Version 1.0 - Last Updated: 24 Feb 2021

Advanced Learner Loan factsheets

Quick reference guides you may find useful when administrating Advanced Learner Loans.


General

Advanced Learner Loans – a guide for academic staff

Advanced Learner Loans are available to learners aged 19 or above. They can help with the cost of fees for approved further education courses (at level 3, 4, 5 or 6).

The Education and Skills Funding Agency (ESFA) allocates a loan facility to approved learning providers each year. This determines how many learners can be funded with the loan. ESFA also sets out the responsibilities of learning providers in their Funding and Performance Rules each year.

We then pay out Advanced Learner Loans to providers on behalf of individual learners. We pay these in instalments each month.

To receive the payments for learners, you must confirm their ongoing attendance. It is very important that you do this accurately and on time.

You must follow our set of service standards. These are underpinned by ESFA’s Funding and Performance Rules. You must tell us as soon as possible if learners

  • suspend their studies
  • resume  their studies
  • withdraw from courses

If any information you give us is late or wrong, this can mean that:

  • you receive an incorrect fee payment amount (and we may need to claw back funding)
  • learners owe an incorrect fee payment amount (this can mean they are liable for more loan than they should be, and are also charged additional interest)
  • you risk breaching your obligation to adhere to the service standards

Your academic staff should give Advanced Learner Loans administrators the information they need to administer loans in line with our service standards. This will include register marks and notification of a learner’s change of enrolment status.

We track your performance on attendance confirmations and notifications of suspensions and withdrawals.

If you consistently fail to meet the service standards, this can limit or even jeopardise the amount of Advanced Learner Loan funding available to you.

Eligibility and assessment

Ineligible learners factsheet

Learners must meet essential criteria to be eligible for Advanced Learner Loans. Some learners may not meet all the criteria and so their application is ineligible.

Having an ineligible application means that we cannot pay fees to you.


Ineligibility reasons

Applicant resides outside the UK

The learner is not living in the UK on the first day of their learning aim and throughout their studies.

Applicant does not meet the minimum age requirements

The learner is not 19 or over on the start date of their learning aim.

Applicant does not meet any of the valid residency criteria

The learner does not have the right residency to get a loan.

Learning provider is not funded

The learning provider details on the application form do not match any of the approved provider details we have received from the Education and Skills Funding Agency (ESFA).

Learning provider is not funded at course start date

The learning provider was not approved for funding on the proposed course start date.

Learning provider is currently suspended

The learning provider is not approved for funding because ESFA has suspended it.

Applicant has applied for an unapproved course

The learning aim details on the application form do not match any of the learning aim details we have received from ESFA.

Course start date is before the launch of the Advanced Learner Loan scheme

The learner’s course starts before 1 August 2013.

Course start date is too late for funding

The course starts after the end of the current academic year, 31 July. It’s too early to apply for a course that starts after this date.

Learning duration is less than the time allowed

The learner has applied for a learning aim that's shorter than the minimum duration of 2 weeks.

Application received too late

The learner has applied for a loan after the deadline date. The deadline date is the last day of the learning aim.

Applicant’s learning start date is after the learning end date

The learner has stated that the start date is after the learning end date in their application form.

Arrears or credit agreement

The learner has had a previous loan from us and is currently behind with repayments.

Applicant has had 4 A level loans already and none of them are withdrawn

The learner has already had the maximum number of loans allowed for a programme of A levels.

Applicant has reached the maximum number of loans they can have

The learner has had the maximum number of loans available.

Applicant or family member they live with is not serving in the UK armed forces

The learner is not eligible to receive an Advanced Learner Loan as they or a family member are not serving in the UK armed forces.

Start date of the course is before UK armed forces personnel became eligible

The learner’s course started before 1 August 2017.


Next steps to take

In some cases the ineligibility reason is unlikely to change. In others, if information changes so could the application status.

Please see below for the next steps to take depending on the learner’s ineligibility reason. This will tell you who or what can trigger reassessment if it is applicable.


Applicant resides outside the UK

Not likely to change to eligible unless the learner’s circumstances change.

The learner cannot be eligible if they are residing outside the UK.

If the learner’s situation changes and they move to the UK, they could reapply for the course if:

  • they meet all other residency criteria
  • they update the course start date to after the date of permanent residence in the UK

From 1 August 2018, a learner not resident in England may still be eligible for an Advanced Learner Loan if they are:

  • a serving member of the UK armed forces
  • the spouse, civil partner or family member living with a serving member of the armed forces
  • a dependent parent living with a serving member of the armed forces

From 1 August 2018 a new eligible residence category of stateless persons also exists. This applies to individuals who have been granted leave to remain as a stateless person by the UK Home Office. This leave would be granted because:

  • they are stateless
  • they have no right to residence in their country of former habitual residence or any other country

Applicant does not meet the minimum age requirements

Not likely to change to eligible unless the learner’s circumstances change.

The learner cannot be eligible if they are under 19.

When the learner turns 19 they could reapply for support if:

  • they meet all other eligibility criteria
  • they update the course start date so it is after they turn 19

Applicant does not meet any of the valid residency criteria

Not likely to change to eligible unless the learner’s circumstances change.

The learner cannot be eligible if they do not meet any of the standard residency criteria.

If the learner’s situation changes and they meet valid residency criteria they could reapply for the course if:

  • they meet all other eligibility criteria
  • they update the course start date to after the date of the valid residency status

Learning provider is not funded

Not likely to change to eligible unless the learning provider’s circumstances change.

The learner cannot be eligible if:

  • they are not studying with an approved college or training organisation
  • the college or training organisation does not have a current loans facility for that year

If the provider becomes approved or receives a valid facility, we can reassess the learner. They may become eligible if:

  • they meet all other eligibility criteria
  • they update their course start date to after the date the college or training organisation becomes approved

You can check whether you have a current loans facility on the Learning Provider Portal.

  1. Go to the Financials Home section of the portal.
  2. Select Loan Facility Details.

Learning provider is not funded at course start date

Not likely to change to eligible unless the learning provider’s circumstances change.

The learner cannot be eligible if, on the course start date they have provided:

  • they are not studying with an approved college or training organisation
  • the college or training organisation does not have a current loans facility

If the provider becomes approved or receives a valid facility, we can reassess the learner. They may become eligible if:

  • they meet all other eligibility criteria
  • they update their course start date to after the date the college or training organisation becomes approved

You can check whether you have a current loans facility on the Learning Provider Portal.

  1. Go to the Financials Home section of the portal.
  2. Select Loan Facility Details.

A learner may be ineligible for this reason if they have entered the wrong start date. In this case, you can submit a Change of Circumstance (CoC) on the Learning Provider Portal. See the Learning Provider Portal user guide for how to submit CoCs.


Learning provider is currently suspended

You should contact us or ESFA.

This means that you are not approved for funding because ESFA has suspended you. Any learners who apply when a learning provider is suspended will be ineligible.

ESFA usually suspends providers that decide they do not want to offer loans. If you have done this and your circumstances change, you must contact ESFA to ask about a loan allocation.


Applicant has applied for an unapproved course

Not likely to change to eligible unless the learner’s circumstances change.

Learners cannot receive a loan if the learning aim they are studying is not eligible.

You should contact ESFA with any questions about learning aim eligibility.


Course start date is too late for funding

The learner should call our ALL learner helpline.

Learners cannot use the current application to apply for a loan for any course that starts after 31 August that year. They must wait for the next academic year cycle to open before applying.


Learning duration is less than the time allowed

Not likely to change to eligible unless the learner’s circumstances change.

Learners cannot receive a loan if their course is shorter than 2 weeks.

If their circumstances change and the course lengthens, they must contact us to submit a CoC. 

You cannot submit a CoC on the Learning Provider Portal because the application status will be ineligible.


Application received too late

Not likely to change to eligible unless the learner’s circumstances change.

Learners cannot apply for a loan retrospectively if the last date of their learning aim has passed.

If they have any queries about late applications they should call our ALL learner helpline.


The learning start date is after the learning end date

The learner should call our ALL learner helpline.

If the learner says on the application that the start date of their learning aim is after the end date, their application will be ineligible.

To correct this, they need to contact us with accurate dates.


Arrears or credit agreement

The learner should call our ALL learner helpline.

Although we do not look at a learner’s past credit history, we do consider any past debt with us. If they have bad debt or arrears with another student loan product, they may be ineligible.

They must contact us for advice on next steps.


Applicant has had 4 A level loans already and none of them are withdrawn

Not likely to change to eligible unless the learner’s circumstances change.

Learners will be ineligible if they have already had the maximum number of loans allowed for a programme of A levels.

They can apply for another type of learning aim. To change their learning aim, they will need to call our ALL learner helpline.

You cannot submit a CoC on the Learning Provider Portal because the application status will be ineligible.


Applicant has reached the maximum number of loans they can have

Not likely to change to eligible unless the learner’s circumstances change.

Learners will be ineligible if they have already had the maximum number of loans allowed.

They may be able to apply for another loan if they previously withdrew from a past loan due to compelling personal reasons. They need to call our ALL learner helpline to explain this.

Learning aim levels and types factsheet

The Advanced Learner Loan (ALL) is available to support learners studying at Education and Skills Funding Agency (ESFA) approved learning providers in England. They must be studying one of the following types and levels of ESFA-designated learning aims:

  • a programme of A levels (AS or A levels)
  • an Access to HE Diploma
  • general and technical qualifications at levels 3, 4, 5 and 6

Course duration

Learners are eligible for a loan for the duration of their course. However, there is a maximum time period before they enter repayment.

This maximum period of learning will depend on their course:

  • a programme of A levels (AS or A levels) – 2 years for each A level or AS
  • an Access to HE Diploma – 2 years
  • general and technical qualification at levels 3, 4, 5 and 6 – a maximum period of 3 years

A learning aim must be at least 2 weeks long. This ensures that all learners meet the initial 2-week liability period.


Distance learning

Learners can apply for loans for distance learning courses.

These are defined as courses delivered outside classrooms, of the provider’s hub and bespoke locations.

They must be based in England except in exceptional circumstances agreed with ESFA, for example serving members of the armed forces.


Intensity

There is no distinction between full-time and part-time learning in further education. Advanced Learner Loans are available to eligible learners regardless of their intensity of study. However, they will only be paid over a period of up to 3 years. 


