Selecting Actions > Create from the Learner List will begin the new learner process. This process is made up of two sections.
You can use the Next and Back buttons to move between sections. Selecting Cancel will end the new learner process and discard the new learner. A Find Field search bar is available to locate specific data fields.
If you choose to go Back a stage, the data entered in the current stage will not be saved.
The first process is made up of two tabs:
Learner Basics - Here you can enter basic personal details for the learner and check for any potential duplicate record.
Select Programme - Here you can specify the learner's programme and, if necessary, link them to a Qualification Plan.
If you need more information on a potential match, selecting the eye icon will open the learner’s full Learner Summary. If the learner is a duplicate record, you can select the Create New Episode icon to instead create a new episode of learning linked to the existing learner record. If not, continue the process as normal to create a new learner record.
Once you have entered the programme details, selecting Next will save the new learner with a Partial Entry status.
After saving the partial entry learner, you will be taken to the full new learner process explained below. However, if necessary, you can Cancel the process until you have the necessary information for the learner. Once you are ready to complete the data entry, find the partial entry learner in the Learner List and select … > Complete Data Entry to re-open the new learner process.
Partial entry learners will not normally be shown in the learner list. To view them, you will need to select More > System Status to add a new filter to the list, then add Partial Entry to the new filter. After searching, your partial entry learners will be available to view.
The next part of the process is where you can enter the rest of the necessary learner details to create a full learner record. You can use the Next and Back buttons to move between steps.
If you need to Cancel during this process, all the data you have entered will be saved. You can return to the process using the Complete Data Entry option explained above.
If you choose to go Back a stage, the data entered in the current stage will not be saved.
The full learner process is made up of the following sections:
Learner - Here you can enter further personal details.
Employment - Here you can specify the learner's employment status before enrolment, and if necessary, their status change on or after their programme start.
Programme - Here you can enter further ILR-based programme details.
Apprenticeship Costs - Here you can specify the Training and Assessment costs as well as the payment schedule for these costs.
Additional - Here you can enter some delivery details for the learner, link them to the necessary Officers and complete any User-Defined Fields.
Once you are finished in this section, select Complete to save the new learner and remove the Partial Entry status.
Completed Page
Once you have selected Complete in the Additional section, you will be taken to the final completed tab. This tab will confirm that the new learner has been created and show links to the main areas of the new learner record.
For a full outline of the new learner process, take a look at Creating a New Learner in our online help database.