4. Click
Note – If user selects to ‘Export Results’ but has not completed the filename field, the
following error will be displayed;
“A filename must be provided”
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5. To select the destination to export and save the file to, follow the on screen prompts
specific to your system
The system will create an xml file and the following options will appear;
6. Select Save, Open or Cancel the file.
g) If you select ‘Cancel’ Export section will be removed and the filter parameters
will be amendable again.
h) Select ‘Save’ to save the xml file in a location of your choice.
i)
Select ‘Open’ and the xml file will open with all the relevant application data
populated.
For full details of the format of this file, please refer to “Schema Definition - 24+ Attendance
Worklist Export Schema”
15.9.2 Attendance Import
Users can confirm their learner’s attendance by importing Attendance Import xml files. The
user is given the ability to browse their internal file systems to the location of the saved file
and then select and submit the appropriate attendance file.
To do this, the user should select the Import Attendance Confirmation link from the
Attendance Home page.
The user will then be asked to select the appropriate file from their local systems. The user
should select the Choose File button and then browse their system. When they locate the
file, they user should select it and then click the submit button.
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The Attendance Import file should contain the appropriate attendance code.
Three confirmations can be sent:
–
‘Y’ - learner is in attendance –approve payment for release
–
‘N’ - learner is confirmed as being not in attendance
–
‘C’ - learner is not in attendance by virtue of moving their start date to a later
date
For full details of the format of this file, please refer to Schema Definition - 24+ Attendance
Confirmation Import Schema
15.9.3 View Import Results
When the file has loaded, the user should select the View Import Results link and confirm
that the file has loaded successfully. The View Import Results link can be accessed from the
Attendance Home page.
From the search screen, the user can search for files within a particular date range or with a
particular status.
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The file import statuses that can be searched on are:
File Import Status
Description
Awaiting Processing
The file is queued, waiting to be processed
Being Processed
The file is currently being processed
Processed with Error(s)
The file has been processed, but contains errors
Successfully Processed
The file has successfully processed and attendance
confirmations have been loaded
System Error – File Not
Processed
A system error has resulted in the file not being processed
and it should be re-submitted
After completing the search, the user will be presented with a list of files that meet their
search criteria. Validation will let you know if there are any errors in the imported file, both at
an xml file level and individual record level.
File format validation will check the file is in the expected format and field format and
business rule validation will be run to check individual records within the file.
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To view details of the file, including the specific reasons for validation failure, the user should
click on the file name hyperlink. This will bring up a pop up box detailing the number of
records on the file, the number that have successfully processed and the number that have
failed processing.
Details of the records that have failed, and the reason for failure, will also be listed.
Note – Learning Providers can confirm attendance using the Attendance Worklist screen,
Attendance Import files, the Detailed Learner Information screen or a combination of all of
these.
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15.10 Incorrectly Submitted Attendance Confirmations
Learning Providers should strive to ensure accuracy in their attendance confirmations, as an
attendance confirmation will trigger a payment to the provider and loan liability for the
learner.
However if an incorrect attendance status is used, the following process should be followed:
Incorrect Status
Learning Provider Action
“Not in Attendance”
instead of “In
Attendance” - Initial
Initial Attendance Confirmation – If a status of “Not in
Attendance” is submitted for the initial confirmation, the
application will be automatically cancelled.
If this is incorrect, the Provider should submit a “Reinstate”
Change of Circumstance. When this has been processed, the
learner will reappear on the Attendance Worklist and the
provider can submit an “In Attendance” confirmation.
The loan payment will then be made to the Provider in the next
payment run.
“Not in Attendance”
instead of “In
Attendance” Quarterly
Quarterly Attendance Confirmation – If a status of “Not in
Attendance” is submitted for a subsequent attendance
confirmation (not the initial confirmation), then the Provider can
change this in the Current Payment Schedule and Attendance
section of the Detailed Learner Information Screen to “In
Attendance”.
The loan payment will then be made to the provider in the next
payment run.
“In Attendance”
instead of “Not in
Attendance” – Before
Payment
Before Payment Run Starts (payment run will start close of
business on the Thursday before the Wednesday payment is
scheduled) – If a status of “In Attendance” is returned
incorrectly, the status can be updated to “Not in Attendance”.
The Provider can change the attendance status in the Current
Payment Schedule and Attendance section of the Detailed
Learner Information Screen to “Not in Attendance”.
The attendance status will be locked when payment run
commences.
“In Attendance”
instead of “Not in
Attendance” – After
Payment
After Payment Has Been Made to Provider - If a status of “In
Attendance” is returned incorrectly and the payment drawdown
has started or payment has been made to the Provider, the
Provider should submit a Withdrawal or Suspensions Change
of Circumstance and the payment will be recovered from the
next payment made to the provider.