Previous and concurrent study

Learners can have up to 4 loans for the same type of vocational qualification. They can study the 4 learning aims in any order or at the same time. They do not need to progress through the learning aim levels. For example, a learner may want to study a certificate in a trade after completing a diploma in management.

Learners will only be entitled to one Advanced Learner Loan for:

  • a programme of A levels (up to 8 separate loans if studying 4 AS levels followed by the corresponding 4 A levels)
  • an Access to HE Diploma

This is because these learning aims are focussed on a progression-related outcome. This applies whether the qualification is achieved or not. The only exception is if a learner has had to withdraw from their studies due to compelling personal reasons (CPR).

Learners will be entitled to an Advanced Learner Loan while they are in receipt of a higher education loan. This includes postgraduate master’s, doctoral and maintenance loans. Similarly, a higher education applicant will be entitled to a higher education loan while they are in receipt of an Advanced Learner Loan.


Change of learning aim

You or the learner must tell us when they change to a different learning aim at your college or training centre, as this may affect their eligibility.

If you have not confirmed the learner’s initial attendance, they are pre-liability. This means they can change to any other type or level of learning aim.

However, once you have confirmed the learner’s initial attendance, they are post-liability. This means they can only transfer to a learning aim of the same level and type. If the learner decides to change learning aim type or level, they must withdraw from their current learning aim and make a new application. This applies even if they have achieved units that are part of the rules of combination of the new learning aim.

Armed forces personnel factsheet

Since 1 August 2017, new students may be eligible for support if:

  • they are serving members of the armed forces, or family members who have moved overseas to live with them
  • they are studying a designated course that is delivered by a UK college or training centre

Since academic year 2018/19, armed forces personnel and eligible family members living with them do not need to be studying in England to receive an Advanced Learner Loan. They may be eligible for support if they live in another UK country.

Earlier policy stated that they needed to be serving 'overseas' while now it states 'outside of England'. This means that other UK countries are also covered.

This change applies to new students starting a course from 1 August 2018 onward who are:

  • UK armed forces personnel
  • eligible family members living with armed forces personnel
  • living in another part of the UK due to being in the armed forces
  • studying a designated course by an English provider

The armed forces are defined as:

  • the Naval Service (Royal Navy and Royal Marines)
  • the Army
  • the Royal Air Force

Eligibility

Learners  must meet some essential criteria to be eligible for the Advanced Learner Loan. 

The learner must:

  • be aged 19 or over on the first day of their course
  • be living in the UK on the first day of their course
  • have lived in the UK, the Channel Islands or the Isle of Man for 3 years immediately before their course
  • be studying with a college or training organisation in England approved for public funding
  • be studying an approved qualification

From 1 August 2017, learners who are not resident in the UK may still be eligible for an Advanced Learner Loan if they're:

  • a serving member of the UK armed forces
  • the spouse, civil partner or family member living with a serving member of the armed forces
  • a dependent parent living with a serving member of the armed forces

The following family members will be eligible learners:

  • the spouse or civil partner living with a member of the UK armed forces serving overseas
  • a child, stepchild or adoptive child living with a member of the UK armed forces serving overseas
  • a dependent parent living with
    • a child who is a member of the UK armed forces serving overseas
    • the child’s spouse or civil partner who is a member of the UK armed forces serving overseas

Evidence

If the student is a member of the armed forces, they must provide evidence of temporary employment outside of the UK as a member of the armed forces serving overseas.

If the student is a family member of the member of the armed forces, they must provide:

  • evidence of their relationship to the member of the armed forces
  • evidence that the member of the armed forces is temporarily employed outside of the UK as a member of the armed forces serving overseas

When applying as a dependent parent (or parent’s spouse or civil partner), we also need evidence to prove dependency. This must show that the parent is wholly or mainly financially dependent on the member of the armed forces. We will review this on a case by case basis.


Evidence frequency

We only need to see evidence of being a serving member of the armed forces overseas once, at the start of a new period of eligibility. This could be:

  • at the start of a new course
  • when a returning student moves overseas
  • when a returning student (already overseas) applies due to being eligible for the first time

Acceptable evidence

Acceptable evidence is a stamped letter, or stamped pro forma, from the Armed Forces Unit Records Office. If it has the unit stamp there will be no restriction on who can sign it for the learner.

The stamped letter or pro forma is enough to prove overseas employment in the armed forces and familial relationship to the member of the armed forces. It is also enough evidence of financial dependency of a parent.

Residency evidence to prove the learner's personal eligibility can either be originals or, at the discretion of the processing unit, unit stamped readable certified photocopies.


Leaving the armed forces

Once a learner studying overseas is eligible for student support, they will remain eligible to the end of their period of eligibility (course end date or withdrawal date). This applies even if they or their family member leave the armed forces.

National Insurance number validation factsheet

When a learner applies for the Advanced Learner Loan, we ask them to give us their National Insurance number. They can find this on a pay slip, P60 or their National Insurance number card (although these cards are no longer issued). We will use this number when the learner has completed the course and goes into repayment.

The National Insurance number does not form part of the eligibility criteria. We can assess and approve the application without it, and you can confirm the learner’s attendance. However, we will not be able to make a payment to you until we have received and validated their National Insurance number.

National Insurance numbers go through validation by the Department of Work and Pensions (DWP). The numbers are checked against details DWP holds. They will tell us if it is a valid number. If it is not valid, they will tell us why.

Over 99% of learners provide their National Insurance number on their application form. The applications will come up as NINO Unverified on the Learning Provider Portal until DWP has verified the numbers.


The validation process

Once the learner has submitted an application form with the appropriate supporting evidence, our colleagues in Darlington will process it.

Once we have approved the application, we will send the National Insurance number to DWP for validation.

We batch up National Insurance numbers and send them to DWP on Wednesdays. DWP returns them to us the following Wednesday. We update our systems with the DWP file details on Wednesday evenings.

If an application is approved on a Thursday, we will not send the National Insurance number to DWP until the following Wednesday.

We will make payments when:

  • DWP has matched and verified the National Insurance number
  • you have entered a Unique Learner Number (ULN)
  • you have confirmed the learner’s attendance

Why do we wait until applications are approved before verifying the National Insurance number?

Learners need to sign a declaration to agree to the terms and conditions of the loan. They also need to give us consent to share their data with third parties. Once we have their signature to confirm this, we can move the application to Approved status and share data with the DWP.


Learners without National Insurance numbers

What happens to applications without a valid National Insurance number?

DWP will try to correct any mismatches and match learners to their National Insurance numbers even if they have not supplied it. DWP can currently match 98% of learners with their National Insurance numbers, whether they initially supplied these or not.

If DWP cannot match the National Insurance numbers or make any corrections, they will let us know when they return the batch. We will contact the learner and tell them how to get the information.

There are several reasons why a National Insurance number can come back as unmatched. Depending on the reason, we may need further evidence from the learner: 

  • change of surname – a clear photocopy of the learner’s birth certificate, marriage certificate, passport or deed poll certificate showing their current name

  • change of forename – a clear photocopy of the learner’s birth certificate, marriage certificate, passport or deed poll certificate showing their current name

  • date of birth – a clear photocopy of the learner’s birth certificate or passport showing their date of birth

  • incorrect National Insurance number – a clear photocopy of a P60 form, payslip or National Insurance number card or letter that shows the learner’s name and correct National Insurance number

On some occasions we may not know why the National Insurance number has been unmatched.

When the learner sends us the evidence we need, we will send the National Insurance number to DWP again for verification.

What happens if the learner does not have a National Insurance number?

We can still process the application. Once it is approved, we will send the learner’s details to DWP for validation. If the details are unmatched DWP will send a file to Job Centre Plus. The learner will receive a letter from Job Centre Plus, arranging an appointment at their local centre. 


Frequently asked questions about National Insurance numbers

Do EU students have to supply National Insurance numbers?

They do not, but we will ask them to provide 2 alternative contacts on the application before we can make payment.

If the learner has a valid National Insurance number, we will verify the details with DWP.

Can we give you a learner’s National Insurance number?

The National Insurance number is personal information. We cannot accept this from a third party and usually do not need to, as learners are extremely good at supplying it themselves.

How can I view unverified National Insurance numbers on the LP Portal?

LP Administrators and LP Advisors can search for approved applications with unverified National Insurance numbers.

  1. Go to the Learner Search tab.
  2. Select a year from the Academic Year dropdown.
  3. Select No from the NINO Verified? dropdown.
  4. Select Approved on the Applications tab.

You can view the National Insurance number verification flow chart here.

Contacting us

If learners have any questions about the National Insurance number process, they should contact the ALL learner helpline.

If you need advice about this process, you should contact our Partners Support Desk.

Residency and evidence factsheet

To be eligible for an Advanced Learner Loan (ALL), learners must meet certain residency criteria. They must also supply evidence to support their residency status. We will tell them what evidence they need to send in.

Learners should post the evidence we ask for to: 

Advanced Learner Loan
PO Box 302
Darlington DL1 9NQ

They should always include their Customer Reference Number (CRN) with any correspondence they send us.

Learners fall into 2 main categories:

  1. UK national

  2. RoW national
    • spouse of a UK national
    • EU national
    • family member of an EEA national
    • child of a Swiss national
    • child of a Turkish worker
    • EEA migrant worker
    • indefinite leave to remain (ILR)
    • refugee status
    • limited leave to remain – humanitarian protection
    • right of permanent residence
    • family reunion visa

Related documents

2020/21 residency policy changes

There were 2 policy changes for residency for 2020/21:

  • Calais leave
  • indefinite leave to remain as a victim of domestic violence or abuse (DVILR)

Calais leave

The Home Office has introduced a new form of leave, known as Calais leave. This is for individuals who were transferred to the UK as part of the Calais camp clearance between October 2016 and July 2017 as unaccompanied children who were to be reunited with qualifying family.

Calais leave applies to individuals who do not qualify for leave to remain under existing rules. This means they have not been granted:

  • refugee status
  • humanitarian protection
  • leave under Section 67 (‘Dubs leave’)

This new category of leave came into force on 1 November 2018. A change is being made to residency rules governing student finance. This will allow those granted Calais leave and their dependent children access to home fee status and student support.

DVILR

The Home Office makes special provision to grant indefinite leave to remain (ILR) for victims of abuse who are in the UK by virtue of:

  • a partner visa
  • sponsorship by a British citizen or settled person

The individual will be granted ILR as a victim of domestic violence or abuse if:

  • their relationship with their partner or sponsor has broken down as a result of domestic abuse
  • they have provided evidence of this

Applicants do not need to have an existing grant of leave to get ILR as a victim of domestic violence or abuse. This is different from most other categories of application for leave. This is because the person may have been subject to circumstances that affected their ability to renew their leave. These may include controlling, coercive and threatening behaviour, violence or abuse.

