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Learning Provider Portal User Guide - slc

1. 189 189 LP Attendance 189 18 9 2 Importing Attendance Confirmations csse 190 LP Attendance 190 190 LP Attendance 190 Secuon Further SUPPO i iris a rie sod anc dt iust 190 TS eaae 191 19 2 Operations Services 191 19 3 Partner Services Management Team 191 Appendix A Description of Application 191 Appendix B Learner Attendance 193 B 1 Learner attendance scenarios exception 197 B 2 Attendance Confirmation Triggers 197 Appendix End to End Learning Provider 24 Journey diagram 198 Appendix D Payment and Drawdown 199 Academic Year 13 14 Payment and Drawdown CalendarError Bookmark not defined Academic Year 14 15 Payment and Drawdown CalendarError Bookmark not defined 10 Section 1 Purpose of the Learning Provider user guide
2. 126 13 9 6 1 Resuming After Course End Date Resumption CoC Validation Rule 127 128 13 10 Create Pre and Post Liability CoCs via CoC 129 13 11 Create CoC via Bulk Import 133 13 12 CoC Validation Rules and Errors cccccccccseeeeeceeeeeeceeeeeseeeeeeseeeeeseeeeeesseneeesaeees 135 13 13 View CoC Bulk Import 135 TERM 138 13 15 Request Submissions Report 143 Section 14 Financial 145 14 1 Accessing financial area of the Applicant Information Service 145 12 2 Loan Postion Repor esbas cU Gs rS an oA M cw DR UP RU AIC Paus IE 145 14 2 1 Generate Loan Position 146 14 2 2 VIEW Loan Position Report 147 14 2 3 Table One Loan Position sees 149 4 3 Table Two Applications Not Progressing to 151 14 4 Example of a Loan Position 152 SECO aec neues MILIEU ID 153 15 1 User Roles Required to Access the Attendance Functions 156 15 2 Allendance
3. 10 Click The Create CoC screen will appear to confirm how many learners the CoC have been selected a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details You have selected 1 learner application to apply this CoC to 11 Click 107 ep LEARNING PROVIDER Services and Training Corgi fau are administering Learning flus Administer User Learning Provider Details Applicant Information Service Sign out Create CoC Details T Change of Circumstance Available Selected Fee Charge Learning Aim Details Add Loan Requested Early Completion Withdrawal Suppe ion Resumption EE _ 12 Click the CoC type required from the Available Types Remove All 13 Click Add 14 Click 15 Enter the effective date for the changes Note Effective date cannot be before 8 April 2013 and cannot be a date in the future 108 ea LEARNING PROVIDER Services Parwerng with Cofeges and Training Orgewsations You administering 10003841 Leaming Plus Administer User Learning Provider Details Applicant information Service Detailed Learner Information Learner Information Full name AMANDA ROSS Date of Birth 18 08 1981 Sex Female Custome
4. 170 16 1 3 Late Loan Application e 170 16 1 4 Monthly Payment Drawdown Cut Off 171 16 1 5 National Insurance Number 171 16 1 6 Unique Learner 172 16 17 Overpaymiellis 172 16 1 8 Loan zac i reto dettes ette obtenus 172 16 2 Pavmentochedule T aca tox tent cee Ne ten ea it outs 173 oecuon 17 Remittance REDON tede 174 17 1 User Roles Required to Access the Payment 175 17 2 Remittance REDON icis spei usn eo sex sup 176 e 179 Secon 10 User ACCESS Controls coetu uat m Dino oque 180 ROI e M 180 19 2 ISOM P EET 180 18 3 Creating and Maintaining Groups ccccseccecsseeeeeseeeeeeeeeeesseeeeeseeeeeseeeeesaeneessaneeetas 181 19 4 Assigning cca ane pa sva bu oan umet va Broad 181 18 5 Adding learner applications to a Group 182 1 amp 9 C 182 13 5 2M re than ONGraPPlIC ATOM de EE 184 18 6 Removing learner applications from a group 184 18 7 Group Users and View
5. 156 19 0 DC 158 15 4 than One Outstanding 159 15 5 Worklist Attendance 159 15 5 1 Individual Learner Confirmation c cccccccececececccccccececececccecececeauanecenenss 160 15 5 2 Multiple Learner Confirmation cccccccececseeeeceeeeeeeceseeeeeseeesseeeeseesesseeeeas 161 15 6 Detailed Learner Information Screen Confirmation 162 15 7 More than One Outstanding 163 15 8 Suspension and 164 15 9 Attendance Import Sep note ee pite ao eo eoe EU bep Sas Roo i et 164 159 T Attendance WOIKIISEEXDOFLUs oon ho m Ed tet tae ot be a nocens 164 159 2 Atendance cedit 165 15 9 9 VIOW Import 166 15 10 Incorrectly Submitted Attendance Confirmations 169 Section 16 24 Loan Payments 170 WG AAV IMO ENTONCES 170 16 11 Eany OGoImble BOLD Dose 170 16 1 2 Extending Learning Aim End
6. 37 9 ke he armel SC iege mE 37 Ose CAM MIMO SO ANC 41 S 2 SCAICM 43 MO PQuUE US 44 Section 10 Exporting Learner Information cccccccceeccceeeeeceeeeeeeeeeseeeeseeeesseeeeseeeesaaeeesaes 47 TO LEXDOFIUBOSUIIS situs umeros dta Dot sumer bres nw iuc tee ati r cud dace Oed ula 47 10 2 Export Assessment History esses nennen nnns 50 10 3 Validation when exporting 52 section 11 View Detailed Learner 53 I ba S ARNOT INFORM VALOM 55 11 2 Assessment IntOFTmiatiODissscssenvusbg taz lxx pae baa e pa pu uta ava SAU Ee ocu Sog RU 55 112 I GUMENEASSSSSIME 56 11 22 Assessment 8 nds 58 11 3 Current Payment 60 Secuon 64 12 1 Update fields via the Learner Information 64 12 2 Adding the Unique Learner Number 65 12 3 Adding the Additional Learner Reference 66 12 4 Field Updates via Detailed Learner Information 67 12 4 1 Adding the ULN to individual l
7. 15 Section 4 Using the Learning Provider 16 4 1 Learning Provider Portal Home 16 4 2 Key Messages and 16 4 3 Navigate the Learning Provider Portal eese 19 Section 5 Learning Provider Profile lees 20 section 6 Maintain Learning Provider 21 E e UNE UNS MN 21 mio 22 6 3 Contacts 9 TM 24 Section 7 Administering System enne nnns 26 eV NO IS ated tree E 26 7 2 Administering existing USers 29 Too eX DINING MU ee MIENTO 33 Section 8 Applicant Information Service cccccccsscccceececeeececeeeeseeeeeseeeesseessueeeseueessaeeesaes 35 BOVIS IV OW ites eats 35 8 2 Detailed Learner Information 35 8 3 Change of Circumstance 35 Oe miel E EO DT D 36 section 9 Search and View Learner Information 37 9 1 Searching for Learner Information
8. 25 Section 7 Administering System Users The Learning Provider Portal includes a facility to create and maintain users within your organisation This function is only available to users who have been assigned the User Administrator role 1 To begin administrating users click on the Administer User tab from the portal home page LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Administer Users Existing Users Service Group ADVLL Services User Base Learning Provider User Group LP NAME HERE LTD 10036002 Hide Expired Users OAT AXHVZZOB AXHVZZOAT Edit View JWRFYXOB JWRFYXOAT OAT Edit View GJWFSKOB GJWFSKOAT OAT Edit View DCPSYROB DCPSYROAT OAT Edit View ELNKAGOAT OAT Edit View GYSBQJO8 GYSBQJOAT OAT Edit View RJBGZPOB RJBGZPOAT OAT Edit View The Users List displays a list of users within the User Group From this page you can create new users and edit existing users 7 1 Create new users 1 Click on Administer User tab from the portal home page and click located on the bottom left of the screen from the page that displays The Create New User page will display 26 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administeri
9. 2 Choose an Academic Year or Financial Year 143 d LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service CoC Submissions Report 1 Enter a CoC Date Range CoC Submitted From fom fy CoC Submitted To ia fom fy 2 Choose an Academic or Financial Year for active applications 3 Click Create Report The CoC Submissions Report pop up will appear CoC Submissions Report Learning Aim Details Fee Charged Loan Requested Cancel Application Reinstate Application Learning Provider 73 27 14 100 37 17 37 13 75 13 4 83 9 3 35 31 11 52 144 The report will detail the number of CoCs raised for each category the total number raised and the percentage that each category represents of the total raised Section 14 Financial Reports 14 1 Accessing financial area of the Applicant Information Service The Financial area of the Learning Provider Portal can only be accessed by users who have been assigned the role of LP Financials Administrator Please refer to section 2 Learning Provider User Roles for further details of these user roles Financial Reports can be accessed by hovering over the Applicant Information Service tab then selecting Financials Home The Financials Home page will appear Users can navigate to all Financial Reporting
10. 7 Click the appropriate radio button to select a contact for this CoC Note The Create CoC function will be disabled unless you have an active CoC contact currently assigned to your organisation LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance Change of Circumstance Details Contact Details First Name s Surname Department Telephone Number Email Address sn alan j john aol com lo 8 Click L The CoC Summary screen will appear Please review the details of the CoC to ensure they are correct 88 You are adninistering 10002327 ESSEX COUNTY COUNCIL LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out Create CoC Summary You have selected 1 learner application to apply this CoC to Change of Circumstance Loan Requested Change Loan Requested Decrease Loan Requested Loan Requested Effective Date 22 05 2013 Contact Details Title First Name s Surname Department cpc Telephone Number 000000000 Email Address john aol com EZB ea 9 f details are correct slick EZ If details are incorrect select to amend or cancel Note The system will check if a learner s appl
11. If you select Cancel Export section will be removed and the filter parameters will be amendable again h Select Save to save the xml file in a location of your choice i Select Open and the xml file will open with all the relevant application data populated For full details of the format of this file please refer to Schema Definition 24 Attendance Worklist Export Schema 15 9 2 Attendance Import Users can confirm their learner s attendance by importing Attendance Import xml files The user is given the ability to browse their internal file systems to the location of the saved file and then select and submit the appropriate attendance file To do this the user should select the Import Attendance Confirmation link from the Attendance Home page LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out Atte n d ance H ome Attendance Worklist Import Attendance Confirmations View Import Results Messages e You have learners who require an attendance confirmation This area of the portal allows you to confirm attendance for your learners If you require any further assistance you can contact the Operations Helpdesk on 0845 240 2627 or use the guidance material which can be found at http Ipservices slc co uk The user will then be asked to select the appropriate file from their local systems The user should select t
12. Twinkletoes mbgmdzoat 0141 123 4567 noone example com Twinkletoes rscecdoat 0141 123 4567 noone example com General Queries Edit View Twinkletoes rydqumoat 0141 123 4567 noone example com General Queries Edit View Twinkletoes wvalxxoat 0141 123 4567 noone example com General Queries Edit View Twinkletoes xjacnioat 0141 123 4567 noone example com General Queries Edit View Create Contact 2 Click on the Icon Bo gt gt next to the contact you are making inactive 24 Edit Contact Title Dr First Name s 0123456789 Email Address a b com Primary Business Contact General Queries Secondary Business Contact Technical Queries User Admin Change of Circumstance 3 Uncheck and click 4 The contact is now inactive The Active indicator has now been updated ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Home Administer User Learning Provider Details Learning Provider Details Learning Provider Name Telephone Number Email Address Active winkletoes p pemen mentees omame y e pmen fy fen Primary Business Laura Marshall laura_marshall slc co uk Contact General Edit View Queries User Admin xjacnioat gt gt Dna Create Contact
13. 19 06 2013 85 71 Scheduled 01 06 2013 System 02 08 2013 14 56 17 07 2013 EE 85 71 Scheduled 01 07 2013 System 02 08 2013 14 56 eie wa ore Aton en aras ju ee nam Back to attendance worklist 60 The screen will provide the following details Indicator Description Scheduled Payment Date date that the payment instalment has been scheduled for payment Actual Payment Date The date that the payment was made to the Provider Payment Amount The amount that will be paid to the Provider Payment Status Status of payment e Scheduled e In Progress e Paid Attendance Confirmation The date for which attendance should be confirmed Date Attendance Confirmation Attendance Confirmation Status Status e n Attendance e Not Attendance e Change Start Date Submitted By Details of user who submitted confirmation of attendance Note Payment cannot be made until 1 The learner s National Insurance Number has been verified 2 he provider has entered a ULN for the learner 3 The provider has confirmed the learner s attendance The User can navigate to either the Learner Information Assessment Information or Current Payment Schedule and Attendance by clicking the appropriate link t Assessment Information t Learner Information Current Payment Schedule amp Attendance The use
14. SI _ return to the search click The search results will be ordered alphabetically by the learner s surname but this can be amended by clicking another header If reordered by Additional Learner reference number the results will be ordered alphabetically then numerically If reordered by ULN Fee Amount Entitlement Amount or Balance Payable the results will be ordered numerically 44 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Learner Information gt Learner search v Learner Information Results Entitlement Balance Full Name Additional Ref No Learning Aim AXE Payable Type A Level Reference 2 500 00 2 500 00 50026070 GCE A Level in Infor Type A Level Reference 2 500 00 2 500 00 50026070 GCE A Level in Infor Type A Level Reference 2 500 00 50026070 GCE A Level in Infor Type A Level Reference 50026070 GCE A Level in Infor EE 00mm UJ 45 The information displayed in the Learner Information Results is detailed in the following table Fee Amount The fee stated by the learner on their application Entitlement Amount The amount of loan a learner is eligible for SLC use the fee amount the maximum funding rate for the cour
15. Export the loan position report 3 Click or gt 235 If Display Report is selected the results will appear in new window If Export Results is selected the Loan Position Report Export will appear below the search Enter your filename Export Report Cancel 4 Enter your filename this can be up to a maximum of 50 characters Export Report 5 Click Note If user selects to Export but have not completed the filename field the following error will be displayed A filename must be provided The system will create an xml or CSV file and the following options will appear 6 Select Save Open or Cancel the file a If you select Cancel the learner Information Export section will be removed the learner information filter will display the parameters previously captured and the filter parameters will be amendable again b Select Save to save the xml or CSV file in a location of your choice 146 c Select Open and the xml or CSV file will open with all the relevant application data populated Please note When opening a CSV file in Excel Excel performs certain behaviour such as removing zeroes from the start of numbers One way in which to prevent this from happening is to import the CSV file as follows 1 Open a blank excel sheet 2 Select all cells CTRL a and format them as text right click gt format cells 3 Open your CSV in notepad you can do so by dragging the
16. Lock E 3 Check the box and select to expire the users account 4 The Expired Indicator has now been updated to X LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Home Administer User Learning Provider Details Administer Users Existing Users Service Group ADVLL Services User Base Learning Provider User Group LP NAME HERE LTD 10036002 Hide Expired Users Username Surname a Forename Expired Action DCPSYRO8 DCPSYROAT OAT Edit View ELNKAGOB ELNKAGOAT OAT Edit View FAXRPJO8 FAXRPJOAT OAT Edit View GJWFSKO8 GJWFSKOAT OAT Edit View GYSBQJO8 GYSBQJOAT OAT Edit View HXJIWJO8 HXJIWJOAT OAT Edit View MARSHAL8 MARSHALL Edit View Section 8 Applicant Information Service 8 1 Overview Once a learner has submitted an application for a loan the details of the learner s application will be visible via the Applicant Information Service The Applicant Information Service includes the facility to view make updates and changes to learners application details and view financial reports access to which will depend on your user role 8 2 Detailed Learner Information The Learner Information section of the portal provides users with visibility of learner applications Learner application details can be vi
17. Work List Field Description Fee Amount Learner s Fee Amount Entitlement Amount The amount of loan to be paid in Balance Payable If the course fee is more than the loan the learner has requested or is entitled to the balance payable will show Attendance Confirmation Date of attendance confirmation request Date Apply Change Drop down list of attendance statuses 15 5 1 Individual Learner Confirmation To confirm attendance for an individual learner the user should select the appropriate confirmation status from the drop down list This can be done for one a number or all of the learners displayed on the page The user should then click the submit button 160 The drop down list gives the user the option to select one of the following values Attendance Status Awaiting Confirmation No attendance status has entered for this learner Description In Attendance The learner is in attendance and engaged on their learning aim Not in Attendance The learner is not in attendance and no longer engaged in their learning aim If this status is submitted at initial attendance confirmation the application will automatically be cancelled If this status is used on a subsequent quarterly attendance confirmation a CoC reminder will automatically be created in the CoC Worklist and the user should create the appropriate CoC e Withdrawal e Suspension If the learner is not in attendance due to Early Complet
18. 19 3 Partner Services Management Team For initial set up queries or for general ongoing support advice and guidance please contact the Partner Management Team mailbox LPServices slc co uk Appendix A Description of Application Statuses Application Application State Description Search Values Values Application in In Data Entry The loan application is currently being processed Progress Awaiting Validation The application is being review to confirm that all evidence has been provided 191 Missing Evidence Eligibility Incomplete Approved Awaiting Signature Approved Held Pending Budget Approval Ineligible Cancelled Withdrawn Suspended Awaiting Investigation Awaiting Rejection Awaiting Approval Missing Evidence Eligibility Incomplete Approved Awaiting Signature Approved Held Pending Budget Approval Ineligible Cancelled Withdrawn Suspended The learner has been notified that further information is required to complete assessment of their eligibility This information has been provided by the learner and it will be processed in due course Once the evidence has been reviewed and if there is still information missing this will be requested and the application will move back to Missing Evidence If the relevant information has been received the application will either move to Approved Approved Awaiting Signature or Ineligible The application ha
19. 5 Click 6 Enter the necessary data for the changes required 7 Click 8 Assign contact for this CoC by selecting the radio button Note The Create CoC function will be disabled unless you have an active CoC contact currently assigned to your organisation cearninc proviver services You are administering 10003041 Learning Plus Administer User Learning Provider Details Applicant Information Service Create CoC Learner Details t Change of Circumstance Change of Circumstance Details Contact Details Title First Surname Department Telephone Humber Email 5 Angelina Trainer Funding 01234565789 angelina schooleo uk C 9 Click The CoC Summary screen will appear Please review the details of the CoC to ensure they are correct 10 If details are correct click If details are incorrect select 1 to amend or cancel 13 11 Create CoC via Bulk Import LP CoC Administrator Users will have the facility to import and submit CoC data from XML files for up to 500 learners for an AY The file is in a specified XML format and the user is given the ability to browse their internal file systems to the location of the saved file Users can create CoCs in bulk by hovering over the Applicant Information Service tab then selecting CoC Home 133 Note Due to the way the learning provider portal processed each record on a bulk import file this file can have a mixture
20. ESSEX COUNTY COUNCIL Learning Provider Detail Applicant Information Service CoC Search A amp Wvallable m Learning Atm Use wilekerds to find mong matches c g Mark Learning Aim Start Gate Leanning Aim End Date azm Ea Fel Col Subenttted Date From Submitted Date To Humber of Records to per Page Clear Results Expert Result Export Result 6 Click 7 Enter your filename Coc Results Export Export Rezultz 142 The file should automatically download Please refer to your own systems download functionality 13 15 Request Submissions Report Users will have the facility to request a Submissions Report by hovering over the Applicant Information Service tab selecting CoC Home Reports then Submissions Report You are administering 10002327 ESSEX COUNTY COUNCIL a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out CoG Home Greste Col importCoCs View kapot Result Reports Y HELP Search Item Format Validation CoC Submitted From Date format Both From and To must not be a and To DD MM YYYY future date Defaults to today s date Academic Year Drop down YY YY in Either AY or FY must be entered descending order not both Financial Year Drop down YY YY in Either AY or FY must be entered descending order not both 1 Enter CoC Date Range
21. Please refer to section 12 5 3 for further details a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10000238 ALLIANCE LEARNING Maintain Groups Administer User Learning Provider Details Applicant Information Service Sign out Learner Information Home ee tearnerSearch Import View Import Results ULN Details If you require any further assistance you can contact the Operations Helpdesk on 03 Learner Details guidance material which can be found at http lpservices slc co uk Section 13 Change of Circumstances CoC When a learner s circumstance changes and the information on their application no longer accurately reflects their study plan SLC should be notified as soon as possible This will ensure that payments made to your organisation are correct and will avoid overpayments where possible SLC will accept change of circumstance CoC notifications from the learner directly or from the learning provider on behalf of the learner Learning Providers can create and submit CoCs using the Learning Provider Portal While it is best practice to notify SLC of any CoCs immediately a learner may not notify their learning provider until after the event and so users will be required to state the date the change took effect on the CoC submission Due to the design of the system the CoC will be processed automatically once it is submitted to SLC SLC will u
22. Select the hyperlink filename of the desired record to View Import Results 79 File import Details Filename Submitted By Number of Learner Records in File Number of Learner Records Successfully Processed Number of Learner Records not Processed ULN Learner forename records were unsuccessfully processed 5 Any records which have not been processed will appear by default arranged by ULN Users can choose to arrange learners by other filter headings if preferred 6 For details of error messages please refer to the Technical Specifications 12 5 4 Adding the Additional Learner Reference Number Course Trainer and Course Location Codes via Bulk Import Bulk import of the following Learner Details via either XML or CSV can be made via the Learner Information Home e Course Trainer e Course Location e Additional Learner Reference 1 Select the Learner Information home tab 2 Hover over Import and select Learner Details 80 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10000238 ALLIANCE LEARNING Maintain Groups Administer User Learning Provider Details Applicant Information Service Sign out Learner Inform ation Home Learner Search Import View Import Results Y Import ULN If you require any further assistance you can contact the Operations 643 or use the guidance material which can be found at http lpservices slc co uk In
23. Yes Preview Actions Reset the users Password and Secret Answer Yes cr Cancel x Sign out 9 Select 32 7 3 Expiring user accounts This function should be used to expire a user s account if access is no longer required for example if they leave the Learning Provider or their role within the Learning Provider changes Please note that once a user s account is expired their records cannot be amended or reinstated From the Administer User page search for a user s account and select the user to be administered Edit 1 Select for the user to be administered and the Edit User screen will display LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Edit User Confirmation Details Username MARSHALS Forename LAURA Surname MARSHALL Contact Number 01412433596 Email Address laura_marshall sic co uk Back Cancel x 2 Select 33 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Edit User Authentication Details Username MARSHALS Role Membership RN RN Action IP User Admin 26 02 2013 Expire Select x 27 02 2013 dd Expire Account Set Reset Password
24. e g ATIS amp for IManki Learning aim type Course Loration Use witirards to fimi more e g 1559 Search for banks Plage Select Number of Records to Display per Page 25 View Results Clear Search Search item Description Academic Year Defaulted to the current academic year This is the only mandatory field that a user must enter in order to run the search Learning Aim Type Learning Aim Type Learning Aim Start Date Users can select to view learning aims by start date range From and To Both dates must be entered Learning Aim End Date Users can select to view learning aims by end date range From and To Both dates must be entered Course Trainer Users can search for learning aims by their associated 8 character Course Trainer code Course Location Users can search for learning aims by their associated 8 character Course Location code Number of Records To Number of records to be shown on screen 25 50 100 Display per Page 114 22 Click If View Results selected the search results will appear 23 Select the appropriate learners by clicking the tick boxes 24 Click i Partering with Coleges and Training Organisations You are administering 10003841 Learning Plus Administer User Learning Provider Details Applicant Information Service Sign out Create Post Liability CoC Learner Information Results Full Name Type QCF Certificate Reference 00000003 Certifi
25. learning aims 2 Enter Start Date The date format is DD MM YYYY e Start date cannot be before course start year e Start date must be before End Date Note If learner s Start Date changes to a date before the 1 August 2013 this should be processed as a Cancellation CoC because the learner will now be ineligible for a 24 Advanced Learning Loan 3 Enter End Date The date format is DD MM Y Y Y Y e End Date must be after Start Date Note Changing the End Date either before the learning aim commences or within the first three months of the learning aim commencing will cause the payment schedule to schedule to re profile in accordance with the new End Date i e if the End Date is now earlier the payment profile will be shorter or if the End Date is later the payment profile will extend Note Changing the End Date after the first three months of the learning aim commencing will not cause the payment schedule to schedule to re profile as the payment profile is set in line with the original Start and End Dates as per Policy 103 4 Enter Course Trainer Code This is an alphanumeric field with a maximum length of 8 characters 5 Enter Course Location Code This is an alohanumeric field with a maximum length of 8 characters 6 Click to complete the CoC details and submit 13 6 4 Learning Provider This type of CoC may occur if the learner indicates they wish to undertake a learning aim with a different learning pr
26. payment profile is updated and he does not appear on the Attendance worklist at the start of the next quarter in February September November Action Initial Attendance In Subsequent attendance Attendance In attendance No further action to be taken or payments made Learner E commences Learning Aim in September and LP Attendance Administrator confirms Learner E in attendance for the initial liability point LP Attendance Administrator confirms attendance on the 1 day of the next quarters November and February In April Learner E notifies his provider that he withdrew from the course at the end of January The CoC Administrator submits a Withdrawal CoC with an effective date of 30 January and the learner s application status is updated to Withdrawn Learner D s payment profile is recalculated and the instalments paid for the months he was not in attendance are recovered in the next payment Month September November February Action Initial Subsequent Subsequent Retrospective Attendance Attendance In Attendance In Withdrawal No further In attendance attendance attendance Submitted for action to January be taken or payments made 195 Learner F commences a 10 month Learning Aim in September and LP Attendance Administrator confirms Learner F in attendance for the initial liability point LP Attendance Administrator confirms attendance on the 1 day of the next quarter November In December Learner F notifies o
27. Aim Jos i soar Amount Amount Payable Type QCF Certificate Reference 00000003 Certificate in Certi 1 276 00 Displaying 2 of 2 pages 27 records found Results Export Export file name 49 Please note When opening a CSV file in Excel Excel performs certain behaviour such as removing zeroes from the start of numbers One way in which to prevent this from happening is to import the CSV file as follows 1 Open a blank excel sheet 2 Select all cells CTRL a and format them as text right click gt format cells 3 Open your CSV in notepad you can do so by dragging the file into an open notepad window 4 Copy all of the content of the CSV and paste it into the first cell in excel Notice that a Paste Options icon appears somewhere at the bottom 5 Click on the small arrow on the right of that icon and select use text import wizard This will open a wizard 6 Make sure delimited is selected and click next 7 Select comma and deselect space in the delimiters area you will see the columns arrange correctly in the sample below then click next 8 In this step you define how to treat each column Since we don t want excel to change anything we ll define them all as text Click on the first column in the sample it will be coloured in black now scroll sideways all the way to the right and shift click the last column in column data format above sele
28. Details Applicant Information Service Sign aut Create CoC Learner Details Change of Circumstance Change of Circumttance Details Early Completion Date nD 1 Enter the last day of learning in the early completion date field to complete the CoC details and submit Note An early completion CoC will trigger all outstanding payments to be made these will be made the month after the CoC is submitted Please see Annex B for more information 13 9 5 Suspension This type of CoC will occur when a learner has to leave the learning aim they are currently undertaking temporarily but are intending to return within 12 months CoC Applied with Applied to What do SLC capture for Pre liability other multiple change post liability changes learners Suspension e Effective Date Post Liability Only To notify SLC of a suspension for a learner select the Suspension CoC from the Change of Circumstance tab 125 LEARNING PROVIDER services with Coleges and Training Orga You are administering 10003041 Leaning Pius Administer User Learning Provider Details Applicant Information Service Create CoC Learner Details io Li Change of Circumstance Change of Circeumstance Details 1 Enter the effective date of the suspension to complete the CoC details and submit Note As a learning provider will only rece
