Creating a Break in Learning

This guide explains how to initiate a Break in Learning using ILR, whether you're working with ILR as a standalone system or using its integration with the OneFile Events Hub.

Getting Started

Steps 1 and 2 apply to all types of learning records. From Step 3 onward, the process differs depending on whether the learner has a Programme Aim or not.

Steps for All Records

1. Use one of Tracker’s Search tools to locate and load the learner record.

   Tip: Refer to our separate guide for help with Tracker’s search facilities.

2. Navigate to the Completion tab.

For Records with a Programme Aim

Focus on the Programme Aim Information section:

3. Add the Actual End Date (last day of recorded training activity).
4. If applicable, enter Actual Off-the-Job Training Hours.
5. Change the Status to Temporarily Withdrawn.

   Note: This hides the Component Aim section. Updates made here will apply to all continuing component aims.

6. Add the Withdrawal Reason.
7. Set the appropriate Learning Outcome.
8. (Optional) Add a Detailed Reason for Break in Learning and an Expected Return Date.

   These fields are not submitted in the ILR but are useful for internal reporting and tracking.

9. Click Update.

For Records Without a Programme Aim

Each aim must be updated individually:

3. Add the Actual End Date (last day of recorded training activity).
4. Change the Status to Temporarily Withdrawn.
5. Add the Withdrawal Reason.
6. Set the appropriate Learning Outcome.
7. (Optional) Add a Detailed Reason for Break in Learning and an Expected Return Date.
8. Click Update.

Using Events Hub Integration

Tracker integrates with the OneFile Events Hub to allow learner status updates from their ePortfolio to be reviewed and approved.

To process updates from Events Hub:

1. Click Integration Approval from the left-hand menu.
2. Review the update details received from ePortfolio.

   ⚠️ Use the Reject button if the update should not be processed.

3. Use the tick boxes to select records for approval.
4. Click Approve in the bottom-left corner.

✅ All relevant fields and Apprenticeship Contract Records are updated automatically.