Generally, to be eligible for student support, individuals must have been lawfully resident in the UK and Islands for 3 years before the start of the first academic year of their course. DfE ministers have decided to remove the 3-year ordinary residence rule for persons granted DVILR. This means that they can access student support and home fee status immediately after getting their status. They must still be ordinarily resident in the UK and Islands throughout the period from getting ILR to the first day of the first academic year of the course.

Eligibility criteria

Eligibility criteria

You can use the eligibility flow chart here to find out a learner's Advanced Learner Loan eligibility.

Category

Ordinary residence requirements

UK national

Spouse or civil partner

Child of

A person who:

  • is settled in the UK by virtue of having acquired the right of permanent residence
  • is ordinarily resident in the UK on the first day of a designated further education course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the further education course
  • if the residence was wholly or mainly for the purpose of receiving full-time education, was ordinarily resident in the EEA or Switzerland immediately before the period of full-time education

 

Settled

 

 

 

 

Right of residence elsewhere

UK national

Spouse or civil partner

Child of

A person who on the first day of a designated further education course:

  • is settled in the UK other than by reason of having acquired the right of permanent residence
  • is ordinarily resident in the UK
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the further education course
  • has not been resident in the UK and Islands wholly or mainly for the purpose of receiving full-time education

A person who:

  • is settled in the UK
  • was ordinarily resident in England and settled in the UK immediately before leaving the UK and who has exercised a right of residence
  • is ordinarily resident in the UK on the day on which the first term of the first academic year actually begins
  • has been ordinarily resident in the EEA or Switzerland throughout the 3-year period before the first day of the first academic year of the course
  • if the ordinary residence was wholly or mainly for the purposes of receiving full-time education, was ordinarily resident in the EEA or Switzerland immediately before the period of full-time education

 

Refugee

 

Spouse or civil partner

 

 

 

 

 

 

Child of

A person who:

  • is a refugee
  • is ordinarily resident in the UK and Islands and has remained resident since being recognised as a refugee
  • is ordinarily resident in Wales on the first day of the first academic year of the designated further education course

 

A person who:

  • is the spouse or civil partner of a refugee
  • was the spouse or civil partner of the refugee on the date when the refugee made their application for asylum
  • is ordinarily resident in the UK and Islands and has remained resident since being given leave to remain in the UK
  • is ordinarily resident in the UK on the first day of the designated further education course

A person who:

  • is the child of a refugee or the child of the spouse or civil partner of a refugee
  • was their child on the date when the refugee made the application for asylum
  • was under 18 on the date when the refugee made their application for asylum
  • is ordinarily resident in the UK and Islands and has remained resident since they were given leave to remain in the UK
  • is ordinarily resident in the UK on the first day of the designated further education course

Leave to remain

 

A person:

  • who, on the grounds of humanitarian protection, has been granted leave to remain
  • whose leave to remain is extant, or in respect of whose leave to remain an appeal is pending
  • who has been ordinarily resident in the UK and Islands throughout the period since they were granted leave to remain

 

EEA migrant worker

EEA self-employed

Swiss employed

Swiss self-employed

Spouse or civil partner

Child of

A person who:

  • is ordinarily resident in England on the first day of the further education course
  • has been ordinarily resident in the EEA or Switzerland throughout the 3-year period before the first day of the first academic year of the course

EEA frontier worker

EEA frontier self-employed

Swiss frontier self-employed

Spouse or civil partner

Child of

 

A person who has been ordinarily resident in the or Switzerland throughout the 3-year period before the first day of the first academic year of the course.

EU national

A person who is either:

  • an EU national on the first day of the designated further education course
  • a family member of such a person
  • is undertaking a designated further education course in England
  • has been ordinarily resident in the EEA or Switzerland throughout the 3-year period before the first day of the designated further education course

Child of a Swiss national

A person who:

  • is the child of a Swiss national who is entitled to support in the UK by virtue of Article 3(6) of Annex 1 to the Swiss Agreement
  • is ordinarily resident in the UK on the first day of the first academic year of the designated further education course
  • has been ordinarily resident in the EEA or Switzerland throughout the 3-year period before the first day of the designated further education course
  • if their ordinary residence was wholly or mainly for the purpose of receiving full-time education, was ordinarily resident in the EEA or Switzerland immediately before the period of full-time education

Child of a Turkish worker

A person who:

  • is the child of a Turkish worker
  • is ordinarily resident in the UK on the first day of the designated further education course
  • has been ordinarily resident in the EEA, Switzerland or Turkey throughout the 3-year period before the first day of the designated further education course

 

EU temporary protection

 

 

Spouse or civil partner

 

 

 

 

Child of

A person granted humanitarian protection who:

  • is ordinarily resident in the UK on the first day of the designated further education course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the designated further education course

A person who:

  • is the spouse or civil partner of a person granted humanitarian protection
  • was the spouse or civil partner of the person granted humanitarian protection on the date when they applied for asylum
  • is ordinarily resident in the UK on the first day of the designated further education course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the designated further education course

A person who:

  • is the child of a person granted humanitarian protection or the child of the spouse or civil partner of a person granted humanitarian protection
  • was their child on the date they applied for asylum
  • was under 18 on the asylum application date
  • is ordinarily resident in the UK on the first day of the designated further education course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the designated further education course

 

Long residence

A person who:

  • on the first day of a designated further education course has, preceding the first day of the further education course, lived in the United Kingdom throughout either
    1. half their life
    2. a period of 20 years
  • is ordinarily resident in the United Kingdom
  • has been ordinarily resident in the United Kingdom and Islands throughout the 3-year period before the first day of the further education course

 

Persons granted Stateless Leave

A person who is either:

  • granted Stateless Leave by the Home Office
  • an eligible family member of such a person
  • is ordinarily resident in England on the first day of the designated course
  • has been lawfully ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the further education course

A person can be an eligible family member if they are either:

  • the spouse
  • the civil partner
  • a child or stepchild (under 18)
  • a child or stepchild (under 18) of the spouse or civil partner of a person granted leave to remain as a stateless person, and was so on the date that the valid application for leave to the Home Office was made

They may be eligible for support.

For more information please see the policy specification '10 -18 Stateless persons AY 2018.19'.

Persons granted Section 67 leave

and their dependent children

A person who has been granted Section 67 leave in the UK by the Home Office who:

  • is ordinarily resident in the UK and Islands on the first day of the first academic year of their course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the first academic year of the course

A person who:

  • is the child of a person granted Section 67 leave
  • on the leave application date, was the dependent child of that person
  • was aged under 18 on the leave application date
  • is ordinarily resident in England on the first day of the first academic year of the course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the first academic of the course

 

For further information about persons with Section 67 leave, please see '18-19 New residency category – 'Persons granted Section 67 leave' (FE) Policy Specification.'

 

Calais leave

A person who:

  • is ordinarily resident in the UK and Islands on the first day of their further education course
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the first academic year of the course

Or a person who:

  • is the child of a person granted 'leave in line' with their relevant parent
  • is ordinarily resident in England on the first day of the
  • has been ordinarily resident in the UK and Islands throughout the 3-year period before the first day of the first academic year of the course

 

For further information about Calais leave please see the '20/21 Changes to Residency Categories Policy Specification'.

 

DVILR

A person who has indefinite leave to remain (ILR) as a victim of domestic violence who:

  • is ordinarily resident in UK and Islands on the first day of their further education course
  • DfE ministers have decided to remove the 3-year ordinary residence requirement

This change does not extend Advanced Learner Loan eligibility to family members of persons granted DVILR.

 

In depth eligibility criteria

The table below provides in depth information about eligibility criteria.

Status

Eligibility criteria

UK national

UK national

  • ordinarily resident
  • 3 years of residency in the UK immediately before the learning aim**
  • resident in the UK on or before the first day of the learning aim

** If the learner has not been resident in the UK for the 3 years immediately before the learning aim, they may be eligible if they can prove a temporary break in residency. A temporary break may be eligible if:

  • the break was in the EU or EEA
  • the break was outside of the EU or EEA due to things beyond the learner’s control (for example, a parent’s or spouse’s temporary work) and they had the intent and evidence to show that a return to the UK was imminent

RoW national

Spouse of a UK national

  • ordinarily resident
  • 3 years of residency in the UK immediately before the learning aim**
  • resident in the UK on or before the first day of the learning aim
  • spouse or civil partner of a UK national

EU national

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the EU or EEA immediately before the learning aim

Family member*** of an EEA national

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the EEA immediately before the learning aim
  • has a family member*** who is an EEA national

Child of a Swiss national

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the EEA or Switzerland immediately before the learning aim
  • has a parent who is a Swiss national and is living in the UK on the first day of the learning aim

Child of a Turkish worker

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the EEA, Switzerland or Turkey immediately before the learning aim
  • has a parent who is a Turkish national and is working in the UK

EEA migrant worker

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the EEA or Switzerland immediately before the learning aim
  • working or has a family member*** who is working in the UK

Indefinite Leave to Remain

  • ordinarily resident in the UK
  • 3 years of residency in the UK immediately before the learning aim**
  • resident in the UK on or before the first day of the learning aim
  • has been granted indefinite leave to remain before the learning aim start date

Refugee status

  • resident in the UK on or before the first day of the learning aim
  • the learner or their family member*** has been granted refugee status before the application is submitted (this can be after the learning aim start date)

For information

If the learner is applying for a loan as the child or stepchild of a refugee, they’ll only be considered a ‘child’ if they were under the age of 18 at the time of the parent’s application. If the learner is applying for a loan as the husband, wife or civil partner or a refugee, they must have been their husband, wife or civil partner at the time of their application to the Home Office.

