Turn an Application into a Learner record
When an applicant is starting with you, Create Learner record turns their Application into a Learner record. The Learner record holds the details an apprenticeship needs, such as funding, training costs and off-the-job hours. You need the User role or above.
Before you start
- Usually you move the Application to Ready for enrolment first. That confirms the place and closes the applicant's other Applications. See Use Ready for enrolment and the enrolment form.
- Check the Application's details. They are copied once and aren't kept in step afterwards.
- Keep anything you need that isn't copied (see below). For example, use Export PDF at the top of the Application.
Create the Learner record
- Open the Application.
- Select Create Learner record at the top.
- The Transfer window asks you to confirm. Read it, then select Yes.
enrola opens the new Learner record. You'll find it under Learners in the header.
Warning. This can't be undone. The Application is removed from your Applications lists and replaced by the Learner record.
What is copied to the Learner record
| From | Copied |
|---|---|
| The applicant | Title, first and middle names (as First Name(s)), last name, date of birth, gender (female or male only), ethnicity, Unique Learner Number (ULN), National Insurance number, email address, mobile number, address and postcode (also as Postcode prior to learning), emergency contact (as contact 1), household situation, learning difficulty and disability answers, highest qualification, and the Education, Health and Care Plan (EHCP) answers |
| The Opportunity | Its title (as Job Title), short description (as Job Description), entry requirements, apprenticeship standard and delivery postcode |
| The Employer | Its name, its Employer Data Service unique reference number (EDS URN, shown as ERN), number of employees, liability insurer, policy number, certificate expiry date, 16 to 18 incentive eligibility and agreement reference |
| The Employer's default Contact | First name, last name, email address and mobile |
| The Application's history | The Application Logs entries, which become the Learner Logs |
The Learner gets a reference number starting "ENR" followed by the Application's number. It is shown at the top of the record as Learner Reference Number.
What is not copied
- Qualifications. Use LRS lookup on the Learner record to fetch them again from the Learning Records Service (LRS).
- Initial assessment results.
- Notes, Activities and documents.
- Your organisation's own Application fields.
- Interviews, feedback and profile history.
Good to know
- The Transfer window says this closes all the applicant's other Applications. Creating the Learner record doesn't change their other Applications. Ready for enrolment is what closes them.
- Gender is copied only when it is female or male. Otherwise, set it on the Learner record.
- Next, complete the rest of the Learner record. See Fill in a Learner record.
- To create the learner in Pellcomp PiCS, do it at Ready for enrolment, before you create the Learner record. See Create a learner in Pellcomp PiCS.