If you encounter any other scenarios that you would like to discuss, please contact helpdesk
on 0300 100 0643 for further information.
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Section 16| 24+ Loan Payments
16.1 Payment
Loan payments will begin being made to Providers, on behalf of their learners, for approved
24+ loan applications, following submission of the initial attendance confirmation. Payment
can not be made without a confirmation of attendance.
Payments are made on a monthly basis throughout the length of the learner’s learning aim.
These will be made in equal instalments where possible (last payment may be slightly
different depending on loan amount).
The payment schedule starts from initial liability point which will be learning aim start date
plus two weeks.
As an example, for a learner who starts a ten month learning aim on the 1st August with a
learning aim fee of £1000, the attendance and payment schedule will be as follows:
Attendan
ce
Payment
Aug
Sept
Oct
Nov
Dec
Jan
Feb
March
April
May
Confirme
d
£100
Assume
d
£100
Assume
d
£100
Confirme
d
£100
Assume
d
£100
Assume
d
£100
Confirme
d
£100
Assume
d
£100
Assume
d
£100
Confirme
d
£100
Payment will be made monthly, on the third Wednesday of the month.
16.1.1 Early Completion
If a learner completes their learning aim early, and the Provider submits an Early Completion
change of circumstance, full payment of the outstanding loan will be pay the month after the
early completion date.
16.1.2 Extending Learning Aim End Date
If a Provider submits a change of learning aim change of circumstance, which extends the
end date of the learner’s learning aim, the payment schedule will be updated to reflect the
new end date.
16.1.3 Late Loan Application
A learner can apply for a 24+ loan at any point up until the end of their learning aim. This
allows for changes in the learner’s personal circumstances. In this case, the loan will still be
scheduled across the entire length of the learning aim but the first payment will include the
payments that would have been paid, if the application had been in place from the start of
the learning aim.
As an example, for a learner who starts a ten month learning aim on the 1st August with a
tuition fee of £1000, but who does not apply for their 24+ loan until October, the attendance
and payment schedule will be as follows:
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Aug
Sept
Attendance
N/A
N/A
Payment
N/A
N/A
Oct
Confirmed
from Aim
start
£300
Nov
Dec
Jan
Feb
March
April
May
Confirm
ed
Assume
d
Assume
d
Confirm
ed
Assume
d
Assume
d
Confirm
ed
£100
£100
£100
£100
£100
£100
£100
Please note, for the learner, interest will not be backdated to learning aim start date, interest
will accrue from the point payment is paid to the Provider.
16.1.4 Monthly Payment Drawdown Cut Off Point
Payment will be made to Providers monthly, on the third Wednesday of the month, following
the initial attendance confirmation.
To allow SLC to calculate payments due in respect of attendance confirmations and submit a
BACS payment to the Provider, the Provider will need to confirm their learner’s attendance
by close of business on the Thursday before the Wednesday payment. This will be the
payment drawdown point. Any learners confirmed after that cut off point will be included in
the following month’s payment run.
A calendar detailing monthly drawdown and payment dates can be found in Appendix D
16.1.5 National Insurance Number (NINO)
SLC can not make payment of a 24+ loan to a Provider if we do not have a verified National
Insurance Number for the learner. This should be provided by the learner during the
application process however SLC will also try to get this number form the Department of
Working and Pensions.
A Provider can check whether they have any learners without a verified NINO by using the
filter on the Learning Information search page. Providers may wish to encourage any learner
in this position to provide their NINO to SLC.
It should be noted that a Provider can confirm the attendance of a learner who has not
submitted a NINO, however the payment will be blocked.
The provision of a NINO is not mandatory for EU learners.
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16.1.6 Unique Learner Reference
Unique Learner Reference number (ULN) is a mandatory field and a Provider must enter this
number for each of their learners. Without this number, the learner will not be added to the
Attendance Worklist and the Provider will not be able to confirm attendance. This will prevent
payments being made for the learners 24+ loan.
16.1.7 Overpayments
In some cases, an overpayment may be made to a Learning Provider. One example would
be where a Provider does not submit a withdrawal or suspension Change of Circumstance
until after payment has been made.
If an overpayment occurs, SLC will offset this overpayment against the next payment made
to the Provider. Therefore the Provider will receive their monthly payment minus any
overpayment.
16.1.8 Loan Reduction
A learner will not be able to reduce their loan to less than that which has already been paid
to the Provider. However a Provider will have discretion to do this by raising a Change of
Circumstance. Any overpayment will be offset against the Providers next payment.
However a Provider can reduce a learner’s fee and loan if appropriate by submitting a
change of circumstance. Please refer to Section 13 for further details.
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16.2 Payment Schedule
Payment schedules are created for a learner upon approval of their application. Payments
are scheduled on a flat monthly profile based on initial liability point and learning aim end
date.
A Provider can view a learner’s payment schedule in the Current Payment Schedule &
Attendance section of the Detailed Learner Information screen.
The screen will provide the following information:
Indicator
Description
Scheduled Payment Date
The date that the payment instalment has been scheduled for
payment
Actual Payment Date
The date that the payment was made to the Provider
Payment Amount
The instalment amount that will be paid to the Provider
Payment Status
Status of payment :