Limited Leave to Remain – Humanitarian Protection (HP)

  • resident in the UK on or before the first day of the learning aim
  • 3 years of residency in the UK immediately before the learning aim**
  • the learner or their family member*** has been granted limited leave to remain due to humanitarian protection before the application is submitted (this can be after the learning aim start date)

Right of permanent residence

  • ordinarily resident
  • 3 years of residency in the UK immediately before the learning aim**
  • resident in the UK on or before the first day of the learning aim
  • the learner has been granted right of permanent residence before the learning aim start date

Family Reunion Visa

  • ordinarily resident in the UK
  • 3 years of residency in the UK immediately before the learning aim (discretionary, please see the evidence section)
  • resident in the UK on or before the first day of the learning aim
  • the Family Reunion Visa was granted before the learning aim start date

For information

A Family Reunion Visa is usually granted due to a family member*** being given refugee status in the UK. There are 2 acceptable types of a Family Reunion Visa:

  • Visa Family Reunion – Indefinite Leave to Enter
  • Visa Family Reunion – Indefinite Leave Until

Evidence

The table below shows what evidence we need to clarify that the learner has the declared residency status and is eligible for support.

Status

Evidence needed

UK national

UK national

  1. Evidence of identity (one of the following):
    • passport details form with valid UK passport details
    • original birth certificate with accompanying ADIF (applicant declaration of identity form)
  2. 3 years of residency details (if the learner has been residing outside the UK in the 3 years before the learning aim start date).

RoW national

Spouse of a UK national

  1. Evidence of identity (one of the following):
    • original in-date passport
    • original biometric residence permit
    • original travel document
  2. Evidence of relationship:
    • Marriage certificate
  3. Evidence of spouse/civil partner’s identity:
    • original UK passport
  4. 3 years of residency details.

EU national

  1. Evidence of identity (one of the following):
    • original in date passport
    • original in date national identity card
    • original Irish birth certificate
  2. 3 years of residency details and accompanying evidence.

Family member of an EEA national

  1. Evidence of identity (one of the following):
    • original in date passport
    • original in date national identity card
    • original Irish birth certificate
  2. Evidence of family members’ EEA nationality (one of the following):
    • original in date passport
    • original in date national identity card
    • original Irish birth certificate
    • original UK passport
  3. Evidence of relationship:
    • for example, a birth or marriage certificate
  4. 3 years of residency details.

Child of a Swiss national

  1. Evidence of identity (one of the following):
    • original in date passport
    • original in date national identity card
  2. Evidence of parent’s Swiss nationality (one of the following):
    • original in date passport
    • original in date national identity card
  3. Evidence of relationship:
    • for example, a birth or adoption certificate
  4. Evidence of Swiss national parent’s address (one of the following):
    • bank statement
    • tenancy agreement or mortgage statement
    • recent utility bill
    • local authority correspondence
    • government department correspondence
  5. a letter signed by the Swiss national parent to confirm they are or were living in the UK of the start day of the course
  6. 3 years of residency details.

Child of a Turkish worker

  1. Evidence of identity (one of the following):
    • original in date passport
    • original in date national identity card
  2. Evidence of parent’s Turkish nationality (one of the following):
    • original in date passport
    • original in date national identity card
  3. Evidence of parent’s current employment in the UK:
    • for example, a contract of employment
  4. 3 years of residency details.

EEA migrant worker

If the learner is the migrant worker

  1. Evidence of identity (one of the following):
    • original in date passport with VISA
    • original in date national identity card
    • original biometric residence permit
  2. Evidence of current employment in the UK:
    • financial evidence to confirm the learner is working, has worked or is looking for work, for example a P60 or a letter from their employer
  3. 3 years of residency details.

If the family member is the migrant worker

  1. Evidence of identity (one of the following):
    • original in date passport with visa
    • original biometric residence permit
  2. Evidence of parent’s identity status (one of the following):
    • original in date passport
    • original in date national identity card
    • original immigration status document
  3. Evidence of parent’s current employment in the UK:
    • financial evidence to confirm they are working, have worked or are looking for work, for example a P60 or a letter from their employer
  4. Evidence of relationship:
    • for example, a birth or marriage certificate
  5. 3 years of residency details.

Indefinite leave to remain

If the learner has indefinite leave to remain

  1. Evidence of identity (one of the following):
    • original in date blue travel document
    • original biometric residence permit
    • original in date passport
    • original in date national identity card (if originally an EEA national)
  2. Evidence of residency status (one of the following):
    • original in date blue travel document
    • original biometric residency permit
    • original immigration status document
    • original in date passport with visa
  3. A Home Office or solicitor’s letter confirming the date the status was granted.
  4. 3 years of residency details.

Refugee status

If the learner has refugee status

  1. Evidence of identity (one of the following):
    • original in date blue travel document
    • original biometric residence permit
  2. Evidence of residency status (one of the following):
    • original in date blue travel document
    • original biometric residency permit
    • original immigration status document
  3. A letter confirming the date the refugee status was granted.

If the family member has refugee status

  1. Evidence of identity (one of the following):
    • original in date blue travel document
    • original biometric residence permit
  2. Evidence of the family member’s residency status (one of the following):
    • original in date blue travel document
    • original biometric residency permit
    • original immigration status document
    • original Home Office letter
  3. Evidence of the learner’s relationship:
    • for example, a birth or marriage certificate
  4. A Home Office or solicitor’s letter confirming the date the status was granted.

Limited leave to remain – humanitarian protection (HP)

If the learner has limited leave to remain (HP)

  1. Evidence of identity (one of the following):
    • original in black travel document
    • original biometric residence permit
    • original in date passport
  2. Evidence of residency status (one of the following):
    • original in date black travel document
    • original biometric residence permit
    • original immigration status document
    • original Home Office letter confirming the reason humanitarian protection was granted (if no visa in passport)
  3. A letter confirming the date leave to remain was granted.
  4. 3 years of residency details.

If the family member has limited leave to remain (HP)

  1. Evidence of identity (one of the following):
    • original in black travel document
    • original biometric residence permit
    • original Home Office letter, confirming the reason humanitarian protection was granted
  2. Evidence of family member’s residency status (one of the following):
    • original in date black travel document
    • original biometric residence permit
    • original immigration status document
    • original Home Office letter confirming Indefinite Leave to Remain was granted (if no VISA in passport)
    • parent’s original blue travel document
  3. Evidence of relationship:
    • for example, a birth or marriage certificate
  4. A letter confirming the date leave to remain was granted, unless already provided.
  5. 3 years of residency details.

Right of permanent residence

  1. Evidence of identity (one of the following):
    • original in date passport
    • original biometric residence permit
  2. Evidence of residency status (one of the following):
    • original in date passport with VISA
    • original biometric residence permit
    • original immigration status document
    • original Home Office letter confirming the right of permanent residence was granted (if no visa in passport)
  3. A letter confirming the date right of permanent residence was granted.
  4. 3 years of residency details

Family reunion visa

If the learner has Visa Family Reunion – Indefinite Leave to Enter

  1. Evidence of identity (one of the following):
    • original in date blue travel document
    • original biometric residence permit
    • original in date passport
  2. Evidence of residency status (one of the following):
    • original in date blue travel document
    • original biometric residency permit
    • original immigration status document
    • original in date passport with visa
  3. A letter confirming the date the status was granted.
  4. 3 years of residency details.

If the learner does not meet the 3 years residency criteria, they may still be eligible if they send in the evidence below. A learner with Visa Family Reunion – Indefinite Leave Until does not need 3 years of residency to be eligible for support.

If the Learner has Visa Family Reunion – Indefinite Leave Until

  1. Evidence of identity (one of the following):
    • original in date blue travel document
    • original biometric residence permit
  2. Evidence of the family member’s residency status (one of the following):
    • original in date blue travel document
    • original biometric residency permit
    • original immigration status document
    • original Home Office letter
  3. Evidence of the learner’s relationship:
    • for example, a birth or marriage certificate
  4. A letter confirming the date the refugee status was granted.

Exceptions

Some learners cannot provide the preferred documentation (ID evidence). There are alternative documents they can provide instead of an original valid ID.

There may be relatively unseen types of eligibility that we have not captured in this factsheet. If you are uncertain about a learner’s eligibility, you should seek further advice. You can contact us or refer to the Further Education Loans Regulations.

A level factsheet

To be eligible for an Advanced Learner Loan, learners must be studying at an approved learning provider in England. They may study any of the following types and levels of approved learning aims:

  • a programme of A levels (AS or A levels) – up to 4 full A levels
  • QAA Access to HE Diplomas
  • vocational qualifications at levels 3, 4, 5 and 6

Learners can have up to 4 loans. These can be any combination of the above types and levels.

For learners studying A levels, a programme can include up to 4 full A levels. This means that one programme may have up to 8 separate loan applications if the learner undertakes AS level study. They can make these applications at the same time or one after the other. 

A programme of A levels together counts as only one of the 4 loans. A learner can still apply for 3 more loans for learning aims that are not AS or A levels.


Changes between AS and A level

Following the changes to the way A levels work, learners can only apply for an AS level learning aim or a full A level. One-year A2 learning aims have been removed.

An AS level learning aim usually takes one year. A full A level learning aim is longer with a higher maximum loan rate.

If a learner wants to continue from an AS to a full A level, they or you can submit a Learning Aim CoC to change to the new course. This is possible whether their application is in pre-liability or post-liability status.

Learners are in pre-liability status if you have not confirmed their initial attendance. This means they are free to change:

  • to a learning aim of the same level and type
  • to a learning aim of a different level or type

Once you have confirmed a learner’s initial attendance, their application will be in post-liability status. A post-liability learner cannot change to a different type of learning aim at the same level. Any fee charged for the A level application should take into consideration any fees already paid for the AS level.

Learners who are applying for a full A level attract a higher rate of loan because they may be studying for longer.

If a learner is only applying for a full A level to top up previous AS level study, you should reduce the fee on the new application to reflect their prior attainment.

The online system currently allows up to 4 applications. It does not recognise that a programme of A levels can be made up of 8 applications.  Learners who would like to take out more than 4 loans to make up their A level programme need to submit separate paper applications after submitting their 4 online applications.

QAA Access to HE write-off factsheet

Eligibility

To be eligible for a QAA Access to HE Diploma loan write-off, a learner must meet the following criteria.

  1. The learner must have taken out an Advanced Learner Loan (ALL) for a QAA Access to HE Diploma course that they have completed.

    A learner will be close to completing their learning aim when you make the final attendance confirmation. Also, the QAA Access to HE account Diploma application must not have withdrawn or suspended status on the course end date.

    The learner does not have to achieve a specific outcome such as passing exams. However, to progress to higher education, they would normally need to meet the requirements of the awarding body.