29. Details Applicant Information Service Create CoC Learner Details No learner applications have been selected Select Learners Select Learners 19 Click The Create Post Liability CoC screen will appear by default Learner Search 20 To search for a number of learners by common learner information click 2 LEARNING PROVIDER Services Partnering with Colleges and raising Onganigaliccs You are administering 003641 Learning Plus Administer User Learning Provider Details Applicant Information Service Create Post Liability CoC Learner search foarsing Alm Search You have learners who currenth do not have a ULM Academic Year Additional Learning Reference Humber 13 14 m search fer blanks MINE NINO Verified wildcards to Amd more rie Aes e g job Last Assessment Dale Froml ast Assessment Date To um asa as tie wsldcarda ro Had more e g Application Status Date of Birth Available Selected Applications in Progress Eligibility Inoowplete Unique Learner Missing Evidence Humber Approved Cancelled Search for blanks Customer Reference Humber Held Pending Budget Approval Humber of Records to Display per Page 5 zl View Resulis Export Results Export Assessment History Clear Search 112 Search item Description Academic Year Defaulted to the cu
30. From the worklist search results the Provider will only be able to confirm and submit the earliest outstanding confirmation To confirm later outstanding confirmations the Provider will need to perform another attendance worklist search This subsequent search will the show the next outstanding confirmation on the worklist search results Note Although there may be scenarios where more than one confirmation of attendance is outstanding if SLC has not receive any confirmation of attendance from the Provider 3 months from the learners start date the learners loan application will be cancelled 15 5 Worklist Attendance Confirmation From the worklist a user can confirm attendance in three ways 1 Byselecting the appropriate drop down value under the Apply Change column for an individual learner 2 By selecting the appropriate drop down value from the Apply to All box on the top right hand side of the screen 159 By selecting the learner s name hyperlink and confirming attendance form the Detailed Learner screen E Saved Mare than one outstanding Attendance ULN Fee Entitle ment Balance Attendance Apoly Ch Amount Amount Payable Confirmation Date d Awaiting Confirmation MI In Attendance Mat in Attendance Change Start Date Awaiting Confirmation Awaiting Confirmation Awaiting Confirmation Awaiting Confirmation The worklist fields displayed on the screen are as follows
31. Import Status Select Awaiting Processing Being Processed Processed with error s ter Successfully processed 9 Click The results will appear below the search 136 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering L P0001 Falkirk College Administer User Learning Provider Details Applicant Information Service View Import Result Date From Date To bs ro oe File Import Status View Results Clear Filter Filter Results Filename Date Time File Imported Import Processing Status Contact Forename Contact Surname C Documents and Settings bozekp Desktop Bulk Upload CoCs Single learners single cocs 4 LP xml 04 06 2013 17 48 Successfully processed testy 1 nA rm Displaying 1 of 4 pages 79 records found 10 Select the hyperlink filename of the desired record to View Import Results Learning Aim Details UKPRN or Learning Providers Name Filename Submitted By Number of Learner Records in File Number of Learner Records Successfully Processed Number of Learner Records not Processed Learner Forename Learner Surname Application ID No records were unsuccessfully processed Any records which have not been processed will appear by default arranged by ULN Users can choose to arrange learners by other filter headings if preferred For details of error messages please refer
32. Information Service provides learning providers with a view of the loan position and statement of all payments made Financial Administrator users will be able to view this information on screen and export reports For more information on financial reporting please refer to section 14 For further details of these user roles please refer to section 2 Learning Provider User Roles 36 Section 9 Search and View Learner Information After signing in you will automatically be directed to the home page where you will be able to access the Applicant Information Service From here you will be able to access the Learner Information screen Hover your cursor on the Applicant Information Service tab and select Learner Information cearnine proviver services 9 1 Searching for Learner Information You administering P4000 24 UAT Testing Elite f Home Leaming Provider Details Applicant Information Service Sign out Learner Information Home Welcome to the Learning Provider Portal Learning Provider Portal is a secure site which gives you access to the administration functions which underpin 24 HELP Learning Loans The portal currently gives you access to view details of your organisation and administer users Further releases in May and August will give you access to learner information for your organisation attendance confirmations change of circumstance functions and fina rt A search can be performed by using
33. Post Liability CoCs Application 85 13 3 Creating Pre and Post Liability 85 13 4 Create Pre Liability CoCs via Detailed Learner Information screen 85 13 5 Create Pre Liability CoCs COC 90 13 5 Pre Liability COC 99 ale OCO I EA IU EIU IU IU 100 13 6 2 Decrease Loan 101 por 102 13 5 4 Learning PEOVIOGE 104 OFAC 105 106 13 7 Create Post Liability CoCs Detailed Learner Information screen 107 13 8 Create Post Liability CoCs COC Home 110 19 9 PoSt Liability COGO TV 119 ED E 1 e NE 120 13 9 2 Decrease Loan 121 19 919 is insta tabes ovalis 122 13 9 4 COMPIGT pte L 124 125 LEASE CURE tua St rau
34. Pre and Post Liability CoCs via CoC Worklist Learners will populate the CoC Worklist after attendance has been confirmed For more information on confirming a learners attendance please review section 15 Attendance The CoC Worklist is designed to enable a user at your organisation with CoC Administrator access to easily view and create required CoCs Not all learners who have had an attendance confirmation will fall onto the CoC Worklist it is dependent on what type of attendance confirmation is it initial or subsequent as well as what the attendance or none attendance reason Is Initial Attendance Confirmation e Change of Start Date When confirming a learner s attendance for the first time the reason change of start date can be selected This means that the learner is or will be in attendance but their learning aim start date has changed These learners will still be classed as pre liability If this status is submitted a CoC reminder will automatically be created in the CoC Worklist and the user should create a Change of Learning Aims CoC The learner then will reappear on the worklist at the appropriate time Subsequent Attendance Confirmation e Not in Attendance When confirming a learner s attendance on one of the subsequent quarterly returns the reason not in attendance can be selected This means that the learner is no longer in attendance These learners will be classed as post liability As SLC will need to k
35. The purpose of the Learning Provider user guide 1 to introduce learning providers to the Learning Provider Portal Portal It outlines basic processes and procedures to follow when using the Portal the functions available to you help resources and general best practice rules 1 1 What is the Learning Provider Portal The Student Loans Company SLC provides administration services to Learning Providers in support of the 24 Advanced Learning Loan The Portal is a secure website that has been developed to facilitate the service Section 2 Learning Provider User Roles Learning Provider User Description Access Role Learning Provider User Learning Provider user who will facilitate user maintenance Administrator functions within the Learning Provider User Base this includes LP User Administrator adding new users and resetting passwords Learning Provider Learning Provider user who will be permitted to view the profile Administrator and contact information on the portal LP Administrator Users will be permitted to view learner information perform searches view detailed learner information make field updates and export search results Learning Provider Learning Provider user who will be permitted to view the profile Advisor and contact information on the portal LP Advisor Users will be permitted to view learner information perform searches and view detailed learner information Learning Provider Learning Provider use
36. Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC Learner Details You have selected 1 learner application to apply this CoC to Next 2 Click Partnering with Colleges and Training Orga a LEARNING PROVIDER Services You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Available nien Learning Aim Details lt AddAll Loan Requested Learning Provider Remove Cancel Application Remove All Reinstate Application 3 Click the CoC type required from the Available Types Add Add All ae Remove All 4 Click Add Please refer to section 13 6 for guidance on how to populate the CoC type required 5 Click 6 Enter the effective date for the changes Note Effective date cannot be a date in the future 87 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisati You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance v Change of Circumstance Details Change Loan Requested Decrease Loan Requested Yes No Effective Date JE EH 0
37. Types Withdrawal Suspension or Early Completion Y Only with a N e Effective Date Post Liability Loan Amount and or Fee Charged CoC Fee Charge CoC should only be used to reduce fee to 0 Early Early Completion Post Liability Date Only N N e Effective Date Post Liability Only 119 Note Loan liability is directly linked to duration of attendance therefore unless you have decided to charge no fees at all the Course Fee should not be reduced when a Withdrawal occurs The LP Portal Operations Portal will use the Effective Date of the Withdrawal to calculate how much loan is due If you do wish to reduce the Course Fee to less than the calculated liability please contact your Relationship Manager 13 9 1 Fee Charged This type of CoC may occur when a learner has changed the learning aim they are undertaking or if they have entered the incorrect fee on their application form CoC Type Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Fee Charged Y e Learning Aim Fee e Effective Date To notify SLC of a change to the fee charged for a learner s learning aim select the Fee Charged CoC from the Change of Circumstance tab You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Cha
38. Users with the user role of LP Administrator will be able to export learner information for their own purposes if required The two exports available for learner application information are e Export Results e Export Assessment History This can be done from the learner results screen can be exported either e Directly after entering search criteria before viewing results on screen e After performing a search and viewing the results on screen 10 1 Export Results LP Administrator users can export successful search results after selecting Export Results both before or after viewing the search results on screen This is available in either xml or CSV Export XML Results Export CSV Results 1 Click export results The Learner Information Export section will be appear 2 From the Learner Information Export screen you can either e Click Cancel to return to the search screen Export XML Results Export CSV Results e Click 3 To export results enter a file name in the Export File Name field this can be up to a maximum of 50 characters Results Export Enter your filename Export CSV Results Cancel x Export Resul 4 UEM Note If user selects to Export Results but have not completed the filename field the following error will be displayed A filename must be provided 47 5 select the destination to export and save the file to follow the on screen prompts specific to your system The system
39. back to that page the results will be shown and the search criteria populated 12 4 6 Course Trainer and Course Location Code Validation The Course Trainer Code will be validated to ensure the Course Trainer Code does not exceed the maximum length If the system validates that the Course Trainer is in the correct format the update will be saved and the screen will refresh and show the updated information If the system validates that the Course Trainer format is incorrect the update will not be saved the Course Trainer will be removed from the screen and the following message will be displayed The Course Trainer is in the incorrect format please update this and Submit Changes The Course Location Code will be validated to ensure the Course Location Code does not exceed the maximum length If the system validates that the Course Location is in the correct format the update will be saved and the screen will refresh and show the updated information If the system validates that the Course Location format is incorrect the update will not be saved the Course Location will be removed from the screen and the following message will be displayed The Course Location is in the incorrect format please update this and Submit Changes 12 5 Field Updates via Bulk Import 12 5 1 Adding the ULN via Bulk Import This functionality will allow users with LP Administrator access to import Unique Learner Numbers ULNs for multiple learners u
40. check individual records within the file 167 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out View Import Result Date From Date To bt b 2013 o b 2013 File Import Status Processed with error s Please Select Awaiting Processing Being Processed M Processed with error s Successfully processed fai System Error File Not Processed Date f Time File Imported Import Processing Status Contact Forename Contact Surname Bulk Import File xml 02 07 2013 14 14 Processed with erroris Yeahr ee ae Bulk Import File xml 02 07 2013 14 16 Processed with error s Yeahr lpudy i Bulk Import File xml 02 07 2013 14 18 Processed with erroris Yeahr Buddy Bulk Import File xml 02 07 2013 14 24 Processed with error s Yeahr Buddy Bulk Import File xml 02 07 2013 14 25 Processed with erroris Yeahr Buddy Bulk Import File xml 02 07 2013 14 26 Processed with erroris Yeahr Buddy Bulk Import File xml 02 07 2013 14 19 Processed with erroris Yeahr Buddy Bulk Import File xml 02 07 2013 14 20 Processed with erroris Yeahr Buddy To view details of the file including the specific reasons for validation failure the user should click on the file name hyperlink This will bring up a pop up box detailing the number of records on the file the number that have successfully p
41. details of your organisation and administer users Notifications 2 The Learner Information Home page will appear Users can navigate to all Import ULN functionality from this home page LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10000238 ALLIANCE LEARNING Maintain Groups Administer User Learning Provider Details Applicant Information Service Learner Information d earnerSearch Import View Import Results Import ULN If you require any further assistance you can contact the Operations Leamer Details 0643 or use the guidance material which can be found at http Ipservices slc co uk 3 Click LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10000238 ALLIANCE LEARNING Maintain Groups Administer User Learning Provider Details Applicant Information Service v ULN Bulk Upload ULN Bulk Upload Please specify a file xml csv 75 5 select the ULN file to be imported follow the on screen prompts specific to your system LEARNING PROVIDER Services Partenng wih Coteges ant Tracing You are administering 10003841 Learning Plus Administer User Learning Provider Details Applicant Information Service My Recent Document My Document M y Places Partnering with Colleges and Training Organisations You are adm
42. e ve v e o EE 26 27 28 29 30 31 _ 28 29 November 2013 December 2013 January 2014 MI 4 s e 7 8 9 10 CARECA 9 10 11 MB 13 14 15 25 26 27 28 29 30 _ 27 28 29 30131 HET ss 1 LL _ A ee Bey 223455 9456 78 4 5 sa o v 8 9 14 15 3 9 30 2 EN 123456 6718 78 12 13 14 16 17 18 14 15 17 18 19 20 26 27 28 29 30 31 _ 28 2930 31 BRR 23 21 27 28 29 3012812930 f LL EN 1 s m ENEON 200 of 149 e i October 2014 September 2014 n A 2341567 1 2 3 4 5 Eee 8 9 10 Academic Year 14 15 Payment and Drawdown Calendar August 2014 Learning Provider Portal User Guide Student Loans Company Ltd 2013 lt oD E 1 24 25 u ecember 201 epe m n 883 E ne 9 10 T E BE BE ise E 15 N v CN 201 of 149 Academic Year 15 16 Payment and Drawdown Calendar Learning Provider Portal User Guide Student Loans Company Ltd 2013 October 2015 September 2015 August 2015 E E E OD cO ai um NI N T gt C 4 als x as 2 EB BOBE Ex iu X lt N 202 of 149
43. either the Learner Search tab or the Learning Aim Search tab The Learner Information screen will always default to the Learner Search tab Note If you begin to enter search criteria using one tab and then select another tab the data initially entered will be cleared and you must start your search again 9 1 1 Learner Search LP Administrators and Advisors can search for single or multiple learners using the following filters within the Learner Search screen Academic Year The Academic Year refers to any year that the learner s application is active For example if the learner begins 3 year learning aim in November 2013 and completing in May 2016 their details would be returned for 2013 14 2014 15 and 2015 16 This is a mandatory field To change the academic year If other academic years are available use the drop down menu 37 Forename Surname Date of Birth Unique Learner Number ULN Customer Reference Number CRN Additional Learner Reference Number Verified National Insurance Number NINO Last Assessment Date From If entering a Forename the Surname field must also be populated If entering a Surname the Forename field must also be populated Learner s date of birth As well as searching for a specific ULN you have the ability to use the tick box Search for Blanks to search for learners without a ULN This is the key identifier SLC give to learners This number
44. field Verified NINO shows you whether the learner s National Insurance Number has been received and verified by DWP This is an important field as SLC cannot make payments on behalf of a learner until we have a verified NINO 11 2 Assessment Information The Assessment Information section of the Detailed Learner Information screen allows providers to see current and historical assessment information The information is split as follows e Current Assessment e Assessment History i Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner information Current Application State Approved Current Assessment Assessment Loan Entitlement Balance 05 04 2013 500 00 500 00 1 500 00 0 00 testas Learning Aim Details Assessment History Assessment Fee Loan Entitlement Balance No assessments found gt Current Payment Schedule Back Create CoC 55 11 2 1 Current Assessment The Current Assessment information will show details of the current assessment for the Learner and display the following information Current Application State Approved Current Assessment Assessment Loan Entitlement Balance 05 04 2013 1 500 00 1 500 00 1 500 00 0 00 testa9 Learning Aim Details Indicator Description Assessment Date The date that th
45. information such as the ULN and other optional fields a LEARNING PROVIDER Services nering with Colleges and Train You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Learner Information Learner search Learner Information Results Full ULN Additional Ref No Learning Aim laz Amount Amount Payable i T QCF Certificate MARCO VAN BASTEN Reference 1 500 00 1 500 00 0 00 00000003 Certificate in Certi Type A2 Level Reference 1 276 00 00260005 GCE A2 Level French Displaying 2 of 2 pages 27 records found Create CoC Export Export Assessment History 1 Select to view a learner s detailed information for the selected application and Academic Year by selecting the full name hyperlink from the search results Full Name ULH Additional Ref No Learning Aim de E ace ergo Amount Amount Payable Type QCF Certificate MARCO VAN BASTEN 1 500 00 1 500 00 0 00 El 00000003 Certificate in Certi a _ Rc 39 nm S Se 2 After identifying the learner s application click The Detailed Learner Information screen will appear 53 5 LEARNING PROVIDER Services Partnaring with Colleges and Training Organi
46. is entered the other must also be completed Wildcard search can be used Verified NINO Status Indicates if a learner s National Insurance Number has been verified by the Department for Work and Pensions Last Assessment Date Users can select to view learners applications assessed From amp To and reassessed during a particular date range Both dates must be entered Application status Users may wish to search for learners applications at different stages e g to view who has applied but is ineligible Number of Records To Number of records to be shown on screen 25 50 100 Display per Page 4 To search for learners by common learning aim information click The Learning Aim Search screen will appear 92 ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Learner Information Learner search Start Date From Start Date To Please Select Learning Aim Use wildcards to find more End Date From End Date To matches e g Mat Reference Course Trainer Use wildcards to find more matches e g A12 E Search for blanks Learning aim type Please Select Course Location Use wildcards to find more matches e g J15 E Search for blanks Number of Records to Display per Page 25 View Results Export Results Export Assessment Hist
47. is not in attendance for the initial liability point LP Attendance Administrator confirms Learner B in attendance on the Attendance worklist and the learner moves to the CoC worklist for the CoC Administrator to submit a Change of Start Date CoC Learner B s application is re presented on the attendance worklist in September once the new initial liability point occurs September November onwards Action Initial Attendance Initial Attendance In Subsequent Attendance Change of start date attendance In attendance Learner is due to commence Learning Aim in September but does not enrol and 1 not in attendance when the initial liability point occurs LP Attendance Administrator confirms Learner C as not in attendance and Learner C is removed from the attendance worklist oince the learner is not in attendance for the beginning of the course their application is cancelled September No further action be taken payments made Action Initial Attendance Not in Attendance 193 194 Learner D commences Learning Aim in September and LP Attendance Administrator confirms Learner D in attendance for the initial liability point LP Attendance Administrator confirms attendance on the 1 day of the next quarter November In January Learner D notifies his provider that he is withdrawing from the course The CoC Administrator submits a Withdrawal CoC and the learners application status is updated to Withdrawn Learner D s
48. of pre liability and post liability changes The CoC Home page will appear Users can navigate to all CoC functionality from this home page Import Cots 1 Click import cocs Leanne proviver services You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out CoC Bulk Upload CoC Bulk Upload Please specify file xml Choose File No file chosen HELP coc_selectContact First Name s Department Telephone Number Email Address Dr alan john 000000000 john aol com gt Choose File 2 Click select the CoC file to be imported follow the on screen prompts specific to your system 4 Select a contact for this CoC by selecting the radio button Note Once the file to be uploaded and the contact details have been selected the user will select the Submit button On submission of the file the system performs both file Format and Business Rule validations Although up to 500 CoCs can be submitted at any time using the Import functionality on submission each CoC is processed as an individual record File format validation will ensure that the format of the file is consistent with the format detailed in the schema and that all mandatory fields have been completed 5 Click The file upload summary will be displayed 6 Click Back to CoC Home The submitted CoC Bulk Import data file format will be validated and the r
49. order to use this import function the import file requires the Application Id This is because the information within this upload is specific to the application rather than the learner In order to obtain the Application Id the Learner Information Report should be exported from the Learning Provider Portal either via XML or CSV Please note When opening a CSV file in Excel Excel performs certain behaviour such as removing zeroes from the start of numbers One way in which to prevent this from happening is to import the CSV file as follows 1 Open a blank excel sheet 2 Select all cells CTRL a and format them as text right click gt format cells 3 Open your CSV in notepad you can do so by dragging the file into an open notepad window 4 Copy all of the content of the CSV and paste it into the first cell in excel Notice that a Paste Options icon appears somewhere at the bottom 5 Click on the small arrow on the right of that icon and select use text import wizard This will open a wizard 6 Make sure delimited is selected and click next 7 Select comma and deselect space in the delimiters area you will see the columns arrange correctly in the sample below then click next 8 In this step you define how to treat each column Since we don t want excel to change anything we ll define them all as text Click on the first column in the sample it will be coloured in black now scroll
50. overtyping the data in the fields onscreen Please note that amending the names will not result in a regenerated username for that user Note If the Expired checkbox is ticked you cannot amend any user details 5 Click 6 From this screen you can add or remove the users Role Memberships and re set or lock their secret answer and password In this example we will rest the users password The Edit User Authentication details screen displays 30 ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Edit User Authentication Details Username MARSHALS Role Membership LP User Admin 26 02 2013 Select 27 02 2013 ire Add Expire Account Set Reset Password Lock 7 Check the 1 box 8 Select The Preview or Save Edit User summary will be displayed 31 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Administer User Learning Provider Details Edit User You are administering 10036002 LP NAME HERE LTD Preview or Save Confirmation Details Username MARSHAL8 Forename LAURA Surname MARSHALL Contact Number 01412433596 Email Address laura_marshall slc co uk Expired Groups LP HERE LTD 10036002 Role Membership LP User Admin Preview Actions Expire the users account
51. sideways all the way to the right and shift click the last column in column data format above select text 9 Click finish 81 If using CSV the exported report should then be amended for example additional columns removed to the following format for the import and saved to your own system Header 2 learnerForename John Header 3 learnerDateOfBirth 1984 05 10 Full information on the formats for both the CSV and XML files can be found in the Schema Definition and Technical Specification documents Please contact LP Services slc co uk if you require these to be issued to you To import the file click Chose File which will allow you to select either the XML or CSV file from your own system Then click Submit LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10000238 ALLIANCE LEARNING Maintain Groups Administer User Learning Provider Details Applicant Information Service Sign out Learner Details Import Learner Details Bulk Upload Please specify a file xml csv Choose File file chosen A message will then appear to let you Know that the file has been submitted for processing 82 File Upload Your Learner Details file has been submitted for processing In order to view the import status of the file return to the Learner Information Home section of the Portal and select Learner Details from View Import Results
52. the early completion date 16 1 2 Extending Learning Aim End Date If a Provider submits a change of learning aim change of circumstance which extends the end date of the learner s learning aim within the first three months of the start of the learning aim the payment schedule will be updated to reflect the new end date However if the change of circumstance is submitted after the three month point the payment schedule will not be updated and payments will be paid in accordance with the original payment schedule 16 1 3 Late Loan Application A learner can apply for a 244 loan at any point up until the end of their learning aim This allows for changes in the learner s personal circumstances In this case the loan will still be scheduled across the entire length of the learning aim but the first payment will include the payments that would have been paid if the application had been in place from the start of the learning aim 170 As an example for a learner who starts a ten month learning aim on the 1 August with a tuition fee of 1000 but who does not apply for their 24 loan until October the attendance and payment schedule will be as follows Au e Oct Nov Dec Jan Feb Marc April May g t h S p N Confir Assu Assu Confir Assu Assu Confir med med med med med med med Attenda nce N A 300 100 100 100 100 100 100 100 Please note for the learner interest will not be backdated to learnin
53. the Group Name The Group Name field will have two actions available Assign Group and Remove Group If the Learning Provider does not have any associated Groups then the Assign Group button will not be enabled 182 Sign out Administer User Learning Provider Details Applicant Information Service Detailed Learner Information Full name KRIS ISSUE142 Date of Birth 01 01 1980 Sex Male Customer Reference Number 79861258631 ULN Additional Ref No Address Line 1 STUDENT LOANS CO LTD Address Line 2 100 BOTHWELL STREET Address Line 3 Town GLASGOW County PostCode G2 7JD NINO Verified Flag No Group Name New College Group One Remove Group HELP Assessment Information Current Payment Schedule amp Attendance Create Coc Back Selecting Assign Group will display the Assign Group pop up which will display a list of all active Learning Provider Groups associated to the selected Learning Provider and a radio button next to each Learning Provider Group so a single group can be selected Assign Group Active Learning Provider Groups Made up college pink sheep group ere e Select Group If the application is assigned to a group that group will be the first on the list with the radio button selected Where the application is not assigned to an active group the records will be in alphabetic ascending order by Learning Provider Group name 183 A Learning Provider
