Learner Details

Use the Learner Details screen to enter basic biographical details of a learner.

The fields on the Learner Details screen are described in the following table.

This field	Holds this information...
Person Code	This code is generated by the system when the record is saved.
Surname	The learner's surname.
Forename	The learner's forename.
Middle Names	The learner's middle names.
Title	The learner's title. Select from the drop-down list.
Sex	The learner's birth sex. This defaults to the selected title if linked in reference data.
Date of Birth	The learner’s date of birth, in the format dd/mm/yyyy. Click the Calendar button to display the calendar, where you can select the required date.
Email Address	The learner’s primary email address.
Mobile Number	The learner’s mobile phone number.
Emergency Contact	The name of the learner’s emergency contact (may be the next of kin).
Emergency Number	The telephone number of the learner’s emergency contact.
NI Number	The learner’s National Insurance number.
Surname at 16 (LN14)	The learner's surname at 16.
Known As	The learner’s ‘known as’ name (if different to their forename).
Residential Status	The residential status of the learner. Select from the drop-down list.
Date Residency Granted	If the learner is an NZ citizen, or permanent resident (as selected in the Residential Status field), this is the date when NZ residency was granted. Click the Calendar button to display the calendar, where you can select the required date.
Residential Verification	The method of residential verification for the learner. Select from the drop-down list.
Source of Funding (2.11)	The method of funding for the learner at the institute. Select from the drop-down list.
Date of Birth (1.4)	The learner’s date of birth, in the format dd/mm/yyyy. Click the Calendar button to display the calendar, where you can select the required date.
Name ID (1.6)	This code is generated when you save the learner details. It will be the first four characters of the Surname, plus the first character (the initial) of the Forename.
NZQA Paid	Whether NZQA fees have been paid. Select from the drop-down list.
National Student No (1.19)	The learner’s unique identifier allocated by the National Student Index (NSI). Every learner enrolled at an education provider is allocated an NSN.
NSI Status	The learner’s National Student Identifier status. Select from the drop-down list.
Date Matched to NSI	The system-generated date when the learner was matched to a National Student Identifier using the NSI interface.
SDR Type	Type D, B or C. This is a calculated control which looks up the learner’s SDR type based on the learner’s enrolment records and is for information only.
Fees Free Reason	The Fees Free eligibility reason.
Fees Free Status	The Fees Free eligibility status.
Fees Free Request Date	The Fees Free eligibility requested date. Click the Calendar button to display the calendar, where you can select the required date.
Fees Free Updated Date	The Fees Free eligibility updated date. Click the Calendar button to display the calendar, where you can select the required date.

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You can enter address information for the learner into the Address section of the Learner Details screen. Data can be entered directly or by using the postcode software, if installed.

The address fields on the Learner Details screen are described in the following table.

This field	Holds this information...
Address Type	The type of address. This defaults to the value set in the Default address type for Learner institution setting on the General (Cross-System) screen, if specified.
Postcode	The postcode of the address.
Address 1	The first line of the address.
Address 2	The second line of the address, if appropriate.
Address 3	The third line of the address, if appropriate.
Address 4	The fourth line of the address, if appropriate.
Telephone	The telephone number for this address.
Start Date	The start date for this address.
End Date	The end date for this address when it is no longer valid.
Town	The postal town for this address.
County	The county for this address.
Accommodation Type	The type of accommodation. Select from the drop-down list.
ILR Funding Year	The ILR funding year for this address.
City	The city for this address.
Territorial Authority Code	The TLA code for this address.

You can add subsequent addresses for the learner by clicking the Add Address button on the Learner ribbon.

When you have added another address of the same type for the learner, ebs will automatically populate the End Date field of the previous address.

Note: You can also delete addresses where necessary, by clicking the Delete Address button on the Learner ribbon.

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You can enter further information about the learner into the Other Details section of the Learner Details screen.

The fields in the Other Details section are described in the following table.