    If the learner completed one QAA Access to HE Diploma course, they will be entitled to write off of any incomplete QAA Access to HE Diploma loans. For example, this includes courses where they withdrew due to compelling personal reasons.
  1. The learner must not have any outstanding loan accounts with arrears or charges. If they do, they can become eligible for write-off once they clear the arrears.
  1. The learner must be eligible to apply for tuition fee support towards a Student Finance England (SFE) funded course of higher education. This must be true on the first day of the first academic year of their higher education course.

  2. The learner must have completed a higher education qualification that was eligible for SFE funding.

All higher education qualifications designated for SFE funding count. This includes:

  • Higher National Certificates
  • Higher National Diplomas
  • foundation degrees
  • NHS funded courses
  • the higher education element of a Higher Apprenticeship

The learner does not have to achieve a specific outcome, such as passing exams or gaining a specific class of degree.

There does not need to be a relationship between the QAA Access to HE Diploma course and the higher education qualification.

Learners will still be eligible for a write-off if they self-funded their higher education qualification, as long as they:

  • were eligible for SFE funding
  • completed a higher education course that was eligible for SFE funding

This includes students who were not eligible for SFE tuition fee support due to previous higher education study or because they already had an equivalent level qualification (ELQ).

A learner's entitlement to a write-off will not be affected if they suspend, repeat or transfer their higher education qualification. Only a withdrawal will affect entitlement.

In AY 2018/19, the Department of Health and Social Care stopped funding new students on postgraduate healthcare courses in England. Since then, the Department for Education (DfE) has provided support through us to eligible English domiciled students starting designated postgraduate healthcare courses.

Therefore, students with an ALL who complete a designated postgraduate healthcare course will now be eligible to have their ALL written off.

Completion of the QAA Access to HE Diploma

When a learner completes their QAA Access to HE Diploma learning aim, they will follow the usual repayment process. This means entering repayment in the April after the end of their course. 

They do not have to progress immediately from the access course to the higher education course. The offer to write off the loan for the QAA Access to HE Diploma will remain open until they complete a higher education course. It is possible that they will enter employment in this period. If they earn over £25,725, they will start to make repayments.

Access to HE write-off on completion of the higher education qualification

When the learner completes the higher education course, they can have the balance of their loan for the Access to HE Diploma written off. This includes any loans for Access to HE Diploma courses where they withdrew.

Tuition Fee Loan funded higher education students

When a higher education student who received tuition fee support completes their higher education qualification, we will check if they previously completed a QAA Access to HE Diploma. They do not need to send us evidence of having completed their higher education qualification. We will count them as having completed it when:

  • the university or college has made the final attendance confirmation in the final year
  • their higher education course does not have withdrawn or suspended status on their course end date

We will automatically write off the balance of the QAA Access to HE Diploma loan for these students. We will write to them to confirm this.

Part-time, placement, overseas and non-Tuition Fee Loan funded higher education students

Not all higher education students who are eligible for the QAA Access to HE Diploma write-off will have received a full-time Tuition Fee Loan. They may have received part-time or other SFE funding.

These students do not have their attendance confirmed in the same way as full-time Tuition Fee Loan students. We will count them as having completed their higher education course when they meet the following criteria:

  • part-time students – when the university or college makes the last attendance confirmation in the final year
  • placement or overseas students – when they have been paid their final year maintenance instalment
  • students not funded by a Tuition Fee Loan – when the university or college has confirmed registration in the final year

For all students, the account must not have withdrawn or suspended status on the course end date.

We will include these students in the process that automatically writes off the balance of the QAA Access to HE Diploma. We will send them a letter once their loan balance has been written off.

After the write-off, we will check with the university or college to confirm that the student completed their higher education course. If we find that they did not complete, we will reverse the write-off and let the student know.

Self-funded higher education students

Students who self-fund their higher education qualification are still entitled to a write-off if they meet the eligibility criteria.

Self-funding students will not be on our higher education systems, so there will not be an automatic process. We will promote write-offs to these students through our information and guidance.

Students need to give us details of their higher education course. They will also need to give us evidence of their SFE funding eligibility. This will be based on the policy rules on the first day of the first academic year of their higher education course.

We will contact you to confirm that they completed their higher education course. We will then contact the student to let them know if they are eligible for the write-off.

Write-off amount

There will be no financial limit to the amount of loan we will write off. We will write off the full outstanding balance of QAA Access to HE Diploma loans at the course end date. 

The write-off will cover any interest accrued on the loan amount. However, we will not refund any repayments that have been made before the end of the higher education course.

For self-funded learners, the loan is not automatically written off. Therefore they may have made repayments after the end of the higher education course. We will refund these payments.

Adult Education Budget funding changes factsheet

The Department of Education (DfE) has made 2 policy changes about expanding learner entitlement to Adult Education Budget (AEB) grant funding.

This may mean that certain learners can get AEB funding for a level 3 qualification, rather than an Advanced Learner Loan.

These changes are in addition to the legal entitlement of learners aged 19 to 23 to be funded by AEB for their first level 2 and level 3 qualification, which has been existing policy for a number of years.


1. High value courses for school and college leavers: a one-year offer for 18 and 19-year-olds

Additional funding for specific one-year level 2 and 3 courses courses, starting from September 2020. 

On 8 July 2020 the Chancellor announced exceptional funding as part of the wider COVID-19 skills recovery response. This is to support 18 and 19-year-olds leaving school or college.

The additional funding is to encourage and support delivery of selected level 2 and 3 qualifications. These are in specific subjects and sectors that

  • enable a more productive economy
  • support young people to remain engaged with education, employment and training

This is a one-off intervention in response to the COVID-19 pandemic.

The priority is for young people to find

  • work
  • work-based training offers, such as apprenticeships or traineeships

Where these are not available locally, you can use this funding to deliver extra classroom-based opportunities. These are meant to prevent young people from becoming 'not in employment, education or training' (NEET).

This is a short-term offer. It will fund young people aged 18 and 19 for an additional programme of study of high value level 2 and 3 qualifications. The programme can last for up to a year from September 2020. It is available for learners who cannot find employment or work-based training.

See the list of the qualifications included in the offer for more information.

Funding arrangements for providers (level 3, 19-year-olds)

Funding will be routed through Mayoral Combined Authorities and the Greater London Authority for residents in those areas of England.

For residents in all other areas of England, funding will be routed through the Adult Education Budget. It will be administered by the Education and Skills Funding Agency (ESFA).

You can find more information about high value courses for 18 and 19-year-old school and college leavers on GOV.UK.


2. National Skills Fund level 3 adult offer: 19 to 23 uplift

This is part of the Lifetime Skills Guarantee the Prime Minister announced in September 2020. It is a long-term commitment to remove the age constraints and financial barriers for adults looking for their first level 3 qualification. This will let them access training to enable them to progress.

The government is investing £2.5 billion in the National Skills Fund. This will help adults to train and gain skills to improve their job prospects. It aims to boost the supply of skills that employers need. This will support the immediate economic recovery as well as future skills needs.

The Chancellor announced £375 million for the National Skills Fund at the Spending Review in November 2020. This includes £95 million of additional funding to give adults free access to level 3 qualifications.

Any adult aged 19 and over who wants to achieve their first full level 3 qualification can now access hundreds of AEB funded courses. The qualifications have been chosen to help adults improve their job prospects. They have good wage outcomes and aim to address skills needs in the economy, delivering a wide range of skills in many jobs and sectors.

See the list of the qualifications included in the offer for more information.

Funding arrangements for providers

Funding for the level 3 adult offer will be routed through Mayoral Combined Authorities and the Greater London Authority for residents in those areas of England.

For residents in all other areas of England, funding will be routed through the Adult Education Budget. It will be administered by the Education and Skills Funding Agency (ESFA).

You can find more information about the National Skills Fund and adult level 3 offer on GOV.UK.


Additional information

When new qualifications are added to these offers, they will be eligible for funding for new learners. This will apply to starts from the dates on the revised lists of eligible qualifications. These will be published on GOV.UK.

Qualifications can only be funded once they become eligible for AEB funding. Any delivery before this (where the learner has been funding the qualification by other means, such as an Advanced Learner Loan) is not eligible. You should only claim AEB funding for new starts on these qualifications.

For further information please see ESFA funded Adult Education Budget (AEB): funding and performance management rules 2020 to 2021.

The Mayoral Combined Authorities and the Greater London Authority (MCAs/GLA) are now responsible for commissioning and funding AEB provision for learners resident in their areas. You should contact them directly with any queries about using the funding.

For more information on funding arrangements and allocations please see the 2021 to 2022 Adult Allocations Technical Guidance.


Questions and answers

Q: We have some learners who have taken out a loan for their qualification. That qualification has now become eligible for funding through the AEB budget. Can we claim funding for these qualifications instead of the learners continuing with their loan?

A: The eligibility for new qualifications will not be backdated to the start of the academic year. The learners can continue to fund their qualification by other means. These include their Advanced Learner Loans. You can claim ESFA AEB funding for new starts on these qualifications.

Q: A qualification has been added to the funding eligibility list after a learner begun the course funded with an Advanced Learner Loan. Can we backdate their funding?

A: No. If a course is added to the offer after the learner's start date, you must not claim AEB funding for them.

Q: We have learners with Advanced Learner Loans on courses that were added to the age 18-19 NEET offer after they started. Can or should we move them onto that funding?

A: No. The eligibility dates for new qualifications will not be backdated to the start of the academic year. The learners can continue to fund their qualifications with an Advanced Learner Loan. You can claim ESFA AEB funding for new starts on these qualifications.

Q: We have learners who have started a loan-funded course which is now on the adult level 3 offer list. Should we move to claim AEB funding?

A: No. You should only claim AEB funding for the level 3 adult offer for new starts on eligible qualifications.

Q: We have a learner who has started a loan-funded course. This is due to an error and the course was on the adult level 3 offer published list when they started. Should we claim AEB funding?

A: Yes, you may be able to claim AEB funding for the level 3 adult offer. You should submit a change of circumstance on the Advanced Learner Loan application to change the fee to zero. The application should remain approved rather than being withdrawn. Keep in mind that we will check that there are sufficient future payments for the loan to be clawed back from. If not, we may make alternative arrangements with you, such as an invoice request.

Q: What are our options for using our devolved AEB budget allocation to fund learners who are currently funded with a loan?

A: You must discuss the use of your devolved AEB with the relevant Mayoral Combined Authority or the Greater London Authority directly.


Education and Skills Funding Agency (ESFA) contacts

If you want to discuss any elements of your ESFA funding, please contact your ESFA Territorial Team Lead.

You can also submit an enquiry using the ESFA Enquiry Form. This will send your questions to the relevant area in ESFA.

