Creating a Break in Learning within ILR

Overview

This guide explains how to create a Break in Learning within ILR (Tracker). The process varies depending on whether the learner has a Programme Aim. ILR can also receive learner status updates through the Onefile Events Hub Integration.

Getting Started

Steps 1 and 2 apply to all types of learner records. From Step 3 onward, the process differs based on whether the learner has a Programme Aim.

Steps for All Records

1. Use one of Tracker’s Search tools to locate and load the learner record.
   Tip: Refer to the separate guide on using the search tools if needed.
2. Navigate to the Completion tab.

For Records with a Programme Aim

Make changes within the Programme Aim Information section:

1. Add the Actual End Date (the last day of learning activity recorded).
2. If applicable, enter the Actual Off-the-Job Training Hours.
3. Change the Status to Temporarily Withdrawn.
   Note: This will hide the Component Aim section. Updates apply across all continuing aims.
4. Add the Withdrawal Reason.
5. Select the appropriate Learning Outcome.
6. (Optional) Add:
   • Detailed Reason for Break in Learning
   • Expected Return Date
7. These fields are not submitted in the ILR but useful for internal reporting.
8. Click Update.

For Records Without a Programme Aim

Each individual aim must be updated manually:

1. Add the Actual End Date.
2. Change the Status to Temporarily Withdrawn.
3. Add the Withdrawal Reason.
4. Select the appropriate Learning Outcome.
5. (Optional) Add:
   • Detailed Reason for Break in Learning
   • Expected Return Date
6. Click Update.

Using Events Hub Integration

Tracker integrates with the Onefile Events Hub to process learner status updates received from their Eportfolio.

Steps

1. Click Integration Approval from the left-hand menu.
2. Review the received update details.
3. Reject the update if it should not be applied.
4. Use the checkboxes to select the records you want to approve.
5. Click Approve (bottom-left).

Once approved, all relevant ILR fields and Apprenticeship Contract Records are updated automatically.

Tips & Notes

• A Break in Learning must reflect the learner’s actual withdrawal date.
• Learning Outcome must align with ILR guidance for temporarily withdrawn learners.
• Expected Return Date is optional and for Centre use only — it does not submit to the ILR.
• The Events Hub process prevents duplication of status updates across systems.

Terminology

The terminology used in this article may differ depending on your Centre’s configuration.

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.