03 March 2025

Learner Details

You can access the Learner Details screen by clicking the Learner tab in the left-hand pane.

Learner tab

This will open the Learner tab, with the Learner Details screen displayed.

Learner Details Screen

There are a number of fields used to collect learner data for the following statutory returns on the Learner Details screen:

ENG ILR

WAL LLWR - fields with adjacent letters/numbers (for example: Gender (LN16))

NZ SDR - fields with adjacent numbers (for example: Gender (1.3))

From the Learner Details screen, you can:

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

Learner details fields

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.
UK NI Number The learner’s National Insurance number.
WAL Surname at 16 (LN14) The learner's surname at 16.
NZ Known As The learner’s ‘known as’ name (if different to their forename).
NZ Residential Status The residential status of the learner. Select from the drop-down list.
NZ 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.
NZ Residential Verification The method of residential verification for the learner. Select from the drop-down list.
NZ Source of Funding (2.11) The method of funding for the learner at the institute. Select from the drop-down list.
NZ 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.
NZ 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.
NZ NZQA Paid Whether NZQA fees have been paid. Select from the drop-down list.
NZ 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.
NZ NSI Status The learner’s National Student Identifier status. Select from the drop-down list.
NZ Date Matched to NSI The system-generated date when the learner was matched to a National Student Identifier using the NSI interface.
NZ 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.
NZ Fees Free Reason The Fees Free eligibility reason.
NZ Fees Free Status The Fees Free eligibility status.
NZ 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.
NZ 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.

 

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.

Address fields

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.
UK Town The postal town for this address.
UK County The county for this address.
ENG Accommodation Type The type of accommodation. Select from the drop-down list.
ENG ILR Funding Year The ILR funding year for this address.
NZ City The city for this address.
NZ 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.

Add Address button

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.

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

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

Other Details section

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.
UK ULN The Unique Learner Number (ULN) of the learner. Enter if known or use MIAP software to collect the data.
UK Privacy Notice Seen The privacy notice seen status for this learner. Select from the drop-down list.
UK Verification Type The verification type seen to verify this learner’s identity. Select from the drop-down list.
UK Is In Care Whether the learner is in care.
UK Is Carer Whether the learner is a carer.
UK Requires Interview Assistance Whether the learner requires assistance for interviews.
UK Criminal Conviction Whether the learner has a criminal conviction.
UK Other Verification Any other verification type seen to verify this learner’s identity.
UK Has Health Care Plan Whether the learner has a health care plan.
UK Predictive Score The predictive score of the learner.
ENG Restricted Use 1-2 The type of restriction on the use of the learner record.
ENG Prior Attainment The attainment level prior to this programme of study.
ENG HESA Disabled Allowance Whether disabled students allowance funding applies to the learner.
ENG Learn Ref No in Prev Year The learner's reference number in the previous year.
ENG Previous UKPRN The learner's previous UKPRN.
NI Long Term Destination The learner's long term employment status.
NI Long Term Employment Whether the learner is in long term employment.
NI CDR Care Leaver Whether to learner has left care.
NI GCSEs at level A* to C The learner's GCSEs graded at level A* to C.
NI GCSEs at level D to G The learner's GCSEs graded at level D to G.
NI Gender Identity The learner's gender identity, such as Prefer not to say.
NI GCSE ICT Grade The learner's GCSE ICT Grade, such as 3.
NI Essential Skills ICT Level The learner's Essential Skills ICT Level, such as ES Level 2.
NI Essential Skills Literacy Level The learner's Essential Skills Literacy Level, such as ES Level 2.
NI Essential Skills Numeracy Level The learner's Essential Skills Numeracy Level, such as ES Level 2.
NI Has dependants The learner's dependants, such as 02 No, I do not have any dependants.
NI Resettlement Scheme Whether the learner is part of a resettlement scheme, such as Ukrainian Family Visa Scheme.
WAL ULI (LN01) The Unique Learner Identifier (ULI) of the learner.
WAL Identity (LN18) The national identity of the learner.
WAL First Language (LN19)

The first language of the learner.