 

Compelling personal reasons factsheet

Maximum loan entitlement

Learners are entitled to apply for up to 4 Advanced Learner Loans for a approved learning aims. 

If a learner withdraws from a course funded by an Advanced Learner Loan after the initial liability point (14 days), this counts as one of their 4 loans.

A learner is only entitled to one Advanced Learner Loan for the following qualifications:

  • a programme of A levels
  • an Access to HE Diploma

This is because these qualifications focus on a particular outcome related to progression. So, we will not fund repeat study. The one exception is where a learner has had to withdraw from their studies due to compelling personal reasons (CPR).


Eligibility – compelling personal reasons

Sometimes thereare  extenuating circumstances when a learner withdraws from their learning aim. We can take these into consideration and regard them as CPR.

We can award learners repeat funding through the Advanced Learner Loan if they can give enough evidence of their CPR.

There are many different reasons why learners may not be able to complete their learning aim and withdraw. These can include:

  • illness
  • bereavement
  • family crisis
  • pregnancy
  • unavoidable caring responsibility

The above list is not exhaustive. All CPR cases are unique and will be granted on their own merit depending on the learner’s circumstances.

When a learner is granted CPR, they will still be liable for the loan they took out before. CPR does not write off loan liability, it only allows for repeat funding.

There is no time limit in which a learner must submit evidence for CPR. There is also no limit to the number of times we can consider CPR.


Examples

Alice has had Advanced Learner Loan funding for 3 different learning aims. She then receives a fourth loan for a Level 3 Diploma in Hairdressing in AY 2020/21. She drops out as she decides the course is not for her and she wants to pursue a different career. She has now used her maximum entitlement of 4 loans. There are no extenuating circumstances for why she withdrew from her course, so CPR cannot be applied. Alice is not entitled to receive a further Advanced Learner Loan.

Luke received 2 Advanced Learner Loans between AY 2018/19 and AY 2019/20. These were for a Level 3 Certificate and an Access to HE Diploma. Luke competed his Level 3 Certificate but withdrew from the Access to HE Diploma due to CPR. During AY 2020/21, Luke would like to apply to use repeat funding for a second Access to HE Diploma. Luke is eligible for funding as he withdrew from the first Access to HE Diploma due to CPR.

Georgia has already completed an Access to HE Diploma in Business. She then withdraws from an A level component due to CPR in AY 2019/20. During AY 2020/21 she applies for CPR to use the repeat funding for another Access to HE Diploma. Georgia is not eligible for the repeat funding of the Access to HE Diploma. This is because the CPR relates to her withdrawal from the A level component, not the earlier Access to HE Diploma.


Applying for compelling personal reasons

If a learner has withdrawn due to CPR and later wants to apply for a course funded by an Advanced Learner Loan, they can submit evidence to receive repeat funding.

We can accept photocopies of all evidence of their mitigating circumstances supporting a claim for CPR. This can include:

  • medical evidence from a GP on headed paper
  • letter from a learning provider on headed paper
  • letter from social services on headed paper
  • letter from clergy or a professional person on headed paper
  • death certificate
  • birth certificate

CPR evidence should be signed and dated, confirming why the learner withdrew from their course.

In some circumstances one piece of evidence may not be enough. We recommend that learners send in as much evidence as they can.

If CPR is awarded, the learner will need to submit a new application form for their new course.

If a learner thinks they may be eligible for CPR, they should discuss this with you first. They should then phone our ALL learner helpline to discuss the evidence we need from them.

Applying for an Advanced Learner Loan

End to end Advanced Learner Loan application

This factsheet contains images of the Advanced Learner Loan online application journey so you can see how the application is structured. 

You may want to show this to your learners so they know what to expect when applying.


Applying for an Advanced Learner Loan

The Further Education (FE) and Higher Education (HE) schemes are both funded by Student Finance England (SFE) and are hosted on GOV.UK.

Learners’ eligibility for FE is based on them being 19 years or older on the first day of their course. The  online application system checks the age of an applicant when they register their personal details. They can only complete an Advanced Learner Loan application if they are over 18 years old and will turn 19 before the end of the current academic year.

If the learner will not be 19 on the first day of their course, the application system will deem them ineligible immediately. The application will never be approved. 

If a learner applies on paper, we will get their date of birth from their identity evidence. Once we add the data into the system, it will perform the same age check as the online application.

Student Home page

After registering, and before starting an application, learners will see information about 6 important things they need to know.

An image of the SFE application page with the message, 'before applying for an Advance Learner Loan, you need to know 6 important things.' along with a green continue button.

An image form the SFE ALL application page, the number 1 with the message 'we'll charge you interest on your loan, as soon as we make your first payment to you.' and a green continue button.

An image of the SFE ALL application page with number 2 and the message, 'You will be charged interest while you are studying. The current interest rate is 5.4% but this could change.' along with a green continue button.

An image of the SFE ALL application page with the number 3 and the message, 'We'll charge you interest until you've repaid your loan in full or, until we cancel your loan 30 years after you entered repayment.' along with a green continue button.

An image of the SFE ALL application page with the number 4 and the message, 'you'll be due to start repaying your loans the April after you finish or leave your course.' along with a green continue button.

An image of the SFE ALL application page with the number 5 and the message, 'You'll only repay when your income is over the repayment threshold. The current repayment threshold is £26,575 but this could change.' along with a green continue button.

An image of the SFE ALL application page with the number 6 and the message, 'you'll repay 9% of your income over the current repayment threshold which is £26,575 a year.' along with a green continue button.

Before you begin

Before beginning the application, the system will tell learners what information and documents they’ll need to complete it.

An image of the SFE ALL application page listing the things the learner will need before they apply

An image of an SFE ALL application page with the privacy notice and agreement to provide accurate information.

Before continuing any further, the system will ask whether:

  • they have their Learning and Funding Information Letter
  • their course starts before August 2016
  • they will be living in the UK while studying

An image from the SFE ALL application asking the learner if they have their Learning and Finding information letter, with the options yes and no in green buttons.

An image form the SFE ALL application page asking the learner if their course starts before 1 August 2016, with the options yes and no in green buttons.

An image form the SFE ALL application asking the learner if the will be living in the UK while studying their course, with the options yes and no in green buttons.

An image from the SFE ALL application page summarising the answers to the three previous questions, and links to change them along with a green button saying continue.

About you

The first section of the loan application will ask the learner to confirm some details about themselves. First, it will ask whether they are a UK national.

An image of the SFE ALL application page asking 'are you a UK national' with the options yes and no in green buttons.

It will then ask the learner to confirm their identity.

An image of the SFE ALL application page asking for passport details to check the learner's identity.

If the learner is a UK national, the system will ask them to provide their UK passport details if they can.

An image of the SFE ALL application page asking for passport details, such as surname, forename, expiry and start dates.

If the learner is not a UK national, the system will ask them to give more information about their residency.

An image of the SFE ALL application page asking, 'in the three years before the first year of your course, did you live outside of the UK and Islands at any time?' with the options yes and no in green buttons.

An image of a SFE ALL application page summarising the previous three sections for confirmation before moving on to the next section.

An image of part of an SFE ALL application page showing the save and continue button and save and exit buttons that appear alongside the previous summary of answers given.

Your course and loan

The system will ask if the learner wants to apply for the Advanced Learner Loan. If so, it will ask for the details of their course. They will get these from the Learning and Funding Information Letter.

An image from the SFE ALL application page with links to find out more information about ALL.

An image form the SFE ALL application page asking the learner to confirm if they want to apply for an ALL to help cover the cost of their fees, underneath are 2 green buttons one to confirm yes and one for no.

An image from the SFE ALL application summarising the previous question with a link to save and continue and a link to save and exit.

Learners will first need to enter the provider’s UK Provider Reference Number (UKPRN) and course trainer code (if applicable).

An image form the SFE ALL application page with fields for the learner to enter their provider's details.

An image of the SFE ALL application page with results after the learner has searched for their provider details.

Learners can then search for their course.

An image of the SFE ALL application page with fields for the learner to enter and search for their course code.

An image of the SFE ALL application page with the course search results and question, 'is this your course?' and a button to confirm or a link to say no.

Learners will need to enter the start and end date of their course.

An image of the SFE ALL application page with fields for the learner to enter their course start date.

An image of the SFE ALL application page with fields for the learner to enter their course end date.

 

Your loan

The system will then ask for the fee you are charging for the course.

An image of the SFE ALL application page with a field for the learner to enter their course fee.

The learner will then need to say how much they want to borrow.

An image of the SFE Application page stating the maximum amount the learner can borrow and a field for the learner to enter how much they would like to borrow, above a green next button.

Next, the learner can review and change their answers.

An image of the SFE ALL application page with a summary of the learner's answers so far, the opportunity to edit them and 2 buttons, one to save and continue the other to save and exit.

Additional information

The system will ask them to provide 2 additional contacts to support their application.

An image of the SFE ALL application page requesting further information from the learner, with fields for them to enter a contact's details.

An image of the SFE ALL application page with fields for the learner to enter details of a second additional contact.

An image of the SFE ALL application summarising the additional information the learner has entered and the options to select save and continue or save and exit.

Check application summary

Next, the learner will need to check their application details.

An image of the SFE ALL application summary page, summarising the information the learner has entered.

An image of the SFE ALL application page with information about how we pay the loan and repayment.

Before you submit

The learner must read the terms and conditions and enter their password to confirm they agree to these before submitting the application.

An image of the SFE ALL application page advising learners that they will need to read the terms and conditions and enter their password to confirm acceptance of them.

An image of the SFE ALL application stating the first term - You are entering into a contract. You have responsibility to repay your loan in line with this contract.

An image of the SFE ALL application with the second term, You have a responsibility to keep your contact details up to date.

An image of the SFE ALL application with the third term, By agreeing to the following terms and conditions, you are signing for your student loan.

An image of the SFE ALL application showing the terms and conditions for the learner to read ahead of submission.

An image of the terms and conditions of the SFE ALL application.

An image of the terms and conditions of the SFE ALL application.

An image of the terms and conditions of the SFE ALL application.

An image of the SFE ALL application submission field where the learner needs to enter their password if they agree to the terms and conditions.

They can check the progress of their application by signing into their online account.

Loan application statuses

When a learner applies for an Advanced Learner Loan (ALL) their application will be set to a certain status. This status will depend on the information and evidence they have given, as well as any omissions. 

