Fill in a Learner record
A Learner record holds what you need to enrol an apprentice and pass them to your management information system (MIS). It starts with details copied from their Application, and you complete the rest.
Find a Learner
- In the header, select Learners → Learners.
- Use Search learners to find someone by name, email address, reference number, Unique Learner Number (ULN) or employer.
- Select the learner's name, or Edit on their row.
The list shows Learner Name, Programme, Employer and Enrolled by.
The panels
The learner's name and Learner Reference Number head the page. Changes save as you type, as on an Application.
| Panel | Holds |
|---|---|
| Personal details | Title, First Name(s), Last Name, Date of Birth, Gender, Ethnicity, ULN and NI Number. |
| Contact details | Email, mobile and address, with Find address, and Postcode prior to learning. |
| Posting control | Transfers the learner to learner systems your organisation has connected, such as Bud. See Bud. |
| LLDD and Health Problems | Whether the learner has a learning difficulty, disability or health problem, the conditions that affect them and the primary one. |
| Emergency contacts | Two contacts, each with Name, Contact number and Relationship. |
| Prior Learning/Qualifications | Prior Learning - highest qualification level, Prior Attainment Date and the qualifications, with LRS lookup to fetch them from the Learning Records Service (LRS). |
| Funding and Monitoring | Two funding and monitoring entries, each with Type, Code, Date From and Date To. |
| Training Costs | Total training cost (TNP1 and its Date From) and EPA cost (TNP2 and its Date From). |
| Assessor Details | The assessor's First Name, Last Name, Email and Phone. |
| Learning Delivery | Programme Type, Funding Model, Apprenticeship Standard, Delivery Location Postcode, Planned Off The Job (OTJ) hours, Actual Off The Job (OTJ) hours, End Point Assessment Organisation, Completion Status and Withdrawal Reason. |
| Employment Status | Weekly Contracted Hours, Employment Status, Date From, Length of Employment, Employment Intensity Indicator, Annual Leave (Days), the job and the employer: Job Title, Employer Name, ERN, Job Description, Entry Requirements, the main contact and the employer's address. |
| Initial Assessment | Assessment results, with Add course result, and the assessment date, attendance, score and notes. |
| Learner Logs | What has happened, including the history copied from the Application. |
Many of the choices use the codes and wording of the Individualised Learner Record (ILR), such as the funding and monitoring types and the completion statuses.
Look up qualifications from the LRS
- Check the learner's ULN, First Name(s) and Last Name are right.
- In Prior Learning/Qualifications, select LRS lookup.
enrola asks the LRS for the learner's qualifications, adds them to the panel and tells you the qualifications have been updated. This needs a ULN, and your organisation must be connected to the LRS. See Connect the Learning Records Service (LRS).
You can also add a qualification yourself with Add learning event.
Good to know
- The ERN in Employment Status is the Employer's Employer Data Service unique reference number (EDS URN), copied when the Learner record was made.
- Details copied from the Application aren't kept in step. If the employer or the Opportunity changes, update the Learner record yourself.
- To get Learner data into your MIS, export it to CSV. See Export Learner data for your MIS.