Version 4 - Last Updated: 03 May 2023
Attendance
Attendance
Attendance confirmation is how you let us know that a learner is engaged on their learning aim.
You'll first need to confirm attendance 2 weeks after the start of the learning aim. This is called the initial liability point.
After this, you'll need to confirm the learner’s ongoing attendance quarterly, by the first day of the month, throughout the learning aim.
The quarterly attendance confirmation points are fixed as 1 August, 1 November, 1 February and 1 May.
We'll assume attendance (and therefore loan liability) for the first of the month in the months between these fixed points and will make payments to you.
If a learner withdraws from their learning aim, you should submit a Withdrawal or Suspension (CoC) as soon as possible to avoid overpayments.
The learner’s loan application should be in approved status. You will not be able to confirm attendance for a learner before their application has been approved.
Initial attendance confirmation
2 weeks after the start of the learning aim.
Subsequent (quarterly) attendance confirmation
Once a quarter, attendance confirmation points are fixed as 1 August, 1 November, 1 February and 1 May.
As an example, if a learner starts a 10-month learning aim on 1 August 2020, the attendance points will be:
- initial confirmation 2 weeks after learning aim start – 15 August
- second quarterly attendance check – 1 November
- third quarterly attendance check – 1 February
- fourth quarterly attendance check – 1 May
Aug Initial attendance confirmation needed
Sept Assumed attendance
Oct Assumed attendance
Nov Quarterly attendance confirmation needed
Dec Assumed attendance
Jan Assumed attendance
Feb Quarterly attendance confirmation needed
March Assumed attendance
April Assumed attendance
May Quarterly attendance confirmation needed
The same process will apply to learning aims that start in any month of the year. As an example, if a learner starts a 10-month learning aim on 2 January 2021, the attendance points will be:
- initial confirmation 2 weeks after learning aim start – 16 January
- second quarterly attendance check – 1 February
- third quarterly attendance check – 1 May
- fourth quarterly attendance check – 1 August
Jan Initial attendance confirmation needed
Feb Quarterly attendance confirmation needed
March Assumed attendance
April Assumed attendance
May Quarterly attendance confirmation needed
June Assumed attendance
July Assumed attendance
Aug Quarterly attendance confirmation needed
Sept Assumed attendance
Oct Assumed attendance
If a learning aim does not cover all 4 quarterly attendance check points, we will only need attendance confirmation for the period that falls within these points.
For example, if a learner starts a 6-month learning aim on 1 August 2020, you will only need to submit the initial and second quarterly attendance confirmation. The attendance points will be:
- initial confirmation 2 weeks after learning aim start – 15 August
- second quarterly attendance check – 1 November
Aug Initial confirmation needed
Sept Assumed attendance
Oct Assumed attendance
Nov Quarterly attendance confirmation needed
Dec Assumed attendance
Jan Assumed attendance
Feb N/A
March N/A
April N/A
May N/A
The attendance confirmation will trigger payment of the fee loan to you. We cannot make the payment without an attendance confirmation.
There are 3 ways in which you can confirm attendance for your learners.
- using the Attendance Worklist page on the Learning Provider Portal
- for an individual learner, using the Detailed Learner Information page on the Learning Provider Porta
- using a bulk import file in xml or csv format
You can combine these methods for different learners or different attendance confirmations through the year.
The Unique Learner Number (ULN) is a mandatory field. You'll need to enter this before you can confirm attendance.
If you have not entered the ULN, the learner will not appear on the Attendance Worklist and the attendance dropdown will not be available on the Detailed Learner Information page. See Field Updates for more information.
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