An application may go through a few statuses on the way to being approved. You will be able to see most of these statuses on the Learning Provider Portal.

If learners have any difficulty with the application process or do not know how to respond to us, they should call our ALL learner helpline.

In the meantime, you can use this factsheet to explain:

  • application statuses on the Learning Provider Portal
  • the automatic cancellation process
  • the statuses of automatically cancelled applications

Description of application statuses

Application search values

Application status values

Description

Application in Progress

In Data Entry

Paper form: We are entering and processing the data from the loan application.

Online form: The learner has not submitted the loan application.

You will not see applications at this status.

Awaiting Validation

We are reviewing the application to confirm that the learner has provided all information and evidence.

Awaiting Investigation

We have told the learner that we need more information to assess their eligibility. They’ve provided this and we will process the application in due course.

If we find there is still information missing once we have checked the evidence, we will ask the learner to send this. The application will then move to Missing Evidence status. Once we have the relevant information, we will move the application to Approved or Ineligible status.

Awaiting Rejection

We have processed the application and decided it is ineligible. It is now awaiting rejection.

Awaiting Approval

We have manually processed the application and decided it is eligible. It is now awaiting approval by a manager.

Missing Evidence

Missing Evidence

We have put the application on hold until the learner provides further evidence.

We have written to the learner, asking for the outstanding evidence.

Eligibility Incomplete

Eligibility Incomplete

There is information or evidence missing. We have not been able to decide if the learner is eligible for an Advanced Learner Loan.

We have written to the learner, asking for the outstanding information and evidence.

Approved Awaiting Signature

Approved Awaiting Signature

We have approved the learner’s application, but are still waiting for their signed loan declaration form.

This status applies to online applications prior to academic year 19/20 only.

Approved

Approved

We have approved the learner’s application in full. We have their valid signature confirming that they agree to the loan terms and conditions.

When the application is at this work stage we can send the learner’s National Insurance number for verification.

Held Pending Budget Approval

Held Pending Budget Approval

We are waiting for confirmation on the increase of the learning provider’s budget. The application is on hold until we have this.

Ineligible

Ineligible

The learner is not eligible for an Advanced Learner Loan.

Cancelled

Cancelled

The loan application has been cancelled.

Withdrawn

Withdrawn

The learner has withdrawn from their learning aim.

Suspended

Suspended

The learner has suspended their studies.

The automatic cancellation process

The system will pick up applications for automatic cancellation when they have been in one of the following states for a set period:

  • In Data Entry – 30 days from the date the application was received or submitted, whichever is the latest

  • Missing Evidence – 45 days from when the application entered Missing Evidence status

  • Eligibility Incomplete – 45 days from when the application entered Eligibility Incomplete status

  • Approved Awaiting Signature – 45 days from when the application entered Approved Awaiting Signature status

  • Approved (without positive attendance confirmation) – 90 days from the course start date or the approval date, whichever is the latest

  • Missing ULN (without positive attendance confirmation) – 90 days from the course start date or the approval date, whichever is the latest

For example, if an application moves to Missing Evidence status and remains there for 45 days, the system will pick it up for automatic cancellation. However, if it spends 30 days at Missing Evidence status and then moves to Approved Awaiting Signature status, the time will reset. The system will then pick up the application for automatic cancellation if it stays in Approved Awaiting Signature status for 45 days.

The automatic cancellation is applied by a weekly batch run. We run this every Sunday evening. Any applications this batch run picks up will be updated to Cancelled.

  1. The application state will be set to Cancelled.
  2. The loan amount will be set to zero.
  3. Any attendance confirmation schedules linked to the application will be removed.
  4. Any payment schedules linked to the application will be removed.
  5. A Cancellation CoC will be created.
  6. The cancelled application will be given an Auto Cancel Reason Type.

Application state before automatic cancellation

Auto Cancel Reason Type

Missing ULN

Cancelled: Auto – Missing ULN

In Data Entry

Cancelled: Auto – In Data Entry

Eligibility Incomplete

Cancelled: Auto – Eligibility Incomplete

Missing Evidence

Cancelled: Auto – Missing Evidence

Approved Awaiting Signature

Cancelled: Auto – Awaiting Signature

Approved

Cancelled: Auto – Approved

You can view any applications that have been automatically cancelled.

  1. Go to the Learner Search or Learning Aim Search tab.
     
  2. Use the Application State search and select the Auto Cancel Reason Type. Cancel will still appear as a separate option that lets you search for all.

If an application has been automatically cancelled you will see the application state reason on the Assessment Information page.

An image of the assessment information available on the LP Portal.

We will not issue correspondence for automatically cancelled applications.

However, we will send learners letters to ask for missing evidence. These letters will tell them that we may cancel their application if they do not return the evidence we need.

If the application is still relevant and should not have been cancelled, the learner will not need to reapply. If we receive evidence after the automatic cancellation, the application will be reinstated and processed.

If an application is automatically cancelled because it is awaiting a signature, it will automatically move to Approved status when we receive the signed loan declaration form.

You have a 60 days to reinstate an application once it has been cancelled. We count this period from the effective date of the original cancellation CoC to the date of the reinstatement. This applies to both manually and automatically cancelled applications. If you try to reinstate an application after the 60 days you will get an error message:

'It is not possible to reinstate a cancelled application after 60 days.  Please ask learner to contact SLC.'

Description of automatically cancelled application statuses

Application search values

Application state values

Description

Cancelled

Cancelled: Auto – Missing ULN

It is 90 days from the course start date or approval date, whichever is the latest. We have not received a positive attendance confirmation. The application has therefore been cancelled.

 

Cancelled: Auto – In Data Entry

It is 30 days since the application was received or submitted, whichever is the latest. The application has been cancelled.

Cancelled: Auto – Eligibility Incomplete

It is 45 days since the application entered Eligibility Incomplete status. It has therefore been cancelled.

 

Cancelled: Auto – Missing Evidence

It is 45 days since the application entered Missing Evidence status. It has therefore been cancelled.

 

Cancelled: Auto – Awaiting Signature

It is 45 days since the application entered Approved Awaiting Signature Status. It has therefore been cancelled.

 

Cancelled: Auto – Approved

It is 90 days from the course start date or approval date, whichever is the latest. We have not received a positive attendance confirmation. The application has therefore been cancelled.

 

Change of circumstance

Withdrawal CoC and course fees factsheet

A learner's liability for an Advanced Learner Loan is directly linked to how long they have attended. So, unless you have decided to charge no fees at all, you should not reduce the course fee when a learner withdraws. Our Learning Provider Portal and Operations Portal will use the effective date of the Withdrawal Change of Circumstance (CoC) to calculate how much loan you are due.

Withdrawal CoCs will occur when a learner has to leave the learning aim. There may be several reasons for this. They could be moving to another learning aim that is ineligible for transfer. They could also be changing learning provider or leaving learning altogether.

When a learner withdraws, you should record the effective date of the change as their last date of attendance. 

If you want to reduce the course fee to less than the calculated liability, please contact your FE account manager

For further information on processing this and other types of CoCs, please see the Learning Provider Portal user guide.

Break in learning factsheet

This factsheet will help you decide when to process a Suspension or Withdrawal CoC. It will also help you to understand the effect these have on payments.


What is a break in learning?

A break in learning, also known as a suspension, can only occur if a learner is post-liability.

Sometimes a learner is not in attendance on their first liability point due to sickness but will start soon. You should process this as a change in start date. We will recalculate their loan liability from their actual start date.

You should follow your existing process to decide when a learner takes a break in learning. For example, you can consider them as in attendance if:

  • they are off sick for a short time
  • they have told you they will return before the absence will disrupt their learning or extend their period of learning

Sometimes a learner will be absent for a period of time that they will have to make up. For example, they may have broken their leg or be going on maternity leave. In such cases, you should use the Suspension CoC effective date to tell us their last date of attendance. We will pause any loan payments.

Once the learner has returned to study, you should submit a Resumption CoC. The effective date should be the date when they returned to study. We will recalculate the loan schedule and payments will resume in your next payment.

If the learner does not return 12 months after the last attendance or suspension date, we will automatically withdraw the application for budget management purposes. If the learner then returns to study, they should:

  • reapply for support
  • state the reason for withdrawal on the new application

When should I submit the CoC?

You should submit the CoC as soon as the absence is apparent. We will use the effective date of the CoC (the last date of attendance) to:

  • calculate loan liability
  • adjust payments where appropriate

If you submit the CoC retrospectively, you must ensure the effective date (the last date of attendance) is correct. This will allow us to  calculate any overpayments.


What will happen to our payments?

If you submit the Suspension CoC when it occurs, we will pause all future payments. These will remain paused until we process a Resumption CoC with the date the learner resumed.

If you submit the Suspension CoC retrospectively, we will pause any future payments. We will not recover any overpayments until you submit the Resumption CoC.

If the sum of the overpayments is greater than the remaining course fee due, we will offset this against the next positive payment you are due. This will be detailed in your loan position report and remittance report.


How can I change the course fee charged?

Loan liability is directly linked to duration of attendance. Our Learning Provider Portal and Operations Portal will use the effective dates of the Suspension and Resumption CoCs to calculate how much loan you are due.

However, if you want to change the fee charged, you can submit a Fee Charged CoC with a Resumption CoC.

We will pause payments while an application is suspended. This means any Fee Charged CoCs will not take effect until you submit a Resumption CoC.


What if the learner resumes in a new academic year?

If a learner resumes their learning aim in a new academic year (within 12 months of suspending), you should submit a Resumption CoC. If the course fee has increased, the maximum fee rate from the previous academic year still applies. The learner will have to sign a Loan Request Form with the higher loan amount they need.

If the learner resumes more than 12 months after they suspended, we will automatically withdraw their application. They will need to submit a new application to resume the remainder of the course.

If the learner is repeating their studies when they return, the application should be withdrawn. The learner should submit a new application.

For full guidance on processing CoCs, please see the Learning Provider Portal user guide.


Contact

If your learners have any questions about the suspension process, they should call the ALL learner helpline.

If you have any questions, you can contact our Partners Support Desk.

Learner Change of Circumstance factsheet

This factsheet will tell you how learners can submit online Change of Circumstance notifications (CoCs) through their online accounts.

The options learners see on the My Account page depend on their application status and whether it is pre- or post-liability.

An application is in pre-liability stage if you have not confirmed attendance yet. At this stage, learners can change any details about their course and loan. They can also cancel the application. We will check that their changes comply with policy. For example, the amount of loan required cannot be less than £300.

