Introduction
The ESFA has clearly defined migration rules for when learners should 'carry over' into a new academic year, using a combination of dates, statutes and funding streams. This article explains the process for managing ILR data during the 2023/2024 cross-over year in Bud. Aimed at ILR Administrators, it details how Bud automates data migration based on ESFA rules, ensuring accurate records across academic years. The guide covers key steps and considerations for updating ILR fields, helping you maintain compliance.
User Roles
- ILR Administrator
How to: ILR Cross-Over Year in Bud
Bud fully automates the process of data migration and will use the ESFA logic to determine whether a learner’s ILR record should appear:
- In the “previous” year (22/23) ILR only
- In the “current” year (23/24) ILR only
- In both “previous” and “current” years ILRs
For example:
- A learner who is withdrawn from their programme on the 30th July 2023 will appear in the “previous” year’s ILR file only.
- A learner who withdraws from their programme on the 2nd August 2023 will appear in the “previous” and “current” ILR files.
The EFSA migration rules define a number of ILR fields that a provider should update at the start of each academic year. These fields, by default, will be populated with the value from last year but should be reviewed for accuracy.
Bud is unable to automate the process of updating these fields as you must validate the information. Details of these fields can be found at the end of this document.
To ensure the most accurate data returns possible Bud has a dual database concept for ILR data. The dual database concept means that a learner’s ILR data can exist in different states for different ILR files i.e. for a given learner the ILR file for R13/14 can contain different data to R01/02
Using logic based on the dates of change of circumstance and the processing date, Bud will determine when to write the data to the relevant ILR database during the “crossover period”.
Summary of logic:
- The date of change of circumstance will determine which year’s ILR the data is written to. This will lead to “field level” differences in data between years as expected by the funding rules.
- The “Hard close” date is the cut-off for data being updated in the previous year’s database.
We always recommend that all changes you make to learner data are done through the in-built workflow processes that exist in Bud. However, we understand that on occasions, manual updates to learner ILR data may be required.
With the dual database concept, it is now possible to specify which academic year you wish to make the changes to with the following caveats:
- Changes to data in the “previous” academic year will not automatically reflect in the “current” year and vice-versa.
- Changes can only be made in the “previous” year up until hard close.
- Manually overriding data in the ILR may break automation links between the front-end UI and that area of the ILR.
In the learner’s ILR record, it will be possible to view (and edit if within the cross-over period) data in both previous and current academic years as shown in the video below:
ILR Migration field list:
- Accommodation
- Eligibility for 16-19 (excluding apprenticeships) disadvantage funding (Learner Funding and Monitoring type)
- Financial support entity (HE learners only)
- Free meals eligibility (Learner Funding and Monitoring type)
- GCSE English condition of funding (Learner Funding and Monitoring type)
- GCSE English qualification grade
- GCSE maths condition of funding (Learner Funding and Monitoring type)
- GCSE maths qualification grade
- Gross tuition fee (HE learners only)
- High-needs student indicator (Learner Funding and Monitoring type)
- Learner support reason (Learner Funding and Monitoring type)
- Learning support cost
- Net tuition fee (HE learners only)
- Planned employability, enrichment and pastoral hours
- Planned learning hours
- Special educational needs (Learner Funding and Monitoring type)