Scheduled

In Progress

Paid

Failed
Attendance Confirmation
Date
The date for which the Provider is being asked to confirm
learner’s attendance
Attendance Confirmation
Status
Attendance Confirmation Status :
Submitted By

Awaiting Confirmation

In Attendance

Not In Attendance

Change Start Date
Details of user who submitted confirmation of attendance
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Section 17| Remittance Report
174
The Remittance Report allows a user with Financials Administrator access to view and
export Remittance Reports.
The report can be accessed via the Applicant Information Service, from the Financials Home
menu.
The Remittance Report is accessed from the Financial Reports Home by clicking on the
Remittance Report link. The user will then be prompted to use the filter to define the exact
report that they wish to view.
17.1 User Roles Required to Access the Payment File
Users with the following role will have permission to view and export payment remittance
reports:

LP Financial Administrator
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17.2 Remittance Report
The Remittance Report will provide information on payments that are in progress, payments
that have been paid to the Provider and any payments that have been recovered.
The file can either be viewed on screen or exported as an xml file.
The screen will provide the following information:
Indicator
Description
Scheduled
Payment Date
The date that the payment instalment has been scheduled for payment
Actual Payment
Date
The date that the payment was made to the Provider
Payment Status
Status of payment :
Payment Amount

Scheduled

In Progress - payment is being processed but has yet to reach your
account

Paid - payment has been paid

Failed - payment has failed
The total of the individual payment and recoveries on the remittance
file for that month.
Please note that this will not necessarily be the amount deposited in
your bank account. The payment you receive will be impacted by any
outstanding recovery amounts shown on previous remittance files.
(please see table below for further details)
Recovery
Amount
The amount that will be recovered due to an outstanding offset
recovery amount (caused by reassessments which occurred in
previous months)
This amount will have been documented in a previous remittance file.
Payment to Bank
The total amount that will be paid to the Provider in that payment run
Export
Tick box which also user to select the file to be exported
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Payment Amount – further details
Payment Scenario
Payment
Amount
Recovery
Amount
Actual
Payment to
Provider’s
Bank Account
£0
£100
£0
£500
£0
£400
£400
(payment
amount is
sum of
positive
payments
and
recoveries
for that
month)
£100
£400
Month X:



Provider has no positive payments
Provider has a £100 recovery amount
Bank payment amount will be £0
Month Y:



Provider has £500 positive payment
Provider has a £0 recovery amount
Bank payment amount will be £400. This
will be made up of £500 Month Y payment
minus recovery outstanding from month X
Month Z:



Provider has £500 positive payment
Provider has a £100 recovery amount
Bank payment amount will be £400. This
will be made up of £500 month Z payment
minus £100 month Z recovery amount
Information on most recent payments will appear first and you can navigate through the
pages of payments by using the numbers under the list of payments. Here you can also
select how many records per page you would like to display by selecting the number from
the dropdown menu.
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To view details of the individual learners who make up the payment file, the user should click
on the Actual Payment Date hyperlink. This will open a window showing the Remittance
Report detail. This window will display a summary of the payment selected and give the user
a learner level breakdown for each payment.
The Remittance Report Detail will also show any recoveries made as the result of any CoCs.
These recovery amounts will show as a minus on the payment amount for the individual
learner, as well as a total beside the Recovery Amount at the top of the Remittance Report
Detail.
The Instalment Date field will show the date associated with the individual learner payment.
For example if you are receiving more than one months payment for a learner on one
payment date this field will show each instalment as a separate record with each instalment
date shown for each month.
You can select to export this information by selecting the Export button on screen.
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17.3 Remittance Export
Remittance files can be exported as xml files. To export Remittance Reports the user
should select the tick boxes next to the files that they wish to export.
The export file contains the following information:
Value
Description
Payment identifier
The unique identifier for a payment
Payment date
The date the payment was made
Payment Amount
The total of the individual payment and recoveries on the remittance
file.
Recovery Amount
The amount of previous overpayments that have been recovered
from this payment
Payment Status
The Status of the payment. This will be either In Progress, Paid or
Failed
Learner Surname
The surname of the learner.
Learner Forename
The forename of the learner.
Date of Birth
Learners date of birth
ULN
The Learners Unique Learner Number Identifier
Additional Learner
Reference Number
(if used)
The Learners Additional Learner Number Identifier (Provider internal
reference if added to the portal by them)
Payment Amount
The total paid to the provider on behalf of this learner
Application ID
The ID associated with appropriate application
Instalment Date
The date the instalment was due to be paid
Instalment Amount
The amount that was paid or recovered for this instalment date
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For full details of the format of this file, please refer to Schema Definition - 24+ Payments
Export Schema.
Section 18 | User Access Controls
18.1 Overview
The Student Loans Company was asked by Learning Providers to consider developing the
Learning Provider Portal so that designated groups of learners could be assigned to certain
users. This enhancement to the portal means that Sub Contractors can gain access to the
portal, and either view or administer the learners at their organization. This functionality can
also be used by primary providers to give access to members of staff throughout the
organisation at varying levels.
For the purposes of this section of the user guide, a Learning Provider Portal user from a
Primary Learning Provider will be classed as a “Primary Learning Provider user”. Users
who have a group assigned to them will be classed as a “Learning Provider Group user”.
Groups can be created and have learners assigned to them. These groups can then be
linked to a user. This means that a group user can log into the portal and only have access
to the learners within a particular group. The user rights for that group user can be dictated
and managed by the prime provider meaning each user can have bespoke portal access
determined by their role or organisation.
18.2 Creating a User
As with all user administration within the Learning Provider Portal, any user with User
Administration access rights can create and maintain users.
For the purposes of Learning Provider Group users, a user must be created before they can
be assigned to a group.
There are two points to remember when creating a user;


As any user with user administration access can create and maintain users for their
learning provider, if a Group user is given the user administration role they too will be
able to administer all users for the primary learning provider. This is not restricted.
A user created will have access to all learners assigned to the learning provider until
it is assigned to at least 1 group. This should be taken into account when creating
users for groups and providers should consider creating users without any access
rights initially. This can then be updated after the user is assigned to a group.
Newly created
User
No group
Primary
Learning
Provider User
Once assigned
to a group
Learning
Provider
Group User
18.3 Creating and Maintaining Groups
There is a new tab within the Learning Provider Portal called “Maintain Groups”.
section will be the part of the portal where groups can be created and maintained.
This
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Primary Learning Provider users, with a LP User Administrator user role, will be able to
manage Learning Provider Groups via the Learning Provider Portal, this includes;



Creating groups
Maintaining groups
Making groups inactive
When “Maintain Groups” is selected, the user will be taken to the relevant section of the
portal where all existing groups will be displayed. The user will also see a “create group”
button.
To create a group the “create group” button should be selected, this will cause a pop up to
appear. The user will then be asked to complete group details, including name of the group
(which must be unique), and also assign existing users to the group. This pop up will also
contain an active checkbox, which will automatically by ticked when creating a group. Within
the “Maintain Groups” screen all existing groups are visible. If a group name, or users
assigned to the group, needs to be updated the user can select the group and a pop up box
will appear. All necessary details should be changed and saved.
To make a group inactive, a group should be selected and the checkbox should be updated
so that the tick is removed. Once this tick is removed the user should select save to make
the group inactive.
18.4 Assigning Groups to a User
Once a group is created users can be added to the group. Users can also be added or
removed from existing groups.
Primary Learning Provider users, with the LP User Administrator user role, will be able to
add and remove users from the selected Learning Provider’s Learning Provider Groups.
The same process is followed for adding users to a group, whether the group has been
newly created or is an existing group.
To add a user to a group the ‘Edit’ button next to the desired group must be selected; this
will result in a pop up being displayed on screen.
Within this pop up all active users for the learning provider will be displayed in alphabetical
order in the group users sub section. To add a user to the group the ‘Add’ link next to the
desired user must be selected, the user will then appear in the “users assigned to group”
section and disappear from the group users sub section. The save button on the pop up
should then be selected to ensure any updates to the group are saved.
To remove a user from a group, when in the desired group pop up the user will have the
option “remove” next to each assigned user. Once the remove button is selected the user
will be unassigned from the group. The user will not automatically appear in the list of all
users in the group users sub section but this can be refreshed by saving changes, closing
the pop up and then reopening the pop up.
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Note – When a user is removed from all of their LP Groups then they will automatically
become a primary LP user. In these circumstances the system will display a warning
message
Newly created
User
No group
Primary
Learning
Provider User
Learning
Provider
Group User
Once assigned
to a group
Primary
Learning
Provider User
User removed
from all groups
18.5 Adding learner applications to a Group
Any application can be assigned to any active group. A learner’s application can only be
assigned to one group at a time. As applications are assigned to groups rather than the
learner, if a learner has more than one application each much be assigned separately.
Assigning learners to a group can be done in two ways;


Individually – From the detailed learner information screen
For more than one application – By using the learner information search results
screen
A Primary Learning Provider user with a LP Administrator role will be able to assign learner
applications to an active learning provider group.
18.5.1 Individually
Assigning a learner to a group can be done within the detailed learner information page.
Once the desired learner’s application is selected the ‘learner information’ section of the
detailed learner information screen must be selected.
The Learner Information section of the Detailed Learner Information screen will include a
new field, ‘Group Name’, which will display the name of the group associated to the
application or be blank if no group is associated with the application.
Where an application does belong to a group but that group has become inactive, then a
message will be displayed above the Group Name.
The Group Name field will have two actions available Assign Group and Remove Group. If
the Learning Provider does not have any associated Groups then the Assign Group button
will not be enabled.
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Selecting Assign Group will display the Assign Group pop up which will display a list of all
active Learning Provider Groups associated to the selected Learning Provider and a radio
button next to each Learning Provider Group so a single group can be selected.
If the application is assigned to a group, that group will be the first on the list with the radio
button selected.
Where the application is not assigned to an active group, the records will be in alphabetic
ascending order by Learning Provider Group name.
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A Learning Provider Group can be set by selecting the appropriate radio button next to the
Learning Provider Group Name and then selecting the ‘Select Group’ button. As an
application can only be assigned to one group at a time, only one group can be selected.
Selecting the Select Group button will result in the pop up closing and the Learner
Information section being displayed with the new group populated in the Group Name field.
18.5.2 More than one application
A Primary Learning Provider user with a LP Administrator role will be able to assign multiple
learner applications to an active learning provider group via the Learner Information screen.
This function will allow providers to assign multiple applications to one group.
This can be done on the learner information screen, using the search results from any
relevant search.
When the Learner Information Search Results are returned a valid user will see the action
Assign Group.
From the results returned the user can assign multiple applications to a Learning Provider
Group by selecting at least one application from the results displayed and selecting the
Assign Group button.
Selecting Assign Group will display the Assign Group pop up which will display a list of all
active Learning Provider Groups associated to the selected Learning Provider and a radio
button next to each Learning Provider Group so a single group can be selected.
18.6 Removing learner applications from a group
Removing a learner’s application from a group can only be done within the detailed learner
information page.
Once the desired learner’s application is selected the ‘learner information’ section of the
detailed learner information screen must be selected.
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The Group Name field will have two actions available: ‘Assign Group’ and ‘Remove Group’
To remove the learner’s application from the assigned group the ‘Remove Group’ button
must be selected.
18.7 Group Users and Viewing Learner Information
A learning provider group user with the LP Administrator role or the LP Advisor role will have
access to the Learner Information Home section of the portal.
For the purposes of this document the Learner Information Home section has been split into
4 parts. Under each heading there will be an explanation of what the LP Administrator and
the LP Advisor can do.
In summary, group users with the appropriate role can:

Import ULNs, but only for learners assigned to the same group as the user;

Administer CoCs just as a Primary User can; Group Users will only have access to
perform and submit CoCs for any learners assigned to their group or groups;

View CoC reports just as a Primary User can; Group Users will only have access to view
CoCs for any learners assigned to their group or groups;

Import CoCs via an XML file upload just as a Primary User can; that validation will only
allow the system to process CoCs for learners assigned to the same group as the Group
User;

View and administer attendance confirmations just as a Primary User can; Group Users
will only have access to view, amend and submit attendance confirmation for any
learners assigned to their group or groups;

Import attendance confirmations via an XML file upload just as a Primary User can;
validation will only allow the system to process attendance confirmations for learners
assigned to the same group as the user;
Please note, a Group User with the appropriate role will have access to the Finance Home
section of the portal. Unlike other areas of the portal, the financial area is not restricted to
Group Users. This means that Group user Finance Administrators will be able to see the
same data as Primary User Finance Administrators and data will not be limited to learners in
the groups, but for all learners under that Learning Provider
18.7.1 View Learner Information
LP Administrator
When a learning provider group user is assigned the LP Administrator role they will have the
ability to administer learners just as a primary learning provider user can. The only
185
difference being that group users will only have access to any learners assigned to their
group or groups. This means that on the learner information screen they can do the
following for their learners;






Search for a subset of learners and view results
Add ULN to learner applications
Add the Additional Learner Reference Number to learner applications
Export Results
Export Assessment History
Access the Detailed Learner Information Screen
LP Advisor
When a learning provider group user is assigned the LP Advisor role they will have the ability
to view learners just as a primary learning provider user can. The only difference being that
group users will only have access to any learners assigned to their group or groups. This
means that on the learner information screen they can do the following for their learners;


Search for a subset of learners and view results
Access the Detailed Learner Information Screen
18.7.2 Detailed Information Screen
LP Administrator
When a learning provider group user is assigned the LP Administrator role they will have the
ability to administer learners just as a primary learning provider user can. The only
difference being that group users will only have access to any learners assigned to their
group or groups. This means that on the detailed learner information screen they can do the
following for their learners;






View Learner Information Section
Add ULN to the learner’s application
Add Additional Learner Reference Number to the learner’s application
View Assessment Information
View Current Payment Schedule & Attendance
Add course trainer and course location?
LP Advisor
When a learning provider group user is assigned the LP Advisor role they will have the ability
to view learners just as a primary learning provider user can. The only difference being that
group users will only have access to any learners assigned to their group or groups. This
means that on the detailed learner information screen they can do the following for their
learners;



View Learner Information Section
View Assessment Information
View Current Payment Schedule & Attendance
186
Other User Roles
There are certain activities that can be performed from the detailed learner information
screen that require additional user access. These are;
LP Attendance Administrator
A learning provider group user with the LP attendance administrator role will be able to
update and submit the attendance confirmation status via the Current Payment Schedule &
Attendance section of the detailed learner information screen.
LP CoC Administrator
A learning provider group user with the LP CoC administrator role will have the option to
create a CoC from the detailed learner information screen.
18.7.3 Importing ULNs
LP Administrator
When a learning provider group user is assigned the LP Administrator role they will have the
ability to import ULNs via an XML or CSV file upload just as a primary learning provider user
can. The only difference being that validation will only allow the system to process ULNs for
learners assigned to the same group as the user.
LP Advisor
An LP Advisor cannot import ULNs via an XML or CSV file upload.
18.7.4 View Import Results
LP Administrator
When a learning provider group user is assigned the LP Administrator role they will have the
ability to view ULN import results just as a primary learning provider user can.
Unlike other responsibilities, this function cannot be split between primary and group users.
Therefore any group user will be to see all imported ULN result files. Even if the files contain
learner details of learners that are not assigned to their group.
18.8 Group Users and CoCs
A learning provider group user with the LP CoC Administrator role or the LP CoC Advisor
role will have access to the CoC Home section of the portal.
For the purposes of this document the CoC Home section has been split into 4 parts. Under
each heading there will be an explanation of what the LP CoC Administrator and the LP CoC
Advisor can do.
18.8.1 Performing CoCs
LP CoC Administrator
When a learning provider group user is assigned the LP CoC Administrator role they will
have the ability to administer CoCs just as a primary learning provider user can. The only
difference being that group users will only have access to perform and submit CoCs for any
learners assigned to their group or groups. This means that on the create CoC screen they
can do the following for their learners;
187