54. the Provider Therefore the Provider will receive their monthly payment minus any overpayment 16 1 8 Loan Reduction A learner will not be able to reduce their loan to less than that which has already been paid to the Provider However a Provider will have discretion to do this by raising a Change of Circumstance Any overpayment will be offset against the Providers next payment However a Provider can reduce a learner s fee and loan if appropriate by submitting a change of circumstance Please refer to Section 13 for further details 172 16 2 Payment Schedule Payment schedules are created for a learner upon approval of their application Payments are scheduled on a flat monthly profile based on initial liability point and learning aim end date A Provider can view a learner s payment schedule in the Current Payment Schedule amp Attendance section of the Detailed Learner Information screen The screen will provide the following information Indicator Description Scheduled Payment Date date that the payment instalment has been scheduled for payment Actual Payment Date The date that the payment was made to the Provider Payment Amount The instalment amount that will be paid to the Provider Payment Status Status of payment scheduled In Progress Paid Failed Attendance Confirmation Attendance Confirmation Status SIRE Awaiting Confirmation In Attendance Not In Attendance Change Start Date Submitted
55. will appear by default Learner Search search for a number of learners by common learner information click Create Pre Liability CoC Sign c learning Aim Search You have learners who currently do not have a ULN Academic Year Please Select v Forename Use wildcards to find more matches e g joh Surname Use wildcards to find more matches e g Smi 5 Date of Birth Unique Learner Number 9 Search for blanks Customer Reference Number CoC Applied Please Select v CoC Type Applied View All E Additional Learning Reference Number O Search for blanks NINO Verified Last Assessment Date From Last Assessment Date To Application States Available Selected Applications in Progress 3 Add Eligibility Incomplete gt Add All Missing Evidence Approved Cancelled Remove All Held Pending Budget Approval vr Group Name Please Select Number of Records to Display per Page EN 91 A HELP Search item Description Academic Year Defaulted to the current academic year This is the only mandatory field that a user must enter in order to run the search Unique Learner Number Unique learner identifiers Customer Reference Number Additional Reference Number 5 of Birth The learner s date The kares eas BEE birth Forename amp LL n one
56. with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Summary You have selected 2 learner applications to apply this CoC to Change of Circumstance Fee Charged Learning Aim Details Change Fee Charged Fee Charged Change Learning Aim Details Learning Aim 50062244 Diploma in Work based Agriculture QCF Start Date 14 08 2013 End Date 21 08 2016 Course Trainer GSETrust Course Location Effective Date 23 05 2013 Contact Details Title First Name s Surname Department cpc Telephone Number 000000000 Email Address john aol com 16 If details are correct click If details are incorrect select to amend or cancel Note The system will check if a learner s application has been changed since the CoC was created If a change has been made the CoC will not be processed and an error message will be displayed 98 13 6 Pre Liability CoC types There are six types of CoCs a LP CoC Administrator can use to notify SLC of a change to a learners application information pre liability The following subsections detail the data required for each CoC type after learners have been selected CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Fee Charged Learning Aim Fee Effective Date
57. your internet browser so that you can find it again easily Select Favourites Add to Favourites Your sign in initial password and secret answer will have been provided to you by your User Administrator within your organisation Note It is your responsibility to ensure these login details are known only to yourself Never disclose these details to anyone else To sign in enter the web address and then click on Learning Provider Portal link as described above The Sign in screen displays 1 Enter your username in the Username field 12 cearnine provier services Sign in Enter username Username 2 Click E 3 Enter your password and the answer to your secret question For security purposes your responses will display as dots Please note that both your password and answer are case sensitive cearnine PRovipER services Sign in Enter password and secret answer Password What is your favourite musical instrument 3 2 Incorrect sign in If you enter your username password or the answer to the question incorrectly you will be prompted to re enter your sign in details After three unsuccessful attempts you will be locked out of the system Contact your User Administrator who will be able to reset or change your password for you 13 3 3 First time sign in To ensure your security when you first sign in to the system you will be required to enter a new password and choose a new secret ques
58. 00 Effective Date 30 09 2013 Contact Details Title Miss First Name s Angelina Surname Trainer Department Learner Services Telephone Number 0123456789 Email Address angetinatraingsc hool co uk r 33 If details are correct ic If details are incorrect select to amend or cancel Note The system will check if a learner s application has been changed since the CoC was created If a change has been made the CoC will not be processed and an error message will be displayed 118 13 9 Post Liability CoC types There are 7 types of CoCs a LP CoC Administrator can use to notify SLC of a change to a learners application information post liability The following subsections detail the data required for each CoC type after learners have been selected CoC Applied with Applied What do SLC capture Pre liability other changes to for the change post liability or multiple both learners e Decrease Loan Both e Loan Amount required e Effective Date Learning Y Learning Aim Both but with Aim liability 5 restrictions Only post liability e Course Trainer Please note Course Location the restrictions are the course e Effective Date must be the same type and level Fee Charged e Learning Aim Fee e Effective Date Decrease Loan Amount Completion Resumption Y With the N e Effective Date Post Liability exception of the Only CoC
59. 10 characters in length Can be alphanumeric Can be up to 20 characters in length Can be alphanumerical Can be up to 8 characters in length Can be alphanumeric Can be up to 8 characters in length LP Administrators can update the following learner references for single or multiple learners in one submission via the Learner Information Results screen e Unique Learner Number ULN e Additional Learner Reference Number Please refer to section 12 2 for guidance on how to complete a search and upload data for missing ULNs Please refer to section 12 3 for guidance on how to complete a search and upload data for missing Additional Learner Reference Numbers 64 12 2 Adding the Unique Learner Number ULN The ULN is a mandatory field and requires completion before a learners attendance can be confirmed The ULN can be added to single or multiple learner records in one transaction Note If there are learner records at your organisation that require the ULN adding message will be displayed You have learners who do not currently have a ULN From the home page hover over select The learner search screen will appear 1 Select the Academic Year from the drop down menu 2 Click the Search for blanks tick box next to Unique Learner Number field 3 Select The results will appear at the bottom of the screen Partnering with Colleges and Train You are administering 100023
60. 27 ESSEX COUNTY COUNCIL ap LEARNING PROVIDER services Learning Provider Details Applicant Information Service Sign out Learner Information Learner search Learner Information Results Full Name ULN Additional Ref No Learning Aim dum Hm mre Amount Amount Payable ype E QCF Certificate MARCO VAN BASTEN 26892345 Reference 1 500 00 1 500 00 0 00 00000003 Certificate in Certi Type A2 Level KIRSTEN WRIGHT Reference 724 00 1 276 00 00260005 GCE A2 Level French Submit Changes Create CoC Clear Changes x 65 4 Enter ULNs to one or more of the search results 5 Select The updates will be made effective immediately Note If you select Clear Changes any ULNs which have been captured but not submitted will be cleared 12 3 Adding the Additional Learner Reference Number The Additional Learner Reference number is optional and can be used to add a reference number that your organisation attributes to learner From the Home Page hover over TT The learner search screen will appear 1 Select the Academic Year from the drop down menu 2 Click the Search for blanks tick box next to the Additional Learner Reference Additional Learner Reference Number Sean Kor ees Number field 3 Select view results and the results will appear at the bottom of the screen nering with Colleg a LEARNIN
61. 700 00 Applications Progressing 25 Instalments Approved 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 101 79 2 038 24 2 038 24 2 038 19 6 216 46 Instalments Awaiting Confirmation 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Instalments where Attendance Confirmed 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Paid In Progress 0 00 910 71 985 71 1 756 55 1 756 55 1 914 89 1 989 89 2 173 95 2 173 95 0 00 0 00 0 00 13 662 20 Offset 0 00 TOTAL 29 5 700 00 0 00 910 71 985 71 1 756 55 1 756 55 1 914 89 1 989 89 2 173 95 2 275 74 2 038 24 2 038 24 2 038 19 19 878 66 Approved Awaiting Signature 0 Missing ULN 0 Approved Awaiting Signature and Missing ULN NINO Not Verified E 75 00 170 00 170 00 232 38 232 38 232 38 1 337 14 Applications Currently Suspended E E 0 00 0 00 0 00 0 00 0 00 0 00 0 00 TOTAL i 2 75 00 170 00 170 00 2232 38 232 38 232 38 1 337 14 Close Table two within the report details payments for the following applications Application Data Comprises workstage Approved Awaiting Signature e Approved Awaiting Signature instalments will i
62. 75 00 75 00 75 00 75 00 170 00 170 00 232 38 232 38 232 38 1 337 14 Close The order of the months on the loan position report will depend on whether the Academic Year or the Financial Year has been selected Where the user has selected to view the information by Academic Year the order of the months will be August to July and where Financial Year has been selected the order of the months will be April to March A full 12 month period will be displayed e For the application count the report will detail any learner with a learning aim start date within the Academic Year or Financial Year selected e For the monetary value the report will detail a sum of the payment amounts for each month Note In the scenario where a learner s course spans more than one academic year the report will show a difference between the monetary value and number of applications This is due to the fact that the learners start date would be in the previous academic year and they would therefore not be displayed in the application count however as they still had ongoing payments the monetary values would be displayed 148 14 2 3 Table One Loan Position Loan Position Report Please note that the details returned on this report will be correct as at the close of business last night Loan Position Number To Date Aug 2013 Sep 2013 Oct 2013 Nov 2013 Dec 2013 Jan 2014 Feb 2014 Mar 2014 Apr 2014 Ma
63. By Details of user who submitted confirmation of attendance 173 Learning Provider Details Applicant Information Service Detailed Learner Information Learner Information Assessment Information v Current Payment Schedule amp Attendance Scheduled Actual Payment Payment Attendance Attendance Confi ti Stat Submitted b Payment Date Payment Date Amount Status Confirmation Date edge rape agi a orice re iniret 16 01 2013 Scheduled 16 01 2013 Awaiting Confirmation System 02 08 2013 13 03 Clear Changes x 20 02 2013 20 03 2013 17 04 2013 15 05 2013 19 06 2013 17 07 2013 21 08 2013 18 09 2013 16 10 2013 Section 17 Remittance Report 174 The Remittance Report allows a user with Financials Administrator access to view and export Remittance Reports The report can be accessed via the Applicant Information Service from the Financials Home menu d LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out Financials Home Financials Home Loan Positic This area of the portal allows you to view financial reports for your organisation If you require any further assistance you can contact the Operations Helpdesk 0845 240 2627 or use the guidance material which can be found at http lpservices slc co uk The Remittance Report is accessed from the Financial Reports Home by clic
64. Circumstance tab 122 10 11 ap LEARNING PROVIDER Services and Training Organisations Partnering with Colleges You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Learning Aim Details Learning Aim Lookup Learning Aim Start Date End Date dd Imm ldd Im n Course Trainer Course Location Effective Date 23 15 2013 LJ LJ Enter Learning Aim Title The system will search for possible matches across all learning aims Enter End Date The date format is DD MM YYYY e End Date must be after Start Date Enter Course Trainer Code This is an alohanumeric field with a maximum length of 8 characters Enter Course Location Code This is an alphanumeric field with a maximum length of 8 characters Click to complete the CoC details and submit 123 Notes e The Start Date cannot be updated when an application is Post Liability e The CoC fields are optional and can be entered in isolation of each other if not all are changing Changing the End within the first three months of the learning aim commencing will cause the payment schedule to schedule to re profile in accordance with the new End Date i e if the End Date is now earlier the payment profile will be shorter or if the
65. CoCs for any learners assigned to their group or groups There are two sections on which historical CoCs are captured the View CoC screen and the CoC submissions report Group users with the CoC Administrator role can e Use the View CoC screen to search for CoCs submitted for applications assigned to their groups e View the results of a CoC search and drill down into the individual CoCs submitted e Export the CoC search results e Set parameters and create a submissions report showing the overall types of CoCs submitted for their organisation LP CoC Advisor When a learning provider group user is assigned the LP CoC Advisor role they will have the ability to view CoC reports just as a primary learning provider user can The only difference 188 being that group users will only have access to view CoCs for any learners assigned to their group or groups There are two sections on which historical CoCs are captured the View CoC screen and the CoC submissions report Group users with the CoC Advisor role can e Use the View CoC screen to search for CoCs submitted for applications assigned to their groups e View the results of a CoC search and drill down into the individual CoCs submitted e Set parameters and create a submissions report showing the overall types of CoCs submitted for their organisation 18 8 3 Importing CoCs LP CoC Administrator When a learning provider group user is assigned the LP CoC Administrator role they wil
66. Contact Click If the data is entered incorrectly or fields have been left blank you may see a validation error All fields are mandatory 6 2 Edit Contacts 1 Select the Contacts tab underneath the Profile tab The Contact screen will open and display contact details 22 ud LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Administer User Learning Provider Details Learning Provider Details Learning Provider You are administering 10036002 LP NAME HERE LTD Contacts Name Telephone Number Email Address Twinkletoes 0141 123 4567 0141 123 4567 0141 123 4567 noone example com Contact Roles General Queries General Queries General Queries Edit View Edit View Edit View 0141 123 4567 01412433596 General Queries Primary Business laura marshall amp slc co uk Contact General Queries Edit View Edit View 0141 123 4567 General Queries Edit contact Laura Marshall 0141 123 4567 0141 123 4567 General Queries General Queries Edit View Edit View 0141 123 4567 0141 123 4567 Create Contact General Queries General Queries sce ata Gol S SRM S S Edit View 2 Click to edit contact details 3 You can update or add information by over typing the existing details Edit Contact Dr First Name s Teleph
67. Decrease Loan Decrease Loan m Loan Amount required Effective Date Learning Aim Learning Aim Both but with Siart Date insi End Date Course Trainer Course Location Effective Date Learning Learning Provider Pre liability Provider Effective Date Cancellation e Effective Date Pre liability Reinstate e Effective Date Pre liability 99 13 6 1 Fee Charged This type of CoC may occur when a learner has changed the learning aim they are undertaking or if they have entered the incorrect fee on their application form CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners both Fee Charged Y e Learning Aim Fee e Effective Date To notify SLC of a change to the fee charged for a learner s learning aim select the Fee Charged CoC from the Change of Circumstance tab Note Decreasing Course Fee will automatically decrease loan amount requested without the need for a CoC aa LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Fee Charged Fee Charged Effective Date 1 Enter the new fee amount The fee format is 00000 00 with a maximum of 13 digits decimal 2 digi
68. End Date is later the payment profile will extend Changing the End Date after the first three months of the learning aim commencing will not cause the payment schedule to schedule to re profile as the payment profile is set in line with the original Start and End Dates as per Policy Point to Remember change of learning aim is occurring post liability the course eligibility must be checked If the new course is not eligible the learner should be withdrawn If the learning aim change still takes place rather than a withdrawal then the learners application will be transferred to the new aim remain at an approved work stage but no further payments will be made 13 9 4 Early Completion This type of CoC will occur when a learner has successfully completed their learning aim early Providers are entitled to the full fee if a learner leaves the learning aim earlier than the expected end date when the learner has completed the aim CoC Type Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Early Early Completion Post Liability Completion Date Only To notify SLC of a learner completing their studies early select the Early Completion CoC from the Change of Circumstance tab 124 ud LEARNING PROVIDER services with Colegii and Traieing You are administering 083841 Learning Plus Administer User Learning Provider
69. G PROVIDER Services wth College and Trisina Cegaciaarons You are administering t 883841 Learning Pius Administer User Learning Provider Details Applicant Information Service CoC HOME Create CoC Worklist Import CoC View Import Result Reports This area of the portal allows you to create submit and view change of circumstances and associated reports SLC should be notified of amy changes as soon as possible If you require any further assistance you can contact the Operations Helpdesk an 0845 240 2627 or use the guidance material which can be found at http Ipservices slc co uk 17 Click LEARNING PROVIDER Services with Colegii and Traning Cegaciaarans You are adgministering t83841 Learn ng Pius Administer User Learning Provider Details Applicant Information Service CoC HOME Create Cot Worklist Import CoC View Import Result Reports Pre Liability This area of the portal allows you view change of circumstances and associated reports SLC should be notified of amy changes as soon as possible If Ty rurther assistance you can contact the Operations Helpdesk on 0845 240 2627 or use the guidance material which can be found at http Ipservices slc co uki 111 Post Liability 18 Click ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You administering 10002327 ESSEX COUNTY COUNCIL Learning Provider
70. G PROVIDER Services Part and Training Organisations You administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Learner Information Learner search Learner Information Results Full Name ULN Additional Ref No Learning Aim Fon Amount Amount Payable Type QCF Certificate MARCO VAN BASTEN 52634584568 Reference 1 500 00 1 500 00 0 00 00000003 Certificate in Certi Type A2 Level KIRSTEN WRIGHT Reference 2 000 00 724 00 1 276 00 00260005 GCE A2 Level French Displaying 2 of 2 pages 27 records found Submit Changes Create CoC Clear Changes x 66 4 Add the Additional Learner Reference numbers to one or more of the search results 5 Select The updates will be made effective immediately Note Selecting Clear Changes will clear any Additional Learner Reference Numbers which have been captured but not submitted 12 4 Field Updates via Detailed Learner Information A Learning Provider Administrator user can update the Unique Learner Number ULN the Additional Learner Reference Number the Course Trainer Code and the Course Location code from the Detailed Learner Information page within the Learner Information section of the Applicant Information Service after completing a search and selecting an individual learner 12 4 1 Adding the ULN to indiv
71. Group can be set by selecting the appropriate radio button next to the Learning Provider Group Name and then selecting the Select Group button As an application can only be assigned to one group at a time only one group can be selected Selecting the Select Group button will result in the pop up closing and the Learner Information section being displayed with the new group populated in the Group Name field 18 5 2 More than one application A Primary Learning Provider user with a LP Administrator role will be able to assign multiple learner applications to an active learning provider group via the Learner Information screen This function will allow providers to assign multiple applications to one group This can be done on the learner information screen using the search results from any relevant search When the Learner Information Search Results are returned a valid user will see the action Assign Group From the results returned the user can assign multiple applications to a Learning Provider Group by selecting at least one application from the results displayed and selecting the Assign Group button Selecting Assign Group will display the Assign Group pop up which will display a list of all active Learning Provider Groups associated to the selected Learning Provider and a radio button next to each Learning Provider Group so a single group can be selected Assign Group Active Learning Provider Groups Made up college black
72. LP Current Application State Approved Current Assessment Assessment CoC Types Fee Loan Entitlement Balance Submitted b Date Amount Requested Amount Payable uisi 05 04 2013 testa9 Learning Aim Details Assessment History Assessment Rise Fee Loan Entitlement Balance submitted by Date sshd os Amount Requested Amount Payable irs Ho assessments found Current Payment Schedule Create 1 ing 1 1 1 1 Clicking the hyperlink will generate box containing the following information Indicator Description If any of the Learning Aim Details are incorrect these can be Reference changed by following the Change of Circumstance CoC process _ Please see Section 13 of the User Guide for more information on Learning Aim Type Change of Circumstances Learning Aim Level Start date Course Trainer This is optional information and can be edited by LP Administrators please see the Field Updates section for more information Course Location This is optional information and can be edited by LP Administrators please see the Field Updates section for more information 57 11 2 2 Assessment History Assessment History Assessment ree Loan Entitlement Balance 2 E RM me Les Es Amount Payable mee B No assessments found The Assessment History information will show details of historical assessment information for the learner for the application sel
73. Learner Number Identifier Provider internal Reference Number reference if added to the portal by them if used Payment Amount The total paid to the provider on behalf of this learner Application ID The ID associated with appropriate application 179 Instalment Date date the instalment was due to be paid instalment Amount The amount that was paid or recovered for this instalment date _ full details of the format of this file please refer to Schema Definition 24 Payments Export Schema Section 18 User Access Controls 18 1 Overview The Student Loans Company was asked by Learning Providers to consider developing the Learning Provider Portal so that designated groups of learners could be assigned to certain users This enhancement to the portal means that Sub Contractors can gain access to the portal and either view or administer the learners at their organization This functionality can also be used by primary providers to give access to members of staff throughout the organisation at varying levels For the purposes of this section of the user guide a Learning Provider Portal user from a Primary Learning Provider will be classed as a Primary Learning Provider user Users who have a group assigned to them will be classed as a Learning Provider Group user Groups can be created and have learners assigned to them These groups can then be linked to a user This means that a group user can log int
74. MEK LONG COURSE Certificate in Chemistry of Hair and Beauty Products QCF OCF Certificate 60022309 eee Diploma in Wood Machining Diploma 60032066 PRZEMEK NINO ARISSING ULN Certificate in Chemistry of Hair and Beauty Products QCF QCF Certificate 60022309 Diploma in Wood Machining QCF OCF Diploma 60032066 JENNY COC PRE LIABILITY FEE Access to Higher Education Diploma Combined Studies Bournville Colleg QAA Access CHANGED to HE 00286704 Access to Higher Education Diploma Popular Culture and Heritage West Suffolk QUU DE pentes College Access to HE 00287133 Cancel x click Please refer to section 13 6 for guidance on how to populate the CoC type required Select the CoC types required to be associated to the learners previously selected 9 Click the CoC type required from the Available box 94 a LEARNING PROVIDER Services Partnaring with Colleges and Training Organisations You are adninistering 1 0002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance Available Learning Provider Fee Charged Cancel Application Learning Aim Details Add All Reinstate Application Loan Requested Add All 10 Click 11 Enter the details of the selected change 95 ap LEARNING PROVIDER Services Partnering with College
75. N Additional Ref No Address Line 1 2 2 10 HOWAT STREET Address Line 2 Address Line 3 Town GLASGOW County PostCode G51 SAW NINO Verified Flag No Assessment information Create CoC Back 2 Enter Additional Learner Record Number 3 Select L Note Selecting Cancel will remove any changes made and return the original information displayed on the Learning Aim Details pop up From the Detailed Learner Information screen users can navigate back to the previous screen from which the Detailed Learner was accessed 4 Click to exit When accessed from the results page of a search when navigated back to that page the results will be shown and the search criteria populated 69 12 4 4 Additional Learner Reference number Validation The Additional Learner Reference Number will be validated by the system as follows e Check the Additional Learner Reference Number does not exceed maximum length If the system validates that the Additional Learner Reference number is in the correct format the updates will be saved and the screen will refresh and show the updated information If the system validates that the Additional Learner Reference number format is incorrect the updates will not be saved the Additional Learner Reference number will be removed from the screen and the following message will be displayed The Additional Learner Reference Number is in the incorrect format please update this and Submit Cha
76. Ns but only for learners assigned to the same group as the user e Administer CoCs just as a Primary User can Group Users will only have access to perform and submit CoCs for any learners assigned to their group or groups e View CoC reports just as a Primary User can Group Users will only have access to view CoCs for any learners assigned to their group or groups e Import CoCs via an XML file upload just as a Primary User can that validation will only allow the system to process CoCs for learners assigned to the same group as the Group User e View and administer attendance confirmations just as a Primary User can Group Users will only have access to view amend and submit attendance confirmation for any learners assigned to their group or groups e Import attendance confirmations via an XML file upload just as a Primary User can validation will only allow the system to process attendance confirmations for learners assigned to the same group as the user Please note a Group User with the appropriate role will have access to the Finance Home section of the portal Unlike other areas of the portal the financial area is not restricted to Group Users This means that Group user Finance Administrators will be able to see the same data as Primary User Finance Administrators and data will not be limited to learners in the groups but for all learners under that Learning Provider 18 7 1 View Learner Information LP Administrator When a
77. One way in which to prevent this from happening is to import the CSV file as follows 1 Open a blank excel sheet 2 Select all cells CTRL a and format them as text right click gt format cells 3 Open your CSV in notepad you can do so by dragging the file into an open notepad 70 window 4 Copy all of the content of the CSV and paste it into the first cell in excel Notice that a Paste Options icon appears somewhere at the bottom 5 Click on the small arrow on the right of that icon and select use text import wizard This will open a wizard 6 Make sure delimited is selected and click next 7 Select comma and deselect space in the delimiters area you will see the columns arrange correctly in the sample below then click next 8 In this step you define how to treat each column Since we don t want excel to change anything we ll define them all as text Click on the first column in the sample it will be coloured in black now scroll sideways all the way to the right and shift click the last column in column data format above select text 9 Click finish If using CSV the exported report should then be amended for example additional columns removed to the following format for the import and saved to your own system cians Header 2 learnerForename Full information on the formats for both the CSV and XML files can be found in the Schema Definition and Technical Specific
78. Queries Edit View Twinkletoes mbgmdzoat 0141 123 4567 noone example com General Queries Edit View Twinkletoes rscecdoat 0141 123 4567 Twinkletoes rydqumoat 0141 123 4567 noone example com noone example com General Queries General Queries Edit View Edit View Twinkletoes wvalxxoat 0141 123 4567 noone example com General Queries Edit View Twinkletoes xjacnioat 0141 123 4567 noone example com General Queries Edit View Twinkletoes xwwerxoat 0141 123 4567 noone example com General Queries lt lt lt lt lt lt lt Edit View B Create Contact 2 Click Create Contact 3 Complete the New Contact details 21 Create Contact Title Select First Name s Surname Job Title Department Telephone Number Email Address Active Y Primary Business Contact General Queries Secondary Business Contact Technical Queries User Admin Change of Circumstance Cancel x 4 Choose the Contact Role from the list Click the check box to select the roles required or click again to de select the role There is no restriction on the number of roles that can be assigned Although a contact may have one or many contact roles they can only be one of the following Primary Business Contact OR Secondary Business