This data is not required in the LLWR return from 2010/11 onwards.
WAL Year Left (LN21) The year the learner left school.
WAL Prior Employ Stat (LP11) The employment status of the learner at the start of the programme.
WAL Primary Disability (LP30) The primary type of disability and/or learning difficulty, as identified by the learner.
WAL EMA ID The learner’s EMA ID.
WAL Unique Candidate ID The unique candidate ID of the learner.
WAL Work-limiting Health (LP56) Whether the learner has a work-limiting health condition at the start of the learning programme.
WAL Lone parent indicator (LP57) Whether the learner is a lone parent.
WAL Understanding Welsh (LP58) Whether the learner can understand Welsh.
WAL Reading & writing in Welsh (LP59) Whether the learner can read and/or write in Welsh.
WAL Migrant worker indicator (LP60) Whether the learner is a migrant worker.
WAL Level HQ Welsh Lang (LP67) The level of highest Welsh language qualification achieved before the learning programme.
WAL Length of Employ (LP68) The length of employment with same employer.
WAL Disabled Student Allow (HE32) Whether the learner is in receipt of disabled student allowance.
WAL Care Leavers (HE33) Whether the learner is a care leaver.
WAL LLDD indicator (LP76) Additional learning support arising from additional learning needs.
WAL Household Status (LP78) The household status of the learner at the start of the programme.
WAL Immediate Destination (LP79) Destination of learner within four weeks of completing the programme.
WAL Caring Responsibility (LP80) Whether the learner has caring responsibilities.
WAL Apprentice Levy Ind (LP82) Whether an employer contributes to the apprenticeship levy.
WAL GDPR (LP83) Which Welsh Government Privacy Notice the learner has seen to ensure compliance with the General Data Protection Regulations (GDPR).
NZ Prior Activity (1.7) The learner’s activity prior to starting with this institute. Select from the drop-down list.
NZ Date of Death The date of death of a learner, if applicable.
NZ First Year (1.8) The year in which the learner first enrolled on any ‘recognised’ qualification at a TEO in New Zealand.
NZ Disability Servs (1.9) Whether the learner has accessed disability services.
NZ Last School Year (1.11) The year in which the learner finished their secondary school education.
NZ Sec School Qual (1.12) The highest secondary school qualification attained by the learner. Select from the drop-down list.
NZ Finish (1.16) Whether the learner expects to complete the academic requirements for any qualification in this academic year.
NZ Iwi Affiliation 1-3 (1.17) The iwi affiliation of the learner. Select from the drop-down list.
NZ IRD Number (1.18) The learner’s IRD number. Required by learners who have received, or anticipates receiving a student loan.
NZ Alt Forenames The alternative forenames used by the learner.
NZ Alt Surnames The alternative surname used by the learner.
NZ Preferred Name

The learner's preferred name. Select from the following:

  • Alternative name (A)
  • Legal name (L)
NZ Alt Name Verification The verification method of the alternative name. Select from the drop-down list.
NZ International Whether the learner is an international learner.
NZ Bad Debtor Whether the learner is likely to fall into ‘bad debt’ (for example: late in paying fees).
NZ Online Enrolment Prevented Whether to prevent the learner from enrolling onto courses using ebs: ontrack Learner Hub.
NZLNAAT Identifier

An identifier to be used for LNAAT functionality.

The field is owned and issued by the LNAAT and cannot be edited.

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.

    Delete Learner button

    The Delete Learner message is displayed.

    Delete Learner message

  2. Click Yes.

    The learner record is deleted.

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

    Delete Learner error message

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.

    Delete Learner button

    A confirmation message is displayed.

    First confirmation message

  2. Click Yes.

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

    Second confirmation message

  3. Click Yes.

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

    On completion, the Administrative Delete Learner screen is displayed.

    Administrative Delete Learner screen

    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.

    Preview Table drop-down list

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

    Confirm button

    A third confirmation message is displayed.

    Third confirmation message

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

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

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.

    Address drop-down

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

    Delete Address button

    A message is displayed.

    Delete address message

  3. Click Yes.

    The address record is deleted.

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

Additional details fields

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.
ENG Personal Email Address The learner’s personal email address.
ENG Date of UK entry The date of the learner’s entry into the UK, if they are not a resident.