Create Pre Liability CoCs including;
o Fee Charged
o Decrease Loan Amount
o Learning Aim
o Learning Provider
o Cancel
o Reinstate
Create Post Liability CoCs including;
o Fee charged
o Decrease Loan Amount
o Learning Aim
o Early Completion
o Suspension
o Resumption
o Withdrawal
As CoCs can change the application details significantly, a CoC may affect the group the
learner’s application is assigned to. The one CoC that will remove any groups from a
learner’s application is the Pre Liability, Learning Provider CoC.
Once a transfer learning provider CoC is performed the learning provider group associated
to the application will be removed. In turn any users assigned to that learning provider group
will no longer have access to the application information.
LP CoC Advisor
A CoC Advisor cannot create or submit CoCs
18.8.2 Viewing Submitted CoCs
LP CoC Administrator
When a learning provider group user is assigned the LP CoC Administrator role they will
have the ability to view CoC reports just as a primary learning provider user can. The only
difference being that group users will only have access to view CoCs for any learners
assigned to their group or groups.
There are two sections on which historical CoCs are captured; the View CoC screen and the
CoC submissions report. Group users with the CoC Administrator role can;




Use the View CoC screen to search for CoCs submitted for applications assigned to
their groups
View the results of a CoC search and drill down into the individual CoCs submitted
Export the CoC search results
Set parameters and create a submissions report showing the overall types of CoCs
submitted for their organisation
LP CoC Advisor
When a learning provider group user is assigned the LP CoC Advisor role they will have the
ability to view CoC reports just as a primary learning provider user can. The only difference
188
being that group users will only have access to view CoCs for any learners assigned to their
group or groups.
There are two sections on which historical CoCs are captured; the View CoC screen and the
CoC submissions report. Group users with the CoC Advisor role can;



Use the View CoC screen to search for CoCs submitted for applications assigned to
their groups
View the results of a CoC search and drill down into the individual CoCs submitted
Set parameters and create a submissions report showing the overall types of CoCs
submitted for their organisation
18.8.3 Importing CoCs
LP CoC Administrator
When a learning provider group user is assigned the LP CoC Administrator role they will
have the ability to import CoCs via an XML file upload just as a primary learning provider
user can. The only difference being that validation will only allow the system to process
CoCs for learners assigned to the same group as the user.
LP CoC Advisor
An LP CoC Advisor cannot import ULNs via an XML file upload.
18.8.4 View Import Results
LP CoC Administrator
When a learning provider group user is assigned the LP CoC Administrator role they will
have the ability to view CoC import results just as a primary learning provider user can.
Unlike other responsibilities, this function cannot be split between primary and group users.
Therefore any group user will be to see all imported CoC result files. Even if the files contain
learner details of learners that are not assigned to their group.
18.9 Group Users and Confirming Attendance
A learning provider group user with the LP Attendance Administrator role will have access to
the Attendance Home section of the portal.
For the purposes of this document the Attendance Home section has been split into 3 parts.
Under each heading there will be an explanation of what the LP Attendance Administrator
can do.
18.9.1 Attendance Worklist
LP Attendance Administrator
When a learning provider group user is assigned the LP Attendance Administrator role they
will have the ability to view and administer attendance confirmations just as a primary
learning provider user can. The only difference being that group users will only have access
to view, amend and submit attendance confirmation for any learners assigned to their group
189
or groups. This means that in the attendance home section, with the attendance work list
they can do the following for their learners;





Search learners who require an attendance confirmation and appear on the
attendance work list
View search results, where applicable, and drill down into the individual outstanding
attendance confirmations
Confirm learner’s attendance as in attendance, not in attendance or start date
change
Save attendance confirmation
Export attendance work list
18.9.2 Importing Attendance Confirmations
LP Attendance Administrator
When a learning provider group user is assigned the LP Attendance Administrator role they
will have the ability to import attendance confirmations via an XML file upload just as a
primary learning provider user can. The only difference being that validation will only allow
the system to process attendance confirmations for learners assigned to the same group as
the user.
18.9.3 View Import Results
LP Attendance Administrator
When a learning provider group user is assigned the LP Attendance Administrator role they
will have the ability to view attendance confirmation file import results just as a primary
learning provider user can.
Unlike other responsibilities, this function cannot be split between primary and group users.
Therefore any group user will be to see all imported attendance result files. Even if the files
contain learner details of learners that are not assigned to their group.
18.10 Group Users and Finances
A learning provider group user with the LP Finance Administrator role will have access to the
Finance Home section of the portal.
Unlike other areas of the portal, the financial area is not restricted to group users. This
means that Group user finance administrators will be able to see the same data as primary
user finance administrators and data will not be limited to learners in the groups, but for all
learners under that learning provider.
Primary providers can manage this by not allocating the financial administrator role to group
users.
Section 19 | Further Support
190
19.1 Online Help
The system includes an online help facility.
Click on
to open help for the current screen in a separate browser window. Use the
scroll bar to move through the help text. You can resize the window if you wish. Click on
to close help.
19.2 Operations Services Helpdesk
For help on system or operational issues or queries please contact the Operations Services
Helpdesk on

Tel: 0300 100 0643

Email: [email protected]
The Helpdesk is available from 9am – 5.30pm, Monday to Friday.
Please note: The helpdesk is available once you have access to the system. If your query
relates to initial system set up, please use the contact details below.
19.3 Partner Services Management Team
For initial set up queries or for general ongoing support, advice and guidance please contact
the Partner Management Team mailbox [email protected]
Appendix A | Description of Application Statuses
Application
Search Values
Application State
Values
Description
Application in
Progress
In Data Entry
The loan application is currently being processed
Awaiting Validation
The application is being review to confirm that all
evidence has been provided
191
Awaiting
Investigation
The learner has been notified that further
information is required to complete assessment of
their eligibility. This information has been provided
by the learner and it will be processed in due
course.
Once the evidence has been reviewed and if there
is still information missing, this will be requested
and the application will move back to 'Missing
Evidence'. If the relevant information has been
received, the application will either move to
“Approved”/ “Approved Awaiting Signature” or
Ineligible
Awaiting Rejection
The application has been processed and deemed
to be ineligible and is awaiting rejection
Awaiting Approval
The application has been processed and is waiting
to be approved
Missing
Evidence
Missing Evidence
The application has been put on hold until the
learner provides further evidence
Eligibility
Incomplete
Eligibility
Incomplete
The learner’s eligibility for a 24+loan has not yet
been established
Approved
Awaiting
Signature
Approved Awaiting
Signature
The learner’s loan application has been approved,
however SLC are still waiting for their signed loan
declaration form
Approved
Approved
The learner’s loan application has been approved
Held Pending
Budget
Approval
Held Pending
Budget Approval
The loan application has been put on hold,
awaiting confirmation on whether the Provider’s
budget will be increased
Ineligible
Ineligible
The learner has been deemed ineligible for a +24
loan
Cancelled
Cancelled
The loan application has been cancelled
Withdrawn
Withdrawn
The learner has withdrawn from their learning aim
Suspended
Suspended
The learner has suspended their studies
If a learner is having difficulty with the application process or is unsure of how to respond to
our communications, please encourage them to call our contact centre number on 0300 100
0619.
192
Appendix B | Learner Attendance Scenarios
Learner A commences Learning Aim in August and completes course as intended in March.
LP Attendance Administrator confirms Learner A in attendance when required and receives
100% of 24+ loan over the duration of the course.
Month
August
November
February
March
Action
Initial Attendance
– In attendance
Subsequent
Attendance - In
attendance
Subsequent
Attendance - In
attendance
No Action
Paymen
t
3 instalments paid
in Aug, Sept, Oct
3 instalments paid
in Nov, Dec, Jan
2 instalments paid
in Feb, Mar
Course Ended
Learner B is due to commence Learning Aim in August but is not in attendance for the initial
liability point. LP Attendance Administrator confirms Learner B in attendance on the
Attendance worklist and the learner moves to the CoC worklist for the CoC Administrator to
submit a Change of Start Date CoC. Learner B’s application is re-presented on the
attendance worklist in September once the new initial liability point occurs.
Month
August
September
November onwards
Action
Initial Attendance Change of start date
Initial Attendance - In
attendance
Subsequent Attendance In attendance
Payment
No Payments but reprofile of payment
schedule
2 instalments paid in
Sept, Oct
Payment continues
through learning
Learner C is due to commence Learning Aim in September but does not enrol and is not in
attendance when the initial liability point occurs. LP Attendance Administrator confirms
Learner C as not in attendance, and Learner C is removed from the attendance worklist.
Since the learner is not in attendance for the beginning of the course, their application is
cancelled.
Month
September
Action
Initial Attendance – Not
in Attendance
No further action to be taken or payments made
193
Payment
No Payments and
application cancelled
194
Learner D commences Learning Aim in September and LP Attendance Administrator
confirms Learner D in attendance for the initial liability point. LP Attendance Administrator
confirms attendance on the 1st day of the next quarter, November. In January, Learner D
notifies his provider that he is withdrawing from the course. The CoC Administrator submits
a Withdrawal CoC and the learners application status is updated to Withdrawn. Learner D’s
payment profile is updated and he does not appear on the Attendance worklist at the start of
the next quarter, in February.
Month
September
November
Action
Initial Attendance – In
attendance
Subsequent
Attendance - In
attendance
Payment
2 instalments paid in
Sept, Oct
3 instalments paid in
Nov, Dec, Jan
No further action to
be taken or payments
made
Learner E commences Learning Aim in September and LP Attendance Administrator
confirms Learner E in attendance for the initial liability point. LP Attendance Administrator
confirms attendance on the 1st day of the next quarters, November and February. In April,
Learner E notifies his provider that he withdrew from the course at the end of January. The
CoC Administrator submits a Withdrawal CoC with an effective date of 30th January and the
learner’s application status is updated to Withdrawn. Learner D’s payment profile is
recalculated and the instalments paid for the months he was not in attendance are recovered
in the next payment.
Month
September
November
February
April
Action
Initial
Attendance –
In attendance
Subsequent
Attendance - In
attendance
Subsequent
Attendance - In
attendance
Retrospective
Withdrawal
Submitted for
January
2 instalments
paid in Sept,
Oct
3 instalments
paid in Nov,
Dec, Jan
3 instalments
paid in Feb,
Mar, Apr
No payments.
Overpayment
recovery- Feb,
Mar, Apr
Payme
nt
No further
action to
be taken or
payments
made
195
Learner F commences a 10 month Learning Aim in September and LP Attendance
Administrator confirms Learner F in attendance for the initial liability point. LP Attendance
Administrator confirms attendance on the 1st day of the next quarter, November. In
December, Learner F notifies of his intention to take a break from learning and the CoC
Administrator submits a Suspension CoC. Learner F’s application status is updated to
Suspended and the payment profile is frozen until they return to study. Learner F returns to
his studies in March and CoC Administrator submits a Resumption CoC on the same day.
An attendance confirmation code is required for Learner F in the next month, April, to ensure
payment continues. Learner F will appear on the Attendance Worklist on the first of April
and again on the first of the next quarter, May. The payment profile will be updated to reflect
Learner F’s learning end date being extended by the number of months his learning was
suspended.
Month
September
November
Decembe
r
March
May Onwards
Action
Initial
Attendance –
In attendance
Subsequent
Attendance In attendance
Suspensio
n
Submitted
Resumption
Submitted
Subsequent
Attendance - In
attendance
2
instalments
paid in
Sept, Oct
3 instalments
paid in Nov,
Dec, Jan
Payments
frozen
1 instalment paid in
Apr as not in
attendance on 1st
Mar
Payment
continues through
learning
Payment
Learner G commences a 10 month Learning Aim in January and LP Attendance
Administrator confirms attendance for the initial liability point. LP Attendance Administrator
confirms attendance on the 1st day of the next quarters, February and May. Learner G
completes his studies in June and the CoC Administrator submits am Early Completion CoC.
Learner F’s application Learning Aim End Date is updated and their payment profile is
recalculated. All outstanding instalments are scheduled to be paid in the next payment run.
Month
January
February
May
June
Action
Initial
Attendance –In
attendance
Subsequent
Attendance - In
attendance
Subsequent
Attendance - In
attendance
Early Completion
CoC Submitted
Payment
1 instalment paid
in Jan
3 instalments paid
in Feb, Mar, Apr
3 instalments paid
in May, Jun, Jul
End date updated
and lump sum of
remaining balance
paid
196
B.1 Learner attendance scenarios – exception handling
LP Attendance Administrator confirms a positive attendance code for Learner H’s initial
liability point and Learner H is removed from the attendance worklist. The LP Attendance
Administrator immediately realises this was an error and Learner H is not in attendance. LP
Attendance Administrator adjusts Learner H’s attendance confirmation status by changing
the code from a Y to an N via the Detailed Learner Information screen.
LP Attendance Administrator confirms a negative attendance code for Learner I’s initial
liability point and their application is cancelled. The LP Attendance Administrator realises
this was an error and Learner I has been in attendance since his start date. CoC
Administrator notifies SLC via a Reinstate CoC. Learner I’s application is reassessed and
returns to the previous workstage of Approved. Learner I is re-presented on the Attendance
Worklist in accordance with his initial liability date.
Learner J is due to commence Learning Aim in September but does not enrol and is not in
attendance when the initial liability point occurs. LP Attendance Administrator submits a
negative attendance confirmation code and Learner J is removed from the attendance
worklist. Since Learner J is not in attendance for the beginning of the course, their
application is cancelled.
Learner J later gets in touch to advise he wishes to undertake the course, and the CoC
Administrator notifies SLC via a Reinstate CoC. After checking Detailed Learner Information
screen to ensure that the CoC has been processed, the CoC Administrator submits a
Change of Start Date CoC. Learner C’s application is re-presented on the attendance
worklist once the new initial liability point occurs.
B.2 Attendance Confirmation Triggers Payment
Initial Liability
Attendance
Confirmation
In Attendance
Not In Attendance
Subsequent
Liability
Attendance
Confirmation
-
Pay
Change of Circumstance
Yes
No
No
Cancel (Automatic = no action
required)
Change Start Date
-
No
Change Start Date CoC
-
In Attendance
Not In Attendance
Yes
No
No
CoC required
197
Appendix C | End to End Learning Provider 24+ Journey diagram
Learner
End to end Learning Provider 24+ Journey
Submit
application
Entitlement letter
Complete checks to facilitate payment
 Check application status and details

