Archiving a Learner
To Archive a Learner:
If a learner is no longer required on your ILR (for example they achieved or were withdrawn in the last Academic Year), they can be Archived. Before a learner can be Archived the R14 ILR for the academic year in question must be finalised first.
Learners with the following statuses can be Archived:
- Completed with an Outcome of Achieved (with an Achievement Date that is in a previous Academic Year).
- Completed with an Outcome of Not Achieved (with an Actual End Date in a previous Academic Year).
- Withdrawn (with an Actual End Date in a previous Academic Year).
| The Six-Month Rule for Skills Bootcamps |
| Providers who deliver Skills Bootcamps have six months from the learner’s actual end date to record an additional positive outcome (such as New Responsibilities or Self-Employed Plan) and its achievement date. These may be set up as Event Indicators or Additional Aims (depending on when your Skills Bootcamp was set up). Because of this requirement, you should not archive a Skills Bootcamp program until either: a) All positive outcomes have been submitted and the associated achievement dates have been recorded, or b) The six-month outcome window has passed and no further outcomes will be recorded. Archiving a Skills Bootcamp program before this will prevent you from adding additional aims or event indicators and may result in lost funding. |
To Archive a Learner:
Step 1: Select ILR from the left-hand menu.
Step 2: Click Finalise under Actions in the ILR table for the R14 submission.
Step 3: When you have clicked Finalise, a pop-up will appear. If you wish to proceed, click Yes, if not, click No.
After you have finalised the R14 ILR, Learners who meet the status requirements above can be Archived.
To do this, follow the steps below:
Step 1: Select Learners from the left-hand menu.
Step 2: Find the Learner that you want to Archive and click Open Program under Actions in the Learners table.
Step 3: Click the Status button at the top of the Learner's program.
Step 4: In the Change Status pop-up, select Archived from the dropdown.
Step 5: Click Save.
Step 6: Once you have changed the Learner Status to Archived, click Save at the bottom of the screen to Save the Learner's Program.
Note: The 'Archivable Learners' report contains details of all Learners who can be Archived.
Unable to Archive a Learner?
If you are unable to archive a learner, you may need to unlock and re-finalise your most recent ILR. To do this, go to ILR in the left-hand menu, click Unlock on the most recent ILR, then click Finalise again. Once the ILR has been re-finalised, you should be able to archive the learner as normal.