79. Sarre ag rU Learning Aim Start Date Learning Aim End Date Got Subanttbed Date From Cot Subenttted Date Ta ey E EA or 2 LET ME Export Result Clear Results Coc Search Results Submitted Fuliname Add Learner Ref Date of Barth Cot Type Cot Status Submitted By ite Date Time Te 22 05 2013 00 00 22 05 2013 00 00 18 05 2013 00 00 4 Selecting any of the result headers will reorder the results in the following way e Full Name Add Learner Ref and Created By will be ordered alphabetically and then numerically e CoC Type and CoC Status will be ordered alphabetically e ULN will be ordered numerically e Created Date Time will be ordered by Date and then Time 5 The Full Name hyperlink will take the user to the CoC Summary screen 140 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service CoC Search You are administering 10002327 ESSEX COUNTY COUNCIL Sign out Summary Change of Circumstance Fee Charged Change Fee Charged Fee Charged Effective Date Start Date 22 05 2013 Contact Details Title First Name s Surname Department Telephone Number 000000000 Email Address john aol com Export selected the CoC Results Export will appear below the search 141 em LEARNING PROVIDER Services Pnriraring with Colleges and Training Grpaniestions Yeu are admin
80. To End Date From The Academic Year refers to any year that the learner s application is active For example if the learner begins a3 year learning aim in November 2013 and completing in May 2016 their details would be returned for 2013 14 2014 15 and 2015 16 The name of the learning aim as provided by the Skills Funding Agency as approved for loans The reference of the learning aim as approved by the Skills Funding Agency as approved for loans The learning aim type can be chosen from the drop down menu with the options of e ALevel e AS Level e QAA Access to HE e Certificate e Diploma If entering a Start Date From the Start Date To field must also be populated If entering a Start Date To the Start Date From field must also be populated If entering a End Date From the End Date To field must also be populated This is a mandatory field To change the academic year If other academic years are available use the drop down menu A wildcard search will find more matches but at least three characters must be entered e g Mat This reference number 1 8 characters long Use this in conjunction with the Start Date To field to search for applications with start dates ina certain date range Use this in conjunction with the Start Date From field to search for applications with start dates ina certain date range Use this in conjunction with the End Date To field to search for applications with
81. able for the instalment The attendance has not been confirmed e Instalments Where Attendance Confirmed will include payments for learners where o The learner has a ULN o The learner has a verified NINO The Learners application state is Approved Withdrawn Suspended The learner is liable for the instalment The attendance has been confirmed e Paid In Progress instalments will include payments for learners where The learner has a ULN o The learner has a verified NINO The Learners application state is Approved Withdrawn Suspended The learner is liable for the instalment The attendance has been confirmed The payment has been paid Payments made in respect of attendance confirmations 150 submitted in a previous month after payment drawdown matching financial statement e Date This will display the offset amount held against the learning orovider e sum of the values held Drawdown for payment is the process where SLC calculate the number of positive attendance confirmations received in order to determine the total payments due to the learning provider for a month 4 3 Table Two Applications Not Progressing to Payment Loan Position Report x Please note that the details returned on this report will be correct as at the close of business last night Loan Position Submitted Applications 4 5
82. aid 100 0 0 0 Attendance not yet confirmed for this quarter no payments released 100 0 0 0 Attendance not yet confirmed for this quarter no payments released Attendance confirmation is the process for a Learning Provider to confirm to the Student Loan Company that a learner is engaged on their learning aim The Provider is initially required to do this two weeks after the start of the learning aim This is called the initial liability point and will be the first point for attendance confirmation The Provider is then required to confirm the learner s ongoing attendance quarterly for the 1 of the month for the duration of the learning aim The quarterly attendance confirmation points will be fixed as 1 August 1st November 1st February and 1st May Attendance and therefore loan liability will be assumed for the 1 of the month on the months between these fixed points and payment will be made to the Provider 153 Note If the learner withdraws from their learning aim the Provider should submit a withdrawal or Suspension Change of Circumstance as soon as possible to avoid overpayments occurring The learner s loan application should be at a status of approved The Provider will not be able to confirm attendance for a learner before their 24 loan application has been approved Attendance Type Initial Two weeks after the start of the learning aim Subsequent Quar
83. ance confirmation to SLC Applications become visible on the Learning Provider Portal as soon as the learner submits their application to SLC meaning users can see an application while it is at an interim workstage CoC Administrator Users will not be able to notify SLC of a CoC until the application has been fully assessed and approved Users can create a pre liability CoC for a learner whose application is at one of the following application statuses e Approved e Approved Awaiting Signature e Ineligible A user may also submit a CoC when an application status is Ineligible following a CoC previously submitted by a Learning Provider CoC Administrator i e the previously submitted CoC was not submitted by the learner e Cancelled A user can submit a reinstatement CoC when an application status is cancelled following a cancellation CoC previously submitted by a Learning Provider CoC Administrator In the scenario where an application is deemed Ineligible due to a LP CoC Admin user previously submitting a CoC the learner s loan entitlement will have reduced to zero The types of CoCs submitted by an LP CoC Administrator which would make a learner s application Ineligible are e Decrease course fee and or e Decrease loan amount to less than 300 84 Because the loan amount has been reduced to 0 the LP CoC Administrator user will be unable to submit a CoC to increase the loan amount o
84. are that you must select the application status you require and then click Em or if you want to search for all application statuses click If you want to remove any of the selected options select the application status you wish to remove and click or if you want to remove all the options selected click 43 2 After entering your search parameters depending on User Role access please refer to section 2 Learning Provider User Roles page 9 users can perform the following actions e View Results e Export Results e Export Assessment History e Clear Search 3 Selecting View Results Export Results or Export Assessment History will validate the search criteria If the validation is successful results will be displayed or exported If the validation is unsuccessful an error message will be displayed highlighting the parameter causing the failure 4 The Clear Search option will clear the search form of all parameters 9 3 View Results To view the search results on screen click L The search results will be displayed at the bottom of the screen This shows information at a summary level To view more detailed information select the learner name hyperlink Please see Section 11 View Detailed Learner Information Note Where there are no records which match the filter used the following message will be displayed on the screen No records match the criteria entered Please amend your criteria and search again
85. arner Details t Change of Circumstance Change of Circumstance Details Change Fee Charged Fee Charged 116 29 Enter the effective date for the changes 30 Click Note Effective date cannot be before 8 April 2013 and cannot be a date in the future 31 Assign a contact for this CoC by selecting the radio button Note The Create CoC function will be disabled unless you have an active CoC contact currently assigned to your organisation ep LEARNING PROVIDER Services Fartearing with Coleges and Training are administering 10003041 Learning Pius Administer User Learning Provider Details Applicant Information Service Sign out Create CoC t Learner Details k Change of Circumstance Change of Circumstance Details Contact Detail Title Hame Surname Department Telephone Humber Email Mics Angelina Trainer Funding 0123456789 angelinsipbschaeLeo uk C 32 Click The CoC Summary screen will appear Please review the details of the CoC to ensure they are correct 117 i wt Coleges end Trong Organaatiora You ere administering 10993841 Learming Plus Administer User Learning Provider Details Applicant Information Service Create CoC Summary Learner Details ted 2 learners applications to apply tf Change of Circumstance e Fee Charged Change Fee Charged Fee Charged 1 000
86. ation documents Please contact LP_Services slc co uk if you require these to be issued to you To import the file click Chose File which will allow you to select either the XML or CSV file from your own system Then click Submit 71 a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Detailed Learner Information Learner information Assessment information Current Application State Current Assessment Assessment Fee Loan Entitlement Balance MM UMMO 08 04 2013 1 500 00 1 500 00 1 500 00 Approved Ws24Plus Learning Aim Details Assessment History Assessment Fee Loan Entitlement Balance Date Amount Requested Payable No assessments found Create CoC The Assessment Information will appear which includes Current Assessment Information 3 Select the Learning Aim Detail hyperlink 22222222 212 testais A pop up box will appear Learning Aim Details Learning Aim Learning Aim Learning Aim Reference Tm Start Date End Date Course Trainer Course Location We 01 09 2013 01 12 2013 Submit Changes 4 Add the required codes 5 Select The screen will return to Assessment Information 6 Click L to exit 72 When accessed from the results page of a search when navigated
87. ations that have been assessed or reassessed within a 38 Last Assessment Date To Application Status Number of Records to Display per Page Group Name CoC Applied CoC typed Applied If entering a Last Assessment Date To the Last Assessment Date From field must also be populated You can search for applications that are at the following work stages e Approved e Applications in Progress e Eligibility incomplete e Missing Evidence e Suspended e Cancelled e Withdrawn e Ineligible e Held Pending Budget Approval e Approved Awaiting Signature The number of records displayed per page can be chosen from the drop down menu with the options of 25 50 100 200 You can search for learners that have been assigned to individual groups created These will be displayed in the drop down menu You can search for learners where a change of circumstance has been applied by selecting yes or no You can search for learners which have had a change of circumstances performed from the certain date range Use this in conjunction with the Last Assessment Date From field to search for applications that have been assessed or reassessed within a certain date range This can also be used to search for learners who have had change of circumstances applied to them within a certain date range You can only see applications that have been submitted to SLC If you have a learner who has appli
88. cate in Certifi Type QCF Certificate Reference Certificate in Certifi Type QCF Certificate Reference 00000003 Certificate in Certifi Export Assessment History The Create CoC page will appear The total number of learners selected in step 7 will be confirmed on this page a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details You have selected 2 learner applications to apply this CoC to 25 Click Please refer to section 13 9 for guidance on how to populate the CoC type required Select the CoC types required to be associated to the learners previously selected 115 26 Click the CoC type required from the Available box Gai LEARNING PROVIDER services Partearing with Colleges and Training Cr You are administering t0d3841 Learning Pius Administer User Learning Provider Details Applicant Information Service Sign out eee Coc CY Change of Circumstance Available Fee Charged Add All 27 Click 28 Enter the details of the selected change ud LEARNING PROVIDER Services Fartearing with Collages and Training Crgasisatians fou are administering 100030441 Leaning Pius Administer User Learning Provider Details Applicant Information Service Create CoC Le
89. cess to view details of your organisation and administer users Further releases in May and August will give you access to learner information for your organisation attendance confirmations change of circumstance functions and financial reports Notifications 19 Section 5 Learning Provider Profile To view the profile for your learning provider click on Learning Provider Details tab from the Portal Home page This will provide you with a view of the information held for your organisation to ensure your details are accurate and up to date LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Learning Provider Details Learning Provider Learning Provider Name LP NAME HERE LTD UKPRN 10036002 Learning Provider Address A Road Learning Provider Type Private Limited Company Bank Account Name Sort Code Account Number Town Town Roll Number PostCode AB1 2CD Contract Manager Telephone Number Email Address Contact Name 01234567890 cname lp uk If the information displayed in the live system is incorrect please update your details on the UK Register of Learning Providers website www ukrlp co uk these will then be shared with SLC Upon successful creation of a new Learning Provider Profile an email will be sent to the Contract Manager Upon successful amendment of the Lear
90. confirmed on this page 131 S LEARNING PROVIDER Services Part enng with Coteges and Trash Orgamsarions You are administering 10003841 Learning Plus Administer User Learning Provider Details Applicant Information Service Create CoC Learner Details You have selected 1 learner application to apply this Coc to Cancel x 3 Click Depending on the liability of the learner the available changes will be different ep LEARNING PROVIDER Services 2 Parserng with Colleges and Trains Cegacisarons You are adrministering t050803841 Learning flus Administer User Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Available Selected Fee Charged Learning Aim Details Loan Requested Early Completion Withdrawal ion Resume tions If the selected learner had an attendance confirmation of Change Start Date they liability and therefore require a change of learning aim CoC to change their start date Please read section 13 6 Pre Liability CoC Types to see how to perform this change If the selected learner had an attendance confirmation of Not in Attendance they are post liability and therefore require a withdrawal or suspension Please read section 13 9 Post Liability CoC Types to see how to perform one of these changes 132 4 Once the CoC type has been chosen click Add
91. ct text 9 Click finish 10 2 Export Assessment History The assessment history export will contain one entry with the current assessment details and then a separate entry for each historical assessment associated to the learner s application The current assessment details record will be displayed at any of the following workstages e Approved e Applications in Progress e Eligibility incomplete e Missing Evidence e Suspended e Cancelled e Withdrawn e Ineligible e Held Pending Budget Approval e Approved Awaiting Signature 50 To Export Assessment History LP Administrator users can export successful search results by selecting Export Assessment History both before and after viewing the search results on screen Export Results 1 Click export results The Learner Information Export section will be appear 1 From the Learner Information Export screen you can either Export Assessment History e Click to return to the search screen 2 export results complete the file name field this can be up to a maximum of 50 characters Export Results 3 Click Note When you select to Export Assessment History but have not completed the filename field the following error will be displayed J A filename must be provided 4 To select the destination to export and save the file to follow the on screen prompts specific to your system The system will create an xml file and the fol
92. d Failed the payment has failed please contact helpdesk on 0300 100 0643 for further information Attendance Confirmation date for which the Provider is being asked to confirm Date learner s attendance Attendance Confirmation Attendance Confirmation Status 162 Status e n Attendance Not In Attendance e Change Start Date Submitted By Details of user who submitted confirmation of attendance please note that before an attendance confirmation has been submitted this field will show the user who lasted updated the record After the learner s loan application has been approved the full list of payment will be displayed along with the attendance confirmation status of each If a confirmation is required a drop down list will be displayed To confirm attendance the user should select the appropriate attendance confirmation status from the drop down list The drop down list will only become editable for future quarterly confirmations when confirmation is required The drop down list will only be available at the point in the year when attendance is required For a ten month learning aim with a start date of 1 August this would be two weeks after the learning aim start date 1 November 1 February 1 On the months of assumed attendance between the four confirmations of attendance points the user will not be able to confirm a positive or negative attendance The learner is assumed
93. e 1 573 LEARNING PROVIDER Services Student Parinering with Colleges and Training Organisations Loans Company Learning Provider Portal User Guide Revision Table 08 02 2013 26 02 2013 20 03 2013 06 06 2013 11 06 2013 20 06 2013 17 07 2013 12 08 2013 26 08 2013 03 09 2013 05 09 2013 11 09 2013 30 09 2013 06 02 2014 25 02 2014 11 04 2014 08 05 2014 11 07 2014 1 0 1 1 1 2 2 0 2 1 2 2 2 3 3 0 3 1 3 2 3 3 3 4 4 0 4 1 4 2 4 3 4 4 4 5 Laura Marshall Laura Marshall Laura Marshall Lucy Marwood and Hayley Walker Laura Marshall Hugh Morrison Laura Marshall Hayley Walker Hugh Morrison Laura Marshall Hugh Morrison Hugh Morrison Laura Marshall and Hayley Walker Laura Marshall Hayley Walker Laura Marshall oalwa Clough Salwa Clough and Laura Marshall Laura Marshall Hayley Walker and oalwa Clough Signed off Screen shots updated Updated to include Learner Information Change of Circumstance and Financial functionality Updated screen shots Payment scheduling and Loan Position Report Updated to expand on Change of Circumstance and payment information Screen shots and information updated Documenting Attendance and Payment functionality Attendance and Payments signed off Updated Remittance Screen Updated Remittance Test Updated Appendix D Payment and Drawdown Calendar Updated Loan Position Report descr
94. e last assessment was performed resulting in the current assessment outcome CoC Types If applicable to the learner s application details of any change of circumstances CoC that are associated with the current assessment The fee stated by the learner on their application Loan Amount Requested The amount the learner has requested in a loan Entitlement Amount The amount of loan a learner is eligible for SLC use the fee amount the maximum funding rate for the course and the learners loan amount to calculate how much loan a learner is eligible to SLC will pay the lowest of these three amounts and this amount will be shown here Balance Payable If the fee stated on the application is more than the loan the learner has requested or is entitled to the balance payable will show Submitted By Where a CoC was submitted by a provider to generate the current assessment the username of the person who submitted that CoC will be displayed If the assessment was generated from another source the text SLC or Learner will be displayed Learning Aim Details A hyperlink to generate a pop up box containing current Learning Aim Details 56 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Eu Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner information Assessment information HE
95. ear containing the following information Indicator Description Learning Aim The name of the learning aim as provided by the Skills Funding Agency as approved for loans Reference The reference of the learning aim as approved by the Skills Funding Agency as approved for loans Learning Aim A level Qualification In the Assessment History section this field is not editable Learning Aim Details GCE A Level in Information and Communication Technology Submit Changes 59 The User can navigate to either the Learner Information or Current Payment Schedule by clicking the appropriate link Learner Information k Current Payment Schedule The user can also navigate back to the Learner Information Results by using the back button P Hack Click to exit 11 3 Current Payment Schedule The Current Payment Schedule section of the Detailed Learner Information screen allows providers to see the loan payment schedule for an individual learner Administer User Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner Information Assessment Information v Current Payment Schedule amp Attendance Scheduled Actual Payment Payment Attendance 2 Attendance Confirmation Status Submitted b Payment Date Payment Date Amount Status Confirmation Date 15 05 2013 85 71 Scheduled 15 05 2013 Awaiting Confirmation System 2 08 2013 14 56
96. earner 67 EZ 68 12 4 3 Adding Additional Learner Record Number to individual learner records 69 12 4 4 Additional Learner Reference number Validation 70 12 4 5 Adding Course Trainer and Course Location Codes to individual learner records M M M 70 12 4 6 Course Trainer and Course Location Code Validation 73 12 5 Field Updates via Bulk Import eese 73 12 5 1 Adding the DLN Via Bulk Mpo aliens eget 73 12 5 2 Bulk Import Validation Rules and 77 12 5 3 View ULN Bulk Import Results 78 12 5 4 Adding the Additional Learner Reference Number Course Trainer and Course Location Codes via Bulk IMPO etu 80 COUS 80 Section 13 Change of Circumstances 83 13 1 User Roles Required to Access the CoC area of the Applicant Information Service 84 13 2 Pre and Post Liability CoCs Application 84 13 2 1 Pre Liability CoC Application Status 84 13 2 2
97. earners If you require any further assistance you can contact the Operations Helpdesk on 0845 240 2627 or use the guidance material which can be found at http lpservices slc co uk From the search screen the user can search for files within a particular date range or with a particular status 166 2 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out View Import Result Date From Date To faa fo File Import Status Please Select gt The file import statuses that can be searched on are File Import Status Description Awaiting Processing The file is queued waiting to be processed Being Processed The file is currently being processed Processed with Error s The file has been processed but contains errors Successfully Processed The file has successfully processed and attendance confirmations have been loaded System Error File Not A system error has resulted in the file not being processed Processed and it should be re submitted After completing the search the user will be presented with a list of files that meet their search criteria Validation will let you know if there are any errors in the imported file both at an xml file level and individual record level File format validation will check the file is in the expected format and field format and business rule validation will be run to
98. earning Provider Portal Home Page Upon successful sign in to the portal users will be automatically directed to the Home Page Users can navigate to all areas of the portal from the Home Page 4 2 Key Messages and Notifications SLC will communicate key messages and notifications to portal users via the Home Page oystem maintenance news and other information will appear in the message area in the centre of the screen as appropriate Each message will be displayed in a separate notification Indicator Description Priority This field shows the importance of the message This could be Urgent High Medium or Low This field gives you a brief overview the content of the message The Read tick box indicated whether or not the massage has been read If there is a tick in this box the message has been read If the box does not contain a tick then the message Is unread Update The Update button allows you to update the status of the massage to read or unread 16 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Administer User Learning Provider Details Applicant Information Service Welcome to the Learning Provider Portal The Learning Provider Portal is a secure site which gives you access to the administration functions which underpin 24 Advanced Learning Loans The portal currently gives you access to view details of your organisation and administer users Further releases in May and August w
99. ected Indicator Description Assessment Date The date that the last assessment was performed resulting in the assessment outcome CoC Types If applicable to the learner s application details of any change of circumstances CoC that are associated with the historical assessment Fee Amount The fee charged by the provider associated with the historical assessment Loan Amount The amount the learner had requested in a loan associated with Requested the historical assessment Entitlement Amount amount of loan a learner was eligible for associated with the historical assessment SLC use the Fee Amount the LARA maximum and the learners Loan Amount to calculate how much loan a learner is eligible to The figure in this field will be the lowest of these three amounts Balance Payable The difference between the Fee Amount and the Entitlement Amount associated with the historical assessment Submitted By Where a CoC was submitted to generate the historical assessment the username of the person who submitted that CoC will be displayed On initial assessment where a CoC was not submitted and the application was made online the text Learner will be displayed On initial assessment where a CoC was not submitted and the application was made on paper the text SLC will be displayed Learning Aim Details hyperlink to generate pop up box containing historical Learning Aim Details 58 1 hyperlink A pop up box app
100. ective Date Pre liability To notify SLC when learners cancelled application should be reinstated select the Reinstate CoC from the from the Change of Circumstance tab Note This CoC type cannot be submitted in conjunction with any other CoC types a LEARNING PROVIDER Services Partnaring with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC t Change of Circumstance Change of Circumstance Details Effective Date guru 1 Enter the effective date of the cancellation The date format is DD MM Y Y Y Y 2 Click to complete the CoC details and submit 106 13 7 Create Post Liability CoCs via Detailed Learner Information screen LP CoC Administrator Users can create CoCs for a single learner from the Detailed Learner Information screen ap LEARNING PROVIDER services Partnering with Colleges and Training Organisati You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner information Full name UAT TEST123 Date of Birth 11 03 1986 Sex Male Customer Reference Number 88087055130 ULN Additional Ref No Address Line 1 2 2 10 HOWAT STREET Address Line 2 Address Line 3 Town GLASGOW County PostCode G51 NINO Verified Flag No Assessment information Create CoC Eo
101. ed online and their details are not showing within the Learner Information section this may be because their application is still waiting to be submitted Use this in conjunction with the Last Assessment Date From field to search for applications within a certain date range You will need to select Yes from the Coc Applied field 39 Learner Search learning Aim Search You have learners who currently do not have a ULN Academic Year Please Select v Forename Use wildcards to find more matches e g joh Surname Use wildcards to find more matches e g Smi Date of Birth Unique Learner Number Search for blanks Customer Reference Number CoC Applied Please Select v CoC Type Applied View Results Additional Learning Reference Number NINO Verified EE Last Assessment Date From Last Assessment Date To Application States Available Applications in Progress Eligibility Incomplete ET Add All 4 Missing Evidence Approved Cancelled ey zl Wl CVM Ne CO Held Pending Budget Approval Group Name Please Select v Number of Records to Display per Page 5 40 9 1 2 Learning Aim Search Using the following filters within the Learning Aim Search you can search for a single learner or multiple learners Academic Year Learning Aim Reference Learning Aim Type Start Date From Start Date
102. eir application is cancelled Learner J later gets in touch to advise he wishes to undertake the course and the CoC Administrator notifies SLC via a Reinstate CoC After checking Detailed Learner Information screen to ensure that the CoC has been processed the CoC Administrator submits a Change of Start Date CoC Learner C s application is re presented on the attendance worklist once the new initial liability point occurs B 2 Attendance Confirmation Triggers Payment Initial Liability Subsequent Change of Circumstance Attendance Liability Confirmation Attendance Confirmation In Attendance Yes No Change Start Date No Change Start Date CoC Not In Attendance No CoC required 197 Appendix C End to End Learning Provider 24 Journey diagram Learning Provider 24 Journey gt gt e a Complete checks to facilitate payment Submit e Check application status and details submit necessary CoCs automatically processed IAE Entitlement letter application Check NINO verified flag View Learner Learning Aim Information Export Import learner data Export import Pre Liability CoC data Export import Assessment History Add ULN mandatory before confirming attendance Add optional refs Additional Learner Ref No Course Trainer Course Location View Payment Schedule View Export Loan Position Report Process MN application Attendance Financials and Po
103. en confirmations are required 156 The search screen will allow the user to search for all outstanding attendance confirmations or a subset Search Field Information Attendance Status This field allows the user to search by attendance status The statuses are e this will return all learners with an outstanding attendance confirmation e Unconfirmed this will return learners where a attendance status has not yet been submitted e Saved this will return learners where an attendance status has been added to the record and saved but not yet submitted Learning Aims This field allows the user to search for learners on a particular learning aim Start Date From Use this in conjunction with the Start Date To field to search for learners with start dates in a certain date range Start Date To Use this in conjunction with the Start Date From field to search for learners with start dates in a certain date range End Date From Use this in conjunction with the End Date To field to search for learners with end dates in a certain date range End Date To Use this in conjunction with the End Date From field to search for learners with end dates in a certain date range Course Location If you have added your own Course Location Code see Section 12 for a learner you can search for all outstanding attendance confirmations relating to that code Course Trainer If you have added