- submit necessary CoCs, automatically processed
Check NINO verified flag
Learning Provider
Application Information Service
Attendance, Financials and Post Liability CoCs
View Learner/Learning Aim Information
Confirm attendance via worklist
Export/Import learner data
Export/import attendance data
Export/import Pre Liability CoC data
Export/import Assessment History
Export/import Assessment History
View Payment Schedule
Add ULN (mandatory before confirming
attendance
Create Post Liability CoC
Add optional refs (Additional Learner
Ref No, Course Trainer/Course
Location)
View/Export Loan Position Report
View/Export Remittance Report
View Payment Schedule
View/Export Loan Position Report
SLC
Pay
Process
application
AND
198
Appendix D | Payment and Drawdown Calendar
The Payment and Drawdown Calendars shows the key dates in each month in respect to
attendance and payment.
Each month has a specific payment date and drawdown date.
The payment date is always the 3rd Wednesday of the month. As SLC do not make interim
or catch up payments there will be no other payment dates throughout the month.
The drawdown date is the date by which, if a positive attendance confirmation is received by
the end of that day, the payment in respect to the attendance confirmation will be made in
the next payment date. The drawdown date for purposes of a 24+ Advanced Learning Loan
is the Thursday prior to the payment date (which is the 3rd Wednesday in the month).
If a positive attendance confirmation is made after the drawdown date, payment will not be
made that month, but will be made the following month.
The calendar also shows fixed quarterly attendance return dates. These are the dates that,
when reached after their initial attendance confirmation, learners will populate the
attendance confirmation worklist.
By using the three highlighted dates in month it is clear to see when SLC will ask for
attendance confirmation, when it should be confirmed by to receive a payment in that month
and when payments will be made that month.
Furthermore, in the calendar, drawdown dates have been populated for months that do not
require a quarterly attendance return. This is because throughout the year learners with
varying start dates will still require an initial attendance confirmation, 2 weeks after their start
date, outside of the set quarters.
Explanations of the dates can be found in the accompanying key;
FQ Fixed Quarter for
Attendance Return
Drawdown Date
Payment Date
AA
Assumed Attendance
The months in the year where SLC need quarterly
attendance confirmations
Learners will automatically populate the attendance
confirmation worklist
The date each month that, if attendance is confirmed
by, SLC can make a payment to providers for all
learners who have a positive attendance confirmation.
If the drawdown date is missed, payment will be made
the following month.
The date each month SLC will make a payment for all
learners who have a positive attendance confirmation
Where the month shaded grey, attendance is assumed
and no subsequent attendance confirmation is
required. You may still confirm initial attendance
confirmations in these months if you have learners
reaching their initial liability point.
Learning Provider Portal User Guide
 Student Loans Company Ltd 2013
Academic Year 13/14 Payment and Drawdown Calendar
13/14 AY - August to July
M
T
W
F
Q
T
F
S
S
M
T
A
A
August 2013
1
2
3
4
W
T
F
S
S
M
T
A
A
September 2013
1
W
T
F
S
S
October 2013
1
2
3
4
5
6
5
6
7
8
9
10
11
2
3
4
5
6
7
8
7
8
9
10
11
12
13
12
13
14
15
16
17
18
9
10
11
12
13
14
15
14
15
16
17
18
19
20
19
20
21
22
23
24
25
16
17
18
19
20
21
22
21
22
23
24
25
26
27
26
27
28
29
30
31
23
24
25
26
27
28
29
28
29
30
31
30
F
Q
A
A
November 2013
1
2
3
A
A
December 2013
January 2014
1
1
2
3
4
5
4
5
6
7
8
9
10
2
3
4
5
6
7
8
6
7
8
9
10
11
12
11
12
13
14
15
16
17
9
10
11
12
13
14
15
13
14
15
16
17
18
19
18
19
20
21
22
23
24
16
17
18
19
20
21
22
20
21
22
23
24
25
26
25
26
27
28
29
30
23
24
25
26
27
28
29
27
28
29
30
31
30
31
F
Q
A
A
February 2014
1
2
A
A
March 2014
1
2
April 2014
1
2
3
4
5
6
3
4
5
6
7
8
9
3
4
5
6
7
8
9
7
8
9
10
11
12
13
10
11
12
13
14
15
16
10
11
12
13
14
15
16
14
15
16
17
18
19
20
17
18
19
20
21
22
23
17
18
19
20
21
22
23
21
22
23
24
25
26
27
24
25
26
27
28
29
30
24
25
26
27
28
29
30
28
29
30
31
31
F
Q
A
A
May 2014
1
2
3
4
A
A
June 2014
1
July 2014
1
2
3
4
5
6
5
6
7
8
9
10
11
2
3
4
5
6
7
8
7
8
9
10
11
12
13
12
13
14
15
16
17
18
9
10
11
12
13
14
15
14
15
16
17
18
19
20
19
20
21
22
23
24
25
16
17
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20
21
22
21
22
23
24
25
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26
27
28
29
30
31
23
24
25
26
27
28
29
28
29
30
31
30
200 of 149
Learning Provider Portal User Guide
 Student Loans Company Ltd 2013
Academic Year 14/15 Payment and Drawdown Calendar
14/15 AY - August to July
M
T
W
F
Q
T
F
S
S
M
T
A
A
August 2014
W
T
F
S
S
M
T
A
A
September 2014
1
2
3
1
2
3
4
5
6
7
W
T
F
S
S
October 2014
1
2
3
4
5
4
5
6
7
8
9
10
8
9
10
11
12
13
14
6
7
8
9
10
11
12
11
12
13
14
15
16
17
15
16
17
18
19
20
21
13
14
15
16
17
18
19
18
19
20
21
22
23
24
22
23
24
25
26
27
29
20
21
22
23
24
25
26
25
26
27
28
29
30
29
30
27
28
29
30
31
November 2014
A
A
F
Q
A
A
December 2014
1
2
1
2
3
4
5
6
7
January 2015
1
2
3
4
3
4
5
6
7
8
9
8
9
10
11
12
13
14
5
6
7
8
9
10
11
10
11
12
13
14
15
16
15
16
17
18
19
20
21
12
13
14
15
16
17
18
17
18
19
20
21
22
23
22
23
24
25
26
27
29
19
20
21
22
23
24
25
24
25
26
27
28
29
30
29
30
31
26
27
28
29
30
31
F
Q
A
A
February 2015
A
A
March 2015
1
April 2015
1
1
2
3
4
5
2
3
4
5
6
7
8
2
3
4
5
6
7
8
6
7
8
9
10
11
12
9
10
11
12
13
14
15
9
10
11
12
13
14
15
13
14
15
16
17
18
19
16
17
18
19
20
21
22
16
17
18
19
20
21
22
20
21
22
23
24
25
26
23
24
25
26
27
28
23
24
25
26
27
28
29
27
28
29
30
30
31
F
Q
A
A
May 2015
A
A
June 2015
1
2
3
1
2
3
4
5
6
7
July 2015
1
2
3
4
5
4
5
6
7
8
9
10
8
9
10
11
12
13
14
6
7
8
9
10
11
12
11
12
13
14
15
16
17
15
16
17
18
19
20
21
13
14
15
16
17
18
19
18
19
20
21
22
23
24
22
23
24
25
26
27
29
20
21
22
23
24
25
26
25
26
27
28
29
30
31
29
30
27
28
29
30
31
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Learning Provider Portal User Guide
 Student Loans Company Ltd 2013
Academic Year 15/16 Payment and Drawdown Calendar
15/16 AY - August to July
M
T
W
F
Q
T
F
S
S
M
T
A
A
August 2015
1
2
W
T
F
S
S
M
T
A
A
September 2015
1
2
3
4
5
6
W
T
F
S
S
October 2015
1
2
3
4
3
4
5
6
7
8
9
7
8
9
10
11
12
13
5
6
7
8
9
10
11
10
11
12
13
14
15
16
14
15
16
17
18
19
20
12
13
14
15
16
17
18
17
18
19
20
21
22
23
21
22
23
24
25
26
27
19
20
21
22
23
24
25
24
25
26
27
28
29
30
28
29
30
26
27
28
29
30
31
December 2015
A
A
31
F
Q
A
A
November 2015
1
1
2
3
4
5
6
January 2016
1
2
3
2
3
4
5
6
7
8
7
8
9
10
11
12
13
4
5
6
7
8
9
10
9
10
11
12
13
14
15
14
15
16
17
18
19
20
11
12
13
14
15
16
17
16
17
18
19
20
21
22
21
22
23
24
25
26
27
18
19
20
21
22
23
24
23
24
25
26
27
28
29
28
29
30
31
25
26
27
28
29
30
31
1
2
3
30
F
Q
A
A
February 2016
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
22
23
24
25
26
27
April 2016
1
2
3
4
5
6
7
8
9
10
11
12
13
4
5
6
7
8
9
10
21
14
15
16
17
18
19
20
11
12
13
14
15
16
17
28
21
22
23
24
25
26
27
18
19
20
21
22
23
24
28
29
30
31
25
26
27
28
29
30
29
F
Q
A
A
March 2016
A
A
May 2016
A
A
June 2016
1
1
2
3
4
5
July 2016
1
2
3
2
3
4
5
6
7
8
6
7
8
9
10
11
12
4
5
6
7
8
9
10
9
10
11
12
13
14
15
13
14
15
16
17
18
19
11
12
13
14
15
16
17
16
17
18
19
20
21
22
20
21
22
23
24
25
26
18
19
20
21
22
23
24
23
24
25
26
27
28
29
27
28
29
30
25
26
27
28
29
30
31
30
31
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