This field	Holds this information...
Ethnicity	The learner's ethnicity. This defaults to the value set in the Default ethnicity institution setting on the General (Cross-System) screen, if specified.
Gender	The learner's gender.
Pronouns	The learner's preferred pronouns.
Declared Sex	The learner's declared sex (that is: current sex, as opposed to the Sex field which is for birth sex).
Country of Domicile	The country of domicile where the learner has been ordinarily resident for the three years preceding the start of the programme. This defaults to the value set in the Default country of domicile institution setting on the General (Cross-System) screen, if specified.
Nationality	The learner's nationality. This defaults to the value set in the Default nationality institution setting on the General (Cross-System) screen, if specified.
Learn Diff/Diss	The learner’s learning difficulty/disability if appropriate. Select from the drop-down list.
School	The learner’s school prior to joining the institution. Click the Search button to display the School Search window, where you can search for the required school.
Contact Method 1-3	The type of restriction on the use of the learner record.
College Login	The network ID given to learners.
Staff Code	If the learner is a member of staff, this is their staff code.
Place of Birth	The place of birth to assist in individualising the learner.
Use Email	Whether the learner agrees that email correspondence can be sent to them.
Secondary Person Code	The learner's secondary person code which is generated by the system when the record is saved.
Tertiary Person Code	The learner's tertiary person code.
ULN	The Unique Learner Number (ULN) of the learner. Enter if known or use MIAP software to collect the data.
Privacy Notice Seen	The privacy notice seen status for this learner. Select from the drop-down list.
Verification Type	The verification type seen to verify this learner’s identity. Select from the drop-down list.
Is In Care	Whether the learner is in care.
Is Carer	Whether the learner is a carer.
Requires Interview Assistance	Whether the learner requires assistance for interviews.
Criminal Conviction	Whether the learner has a criminal conviction.
Other Verification	Any other verification type seen to verify this learner’s identity.
Has Health Care Plan	Whether the learner has a health care plan.
Predictive Score	The predictive score of the learner.
Restricted Use 1-2	The type of restriction on the use of the learner record.
Prior Attainment	The attainment level prior to this programme of study.
HESA Disabled Allowance	Whether disabled students allowance funding applies to the learner.
Learn Ref No in Prev Year	The learner's reference number in the previous year.
Previous UKPRN	The learner's previous UKPRN.
Long Term Destination	The learner's long term employment status.
Long Term Employment	Whether the learner is in long term employment.
CDR Care Leaver	Whether to learner has left care.
GCSEs at level A* to C	The learner's GCSEs graded at level A* to C.
GCSEs at level D to G	The learner's GCSEs graded at level D to G.
ULI (LN01)	The Unique Learner Identifier (ULI) of the learner.
Identity (LN18)	The national identity of the learner.
First Language (LN19)	The first language of the learner. Note: This data is not required in the LLWR return from 2010/11 onwards.
Year Left (LN21)	The year the learner left school.
Prior Employ Stat (LP11)	The employment status of the learner at the start of the programme.
Primary Disability (LP30)	The primary type of disability and/or learning difficulty, as identified by the learner.
EMA ID	The learner’s EMA ID.
Unique Candidate ID	The unique candidate ID of the learner.
Work-limiting Health (LP56)	Whether the learner has a work-limiting health condition at the start of the learning programme.
Lone parent indicator (LP57)	Whether the learner is a lone parent.
Understanding Welsh (LP58)	Whether the learner can understand Welsh.
Reading & writing in Welsh (LP59)	Whether the learner can read and/or write in Welsh.
Migrant worker indicator (LP60)	Whether the learner is a migrant worker.
Level HQ Welsh Lang (LP67)	The level of highest Welsh language qualification achieved before the learning programme.
Length of Employ (LP68)	The length of employment with same employer.
Disabled Student Allow (HE32)	Whether the learner is in receipt of disabled student allowance.
Care Leavers (HE33)	Whether the learner is a care leaver.
LLDD indicator (LP76)	Additional learning support arising from additional learning needs.
Household Status (LP78)	The household status of the learner at the start of the programme.
Immediate Destination (LP79)	Destination of learner within four weeks of completing the programme.
Caring Responsibility (LP80)	Whether the learner has caring responsibilities.
Apprentice Levy Ind (LP82)	Whether an employer contributes to the apprenticeship levy.
GDPR (LP83)	Which Welsh Government Privacy Notice the learner has seen to ensure compliance with the General Data Protection Regulations (GDPR).
Prior Activity (1.7)	The learner’s activity prior to starting with this institute. Select from the drop-down list.
Date of Death	The date of death of a learner, if applicable.
First Year (1.8)	The year in which the learner first enrolled on any ‘recognised’ qualification at a TEO in New Zealand.
Disability Servs (1.9)	Whether the learner has accessed disability services.
Last School Year (1.11)	The year in which the learner finished their secondary school education.
Sec School Qual (1.12)	The highest secondary school qualification attained by the learner. Select from the drop-down list.
Finish (1.16)	Whether the learner expects to complete the academic requirements for any qualification in this academic year.
Iwi Affiliation 1-3 (1.17)	The iwi affiliation of the learner. Select from the drop-down list.
IRD Number (1.18)	The learner’s IRD number. Required by learners who have received, or anticipates receiving a student loan.
Alt Forenames	The alternative forenames used by the learner.
Alt Surnames	The alternative surname used by the learner.
Preferred Name	The learner's preferred name. Select from the following: Alternative name (A) Legal name (L)
Alt Name Verification	The verification method of the alternative name. Select from the drop-down list.
International	Whether the learner is an international learner.
Bad Debtor	Whether the learner is likely to fall into ‘bad debt’ (for example: late in paying fees).
Online Enrolment Prevented	Whether to prevent the learner from enrolling onto courses using ebs: ontrack Learner Hub.
LNAAT Identifier	An identifier to be used for LNAAT functionality. Note: The field is owned and issued by the LNAAT and cannot be edited.