If you have already confirmed attendance, the application is in post-liability stage. At this stage, learners can only change the loan amount. They will also see the option to suspend or withdraw, but this will direct them to contact their learning provider.

Learners will have a Change this application link on their My Account page. 

My account page with the Change this application link highlighted

This will take them to the Change application page. When online CoCs are available, this page will have links to make changes to their: 

  • course, university or college details
  • Advanced Learner Loan amount

It will also say that if they need to make any other changes, they should complete and send us a Change of Circumstances form.

Change application page with links to change course or provider details, change the loan amount, or go to the Change of Circumstance form. 

Selecting the link to change course, university or college details, or the link to change the loan amount will open the Your course and loan page. This will list the answers the learner gave to questions about their:

  • provider details
  • course
  • course start date
  • course end date
  • expected fee
  • amount of loan required

To change any of the answers, they should select the Change this answer link next to the relevant details.

Your course and loan page listing provider and course details with links to change these answers.

If the learner's application status means online CoCs are not available, the Change application page will only show the link to the Change of Circumstances form. The learner will need to complete the paper form and send it to us.

Change this application page showing only the link to the Change of Circumstances form.

Learners can also update their contact details in the Your profile mini app. The link to this is at the top of the My Account page.

Your profile page with the Your profile link at the top of the page highlighted.

Schedules and service levels

Payment and drawdown calendar for academic year 2020/21

The payment and drawdown calendar shows the attendance confirmation and payment dates in each month.

Each month has a specific payment date and drawdown date.

The payment date is always the third Wednesday of the month. We do not make interim or catch up payments, so there will be no other payment dates.

The drawdown date is the Thursday before the payment date. We will need to receive a positive attendance confirmation by the end of the day to make the payment on the next payment date.

If you submit a positive attendance confirmation after the drawdown date, we will not make the payment that month, but the following month.

The calendar also shows fixed quarterly attendance return dates. Once learners reach these dates after their initial attendance confirmation, they will appear on your attendance confirmation worklist.

Look at the 3 highlighted dates in each month to see:

  • when we will ask for attendance confirmation
  • when you need to confirm attendance to receive a payment in that month
  • when we will make the payments

The calendar also shows drawdown dates for months when we do not ask for a quarterly attendance confirmation. This is because learners with varying start dates will still need an initial attendance confirmation throughout the year. This will be 2 weeks after their start date, outside the set quarters.

You can download the payment and drawdown calendar here.


2020/21 drawdown and payment dates

August 2020 – fixed quarter for attendance returns 
Drawdown date: 13/08/2020
Payment date: 19/08/2020

September 2020 – assumed attendance
Drawdown date: 10/09/2020
Payment date: 16/09/2020

October 2020 – assumed attendance
Drawdown date: 15/10/2020
Payment date: 21/10/2020

November – fixed quarter for attendance returns
Drawdown date: 12/11/2020
Payment date: 18/11/2020

December – assumed attendance
Drawdown date: 10/12/2020
Payment date: 16/12/2020

January – assumed attendance
Drawdown date: 14/01/2021
Payment date 20/01/2021

February – fixed quarter for attendance returns
Drawdown date: 11/02/2021
Payment date: 17/02/2021

March – assumed attendance
Drawdown date: 11/03/2021
Payment date: 17/03/2021

April – assumed attendance
Drawdown date: 15/04/2021
Payment date: 21/04/2021

May – fixed quarter for attendance returns
Drawdown date: 13/05/2021
Payment date: 19/05/2021

June – assumed attendance
Drawdown date: 10/06/2021
Payment date: 16/06/2021

July – assumed attendance
Drawdown date: 15/07/2021
Payment date: 21/07/2021

Current payment schedule and attendance export

Two options appear on the Learner Search and Learner Information Results pages:

  • Export XML Payment Schedule & Attendance
  • Export CSV Payment Schedule & Attendance

An image of the Learner Search page highlighting the export csv payment schedule and attendance button and the export xml payment schedule and attendance button in red rectangles.

You can export the results directly from the Learner Search page.

  1. Enter your search criteria.

  2. Select Export XML Payment Schedule & Attendance or Export CSV Payment Schedule & Attendance.

  3. Enter a filename for the export.

  4. Select Export Results.

    An image of the export results popup with the export results button highlighted with a red rectangle, in the learner details page.

Alternatively, you can view the search results on screen first.

  1. Enter your search criteria on the Learner Search page.

  2. Select View Results to see the learners who match your search.

  3. If you want to export the search results, select Export XML Payment Schedule & Attendance or Export CSV Payment Schedule & Attendance.

  4. Enter a filename for the export.

  5. Select Export Results.

You can enter any search criteria for the payment schedule and attendance export. However, you will only see applications with a payment schedule in the exported file (for example those that are approved, withdrawn or suspended).

If none of the selected applications have a payment schedule, you will get an error message if you try to export the results. The message will say, 'No records match the criteria entered. Please amend your criteria and search again.'

An image of the results export popup with the error message 'No records match the criteria entered. Please amend your criteria and search again. highlighted with a red rectangle.


Export files

Csv export

The csv export file will show the following headings:

  • learner surname
  • learner forename
  • learner date of birth
  • unique learner reference number
  • additional learner reference number
  • scheduled payment date
  • actual payment date
  • payment amount
  • payment status
  • payment pended reason
  • attendance confirmation date
  • attendance confirmation status
  • submitted by

Descriptions of some of the headings are below.

Scheduled payment date

The date we plan to pay your organisation if you have confirmed attendance, the National Insurance number is verified and the bank details are correct.

Actual payment date

The date we will pay your organisation. This is sometimes different from the scheduled payment date if any of the above information is missing or incorrect.

Payment amount

The amount that we will pay your organisation in that instalment.

Payment status

The status of the payment, for example paid or scheduled.

Payment pended reason

If you have confirmed attendance but we cannot make the payment, the reason will appear under this heading. For example, it could be 'National Insurance number not verified'.

Attendance confirmation date

The first date by which we need you to confirm attendance for the instalment. If it is the first payment, the attendance confirmation date will be 2 weeks after the learner’s start date. If it is a subsequent payment, the attendance confirmation date will be the first of the month.

Attendance confirmation status

The learner’s status for that payment period. This could be:

  • in attendance
  • not in attendance
  • awaiting confirmation

Submitted by

The member of staff who has confirmed the attendance status, as well as the date and time of the confirmation. We only need quarterly confirmation so the same person, date and time may appear against multiple payments.

The data will show every payment for each learner who has payments scheduled. These will appear on separate rows. 

Csv export

The csv file will show each scheduled payment in a separate row. Therefore multiple rows will appear for most learners. The data will be ordered alphabetically by learner surname.

Xml export

Details of the xml export are defined in the Current Payment Schedule and Attendance Export schema. If you need a copy of this, please email lp_services@slc.co.uk.

Application processing service levels

Online applications with no physical evidence

95% within 5 working days

We will process 95% of all online applications that do not need any physical evidence and have successfully passed the Identity and Passport Service check within 5 working days of receiving them.

Online applications with physical evidence

95% within 20 working days

We will process 95% of online applications needing any manual check of physical evidence within 20 working days of receiving them. *

Paper applications

95% within 20 working days

We will process 95% of all paper applications within 20 working days of receiving them. *

Online Change of Circumstance forms

95% processed within 5 working days

We will process 95% of all Change of Circumstance forms you or learners submit on the Learning Provider Portal or the Customer Portal within 5 working days of receiving them.

Paper Change of Circumstance forms

95% processed within 5 working days

We will process 95% of all paper Change of Circumstance forms within 20 working days of receiving them.

 

* Where evidence is missing, the processing clock stops when we request further information from the learner. It restarts when the learner returns this information.

Tips on using the portal

Exporting learner data to Microsoft Excel

Step 1: Creating an export file on the portal

Learner data: applications

  1. Go to the Application Information Service tab.

  2. Select Learner Information Home and then Learner Search.

  3. Go to the Application States section of the page. Use the Add or Add all buttons to choose the application states you need.

  4. Set the parameters (such as academic dates and period) for your report.

  5. Select Export CSV Results or Export CSV Payment Schedule & Attendance, depending on which you want to export. 

    Learner Search tab showing the Application states box and highlighting the Export CSV Results and Export CSV Payment Schedule & Attendance buttons.

  6. The upper part of the page will darken. Scroll down to Results Export and enter a name for your export file.

    Top of the page darkened, Results Export section with the filename field highlighted.

  7. Select Export CSV Results to generate the export file in csv format.

Learner data: changes of circumstance

  1. Go to the Application Information Service tab.

  2. Select CoC Home and then View CoC.

  3. Go to the CoC Types section of the page. Use the Add or Add all buttons to choose the Change of Circumstance (CoC) types you need.

  4. Set the parameters (such as academic dates and period) for your report.

  5. Select Export CSV Results

    View CoC page showing the CoC Types section and highlighting the Export CSV Results button.

  6. The upper part of the page will darken. Scroll down to CoC Results Export and enter a name for your export file.

    Top of the page darkened, CoC Results Export section with the filename field highlighted.

  7. Select Export Results to generate the export file in csv format.

Learner data: attendance

  1. Go to the Application Information Service tab.

  2. Select Attendance Home and then Attendance Worklist.

  3. Set the parameters (such as attendance status and period) for your report.

  4. Select Export CSV Results

    Attendance Worklist page with the Export CSV Results button highlighted.

  5. The upper part of the page will darken. Scroll down to Results Export and enter a name for your export file.

    Top of the page darkened, Results Export section with the filename field highlighted.

  6. Select Export CSV Results to generate the export file in csv format.

Step 2: Manipulating the csv download file in Excel

When you select the downloaded export file, it should automatically open in Excel.

Selecting the downloaded csv file opens it in Excel.

Files in csv format impose some restrictions, for example you cannot password protect them. As a first step, we therefore recommend that you save the file as an Excel workbook. This will let you fully manipulate it.

Save As screen in Excel with the file type dropdown open and the Excel Workbook option highlighted.

You can make the file easier to read by resizing the columns.

  1. Select the top left-hand corner to highlight all the rows and columns.

  2. Double click on one of the dividing lines between the column labels to resize the columns.

You can then use Excel functions such as filter and sort to manipulate the data as needed.

You can find more information about using Excel on the Microsoft website. You can also search for the latest Microsoft Excel tutorial videos on YouTube.