104. end dates ina certain date range 4 End Date To Course Trainer Course Location Number of Records to Display per Page Group Name CoC Applied CoC typed Applied If entering a End Date To the End Date From field must also be populated As well as searching for a specific trainer code you have the ability to use the tick box Search for Blanks to search for learners without one You also have the ability to use the wildcard search but at least three characters must be entered e g A12 As well as searching for a specific location code you have the ability to use the tick box Search for Blanks to search for learners without one You also have the ability to use the wildcard search but at least three characters must be entered e g J15 The number of records displayed per page can be chosen from the drop down menu with the options of e 25 e 50 e 100 e 200 You can search for learners that have been assigned to individual groups created These will be displayed in the drop down menu You can search for learners where a change of circumstance has been applied by selecting yes or no You can search for learners which have had a change of circumstances performed from the following options e View all e Fee Charged e learning Aim Details e Loan Requested e Learning Provider e Cancel Application Use this in conjunction with the End Date From field to search for applications w
105. equested Yes No Effective Date EM 2 Click the Yes or No radio button 121 8 If Yes enter loan amount required The fee format required is 00000 00 with a maximum of 13 digits decimal 2 digits e The loan amount requested cannot be greater than the entitlement amount currently held for the selected learner 9 If No CoC cannot be submitted The loan amount cannot be increased by the Learning Provider Portal 10 Click to complete the CoC details and submit Note Reducing the loan will automatically populate a figure in the Balance Payable field on the Learner Information Screen This shows how much of the fee 1 not being paid by SLC in the form of a loan and the learner must pay 13 9 3 Learning Aim This type of CoC may be required if the learner decides to undertake a different learning aim to the one they have applied for or the Start Date or End Date needs to be updated CoC Applied with Applied What do SLC capture for Pre liability other multiple the change Please note post liability changes learners one or all of the following both Learning Aim Y Learning Aim Both but with End Date restrictions post liability Course Trainer Please note Course Location the Effective Date restrictions are the course must be the same type and level To notify SLC of a change of learning aim details select the Learning Aim Details CoC from the from the Change of
106. er Portal If you require a copy of these please email lpservices slc co uk 12 5 2 ULN Bulk Import Validation Rules and Errors The content of imported ULN files will be validated to ensure the data is correct and meets both format and business rules such as e The file contains all fields expected and they in the correct order 77 e The file contains a minimum of one record e The ULN is not blank e he ULN does not already exist e lfasingle record within a file fails format validation this will not cause the entire file to fail Once a file has been validated successfully a learner s application will updated with the new ULN information Details of the file format validation rules are found in the Technical Proposal issued as part of the Technical Specifications for the Learning Provider Portal If you require a copy of these please email lpservices slc co uk 12 5 3 View ULN Bulk Import Results Imported ULN data will be validated upon submission before it is applied to learners applications Details of the imported data and the submission results are available to view via the Learning Provider Portal This enables users to track the number of ULNs submitted for learners track the progress view where the original file is stored view who submitted the file and also view any errors For details of error messages please refer to the Technical opecifications LP Administrator users can View Imported Results by hovering
107. esults will be displayed to confirm successes and failures Please review the results to ensure they are 134 correct Details of the file format validation rules are found in the Technical Proposal issued as part of the Technical Specifications for the Learning Provider Portal If you require a copy of these please email lpservices slc co uk If any CoC submissions fail these will be itemised to allow users to view and subsequently amend the XML file if appropriate 7 Repeat steps 1 6 of Create CoC via Bulk Import as appropriate until all CoCs are processed 13 12 CoC Validation Rules and Errors The content of imported CoC files will be validated to ensure the data is correct and meets both format and business rules such as e The file contains all fields expected and they are in the correct order e The file contains a minimum of one record e lfasingle record within a file fails format validation this will not cause the entire file to fail Once has been validated successfully a learner s application will be reassessed in accordance with the new information and SLC will issue the learner with an updated entitlement letter to confirm their current application state Details of the file format validation rules are found in the Technical Proposal issued as part of the Technical Specifications for the Learning Provider Portal If you require a copy of these please email lpservices slc co uk 13 13 View CoC Bulk I
108. ewed at both pre and post approval stages and depending on the access role users will be able undertake the following actions 1 Search and view details of learners application information 2 Use number of filter options to perform searches for an individual learner or for multiple learners 3 View individual detailed learner Information 4 View learner assessment history 5 Export learner information and assessment history information for your own data management purposes 6 Make updates to reference data fields if required For further detail and information on the Learner Info area of the portal please refer to oection 9 of this guide For further details of these user roles please refer to section 2 Learning Provider User Roles 8 3 Change of Circumstance Home As part of managing learners applications via the Applicant Information Service CoC Users will be able to make changes to learners application information if their study plans change For more information on CoCs please refer to section 13 For further details of these user roles please refer to section 2 Learning Provider User Roles Note The Learning Provider Portal will prevent a user from creating a CoC unless a CoC contact already exists Please refer to section 6 Maintain Learning Provider Contacts for guidance on creating and maintaining contact information 35 8 4 Financials Home The Financials Home section of the Applicant
109. f his intention to take a break from learning and the CoC Administrator submits a Suspension CoC Learner F s application status is updated to Suspended and the payment profile is frozen until they return to study Learner F returns to his studies in March and CoC Administrator submits a Resumption CoC on the same day An attendance confirmation code is required for Learner F in the next month April to ensure payment continues Learner F will appear on the Attendance Worklist on the first of April and again on the first of the next quarter May The payment profile will be updated to reflect Learner F s learning end date being extended by the number of months his learning was suspended Month September November Decembe r Action Initial Subsequent Suspensio Resumption Subsequent Attendance Attendance n Submitted Attendance In In attendance In attendance Submitted attendance Learner G commences a 10 month Learning Aim in January and LP Attendance Administrator confirms attendance for the initial liability point LP Attendance Administrator confirms attendance on the 1 day of the next quarters February and May Learner G completes his studies in June and the CoC Administrator submits am Early Completion CoC Learner F s application Learning Aim End Date is updated and their payment profile is recalculated All outstanding instalments are scheduled to be paid in the next payment run Month January February Action Initial A
110. file into an open notepad window 4 Copy all of the content of the CSV and paste it into the first cell in excel Notice that a Paste Options icon appears somewhere at the bottom 5 Click on the small arrow on the right of that icon and select use text import wizard This will open a wizard 6 Make sure delimited is selected and click next 7 Select comma and deselect space in the delimiters area you will see the columns arrange correctly in the sample below then click next 8 In this step you define how to treat each column Since we don t want excel to change anything we ll define them all as text Click on the first column in the sample it will be coloured in black now scroll sideways all the way to the right and shift click the last column in column data format above select text 9 Click finish 14 2 2 View Loan Position Report The Loan Position Report will be displayed as two separate tables Loan Position and Applications Not Progressing to Payment The details returned on the report will be correct as at the close of business the previous night 147 Please note that the details returned on this report will be correct as at the close of business last night Loan Position Aug 2013 Sep 2013 Oct 2013 Nov 2013 Dec 2013 Jan 2014 Feb 2014 Mar 2014 Apr 2014 May 2014 Jun 2014 Jul 2014 Year To Date Submitted Applications 4 5 700 00 Applications Progres
111. functionality from this home page LEARNING PROVIDER Services Parinering with Colleges and Training Organisations You are administering LP0091 Bio mechanics College Administer User Learning Provider Details Applicant Information Service Sign out Learner Information Financials Home Leamer information Loan Position Report Financials Home Financials HELP 14 2 Loan Position Report The Loan Position Report provides Learning Providers with a monthly breakdown of the loans which have been paid loans which are due to be paid and loans which cannot be paid LP Financials Administrator can request a Loan Position report on screen or to export Users will be able to view payments made for both pre and post liability applications Users can select to view the Loan Position Report as follows e Annually by Financial Year The report runs from 1 April to 31 March e Annually by Academic Year The report runs from 1 August to 31 July 145 14 2 1 Generate Loan Position Report Users can request a Loan Position Report by hovering over the Applicant Information Service tab selecting Financials Home then Loan Position Report 1 Click Lean Position Report trom Financial Home Academic Year Financial Year 2 Select appropriate AY FY Note Either the Academic Year or Financial Year must be selected so the report can be generated Export XML Report Export CSV Report
112. g aim start date interest will accrue from the point payment is paid to the Provider 16 1 4 Monthly Payment Drawdown Cut Off Point Payment will be made to Providers monthly on the third Wednesday of the month following the initial attendance confirmation To allow SLC to calculate payments due in respect of attendance confirmations and submit a BACS payment to the Provider the Provider will need to confirm their learner s attendance by close of business on the Thursday before the Wednesday payment This will be the payment drawdown point Any learners confirmed after that cut off point will be included in the following month s payment run A calendar detailing monthly drawdown and payment dates can be found in Appendix D 16 1 5 National Insurance Number NINO SLC can not make payment of a 24 loan to a Provider if we do not have a verified National Insurance Number for the learner This should be provided by the learner during the application process however SLC will also try to get this number form the Department of Working and Pensions A Provider can check whether they have any learners without a verified NINO by using the filter on the Learning Information search page Providers may wish to encourage any learner in this position to provide their NINO to SLC It should be noted that a Provider can confirm the attendance of a learner who has not submitted a NINO however the payment will be blocked The provision of a NINO is n
113. gelina Surname Trainer Department Learner Services Telephone Number 0123456789 Email Address angelinatraingschool co uk 18 If details are correct click f details are incorrect select to amend or cancel Note The system will check if a learner s application has been changed since the CoC was created If a change has been made the CoC will not be processed and an error message will be displayed 13 8 Create Post Liability CoCs via CoC Home LP CoC Administrator Users can create CoCs by hovering over the Applicant Information Service tab then selecting CoC Home 110 Partnering with Coteges and Treining Organi You are administering 10003841 Learning Plus Sa LEARNING PROVIDER services Administer User Learning Provider Details Applicant Information Service Learner Information Home Welcome to the Learning Provider Portal The Learning Provider Portal is a secure site which gives you access to the Bh epee TAT underpin 24 Advanced Learning Loans The portal gives you access to learner information for you firmations change of circumstance functions and financial reports In addition you can view details of your organisation and administer users Notifications The CoC Home page will appear CoC users can navigate to all CoC functionality from this home page CoCs can be submitted for single or for multiple learners in one submission if accessed via CoC Home LEARNIN
114. ges if they are done in error 161 15 6 Detailed Learner Information Screen Confirmation Attendance can also be confirmed in the Current Payment Schedule and Attendance section of the Detailed Learner Information screen This can be accessed by either clicking on the learner s name on the Attendance Worklist or by accessing the learner s record from the Learner Information screen d LEARNING PROVIDER Services n LH xu cL E l a Learning Provider Details Applicant Information Service Detailed Learner Information amp Learner information NE Anime bihir male Comment Payment Schedule ft Attendance Sr Actos Payment Payment Attezulanscn Payment Dato Payment Dato Amount Status Confirmation Date abuse hah end bry mae o Sehedulee ie Awaiting Confirmation System 19 31 9510452013 Scheduled Confirmation Syzteam 15 31 The values displayed on this screen Value Description Scheduled Payment Date date that the payment instalment has been scheduled for payment Actual Payment Date The date that the payment was made to the Provider Payment Amount The amount that will be paid to the Provider Payment Status Status of payment Scheduled the payment is due to be paid In Progress the payment has been triggered and is in the banking system Paid the payment has been pai
115. h criteria should be entered and then either the XML or CSV option selected A filename should be entered and then Export Report selected Results Export Enter your filename Attendance csv Export Results Cancel x Alternatively after entering the relevant search criteria on the Learner Search screen the View Results option can be selected to first bring up the required learners on screen The Export XML Payment Schedule amp Attendance or Export CSV Payment Schedule amp Attendance option can then be selected from the bottom of the results screen Note There are no restrictions to the search criteria which can be selected for the Payment Schedule and Attendance Export however only those applications with a payment schedule will appear on the exported file for example those Approved Withdrawn Suspended If none of the applications selected have a payment schedule then an error message will appear on attempt to export to advise that no applications match the search criteria The CSV Export will comprise of a file containing the following headings e Learner Surname e Learner Forename e Learner Date Of Birth e Unique Learner Reference Number e Additional Learner Reference Number e Scheduled Payment Date e Actual Payment Date e Payment Amount e Payment Status e Payment Pended Reason e Attendance Confirmation Date e Attendance Confirmation Status e Submitted By The CSV file wi
116. he Choose File button and then browse their system When they locate the file they user should select it and then click the submit button 165 Parinering with Colleges and Training Organisations Su LEARNING PROVIDER Services Learning Provider Details Applicant Information Service Sign out Attendance Bulk Upload Attendance Bulk Upload Please specify a file xml Choose File No file chosen The Attendance Import file should contain the appropriate attendance code Three confirmations can be sent Y learner is in attendance approve payment for release learner is confirmed as being not in attendance learner is not in attendance by virtue of moving their start date to a later date For full details of the format of this file please refer to Schema Definition 24 Attendance Confirmation Import Schema 15 9 3 View Import Results When the file has loaded the user should select the View Import Results link and confirm that the file has loaded successfully The View Import Results link can be accessed from the Attendance Home page a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out Attendance Home Attendance Worklist Import Attendance Confirmations Messages e You have learners who require an attendance confirmation This area of the portal allows you to confirm attendance for your l
117. he ability to administer CoCs just as a primary learning provider user can The only difference being that group users will only have access to perform and submit CoCs for any learners assigned to their group or groups This means that on the create CoC screen they can do the following for their learners 187 e Create Pre Liability CoCs including o Fee Charged Decrease Loan Amount O o Learning Aim Learning Provider o Cancel o Reinstate e Create Post Liability CoCs including Fee charged Decrease Loan Amount Learning Aim Early Completion Suspension Resumption Withdrawal O O O O As CoCs can change the application details significantly a CoC may affect the group the learner s application is assigned to The one CoC that will remove any groups from a learner s application is the Pre Liability Learning Provider CoC Once a transfer learning provider CoC is performed the learning provider group associated to the application will be removed In turn any users assigned to that learning provider group will no longer have access to the application information LP CoC Advisor A CoC Advisor cannot create or submit CoCs 18 8 2 Viewing Submitted CoCs LP CoC Administrator When a learning provider group user is assigned the LP CoC Administrator role they will have the ability to view CoC reports just as a primary learning provider user can The only difference being that group users will only have access to view
118. hs payment for a learner on one payment date this field will show each instalment as a separate record with each instalment date shown for each month You can select to export this information by selecting the Export button on screen 178 17 3 Remittance Export Remittance files can be exported as xml files To export Remittance Reports the user should select the tick boxes next to the files that they wish to export LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering Select Provider Administer User Learning Provider Details Applicant Information Service Sign out Remittance Report Remittance Report Summary Scheduled Actual P t P t 21 08 2013 21 08 2013 Paid 6 779 17 6 779 17 Export The export file contains the following information Value Description Payment identifier The unique identifier for a payment date The date the El was made E d Amount The total the individual payment and recoveries on the remittance file Recovery Amount amount of previous overpayments that have been recovered from this payment Payment Status The Status of the payment This will be either In Progress Paid or Failed Learner The surname ee the learner lari Forename The _ of the learner Date of Birth Learners date of birth The Learners Unique Learner Number Identifier Additional Learner The Learners Additional
119. ication has been changed since the CoC was created If a change has been made the CoC will not be processed and an error message will be displayed 13 5 Create Pre Liability CoCs via CoC Home LP CoC Administrator Users can create CoCs by hovering over the Applicant Information Service tab then selecting CoC Home a LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Learner Info View CoC Create COLLE Reports The CoC will appear CoC users navigate all CoC functionality from this home page CoCs can be submitted for single or for multiple learners in one submission if accessed via CoC Home LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Cor Home View CoC Create CoC ImportCoCs View Import Result Reports 90 ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Create CoC You are administering 10002327 ESSEX COUNTY COUNCIL Learner Details Select Learners No learner applications have been selected 2 Click The Learner Search screen
120. ider will not receive a payment for the month they have resumed but will continue receive the remaining installments in the following month Please see Annex B for more information The Provider will be asked to confirm the learner s attendance on the month after they resume their learning aim even if this is out with the normal quarterly attendance check The learner will be added to the Attendance Worklist when this confirmation is required 13 9 6 1 Resuming After Course End Date Resumption CoC Validation Rule Note If a learners period of suspension results in them resuming their studies after their Course End Date a CoC Administrator User will be required to submit a Learning Aim Details to change the Course End Date with a Resumption CoC For example if a learner who is initially undertaking a course which commences 14th August and due to end on the 30th December suspends on the 30 October and resumes on the 5 Jan the portal validation will prevent submission of a Resumption CoC Users are required to submit a Learning Aim Details to change the Course End Date in conjunction with the Resumption CoC 127 13 9 7 Withdrawal This type of CoC will occur when a learner has to leave the learning aim they are currently undertaking either due to transferring to another aim outside of what policy will allow changing learning provider or leaving learning all together Note Loan liability is directly linked to duratio
121. idual learner records 1 From the Detailed Learner Information screen LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner information Full name UAT TEST123 Date of Birth 11 03 1986 Sex Male Customer Reference Number 88087055130 ULN Additional Ref No 2 2 10 HOWAT STREET Address Line 2 Address Line 3 Town GLASGOW County PostCode G51 3AW NINO Verified Flag No Assessment information Create CoC Back 2 Enter ULN 3 Select 67 Note Selecting Cancel will remove any changes made and return the original information displayed on the Learning Aim Details pop up 4 Click Ea exit When accessed from the results page of a search when navigated back to that page the results will be shown with the search criteria still populated 12 4 2 ULN Validation The ULN will be validated by the system as follows e Check the ULN is in the correct format e Check the ULN is not held against another learner record If the system validates that the ULN is correct and unique the updates will then be saved and the screen will refresh and show the updated information If the system validates that the format of the ULN is incorrect the updates will not be saved The ULN will be removed from the screen and the following message
122. iew details of your organisation and administer users Further releases in May and August will give you access to learner information for your organisation attendance confirmations change of circumstance functions and financial reports Read Notifications Priority Medium Subject Message for June Medium Read v 18 To update the Read status from the Home page an LP Administrator can Mark the message as read 4 Click the tick box 5 Click 3 6 The Read status will be updated Mark the message as unread 1 Clickthe tick box to remove the tick 2 Click 8 3 The pop up box will close and the Read status will be updated Note Notifications will only be displayed for a set period of time After this time frame elapses notifications will no longer be visible whether they have been read or not 4 3 Navigate the Learning Provider Portal Users can navigate to the areas of the portal they have access to from the Home Page by clicking over on the purple tabs LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Home Welcome to the Learning Provider Portal The Learning Provider Portal is a secure site which gives you access to the administration functions which underpin 24 Advanced Learning Loans The portal currently gives you ac
123. ill give you access to learner information for your organisation attendance confirmations change of circumstance functions and financial reports Read Notifications View Current Messages Priority Medium Subject Read Message for June Medium To view the pop up notification 1 Click on the subject hyperlink Message for June Medium Notification Priority Medium Message for June Medium This is medium message for June Read v Update 17 The details of the notification will appear After reading the notification LP Administrators can Mark the message as read 1 Click the tick box 2 click 8 3 The pop up box will close and the Read status will be updated A tick will appear in the Read tick box Mark the message as unread 1 Click the lt box to remove the tick 2 Click EH 3 The pop up box will close and the Read status will be updated Close with no action 1 Click S 2 pop up box will close and the Read status will remain unchanged LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Administer User Learning Provider Details Applicant Information Service Home Welcome to the Learning Provider Portal The Learning Provider Portal is a secure site which gives you access to the administration functions which underpin 24 Advanced Learning Loans The portal currently gives you access to v
124. ing Learner 185 18 7 1 View Learner eren 185 LP cn 185 IEEOAOVIS OH eset 186 18 7 2 Detailed Information Screen 186 EREAGOIIBISI ipai hens te aie tea nett Eom 186 Pele AVISO T cleat ota Unie 186 other User Holes E 187 18 7 3 Importing H 187 Cm 187 187 18 7 4 VIEW Import Resulls ooo 187 DEOS 187 18 9 Group USers and OC Sud tees pale 187 18 8 B GHOM MING T 187 187 LP OG AVISO esta M MILL 188 18 8 2 Viewing Submitted ceccccseecccceeeeeeeeeeeeeaeeeeesaaeeeeseeeesaaeeeeseeeeesaeeeeessaeees 188 EP OG oltm ifle RR EI T UI UTC 188 EPC OG AOVISOI dias 188 IMPONG 189 LPOG AGM S ALOK E E OUT 189 e MERECE 189 18 8 4 View Import Results rmm 189 EGO PAGANS rasiote a R 189 18 9 Group Users and Confirming
125. inistering 10000238 ALLIANCE LEARNING ga LEARNING PROVIDER Services Maintain Groups Administer User Learning Provider Details Applicant Information Service ULN Bulk Upload ULN Bulk Upload Please specify a file xml csv C Users marwool Desl 76 d LEARNING PROVIDER Services Parteenng wth Coleges ant Traning Orgewantions You ace adeministering i19003841 Learning Plus Administer User Learning Provider Details Applicant Information Service ULN Bulk Upload ULN Bulk Upload Submit 7 Once the required file has been uploaded selected The system will then prompt that the ULN file has been submitted for processing File Upload Your ULN file has been submitted for processing Note On submission of the file the system performs both file Format and Business Rule validations Each learner ULN is processed as an individual record File format validation will ensure that the format of the file is consistent with the format detailed in the schema and that all mandatory fields have been completed The submitted ULN Bulk Import data file format will be validated and the results will be displayed to confirm successes and failures see section 12 5 3 View ULN Bulk Import Results for more information Please review the results to ensure they are correct Details of the file format validation rules are found in the Technical Proposal issued as part of the Technical Specifications for the Learning Provid
126. ion an attendance confirmation should not be submitted A CoC should be completed which will update the learner and remove them from the attendance confirmation worklist Change Start Date The learner is or will be in attendance but their learning aim start date has changed This status is only available and can be used for the initial confirmation If this status is submitted a CoC reminder will automatically be created in the CoC Worklist and the user should create a Change of Learning Aims CoC The learner then will reappear on the worklist at the appropriate time 15 5 2 Multiple Learner Confirmation As well as using the drop down menu to select an attendance status for an individual learner a provider can use the Apply to All drop down menu on the top right of the worklist This will apply the selected attendance status to all learners currently displayed on the page This option provides a quick way of adding a status if all or the majority of learners on the screen have the same attendance status If for example 49 of the 50 learners displayed are in attendance the Apply to All In Attendance status can be used and the one exception can be manually changed to a different value by using the drop down next to the individual record This action will only apply to the learners displayed on the current page The Clear Changes button at the bottom left hand corner of the page will clear these chan
127. iption Post Liability CoCs signed off Bulk ULN Import signed off Updated Resumption CoC guidance Removed references to Apprenticeships Reviewed to ensure guidance is aligned to AY14 15 Updated Withdrawal CoC guidance and Loan Position Report Updated May 2014 drawdown and payment date in Payment Calendar Updated to include User Access Control Guidance 21 08 2014 4 6 Lucy Marwood Updated to include export loan position report and learner information report via csv and bulk import of ULN Additional Learner Reference Number Course Trainer and Location codes via xml and csv 17 04 2015 4 8 Salwa Clough Updated to include 15 16 payment drawdown calendar Contents Revision ee eee eee 2 Seld ENERO 4 Section 1 Purpose of the Learning Provider user 11 1 1 What is the Learning Provider Portal essere 11 Section 2 Learning Provider User Roles ccccccceceececeeeceeeeeeeeeeeseeeeseesesseeeseueesseeesaes 11 Section How to access the Learning Provider 12 SE oim gee 12 3 2 Incorrect sign in NR T 13 So FSUE E 14 3 4 Change unlock or reset password and secret 15 Nod IG NR T 15
128. ith end dates ina certain date range You can add your own Course Trainer Code for a learner see how to do this in section 12 Field Updates You can add your own Course Location Code for a learner see how to do this in section 12 Field Updates You will need to select Yes from the Coc Applied field 42 Learning Aim Search HELP Academic Year Start Date From Start Date To Please Select 7 Learning Aim End Date From End Date To Use wildcards to find more matches e g Mat Course Trainer Use wildcards to find more matches e g A12 Reference L Search for blanks Learning Aim Type Course Location Use wildcards to find more matches e g 15 Please Select v C Search for blanks CoC Applied Please Select Ra CoC Type Applied View All M Group Name Please Select Number of Records to Display per Page 25 Export XML Results Export CSV Results Export Assessment History Clear Search 9 2 Performing a search The Learner Information screen will automatically default to the Learner Search tab so if you want to perform a search based on learning aims select the Learning Aim Search tab 1 Complete the required combination of search parameters Note Some search parameters are drop down boxes and others require you to type in your information If using the Application Status search parameter on the Learner Search tab be aw
129. ive fee payments for a learner when that learner is in attendance payments will stop after a suspension has taken place but will start again after the learner has resumed their study Please see Annex B for more information 13 9 6 Resumption This type of CoC will occur when a learner is returning to learning after a temporary break in study CoC Type Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Resumption Y With the e Effective Date Post Liability exception of Only the CoC Types Withdrawal Suspension or Early Completion To notify SLC when a learner resumes study select the Resumption CoC from the Change of Circumstance tab 126 are administering URA Learning Plus cearninc proviver services Administer User Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance Change of Circeumstance Details Effective Date gt p pots 1 Enter the effective date of when the learner resumed their studies 2 Click to complete the CoC details and submit Note A learner can only be resumed if their current application status is suspended After a resumption CoC has taken place payments will begin for that learner As liability for the loan is incurred on the 1 of each month if the learner resumes study after this i e on the 2 the prov
130. king on the Remittance Report link The user will then be prompted to use the filter to define the exact report that they wish to view Partnering with Colleges and Training Organisations Su LEARNING PROVIDER Services Learning Provider Details Applicant Information Service Sign out Fi nancials Home Loan Position Report This area of the portal allows you to view financial reports for your organisation If you require any further assistance you can contact the Operations Helpdesk on 0845 240 2627 or use the guidance material which can be found at http lpservices slc co uk 17 1 User Roles Required to Access the Payment File Users with the following role will have permission to view and export payment remittance reports e LP Financial Administrator 175 17 2 Remittance Report The Remittance Report will provide information on payments that are in progress payments that have been paid to the Provider and any payments that have been recovered The file can either be viewed on screen or exported as an xml file The screen will provide the following information Indicator Description Scheduled The date that the payment instalment has been scheduled for payment Payment Date Actual Payment The date that the payment was made to the Provider Date Payment Status Status of payment Scheduled In Progress payment is being processed but has yet to reach your account Paid payment has been paid Failed payment has fai
131. l have the ability to import CoCs via an XML file upload just as a primary learning provider user can The only difference being that validation will only allow the system to process CoCs for learners assigned to the same group as the user LP CoC Advisor An LP CoC Advisor cannot import ULNs via an XML file upload 18 8 4 View Import Results LP CoC Administrator When a learning provider group user is assigned the LP CoC Administrator role they will have the ability to view CoC import results just as a primary learning provider user can Unlike other responsibilities this function cannot be split between primary and group users Therefore any group user will be to see all imported CoC result files Even if the files contain learner details of learners that are not assigned to their group 18 9 Group Users and Confirming Attendance A learning provider group user with the LP Attendance Administrator role will have access to the Attendance Home section of the portal For the purposes of this document the Attendance Home section has been split into 3 parts Under each heading there will be an explanation of what the LP Attendance Administrator can do 18 9 1 Attendance Worklist LP Attendance Administrator When a learning provider group user is assigned the LP Attendance Administrator role they will have the ability to view and administer attendance confirmations just as a primary learning provider user can The only difference being tha
132. learning provider group user is assigned the LP Administrator role they will have the ability to administer learners just as a primary learning provider user can The only 185 difference being that group users will only have access to any learners assigned to their group or groups This means that on the learner information screen they can do the following for their learners e Search for a subset of learners and view results e Add ULN to learner applications e Add the Additional Learner Reference Number to learner applications e Export Results e Export Assessment History e Access the Detailed Learner Information Screen LP Advisor When a learning provider group user is assigned the LP Advisor role they will have the ability to view learners just as a primary learning provider user can The only difference being that group users will only have access to any learners assigned to their group or groups This means that on the learner information screen they can do the following for their learners e Search for a subset of learners and view results e Access the Detailed Learner Information Screen 18 7 2 Detailed Information Screen LP Administrator When a learning provider group user is assigned the LP Administrator role they will have the ability to administer learners just aS a primary learning provider user can The only difference being that group users will only have access to any learners assigned to their group or groups This mean
133. led Payment Amount total of the individual payment and recoveries on the remittance file for that month Please note that this will not necessarily be the amount deposited in your bank account The payment you receive will be impacted by any outstanding recovery amounts shown on previous remittance files please see table below for further details Recovery The amount that will be recovered due to an outstanding offset Amount recovery amount caused by reassessments which occurred in previous months This amount will have been documented in a previous remittance file Payment to Bank The total amount that will be paid to the Provider in that payment run Tick box which also user to select the file to be exported 176 Su LEARNING PROVIDER services Partnering with Colleges and Training Organisations You are administering Select Provider Administer User Learning Provider Details Applicant Information Service Sign out Remittance Report Remittance Report Summary Scheduled Actual Payment Payment x Payment Amount Recovery Amount Payment To Bank Payment Date Date Status 21 08 2013 21 08 2013 Pai 779 17 779 17 Payment Amount further details Month X e Provider has no positive payments e Provider has a 100 recovery amount e Bank payment amount will be 0 400 Month Z payment amount is Provider has 500 positive payment sum of Provider has a 100 recovery amo
134. less a CoC contact already exists Please refer to section 6 Maintain Learning Provider Contacts for guidance on creating and maintaining contact information CoCs can be created using different sections of the portal These are e Detailed Learner Information Screen After selecting a learner within the Learner Information Home section e CoC Search Within the CoC Home section of the portal e CoC Worklist Within the CoC Home section of the portal e Bulk Import Within the CoC Home section of the portal 13 4 Create Pre Liability CoCs via Detailed Learner Information screen LP CoC Administrator Users can create CoCs for a single learner from the Detailed Learner Information screen 85 ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Detailed Learner Information Learner information Full name UAT TEST123 Date of Birth 11 03 1986 Sex Male Customer Reference Number 88087055130 ULN Additional Ref No Address Line 1 2 2 10 HOWAT STREET Address Line 2 Address Line 3 Town GLASGOW County PostCode 651 NINO Verified Flag No Assessment information Create CoC 1 The Create CoC screen will appear to confirm how many learners the CoC have been selected LEARNING PROVIDER Services Partnering with Colleges and
135. ll be asked to confirm the learner s attendance on the month after they resume their learning aim even if this is out with the normal quarterly attendance check The learner will be added to the Attendance Worklist when this confirmation is required 15 9 Attendance Import File Attendance can also be confirmed by importing an xml Attendance Confirmation Import file into the Learning Provider Portal The user can export the Attendance Worklist and import this into their local system and create an Attendance Confirmation file for import into the Portal 15 9 1 Attendance Worklist Export To export the Attendance Worklist from the search results screen the user should complete the following steps 1 Click export results The Export section will be appear below the worklist 2 From the screen you can either e Click Cancel to return to the search screen 3 To export results enter a file name in the Export File Name field this can be up to a maximum of 50 characters Results Export Export file name Export Results 4 Click Note If user selects to Export Results but has not completed the filename field the following error will be displayed A filename must be provided 164 5 select the destination to export and save the file to follow the on screen prompts specific to your system The system will create an xml file and the following options will appear 6 Select Save Open or Cancel the file
136. ll comprise of one row for each scheduled payment therefore multiple rows will appear for most learners The data will be ordered alphabetically by learner surname Details of the XML export are defined in the Current Payment Schedule and Attendance Export Schema If you require a copy of this please contact LP_Services SLC co uk 63 Section 12 Field updates Learning Provider Administrator Users will be able to make field updates on a learner s application The updates that can be made are Unique Learner Number ULN Additional Learner Reference Number Course Trainer Code Course Location Code Information Mandatory information that is required for the learner before attendance can be confirmed This can be added either on individual learner records to multiple learners at one time or by bulk import An optional field that can be used to add a reference number that your organisation may attribute to individual learners This can be added either on individual learner records or to multiple learners An optional field and can be added to a learner s application to identify learners at different subcontractors This can be added for individual learners An optional field and can be added to a learner s application to segment learners at different locations campuses This can be added for individual learners 12 1 Update fields via the Learner Information Results Specification Must be numeric Must be
137. low example the Loan Position Report is populated for one learner s application reflecting the payment schedule in respect to the application and payment statuses It is important to remember that while a positive attendance confirmation is assumed to apply for three months payments are released monthly For the purposes of this example the report is only showing 5 months worth of payment information the learner and report information used to generate these figures is as below Report Created 1 October 2014 Learner Start Date 10 August 2014 Initial Liability Point 24 August 2014 Learning Aim Length 10 Months Loan Amount 1000 Confirmed Initial Attendance Yes Next Quarter to Confirm November 152 Note This example is for illustrative purposes only and the Loan Position Report on the Learning Provider Portal will display cumulative payment information Aug 2014 2014 Oct 2014 Nov 2014 Dec 2014 Instalments Approved Instalments Awaiting Confirmation instalments Where Attendance Confirmed Paid In Progress This row is for information purposes and will not be in the Loan Position Report 0 0 0 0 Attendance confirmed after drawdown date so payment in Sep Section 15 Attendance 0 0 0 200 Attendance assumed and payment made along with August payment 0 0 100 0 Attendance assumed and payment to be p
138. lowing options will appear 5 Select Save Open or Cancel the file d Select Cancel and the learner Information Export section will be removed the learner information filter will display the parameters previously captured and the filter parameters will be amendable again e Select Save to save the xml file in a location of your choice f Select Open and the xml file will open with all the relevant application data populated 51 10 3 Validation when exporting data In certain circumstances an error message may be displayed if a file cannot be exported Message If more than 50 000 records are returned the Too many records match the search criteria following message will be displayed on the you have entered Please use the criteria to screen further restrict the number of records returned Where there are no records which match the records match the criteria entered filter parameters entered the export will not Please amend your criteria and search again trigger and the following message will be displayed on the screen 52 Section 11 View Detailed Learner Information After completing a search and viewing summary results on screen users will be able to drill down into individual learner records and view detailed learner information The Detailed Learner Information screen provides more in depth information about a learner s application and also allows those with the LP Administrator user role to update
139. ly created Primary Learning Primary User Learning Provider Learning Provider User Group User Provider User No group Once assigned User removed to a group from all groups 18 5 Adding learner applications to a Group Any application can be assigned to any active group A learner s application can only be assigned to one group at atime As applications are assigned to groups rather than the learner if a learner has more than one application each much be assigned separately Assigning learners to a group can be done in two ways e Individually From the detailed learner information screen e For more than one application By using the learner information search results screen A Primary Learning Provider user with a LP Administrator role will be able to assign learner applications to an active learning provider group 18 5 1 Individually Assigning a learner to a group can be done within the detailed learner information page Once the desired learner s application is selected the learner information section of the detailed learner information screen must be selected The Learner Information section of the Detailed Learner Information screen will include a new field Group Name which will display the name of the group associated to the application or be blank if no group is associated with the application Where an application does belong to a group but that group has become inactive then a message will be displayed above
140. mport Results Imported CoC data will be validated upon submission before it is applied to learners applications Details of the imported data and the submission results are available to view via the Learning Provider Portal This enables users to track the number of CoCs submitted for learners track the progress view where the original file is stored view who submitted the file and view any errors For details of error messages please refer to the Technical Specifications LP CoC Advisor and Administrator Users can View Imported CoC Results by hovering over the Applicant Information Service tab then selecting CoC Home Select View Import Results from the CoC Home page 135 a LEARNING PROVIDER Services You are adninistering 10002327 ESSEX COUNTY COUNCIL Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out View Import Result CoC Home Date From Date To dd mm yyyy dd mm File Import Status Select View Results Clear Filter 7 Enter the start and end date range to search for 8 Select the File Import Status LEARNING PROVIDER Services mE You are administering 10002327 ESSEX COUNTY COUNCIL Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out View Import Result Date From Date To m los 20 3 los 06 7013 File
141. n of attendance therefore unless you have decided to charge no fees at all the Course Fee should not be reduced when a Withdrawal occurs The LP Portal Operations Portal will use the Effective Date of the Withdrawal to calculate how much loan is due to the LP If you do wish to reduce the Course Fee to less than the calculated liability please contact your Relationship Manager CoC Type Applied with other Applied What do SLC capture for Pre liability changes to the change post liability multiple or both learners Withdrawal Y Only with e Effective Date Post Liability Loan Amount Only and or Fee Charged CoC Fee Charge CoC should only be used to reduce fee to 0 To notify SLC of a withdrawal for a learner select the Withdrawal CoC from the Change of Circumstance tab LEARNING PROVIDER Services and Training You are administering 1083841 Learning Pius Learning Provider Details Sign out Administer User Applicant Information Service Create CoC Learner Details Change of Circumstance Change of Cireumstance Details HELP Effective Date 128 1 Enter the effective date of the withdrawal 2 Click to complete the CoC details and submit Note As a learning provider will only receive fee payments for a learner when that learner is in attendance payments will stop after a withdrawal has taken place Please see Appendix B for more information 13 10 Create
142. nclude payments for learners where The Learning Aim start date is for the selected year o The learner has ULN The learner has a verified NINO The Learners application state is Approved Awaiting Signature Missing ULN e Missing ULN instalments will include payments for learners where The Learning Aim start date is for the selected year The learner has does not have ULN 151 o The learner has a verified NINO o The Learners application state is Approved Approved Awaiting Signature and Missing ULN The learner has does not have a ULN e Approved Awaiting Signature instalments and Missing ULN instalments will include payments for learners where The Learning Aim start date is for the selected year The learner has a verified NINO The Learners application state is Approved Awaiting Signature NINO Not ve NINO Not Verified instalments will include payments for learners Verified where The Learning Aim start date is for the selected year o The learner does not have a verified NINO The Learners application state is Approved or Approved Awaiting Signature Applications Currently Suspended Applications Currently Suspended instalments will include payments for learners where The Learning Aim start date is for the selected year o The Learners application state is Suspended Attendance is not confirmed e sum of the values held 14 4 Example of a Loan Position Report In the be
143. ng LP4000 24 UAT Testing Elite Administer User Learning Provider Details Sign out Create New User Available Selected 24 UAT Testing Elite LP4000 Contact Number 0123456789 Email Address 0778945612 Role Membership LP Administrator LP Advisor LP CoC Administrator V LP CoC Advisor LP Financial Administrator LP User Admin Enter the new user s details These are all mandatory fields Your organisation will appear in the Group box Select to add the user to your organisation Select Roles for the user from the User Roles box on the bottom of the screen Tick all roles that apply to the user 27 6 Click 7 The Preview New User summary screen will appear to check the details entered for the new user to create the user LEARNING PROVIDER services Partnering with Coll You are administering LP4000 24 UAT Testing Elite Administer User Learning Provider Details Sign out Create New User Available Selected 24 UAT Testing Elite LP4000 Contact Number 0123456789 Email Address 0778945612 Role Membership 7 LP Administrator 7 LP Advisor 7 LP CoC Administrator V LP CoC Advisor V LP Financial Administrator V LP User Admin 28 7 2 Administering existing users If you have a large number of existing users you can arrange to view your existing users alphabetically by thei
144. nge of Circumstance Details Change Fee Charged Fee Charged Effective Date Back 6 Enter the new fee amount The fee format is 00000 00 with a maximum of 13 digits decimal 2 digits 7 Click to complete the CoC details and submit 120 Note Decreasing Course Fee will automatically decrease loan amount requested without the need for a CoC Increasing the fee will automatically send a loan request form out to the learner so they can choose to increase their loan in line with the revised fee 13 9 2 Decrease Loan Amount This type of CoC may occur if the learner has indicated they wish to decrease the amount of loan needed to fund their course and make an arrangement to self fund the remainder CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Decrease Loan Y e Decrease Loan Amount Loan Amount required e Effective Date To notify SLC of a decrease to the learner s loan amount select the Decrease Loan Amount CoC from the Change of Circumstance tab ap LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Loan Requested Decrease Loan R
145. nges If you submit Additional Learner Reference Numbers for multiple learners the system will update all which don t fail validation To identify those where the updates didn t take effect search for records with blanks Note When adding an Additional Learner Reference Number for one or many learners from a page of results the changes can only be added for one page at a time and must be submitted before moving on If a ULN has been added for one or many learners and then the user selects to move to another page without selecting Submit Changes the following error will be displayed Please submit your changes before continuing 12 4 5 Adding Course Trainer and Course Location Codes to individual learner records Adding the course trainer code and course location code is optional and may be added to segment learners at different subcontractors and campuses 1 From the Detailed Learner Information screen 2 Select Assessment Information tab In order to use this import function the import file requires the Application Id This is because the information within this upload is specific to the application rather than the learner In order to obtain the Application Id the Learner Information Report should be exported from the Learning Provider Portal either via XML or CSV Please note When opening a CSV file in Excel Excel performs certain behaviour such as removing zeroes from the start of numbers
146. ning Provider Profile an email will be sent to contacts with the Primary or Secondary Business Contact role 20 Section 6 Maintain Learning Provider Contacts When supplying SLC with approved Learning Provider data the Agency will provide SLC with the details of the Learning Provider Contract Manager SLC will request that the Contract Manager nominates a primary and secondary business contact It is important that these contact details are correct and kept up to date to allow SLC to liaise with your organisation effectively All users can view these details but to create and edit contact details you must have been assigned the User Administrator user role 6 1 Create Contacts 1 To add a new contact click on Learning Provider Details from the Portal Home page Then select Contacts tab underneath Profile ud LEARNING PROVIDER services Partnering with Colleges and Training Organi Administer User Learning Provider Details Learning Provider v Contacts 0141 123 4567 Twinkletoes abrfmxoat Twinkletoes aswltkoat 0141 123 4567 Learning Provider Details _ com noone example com Ip Queries You are administering 10036002 LP NAME HERE LTD vw General Queries Edit View Edit View Twinkletoes djkpupoat 0141 123 4567 noone example com Twinkletoes ldqmjmoat 0141 123 4567 noone example com General Queries Edit General
147. nnot be increased by the Learning Provider Portal 101 5 Click to complete the CoC details and submit 13 6 3 Learning Aim This type of CoC may be required if the learner decides to undertake a different learning aim to the one they have applied for or the Start Date or End Date needs to be updated Please note the Start Date can only be updated when an application is Pre Liability CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change Please note post liability changes learners one or all of the following or both Learning Aim Y Learning Aim Both but with Start Date restrictions post liability End Date Course Trainer Course Location Effective Date To notify SLC of a change to learning aim details select the Learning Aim Details CoC from the from the Change of Circumstance tab Note These CoC fields are optional and can be entered in isolation of each other if not all are changing 102 sa LEARNING PROVIDER Services You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Learning Aim Details Learning Aim Lookup Learning Aim Start Date End Date Course Trainer Course Location Effective Date 1 Enter Learning Aim Title The system will search for possible matches across all
148. now why the learner is not longer in attendance as well as the date that the left the learner aim a CoC reminder will automatically be created in the CoC Worklist and the user should create the appropriate CoC to either withdraw or suspend the learner 129 Note An exception to this rule is that if the learner is not in attendance due to Early Completion an attendance confirmation should not be submitted A CoC should be completed via another CoC route which will update the learner s information and remove them from the attendance confirmation worklist An LP CoC Administrator Users can access the CoC Worklist by hovering over the Applicant Information Service tab then selecting CoC Home en LEARNING PROVIDER Services wth Colleges ams You are administering 10083841 Learning Plus Administer User Learning Provider Details Applicant Information Service Sign out CoC Home view cot Create Col CoC Worklist import CoC View Import Result Reports This area of the portal allows you to create submit and view change of circumstances and associated reports SLC should be notified of amy changes as s00n as possible IF y u require further assistance you can contact the Operations Helpdesk an 0845 240 2627 or use the guidance material which can be found at http zipservices slc co uk Col Work list 1 Click The CoC Worklist will be populated with any relevant learners The Attendance Confirmation S
149. ns Users with the LP Attendance Administrator role will have permission to access the Attendance Home page view the attendance confirmation worklist and confirm learner s attendance 15 2 Attendance Worklist The Attendance Worklist can be accessed via the Applicant Information Service menu The Attendance Home link will take the user into the attendance functions A message will be displayed on the Attendance Home screen if the Provider has any outstanding learners awaiting an attendance confirmation By selecting the Attendance Worklist link a user can search and view records confirm attendance for both individual and multiple learners and export an xml file of the worklist LEARNING PROVIDER services Partnering with Callages and Training Organisations Learning Provider Details Applicant Information Service Sign out Attendance Home Attendance Worklist Import Attendance Confirmations View Import Results Messages You have learners who require an attendance confirmation This area of the portal allows you to confirm attendance for your learners If you require any further assistance you can contact the Operations Helpdesk 0845 240 2627 use the guidance material which can be found at http Ipservicaes sle co uk If SLC require an attendance confirmation for a learner the learner will automatically be added to the worklist Therefore there is no need for the Provider to manually keep track of wh
150. o the portal and only have access to the learners within a particular group The user rights for that group user can be dictated and managed by the prime provider meaning each user can have bespoke portal access determined by their role or organisation 18 2 Creating a User As with all user administration within the Learning Provider Portal any user with User Administration access rights can create and maintain users For the purposes of Learning Provider Group users a user must be created before they can be assigned to a group There are two points to remember when creating a user e As any user with user administration access can create and maintain users for their learning provider if a Group user is given the user administration role they too will be able to administer all users for the primary learning provider This is not restricted e user created will have access to all learners assigned to the learning provider until it is assigned to at least 1 group This should be taken into account when creating users for groups and providers should consider creating users without any access rights initially This can then be updated after the user is assigned to a group Newly created Primary Learning User Learning Provider Provider User group Ap Group User 180 18 3 Creating and Maintaining Groups There is a new tab within the Learning Provider Portal called Maintain Groups This section will be the part of the p
151. one Number 0123456789 Email Address a b com Active Primary Business Contact General Queries Secondary Business Contact Technical Queries User Admin Change of Circumstance 4 Contact Roles can be added or removed by selecting or deselecting the tick box roles on screen 23 5 Click to save the changes 6 3 Making contacts inactive If it is no longer appropriate for an individual to continue their role as a contact their record can be deactivated 1 To make a contact inactive select Learning Provider Details from the portal home page Then select Contacts to open the Contacts view Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD a LEARNING PROVIDER Services Administer User Learning Provider Details Sign out Learning Provider Details Learning Provider v Contacts Telephone Number Email Address Contact Roles Active Twinkletoes dicc 0141 123 4567 noone example com General Queries at Edit View Twinkletoes aswitkoat Twinkletoes djkpupoat Twinkletoes Idqmjmoat 0141 123 4567 noone example com General Queries Edit View 0141 123 4567 noone example com General Queries Edit View 0141 123 4567 noone example com General Queries Edit View Primary Business laura_marshall slc co uk Contact General Queries Laura Marshall 01412433596 Edit View Edit contact Laura Marshall General Queries Edit
152. onfirmation status of Not in Attendance will be post liability 2 Select the appropriate learners by clicking the tick boxes Y wth Colleges and Or gansanont You are administering 10003841 Learning Plus amp Home Administer User Learning Provider Details Applicant Information Service Sign out CoC Worklist Additional Ref Number Learning Aim Ref Attendance Conf Status HELP Amount Amount RYAN DODDS 9528662144 60005555 900 00 724 Not in Attendance SMITH 9587345859 62000831 1 300 00 1 300 00 Change Start Date KIRSTEEN MCCOLL 95286621 60000867 1 250 00 1 250 00 Change Start Date a JOE BLOGG 9528662128 60000065 1 500 00 1 500 00 Cha nge Start Date KRES TEST 6541214855 50111542 1 000 09 1 000 00 Change Start Date REBECCA WATTS 9987414752 50077132 1 000 00 1 000 00 Not in Attendance ANDREW READ 8357664759 50073333 1 000 00 1 000 00 Not in Attendance JOE BLOGGS 9357345859 50080404 1 000 00 335 92 Not in Attendance SALLY SMITH 8111664752 60059451 1 000 00 1 000 00 Not in Attendance 1 Displaying 1 of 1 pages 9 records found Note Learners can also be deleted from the CoC Worklist by clicking EI when the appropriate learners have been selected The Create CoC page will appear The total number of learners selected in step 2 will be
153. onfirmed by to receive a payment in that month and when payments will be made that month Furthermore in the calendar drawdown dates have been populated for months that do not require a quarterly attendance return This is because throughout the year learners with varying start dates will still require an initial attendance confirmation 2 weeks after their start date outside of the set quarters Fixed Quarter for The months in the year where SLC need quarterly Attendance Return attendance confirmations Explanations of the dates can be found in the accompanying key Learners will automatically populate the attendance confirmation worklist Drawdown Date The date each month that if attendance is confirmed by SLC can make a payment to providers for all learners who have a positive attendance confirmation If the drawdown date is missed payment will be made the following month i Payment Date The date each month SLC will make a payment for all learners who have a positive attendance confirmation AA Assumed Attendance Where the month shaded grey attendance is assumed and no subsequent attendance confirmation is required You may still confirm initial attendance confirmations in these months if you have learners reaching their initial liability point Learning Provider Portal User Guide Student Loans Company Ltd 2013 Academic Year 13 14 Payment and Drawdown Calendar A A LLL i12 459 5 o to n a s
154. or example the initial attendance confirmation and the next quarterly ongoing attendance confirmation 15 3 Saved Records A user can select an attendance confirmation status for an individual or for multiple learners and submit this from the worklist However there may be times where the user will want to save the attendance confirmation without actually submitting it For example this may be appropriate if you want to confirm details with a sub contractor before finally submitting In this case the user can click the Save button and the relevant attendance code will be saved against the learner but remain on the worklist if the Attendance Status search criteria of All or Saved has been selected and payment will not be released The record will now be highlighted in blue 158 Saved More than one outstanding Attendance Not in Attendance Displaying page 1 of 1 15 4 More than One Outstanding Confirmation It would be expected that a Provider will confirm attendance at the start of the learner s learning aim and at the point that the learner appears on the attendance worklist However there may be scenarios where this does not happen for example if the learner applies for their 24 loan after they have started their learning aim or if a Provider is awaiting attendance information from a sub contractor If there is more than one confirmation outstanding the learner will be highlighted in orange on the worklist
155. orn or live What is the surname of a memorable person who isn t a relation or partner what is your favourite musical instrument Enter your new secret answer Confirm your new secret answer 7 Click on the EA button to complete your initial sign in 3 4 Change unlock or reset password and secret answer If you are unable to sign in because your account is locked or you have forgotten your password contact your User Administrator who will be able to reset or change your password for you For details on how to unlock a locked account please refer to section 7 2 3 5 Signing out You should always sign out of the system when you are finished to prevent unauthorised use of your sign in ID 1 To close down click on the top right of the screen The Sign In screen will appear For security purposes you should now close your browser 3 6 Security To minimise the risk of unauthorised use of the Learning Provider Portal you will be automatically signed out of the portal after fifteen minutes of inactivity 15 Learning Providers are required to be vigilant about user access e g usernames and passwords If someone leaves the organisation it is essential that the User Administrator expires their user access on the system to ensure the security of the portal and learner data To find out more about expiring user access please see expiring user accounts in section 7 Section 4 Using the Learning Provider Portal 4 1 L
156. ortal where groups can be created and maintained Primary Learning Provider users with a LP User Administrator user role will be able to manage Learning Provider Groups via the Learning Provider Portal this includes e Creating groups e Maintaining groups e Making groups inactive When Maintain Groups is selected the user will be taken to the relevant section of the portal where all existing groups will be displayed The user will also see a create group button To create a group the create group button should be selected this will cause a pop up to appear The user will then be asked to complete group details including name of the group which must be unique and also assign existing users to the group This pop up will also contain an active checkbox which will automatically by ticked when creating a group Within the Maintain Groups screen all existing groups are visible If a group name or users assigned to the group needs to be updated the user can select the group and a pop up box will appear All necessary details should be changed and saved To make a group inactive a group should be selected and the checkbox should be updated so that the tick is removed Once this tick is removed the user should select save to make the group inactive 18 4 Assigning Groups to a User Once a group is created users can be added to the group Users can also be added or removed from existing groups Primary Learning Pro
157. ory Clear Search Search item Description Academic Year Defaulted to the current academic year This is the only mandatory field that a user must enter in order to run the search Learning Aim Type Learning Aim Type Learning Aim Start Date Users can select to view learning aims by start date range From and To Both dates must be entered Learning Aim End Date Users can select to view learning aims by end date range From and To Both dates must be entered Course Trainer Users can search for learning aims by their associated 8 character Course Trainer code Course Location Users can search for learning aims by their associated 8 character Course Location code Number of Records To Number of records to be shown on screen 25 50 100 Display per Page 93 a 5 Click a or If View Results selected the search results will appear 6 Select the appropriate learners by clicking the tick boxes Create CoC 7 Click The Create CoC page will appear The total number of learners selected in step 6 will be confirmed on this page along with the e learner Name e ULN e Additional Learner Reference Number e Learning Aim Detail Create CoC Sign out You have selected 7 learner applications to apply this CoC to HELP Learner Application Details JENNY COC JENNY COC PRE L T Tr m IABILITY ONLINE LP 12 Certificate for Proficiency in Baking Industry Skills QCF QCF Certificate 60007606 PRZE
158. ot mandatory for EU learners 171 Learner Information o Learning Aim Search HELP You have learners who currently do not have a ULN Academic Year Additional Learning Reference Number Please Select gt Search for btanks NINO Verified Forename Use wildcards find more matches e g joh X sment bate From Last Assessment Date To Surname No T Use wildcards to find Application States more matches e g 5 Available Selected Dam ot BED Applications in Progress Add Eligibility Incomplete E Add AU Unique Learner Missing Evidence Number Approved MM Cancelled Search for btanks Remove Held Pending Budget Approval Number m Customer Reference Number of Records to Display per Page 25 16 1 6 Unique Learner Reference Unique Learner Reference number ULN is a mandatory field and a Provider must enter this number for each of their learners Without this number the learner will not be added to the Attendance Worklist and the Provider will not be able to confirm attendance This will prevent payments being made for the learners 24 loan 16 1 7 Overpayments In some cases an overpayment may be made to a Learning Provider One example would be where a Provider does not submit a withdrawal or suspension Change of Circumstance until after payment has been made If an overpayment occurs SLC will offset this overpayment against the next payment made to
159. over the Applicant Information Service tab then selecting Learner Information Home d LEARNING PROVIDER Services You administering 10003844 Learning Plus amp Home Administer User Learning Provider Details Applicant Information Service Sign out Lea rner Information Home Learner Search Import ULNs View Import Results E HELP Select View Import Results from the Learner Information Home page 78 ea LEARNING PROVIDER Services Partsering with Coleges ant Orgevestions You ace administer ing 10003641 Learning Plus Administer User Learning Provider Details Applicant Information Service View Import Result Date From Date To File Import Status Please Select z 1 Enter the start and end date range to search for 2 Select the File Import Status 3 Click The results will appear below the search ga LEARNING PROVIDER Services Parseanng wth Coteges ant Trimting Orgeraaniona You ace administering 10003841 Learning Plus Administer User Learning Provider Details Applicant Information Service View Import Result Date From fea T File Import Status Please Select Fitter Results Filename Date Time File Imported Import Processing Status File t xml 16 09 2013 16 22 Successfully processed File 2 xml 16 09 2013 16 43 processed File 3 xml 16 09 2013 16 43 Successfully processed File 4 xml 17 09 2013 09 30 Successfully processed 4
160. ovider Please note learning provider users are not expected to notify SLC of a learner changing provider in every instance SLC expect this information should be managed by the learner CoC Type Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Learning e Learning Provider Pre liability Provider e Effective Date To notify SLC of a change to the learning provider administering a learner s learning aim select the Learning Provider CoC from the from the Change of Circumstance tab Note This CoC type cannot be submitted in conjunction with any other CoC types LEARNING PROVIDER Services Partnering with Col and Training Orga olleges nisations You are adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC o Change of Circumstance Change of Circumstance Details Change Learning Provider Learning Provider Lookup Learning Provider Effective Date 23 5 2013 104 1 Enter Learning Provider name The system will search for possible matches across all learning providers This is an alphanumeric field with a maximum length of 162 characters 2 Select the learning provider from the records returned The records returned will be returned in the format of UKPRN Max 8 characters and then Name max 120 characte
161. pdate the learner s information and adjust their 24 Advanced Learning Loan entitlement if required SLC will send the learner confirmation of their updated application information Advisor and Administrator Users will be able to view the learner s current and all previous assessment via the Learning Provider Portal These users will also be able to search and 83 view learners based on the type of change of circumstance that has been applied Please refer to section 9 for more detail on how to do this For more information on validation please refer to section 13 12 13 1 User Roles Required to Access the CoC area of the Applicant Information Service The Change of Circumstance area of the Learning Provider Portal can only be accessed by users who have been assigned the following user roles e Learning Provider Change of Circumstance Administrator e Learning Provider Change of Circumstance Advisor Please refer to section 2 Learning Provider User Roles for further details of these user roles The Learning Provider Portal will prevent a user from creating a CoC unless a CoC contact already exists Please refer to section 6 Maintain Learning Provider Contacts for guidance on creating and maintaining contact information 13 2 Pre and Post Liability CoCs Application status 13 2 1 Pre Liability CoC Application Status A learner s application is considered pre liability until the learning provider has submitted a positive attend
162. r If you encounter any other scenarios that you would like to discuss please contact helpdesk on 0300 100 0643 for further information 169 Section 16 24 Loan Payments 16 1 Payment Loan payments will begin being made to Providers on behalf of their learners for approved 24 loan applications following submission of the initial attendance confirmation Payment can not be made without a confirmation of attendance Payments are made on a monthly basis throughout the length of the learner s learning aim These will be made in equal instalments where possible last payment may be slightly different depending on loan amount The payment schedule starts from initial liability point which will be learning aim start date plus two weeks As an example for a learner who starts a ten month learning aim on the 1 August with learning aim fee of 1000 the attendance and payment schedule will be as follows Marc April May h Aug Sept Oct Nov Dec Jan Feb Attend Confir Assu Assu Confir Assu Assu Confir Assu Assu Confir ance med med med med med med med med med med 100 100 100 100 100 100 100 100 100 100 Payment will be made monthly on the third Wednesday of the month 16 1 1 Early Completion If a learner completes their learning aim early and the Provider submits an Early Completion change of circumstance full payment of the outstanding loan will be pay the month after
163. r Reference Number 58757016530 ULN Additional Ref No Address Line 1 STUDENT LOANS CO LTD Address Line 2 100 BOTHWELL STREET Address Line 3 Town GLASGOW County PostCode G 73D NINO Verified Flag No i Current Payment Schedule amp Attendance o Bak _ incel x 16 Click the appropriate radio button to select a contact for this CoC Note The Create CoC function will be disabled unless you have an active CoC contact currently assigned to your organisation Ga LEARNING PROVIDER Services Farteanng with Colegii and Tabung Cegasisadons You are administering 0003041 Learning Pius Administer User Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance Change of Circumstance Details Contact Details Title First Surname Department Telephone Humber Email Migs Angelina Trainer Funding 01234565789 angelinsibschaaoL ca uk B _ The CoC Summary screen will appear Please review the details of the CoC to ensure they are correct 109 cearninc provier services You are administering 10003641 Learning Plus Administer User Learning Provider Details Applicant Information Service Sign out Create CoC Summary Learner Details Change of Circumstance e Fee Charge Change Fee Charged Fee Charged 1 000 00 Effective Date 30 08 2013 Contact Details Title Miss First Name s An
164. r Username Surname or Forename 1 Click on the Surname heading to arrange users alphabetically by their surnames LEARNING PROVIDER Services Pa p nd Training Organisations rtnering with Colleges a You are administering 10036002 LP NAME HERE LTD ft Home Administer User Learning Provider Details Sign out Administer Users Existing Users Service Group ADVLL Services User Base Learning Provider User Group LP NAME HERE LTD 10036002 Hide Expired Users Username Surname a Forename Expired Action DCPSYROB DCPSYROAT OAT Edit View ELNKAGOB ELNKAGOAT OAT Edit View FAXRPJOB FAXRPJOAT OAT Edit View GJWFSKO8 GJWFSKOAT OAT Edit View GYSBQJO8 GYSBQJOAT OAT Edit View T HXJIWJOB HXJIWJOAT OAT Edit View Edit 2 Onthe record returned from your search select the link 3 You can update or add information by over typing the existing details LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10036002 LP NAME HERE LTD Administer User Learning Provider Details Sign out Edit User Confirmation Details Username MARSHALS Forename LAURA Surname MARSHALL Contact Number 01412433596 Email Address laura_marshall sic co uk Back Cancel x 4 From this screen you can amend the user s forename s surname contact phone number and email address by
165. r can also navigate back to the Learner Information Results by using the back button Hack Click to exit 61 The Current Payment Schedule and Attendance Reportcan also be exported for a number of learners in either CSV or XML format Two options appear on the Learner Search and Learner Information Results screens e Export XML Payment Schedule amp Attendance e Export CSV Payment Schedule amp Attendance Learner Search Learning Aim Search You have learners who currently do not have a ULN Academic Year 14 15 Forename Use wildcards to find more matches e g joh s Surname Use wildcards to find more matches e g Smi Date of Birth mm Unique Learner Number 7 Search for blanks Customer Reference Number CoC Applied Please Select CoC Type Applied View All Additional Learning Reference Number Search for blanks HINO Verified MM Last Assessment Date From Last Assessment Date To Selected Held Pending Budget Approval Withdrawn Suspended Ineligible Approved Awaiting Signature Group Name Please Select Number of Records to Display per Page Export XML Results Export CSV Results Export Assessment History Clear Search Export XML Payment Schedule amp Attendance Export CSV Payment Schedule amp Attendance 62 To export the results directly from the Learner Search screen the relevant searc
166. r information screen 18 7 3 Importing ULNs LP Administrator When a learning provider group user is assigned the LP Administrator role they will have the ability to import ULNs via an XML or CSV file upload just as a primary learning provider user can The only difference being that validation will only allow the system to process ULNs for learners assigned to the same group as the user LP Advisor An LP Advisor cannot import ULNs via an XML or CSV file upload 18 7 4 View Import Results LP Administrator When a learning provider group user is assigned the LP Administrator role they will have the ability to view ULN import results just as a primary learning provider user can Unlike other responsibilities this function cannot be split between primary and group users Therefore any group user will be to see all imported ULN result files Even if the files contain learner details of learners that are not assigned to their group 18 8 Group Users and CoCs A learning provider group user with the LP CoC Administrator role or the LP CoC Advisor role will have access to the CoC Home section of the portal For the purposes of this document the CoC Home section has been split into 4 parts Under each heading there will be an explanation of what the LP CoC Administrator and the LP CoC Advisor can do 18 8 1 Performing CoCs LP CoC Administrator When a learning provider group user is assigned the LP CoC Administrator role they will have t
167. r who will be permitted create CoCs view Change of CoCs Import CoCs View CoC Import Results Create and View Circumstance CoC Submissions Report Administrator LP CoC Administrator Learning Provider Learning Provider user who will be permitted to view CoCs Change of View CoC Import Result and View CoC Submissions Report 11 Circumstance Advisor LP CoC Advisor Learning Provider Learning Provider user who will be permitted to access the Financial Administrator financials section of the portal LP Financial User will be permitted to create view and export the loan Administrator position User will also be able to view and export payment remittance files Attendance Learning Provider user who will be permitted to view attendance Administrator confirmation worklist confirm a learner s attendance and export LP Attendance attendance worklists Administrator Section 3 How to access the Learning Provider Portal 3 1 Sign in The portal is a web based service and is accessed through an internet browser The portal is supported on IE8 IE9 and Chrome Other browsers should allow for access although there may be some look and feel differences in some screens You access the portal through the Learning Provider Services website via the following link http Ipservices slc co uk then select the last link Learning Provider Portal from the purple ribbon Note You may wish to add this address to your Favourites in
168. rd This will open a wizard 6 Make sure delimited is selected and click next 7 Select comma and deselect space in the delimiters area you will see the columns arrange correctly in the sample below then click next 8 In this step you define how to treat each column Since we don t want excel to change anything we ll define them all as text Click on the first column in the sample it will be coloured in black now scroll sideways all the way to the right and shift click the last column in column data format above select text 9 Click finish The import file is in the specified XML or CSV format and the user is given the ability to browse their internal file systems to the location of the saved file 1 Users can add ULNs in bulk by hovering over the Applicant Information Service tab then selecting Learner Information Home 74 LEARNING PROVIDER Services Part ering wth Coteges and Tramting Orgataations You are administering 19003841 Learning Plus Administer User Learning Provider Details Applicant Information Service Learner Information Home Home d 4 Welcome to the Learning Provider Portal HELP The Learning Provider Portal is secure site which gives you access to the BEET TTP ETETE TaT underpin 24 Advanced Learning Loans The portal gives you access to learner information for you irmations change of circumstance functions and financial reports In addition you can view
169. rocessed and the number that have failed processing Details of the records that have failed and the reason for failure will also be listed Learning Alm Details Learning Provider F ile rare LA Ref Invalid1 xml Submitted By AHDADA 9 Application ID Error Type SSITHS2013053201 01359 Learning Am Reference Number contains characters Note Learning Providers can confirm attendance using the Attendance Worklist screen Attendance Import files the Detailed Learner Information screen or a combination of all of these 168 15 10 Incorrectly Submitted Attendance Confirmations Learning Providers should strive to ensure accuracy in their attendance confirmations as an attendance confirmation will trigger a payment to the provider and loan liability for the learner However if an incorrect attendance status is used the following process should be followed Incorrect Status Not in Attendance instead of In Attendance Initial Not in Attendance instead of In Attendance Quarterly In Attendance instead of Not in Attendance Before Payment In Attendance instead of Not Attendance After Payment Learning Provider Action Initial Attendance Confirmation status of Not in Attendance is submitted for the initial confirmation the application will be automatically cancelled If this is incorrect the Provider should s
170. rrent academic year This is the only mandatory field that a user must enter in order to run the search Unique Learner Number Unique learner identifiers Customer Reference Number Additional Reference Number Dea 0000 of Birth The learner s date Tho leemes diec W birth Forename amp NE E LL LIO one is entered the other must also be completed Wildcard search can be used Verified NINO Status Indicates if a learner s National Insurance Number has been verified by the Department for Work and Pensions Last Assessment Date Users can select to view learners applications assessed From amp To and reassessed during a particular date range Both dates must be entered Application status Users may wish to search for learners applications at different stages e g to view who has applied but is ineligible Number of Records To Number of records to be shown on screen 25 50 100 Display per Page 21 To search for learners by common learning aim information click The Learning Aim Search screen will appear 113 cearninc prover services Parisaring You are administering 10003041 Learning Pius Administer User Learning Provider Details Applicant Information Service Sign out Create Post Liability CoC Leamer search Learning Alm Search Academic Year Start Date From Start Date To Learning Aim End Date From End Date To Esse ets ts 21 7 Course Traiter the wiitcards to fimi more
171. rs 3 Click to complete the CoC details and submit 13 6 5 Cancel This type of CoC may occur when a learner indicates they no longer require a loan to fund their course or they decide not attend the course at all CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Cancellation N Y e Effective Date Pre liability To notify SLC when learners applications should be cancelled select the Cancellation CoC from the from the Change of Circumstance tab Note This CoC type cannot be submitted in conjunction with any other CoC types LEARNING PROVIDER services Partnering with Colleges and T nisations You are adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Effective Date 23 5 2013 1 Enter the effective date of the cancellation The date format is DD MM YYYY 2 Click to complete the CoC details and submit 105 13 6 6 Reinstate This type of CoC could occur when a learner who has previously cancelled decides utilise their entitlement to fund their course CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Reinstate N Y e Eff
172. s and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Fee Charged Fee Charged Change Learning Aim Details Learning Aim Lookup Learning Aim Start Date End Date yy jdd Imm yy Course Trainer Course Location Effective Date p 13 Enter the effective date for the changes Note Effective date cannot be before 8 April 2013 and cannot be a date in the future 96 14 Assign a contact for this CoC by selecting the radio button Note The Create CoC function will be disabled unless you have an active CoC contact currently assigned to your organisation id LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You adninistering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Create CoC Learner Details f Change of Circumstance Change of Circumstance Details Contact Details First Name s Department Telephone Number Email Address m Dr alan john cpc 000000000 john aol com a 15 Click The CoC Summary screen will appear Please review the details of the CoC to ensure they are correct 97 LEARNING PROVIDER Services Partnering
173. s been processed and deemed to be ineligible and is awaiting rejection The application has been processed and 1 waiting to be approved The application has been put on hold until the learner provides further evidence The learner s eligibility for a 24 loan has not yet been established The learner s loan application has been approved however SLC are still waiting for their signed loan declaration form The learner s loan application has been approved The loan application has been put on hold awaiting confirmation on whether the Provider s budget will be increased The learner has been deemed ineligible for a 24 loan The loan application has been cancelled The learner has withdrawn from their learning aim The learner has suspended their studies If a learner is having difficulty with the application process or is unsure of how to respond to our communications please encourage them to call our contact centre number on 0300 100 0619 192 Appendix B Learner Attendance Scenarios Learner A commences Learning Aim in August and completes course as intended in March LP Attendance Administrator confirms Learner A in attendance when required and receives 100 of 24 loan over the duration of the course Month August November February Action Initial Attendance Subsequent Subsequent No Action n attendance Attendance In Attendance In attendance attendance Learner B is due to commence Learning Aim in August but
174. s that on the detailed learner information screen they can do the following for their learners e View Learner Information Section e Add ULN to the learner s application e Add Additional Learner Reference Number to the learner s application e View Assessment Information e View Current Payment Schedule amp Attendance e Add course trainer and course location LP Advisor When a learning provider group user is assigned the LP Advisor role they will have the ability to view learners just as a primary learning provider user can The only difference being that group users will only have access to any learners assigned to their group or groups This means that on the detailed learner information screen they can do the following for their learners e View Learner Information Section e View Assessment Information e View Current Payment Schedule amp Attendance 186 Other User Roles There are certain activities that can be performed from the detailed learner information screen that require additional user access These are LP Attendance Administrator A learning provider group user with the LP attendance administrator role will be able to update and submit the attendance confirmation status via the Current Payment Schedule amp Attendance section of the detailed learner information screen LP CoC Administrator A learning provider group user with the LP CoC administrator role will have the option to create a CoC from the detailed learne
175. sations You are administe ring 10002327 ESSEX COUNTY COUNCIL amp Home Learning Provider Details Applicant Information Service Detailed Learner Information Learner information Full name MARCO VAN BASTEN Date of Birth 25 01 1982 Sex Male Customer Reference Number 79861227381 Address Line 1 STUDENT LOANS CO LTD Address Line 2 100 BOTHWELL STREET Address Line 3 Town GLASGOW County PostCode G2 7JD NINO Verified Flag Assessment Information Current Payment Schedule The Detailed Learner Information screen is split into a number of sections allowing easy navigation and viewing of information These sections are Learner Information Personal learner information Current Payment Schedule Details of learners loan payment schedule User with the Attendance Administrator role will also be able to confirm a learner s attendance from this screen see Section 15 54 11 1 Learner Information The majority of the information that is displayed in the Learner Information section of the Details Learner Information screen cannot be changed by a learning provider the exception being the Unique Learner Number ULN and the Additional Learner Reference Number ALRN Details of how to update these fields can be found in section 12 If the learner wants amend any other personal information such as their address they will need to contact Student Finance England on 0300 100 0619 Hint The
176. se and the learners requested loan amount to calculate how much loan a learner is eligible to SLC will pay the lowest of the three amounts stated above and this amount will be shown in here Balance Payable If the fee stated on the application is more than the loan the learner has requested or is entitled to the balance payable will show The total number of records retrieved will be displayed below the results of the search Note Where more than 50 000 records are returned based on the completed search filters the following message will be displayed on screen many records match the search criteria you have entered Please use the criteria to further restrict the number of records returned The current number of the page is displayed along with the total number of pages returned by the search Engineering TechnoL gt Displaying 1 of 2 pages 43 records found Submit Changes Create CoC Export Results Export Assessment History Clear Changes x To view a different page of results 1 Click on the page number to view that page or 2 Click on the arrows to navigate through the pages After viewing your search results on screen LP Administrators can perform the following actions e Please refer to section 10 1 Export Assessment History Please refer to section 10 2 Create CoC e ETT Please refer to section 13 46 Section 10 Exporting Learner Information
177. sheep group Made up college yellow sheep group Made up college blue sheep group Made up college pink sheep group Made up college orange sheep group Made up college pink sheep group Made up college purple sheep group Made up college green sheep group Made up college aqua sheep group OJOJOJOJO Made up college red sheep group EXE ges 18 6 Removing learner applications from a group Removing a learner s application from a group can only be done within the detailed learner information page Once the desired learner s application is selected the learner information section of the detailed learner information screen must be selected 184 ee ee V Group Name New College Group One Assign Group Remove Group The Group Name field will have two actions available Assign Group and Remove Group To remove the learner s application from the assigned group the Remove Group button must be selected 18 7 Group Users and Viewing Learner Information A learning provider group user with the LP Administrator role or the LP Advisor role will have access to the Learner Information Home section of the portal For the purposes of this document the Learner Information Home section has been split into 4 parts Under each heading there will be an explanation of what the LP Administrator and the LP Advisor can do In summary group users with the appropriate role can e Import UL
178. sing 25 Instalments Approved 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 101 79 2 038 24 2 038 24 2 038 19 6 216 46 Instalments Awaiting Confirmation 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Instalments where Attendance Confirmed 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Paid In Progress 0 00 910 71 985 71 1 756 55 1 756 55 1 914 89 1 989 89 2 173 95 2 173 95 0 00 0 00 0 00 13 662 20 Offset 0 00 TOTAL 29 5 700 00 0 00 910 71 985 71 1 756 55 1 756 55 1 914 89 1 989 89 2 173 95 2 275 74 2 038 24 2 038 24 2 038 19 19 878 66 Applications Not Progressing to Payment Approved Awaiting Signature 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Missing ULN 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Approved Awaiting Signat d Missi 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 NINO Not Verified 3 0 00 0 00 0 00 75 00 75 00 75 00 75 00 170 00 170 00 232 38 232 38 232 38 1 337 14 Applications Currently Suspended 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 TOTAL 3 0 00 0 00 0 00
179. sing an XML or CSV bulk import file similar to Attendance Confirmation and Change of Circumstance bulk uploads This feature provides users with an alternative to the current ULN submission process and does not prevent users from continuing to submit ULNs using the Learner Information Screens If using CSV the report you intend to import should comprise the following format learnerDateOfBirth 1984 05 10 customerReferenceNumber 12345678912 uniqueLearnerReferenceNumber 5412541444 73 In order to obtain the required information format for this import the best practice recommendation is to export the CSV Learner Information Report from the Learning Provider Portal The exported report can then be amended for example additional columns removed and saved to your own system Please note When opening a CSV file in Excel Excel performs certain behaviour such as removing zeroes from the start of numbers One way in which to prevent this from happening is to import the CSV file as follows 1 Open a blank excel sheet 2 Select all cells CT RL a and format them as text right click gt format cells 3 Open your CSV in notepad you can do so by dragging the file into an open notepad window 4 Copy all of the content of the CSV and paste it into the first cell in excel Notice that a Paste Options icon appears somewhere at the bottom 5 Click on the small arrow on the right of that icon and select use text import wiza
180. st Liability CoCs Confirm attendance via worklist Export import attendance data Export import Assessment History View Payment Schedule Create Post Liability CoC View Export Loan Position Report View Export Remittance Report 198 Appendix D Payment and Drawdown Calendar The Payment and Drawdown Calendars shows the key dates in each month in respect to attendance and payment Each month has a specific payment date and drawdown date The payment date is always the 3 Wednesday of the month As SLC do not make interim or catch up payments there will be no other payment dates throughout the month The drawdown date is the date by which if a positive attendance confirmation is received by the end of that day the payment in respect to the attendance confirmation will be made in the next payment date The drawdown date for purposes of a 24 Advanced Learning Loan is the Thursday prior to the payment date which is the 3 Wednesday in the month positive attendance confirmation is made after the drawdown date payment will not be made that month but will be made the following month The calendar also shows fixed quarterly attendance return dates These are the dates that when reached after their initial attendance confirmation learners will populate the attendance confirmation worklist By using the three highlighted dates in month it is clear to see when SLC will ask for attendance confirmation when it should be c
181. t falls within these four points As an example if a learner starts a six month learning aim on 1 August 2014 only the initial attendance and second quarterly attendance confirmation will be required The attendance points will be e Initial confirmation two weeks after learning aim start 15 Aug e Second quarterly attendance check 1 November y Provider Initial Quarter Confirmati y N N A N A N A A Required Required It is this attendance confirmation that will trigger payment of the 24 fee loan to the Provider and payment can not be made without this attendance confirmation There are three ways in which a Provider can confirm attendance for their learners 1 Using the Attendance Worklist screen within the Learn Provider Portal 2 For an individual learner using the Detailed Learner Information screen within the Learn Provider Portal 3 By importing a bulk xml attendance confirmation file The Provider can also combine these methods for different learners or different attendance confirmations through the year Note The ULN is a mandatory field and the Provider needs to enter this before being able to confirm a learner s attendance If he ULN has not been entered the learner will not appear on the Attendance Worklist and the attendance drop down will not be available on the Detailed Learner Information screen see Section 12 155 15 1 User Roles Required to Access the Attendance Functio
182. t group users will only have access to view amend and submit attendance confirmation for any learners assigned to their group 189 or groups This means that in the attendance home section with the attendance work list they can do the following for their learners e Search learners who require an attendance confirmation and appear on the attendance work list e View search results where applicable and drill down into the individual outstanding attendance confirmations e Confirm learners attendance as in attendance not in attendance or start date change e Save attendance confirmation e Export attendance work list 18 9 2 Importing Attendance Confirmations LP Attendance Administrator When a learning provider group user is assigned the LP Attendance Administrator role they will have the ability to import attendance confirmations via an XML file upload just as a primary learning provider user can The only difference being that validation will only allow the system to process attendance confirmations for learners assigned to the same group as the user 18 9 3 View Import Results LP Attendance Administrator When a learning provider group user is assigned the LP Attendance Administrator role they will have the ability to view attendance confirmation file import results just as a primary learning provider user can Unlike other responsibilities this function cannot be split between primary and group users Therefore any group user
183. tatus column will allow you to view the previous confirmation submitted for this learner which will dictate whether this is a pre liability or post liability application Partering with Coleges ant Trains Orge aano You are administering 10003841 Learning Plus Administer User Learning Provider Details Applicant Information Service CoC Worklist itle ment Full Name Additional Ref Number Learning Aim Ref Tee totitiemen Attendance Conf Status Amount Amount 9528662144 60005555 900 00 724 16 Not in Attendance 9687345869 60000831 1 300 1 300 00 Change Start Date 9528662136 60000667 1 250 00 1 250 00 I Change Start Date 9828662128 60000065 1 500 00 1 500 00 Change Start Date 16541214858 0111942 1 000 00 1 200 00 Change Start Date 9987414752 50077132 1 000 00 1 000 00 Not in Attendance 8357664759 50073333 1 000 00 1 000 00 Not Attendance 9357345859 50080404 1 000 00 335 9 Not in Attendance 55151515 8111664752 60059461 1 000 00 1 000 00 Not in Attendance Displaying 1 of 1 pages 9 records found 130 When selecting any learners to create a CoC for in the CoC Worklist the system will not allow you to progress if you have selected a mixture of pre liability and post liability applications Note All learners with an attendance confirmation status of Change Start Date will be pre liability All learners with an attendance c
184. ted Date From Users can select to view applications for learner aims based amp To on start and end dates Both dates must be entered Number of Records To Number of records to be shown on screen 25 50 100 Display per Page 138 Gp LEARNING PROVIDER Services Parinering with Collagas and Training Organisations Leaming Provider Details CoC Search Customer Reference Humber all Foren Additional Learner Reference Humber Unique Learner Number Coc Status Failed Processed View Results Wew Results 2 Click Wew Results Applicant Infomation Service Fee charged Learning Aim Details Add all Loan Requested Learning Provider Cancel Application Reinstate Application Date of Birth Learning Aim Use wildcards ta find more matches e g Mati 5 Yr Cot Submitted Date From Cot Submitted Date To Humber of Records to Display per Page 25 5 Clear Results selected the results will appear below the search You are administering 10002327 ESSEX COUNTY COUNCIL 139 ape LEARNING PROVIDER Services Partrearing with CoSsgas ane Training Organisation You admin ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service CoC Search Types Available Learning Aim 13 14 A Loan Requested ing he fing mone ma hota Learning Provider ag AG
185. terly On a quarterly basis Attendance confirmation points will be fixed as 1 August 1st November 1st February and 1st As an example if a learner starts a ten month learning aim on 1 August 2014 the attendance points will be e Initial confirmation two weeks after learning aim start 15 August e Second quarterly attendance check 1 November e Third quarterly attendance check 1 February e Fourth quarterly attendance check 1 May Initial Provide r Confirm ation Require d Provid er Quarte rly Attend ance Requir ed Provid er Quarte rly Attend ance Requir ed Provid er Quarte rly Attend ance Requir ed The same process will apply to learning aims which start in any month of the year As an example if a learner starts a ten month learning aim on 2 January 2015 the attendance points will be e Initial confirmation two weeks after learning aim start 16 January e Second quarterly attendance check 1 February e Third quarterly attendance check 1 154 e Fourth quarterly attendance check 1 August March April May June July Aug Sept Oct Provid Provid er er Quarte Assum Assum Quarte Assum Assum rly rly Confirm aon I p pees Requir Requir ed ed Initial Provide r If a learning aim does not cover these four quarterly attendance check points attendance confirmation will only be required for the period tha
186. ther changes can be submitted but the learner will remain ineligible until they contact SLC to increase the loan from 0 13 2 2 Post Liability CoCs Application Status A learner s application is considered post liability when the learning provider has submitted a positive attendance confirmation to SLC The types of CoC that can be done post liability differ to those that can be done at pre liability stage The system will know when an application is either pre or post liability and will cater the options available automatically Users can create a post CoC for a learner whose application is at one of the following application statuses e Approved e Approved Awaiting Signature e Ineligible A user may also submit a CoC when an application status is Ineligible following a CoC previously submitted by a Learning Provider CoC Administrator i e the previously submitted CoC was not submitted by the learner e Suspended A user can submit a resumption CoC when an application status is suspended following a suspension CoC previously submitted by a Learning Provider CoC Administrator 13 3 Creating Pre and Post Liability CoCs CoCs can be created for e A single learner with a single change e Asinge learner with multiple changes e Multiple learners with a single change e Multiple learners with multiple changes The Create CoC functionality will be disabled to prevent a user from creating a CoC un
187. tion and answer 1 After you have entered your username and clicked the following screen will appear gt cearnine proviver services Sign in Choose your new login details As this is your first visit you are required to choose a new password This must be a minimum of 8 characters and a maximum of 16 and are subject to a number of formal restrictions including being case sensitive Enter the password we sent you Create a new password Confirm your new password 2 Enter the password you received by email when your User Administrator created your user access Note Passwords are case sensitive must be between 8 and 16 characters in length and must contain at least one alphanumeric character They are also blocked from containing easily guessed words and sequences such as your username or password 3 Enter your new proposed password and confirm it 4 Click E 5 Enter your initial secret answer as per your email confirmation Then choose a new secret question by checking the relevant radio button 6 Enter and confirm your new secret answer 14 cearnine provier services Sign in Choose a new secret question and answer Enter the secret answer we sent you Choose a new secret question What was the surname of your childhood hero What was the name of the place you first met your partner What was the surname of your favourite teacher What is your most memorable place but not where you were b
188. to be in attendance unless the Provider submits a withdrawal Change of Circumstance If a withdrawal Change of Circumstance is submitted all future payment instalments will be deleted from this screen 15 7 More than One Outstanding Confirmation As noted previously it would be expected that a Provider will confirm attendance at the start of the learning aim and at the point that the learner appears on the attendance worklist thus not delaying loan payment However there may be scenarios where this does not happen for example if the learner applies for their 24 loan after they have started their learning aim or if a Provider is awaiting attendance information from a sub contractor If there is more than one confirmation outstanding all can be confirmed from the Detailed Learner Information screen However each should be submitted individually starting with the earliest Therefore if the initial and November confirmations are outstanding the user should select the appropriate value for the initial confirmation from the drop down list and click the submit button When the page refreshes the user will now be able to access the drop down list for the November confirmation 163 15 8 Suspension and Resumption If a learner suspends from their learning aim the Provider should submit a suspension Change of Circumstance When the learner resumes their learning aim the Provider should submit resumption Change of Circumstance The Provider wi
189. to the Technical Specifications Failed records can then be corrected and then require another import back in the system 137 13 14 CoC Search LP CoC Advisor and Administrator Users will have the facility to search previously submitted CoCs by hovering over the Applicant Information Service tab selecting CoC Home then View CoCs 1 Enter criteria appropriate to search Search item Description Users can search for CoCs submitted in relation to an application active in a particular AY The search is defaulted to search for CoCs relating to all AYs The years will be in descending order by year Financial Year Users can search for CoCs submitted in relation to an application active in a particular FY Unique Learner Number Unique learner identifiers Customer Reference Number Additional Reference Number Forename amp Surname If one is entered the other must also be completed Wildcard search can be used Date of Birth The learner s date of birth Learning Aim Users may wish to view CoCs submitted for learners undertaking a particular learning aim Reference CoC Status Users can view CoCs that are currently Submitted Failed or Processed One or multiple statuses can be selected CoC Type Users can search to view submitted CoCs by type One or multiple types can be selected Learning Aim Start and End Users can select to view CoCs submitted in relation to Date learning aims by date range CoC Submit
190. ts to complete the CoC details and submit 100 13 6 2 Decrease Loan Amount This type of CoC may occur if the learner has indicated they wish to decrease the amount of loan needed to fund their course and make an arrangement to self fund the remainder CoC Applied with Applied to What do SLC capture for Pre liability other multiple the change post liability changes learners or both Decrease Loan Y e Decrease Loan Amount e Loan Amount required e Effective Date To notify SLC of a decrease to the learner s loan amount select the Decrease Loan Amount CoC from the Change of Circumstance tab Note Decrease Loan Amount can only be applied to one learner at a time ap LEARNING PROVIDER Services Partnering with Colleges and Training Orga ti niga You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Create CoC Learner Details Change of Circumstance Change of Circumstance Details Change Loan Requested Decrease Loan Requested Yes No Effective Date 1 Click the Yes or No radio button 3 If Yes enter loan amount required The fee format required is 00000 00 with a maximum of 13 digits decimal 2 digits e The loan amount requested cannot be greater than the entitlement amount currently held for the selected learner 4 If No CoC cannot be submitted The loan amount ca
191. ttendance Subsequent Subsequent Early Completion attendance Attendance In Attendance In CoC Submitted attendance attendance 196 B 1 Learner attendance scenarios exception handling LP Attendance Administrator confirms a positive attendance code for Learner H s initial liability point and Learner H is removed from the attendance worklist The LP Attendance Administrator immediately realises this was an error and Learner H is not in attendance LP Attendance Administrator adjusts Learner attendance confirmation status by changing the code from a Y to an via the Detailed Learner Information screen LP Attendance Administrator confirms a negative attendance code for Learner l s initial liability point and their application is cancelled The LP Attendance Administrator realises this was an error and Learner has been in attendance since his start date CoC Administrator notifies SLC via a Reinstate CoC Learner l s application is reassessed and returns to the previous workstage of Approved Learner is re presented on the Attendance Worklist in accordance with his initial liability date Learner J is due to commence Learning Aim in September but does not enrol and is not in attendance when the initial liability point occurs LP Attendance Administrator submits a negative attendance confirmation code and Learner J is removed from the attendance worklist Since Learner J is not in attendance for the beginning of the course th
192. ubmit a Reinstate Change of Circumstance When this has been processed the learner will reappear on the Attendance Worklist and the provider can submit an In Attendance confirmation The loan payment will then be made to the Provider in the next payment run Quarterly Attendance Confirmation If a status of Not in Attendance is submitted for a subsequent attendance confirmation not the initial confirmation then the Provider can change this in the Current Payment Schedule and Attendance section of the Detailed Learner Information Screen to In Attendance The loan payment will then be made to the provider in the next payment run Before Payment Run Starts payment run will start close of business on the Thursday before the Wednesday payment is scheduled If a status of In Attendance is returned incorrectly the status can be updated to Not in Attendance The Provider can change the attendance status in the Current Payment Schedule and Attendance section of the Detailed Learner Information Screen to Not in Attendance The attendance status will be locked when payment run commences After Payment Has Been Made to Provider If a status of In Attendance is returned incorrectly and the payment drawdown has started or payment has been made to the Provider the Provider should submit a Withdrawal or Suspensions Change of Circumstance and the payment will be recovered from the next payment made to the provide
193. unt positive Bank payment amount will be 400 This payments will be made up of 500 month Z payment and minus 100 month Z recovery amount recoveries for that month Information on most recent payments will appear first and you can navigate through the pages of payments by using the numbers under the list of payments Here you can also select how many records per page you would like to display by selecting the number from the dropdown menu 177 To view details of the individual learners who make up the payment file the user should click on the Actual Payment Date hyperlink This will open a window showing the Remittance Report detail This window will display a summary of the payment selected and give the user a learner level breakdown for each payment Remittance Report Detail Payment Status Paid Payment Amount Scheduled Payment Date 10 Jul 2013 Recovery Amount Actual Payment Date 10 Jul 2013 Payment Installment Full name ULN Additional Ref No Date of Birth Amount Date a na cose The Remittance Report Detail will also show any recoveries made as the result of any CoCs These recovery amounts will show as a minus on the payment amount for the individual learner as well as a total beside the Recovery Amount at the top of the Remittance Report Detail The Instalment Date field will show the date associated with the individual learner payment For example if you are receiving more than one mont
194. vider users with the LP User Administrator user role will be able to add and remove users from the selected Learning Provider s Learning Provider Groups The same process is followed for adding users to a group whether the group has been newly created or is an existing group To add a user to a group the Edit button next to the desired group must be selected this will result in a pop up being displayed on screen Within this pop up all active users for the learning provider will be displayed in alphabetical order in the group users sub section To add a user to the group the Add link next to the desired user must be selected the user will then appear in the users assigned to group section and disappear from the group users sub section The save button on the pop up should then be selected to ensure any updates to the group are saved To remove a user from a group when in the desired group pop up the user will have the option remove next to each assigned user Once the remove button is selected the user will be unassigned from the group The user will not automatically appear in the list of all 181 users in the group users sub section but this can be refreshed by saving changes closing the pop up and then reopening the pop up Note When a user is removed from all of their LP Groups then they will automatically become primary LP user In these circumstances the system will display a warning message New
195. will be displayed The ULN is in the incorrect format please update this and Submit Changes If the system validates that the ULN format is correct but that it is not unique the updates will not be saved The ULN will be removed from the screen and the following message will be displayed The ULN is not unique please update this and Submit Changes If submitting ULNs for multiple learners the system will update all that don t fail validation To identify where the updates didn t take effect because they failed validation search for records with blank ULNs Note When adding a ULN for one or many learners from a page of results the changes can only be added for one page at a time and must be submitted before moving on If a ULN has been added for one or many learners and then the user selects to move to another page without selecting Submit Changes the following error will be displayed Please submit your changes before continuing 68 12 4 3 Adding Additional Learner Record Number to individual learner records 1 From the Detailed Learner Information screen LEARNING PROVIDER Services Partnering with Colleges and Training Organisations You are administering 10002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Detailed Learner Information Learner information Full name UAT TEST123 Date of Birth 11 03 1986 Sex Male Customer Reference Number 88087055130 UL
196. will be to see all imported attendance result files Even if the files contain learner details of learners that are not assigned to their group 18 10 Group Users and Finances A learning provider group user with the LP Finance Administrator role will have access to the Finance Home section of the portal Unlike other areas of the portal the financial area is not restricted to group users This means that Group user finance administrators will be able to see the same data as primary user finance administrators and data will not be limited to learners in the groups but for all learners under that learning provider Primary providers can manage this by not allocating the financial administrator role to group users Section 19 Further Support 190 19 1 Online Help The system includes an online help facility Q Clickon to open help for the current screen in a separate browser window Use the scroll bar to move through the help text You can resize the window if you wish Click on Exil to close help 19 2 Operations Services Helpdesk For help on system or operational issues or queries please contact the Operations Services Helpdesk on e Tel 0300 100 0643 e Email LP Operations Services slc co uk The Helpdesk is available from 9am 5 30pm Monday to Friday Please note The helpdesk is available once you have access to the system If your query relates to initial system set up please use the contact details below
197. will be used by learners when applying for all SLC products As well as searching for a specific reference you have the ability to use the tick box Search for Blanks to search for learners without an additional learner reference number A dropdown section that lets you select Yes or No If entering a Last Assessment Date From the Last Assessment Date To field must also be populated A wildcard search will find more matches but at least three characters must be entered e g joh A wildcard search will find more matches but at least three characters must be entered e g smi The format must be DD MM YYYY Initially this field will be blank and you should enter a ULN for all of your learners If you have learners without a ULN the message You have Learners who do not currently have a ULN will appear on initial entry to the Learner Information screen There is no requirement for providers to validate this number and is for your information only Learners will use this when they contact the SLC You can add your own Additional Learner Reference Number for a learner see how to do this in the Update Information section of the guide If a learner does not have a verified NINO then this will block loan payments More information is available in the Financials Home section of the Applicant Information Service Use this in conjunction with the Last Assessment Date To field to search for applic
198. will create an xml or CSV file and the following options will appear 6 Select Save Open or Cancel the file a If you select Cancel the learner Information Export section will be removed the learner information filter will display the parameters previously captured and the filter parameters will be amendable again 6 Select Save to save the file in a location of your choice Select Open and the file will open with all the relevant application data populated a LEARNING PROVIDER Services Partnaring with Colleges and Training Organisations You are administering 0002327 ESSEX COUNTY COUNCIL Learning Provider Details Applicant Information Service Sign out Learner Information Learner search Learner Information Results Full Name ULN Additional Ref No Learning Aim Age Amount Amount Payable ype T Certificate MARCO VAN BASTEN Reference OOUOOOQ3 Certificate in Certi Type A2 Level KIRSTEN WRIGHT Reference 00260005 GCE A Level French Displaying 2 of 2 pages 27 records found Create Cot 48 LEARNING PROVIDER Services You administering 10002327 ESSEX COUNTY COUNCIL Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Learner Information Learner search Learner Information Results i B Full Hame ULN Additional Ref No Learning
199. y 2014 Jun 2014 Jul 2014 Year To Date TOTAL BE 670000 0 00 910 71 985 71 1 756 55 1 756 55 1 914 89 1 989 89 2 173 95 2 275 74 2 038 24 2 038 24 2 038 19 19 878 66 Applications Not Progressing to Payment ES HEHEHE NINO Not Verified Verified 0000 75 00 75 00 75 00 170 00 170 00 02028 022228 ane 1 337 14 uci oS m m wa ce vua vua cna cma cua Table one within the report details payments for the following applications Application Description Status Submitted Applications that are still in progress i e at a pre approval Applications PP res pre app workstage The Monthly Breakdown and Year to Date will not be populated for Submitted Applications Instalments Approved e Approved instalments will include payments for learners where o The learner has a ULN o The learner has a verified NINO 149 instalments Awaiting Confirmation Instalments Where Attendance Confirmed Paid In Progress o The learners application state is Approved Withdrawn Suspended learner is not liable for the instalment o The attendance has not been confirmed e Instalments Awaiting Confirmation will include payments for learners where o The learner has a ULN o The learner has a verified NINO The Learners application state is Approved Withdrawn Suspended The learner is li
200. your own Course Trainer Code see Section 12 for a learner you can search for all outstanding attendance confirmations relating to that code Number of Records to The number of records displayed per page can be chosen from the Display per Page drop down menu with the options of e 25 e 50 e 100 e 200 157 LEARNING PROVIDER Services Partnering with Colleges and Training Organisations Learning Provider Details Applicant Information Service Sign out Attendance Worklist Search Attendance Status Course Location Unconfirmed Use wildcards to find more matches e g 115 Saved Course Trainer Learning Aim Use wildcards to find more matches e g A12 Start Date From Start Date To Number of Records to Display per Page Bs nel yy fad nel oe 5 E End Date From End Date To fad Pel e Export Results Clear Search After selecting the appropriate search criteria the user should either click the View Results or Export Results button If the user has selected the View Results button they will be presented with the results of their search The records will be displayed in one of three colours Grey learners for which no attendance status has yet been entered e Blue learners who have had an attendance status assigned to them however the record has been saved rather than submitted e Orange learners where more than one attendance confirmation is outstanding f

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