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You can delete learner records in the Learner module providing you have deleted all associated records for the learner (for example: user, addresses, applications, enrolments and so on).

To delete a learner:

1. Select the required learner, and then click the Delete Learner button on the Learner ribbon.

   

   The Delete Learner message is displayed.

   

2. Click Yes.

   The learner record is deleted.

   Note: If an associated record exists for the learner, you are prevented from deleting the learner record until the record is deleted.

   

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You can fully remove learners from an ebs database, provided you have the Admin Learner Deletion role (in the ebs: central Apps/Enqs/Enrols group) and the Administrative Learner Deletion Enabled institution setting (on the General (Cross-System) screen) is set to 'Y'.

To perform an administrative learner record deletion:

1. Click the Delete Learner button on the Learner ribbon.

   

   A confirmation message is displayed.

   

2. Click Yes.

   If a deletion is prevented for any reason, a second confirmation message is displayed that details the reason why.

   

3. Click Yes.

   The system then collates all of the information to be deleted.

   On completion, the Administrative Delete Learner screen is displayed.

   

   You can use the Preview Table drop-down to view a list of database tables with a number of records in each table in brackets. Selecting from the drop-down displays those records in the grid.

   

4. Click the Confirm button once you are ready to finalise the deletion.

   

   A third confirmation message is displayed.

   

5. If you a certain that you want to delete the learner's record, click Yes.

Note: Refer to Use the AdminDeleteLearner Activity for further information about using a workflow to delete learners.

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Note: There must be at least one address record for the learner.

To delete a learner address:

1. Select the required address from the drop-down list if more than one address record is stored for the learner.

   

2. Click the Delete Address button on the Learner ribbon.

   

   A message is displayed.

   

3. Click Yes.

   The address record is deleted.

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You can enter additional details, such as further ILR and personal details by clicking the downward arrow to expand the Learner Details screen.

The additional learner details fields are described in the following table.

This field	Holds this information...
UK Resident	Whether the learner is classed as a UK resident.
Overseas	Whether the learner is classed as an overseas learner.
Internal Candidate	Click the Calendar button to display the calendar, where you can select the required date.
Unconfirmed	Whether the learner is unconfirmed.
Personal Email Address	The learner’s personal email address.
Date of UK entry	The date of the learner’s entry into the UK, if they are not a resident.

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