03 March 2025

Manual and Automatic Learner Matching

The auto-matching process that is used during the import of a VoS Request, Payment Schedule, Status Report or Declined Fee file attempts to match each record in the imported file with a current learner in the ebs database.

The auto-matching process attempts to match records using the following details:

  • Full name
  • Partial name
  • Date of birth
  • Student ID (ebs Person code)

The matching conditions applied to each line in sequential order are:

  • Student ID and DOB (matched)
  • Student ID and Full name (matched)
  • DOB and Full name (matched)
  • Student ID and Partial name (partially matched)
  • DOB and Partial name (partially matched)
  • Student ID (partially matched)
  • DOB (partially matched)
  • Full name (partially matched)
  • Partial name (partially matched)
  • Duplicate Name and DOB (partially matched)
  • Duplicated DOB (partially matched)
  • Duplicate Partial name (partially matched)

An unconfirmed learner that is created in ebs: ontrack Learner Hub will only ever be partially matched even if all the matching criteria are met. The Not Known or Pending value for an unconfirmed learner record is Student Unconfirmed.

For Payment Schedule and Status Report file records that are flagged as Not Matched or Partially Matched, a further matching process will attempt to match the record based on the latest previous Request with the same identifying demographic parameters. The demographic parameters used to determine the further auto-match are:

  • Family name(s)
  • Given Name(s)
  • Date of Birth
  • Students Client Number
  • Providers Student ID

If the system makes a successful match using this further matching process, the Match condition will be set to a new match condition of 'Prev matched'. The Match status for the record will be set to the Match status that is associated with the 'Previously matched' Match condition.

You can also manually match learners in the following ways: