Learning Provider Portal user guide

Version 4 - Last Updated: 03 May 2023

A guide to support you using the Learning Provider Portal.

What is the Learning Provider Portal?

What is the Learning Provider Portal user guide for?

Find out why you need to use the Learning Provider Portal.

How to access the Learning Provider Portal

An overview on how you can access the LP Portal.

How to sign in to the Learning Provider Portal

How to sign in to the portal.

Signing in for the first time

Instructions on how to sign in to the portal for the first time.

How to reset your password

What to do if you forget your password.

Security

Why you should be vigilant about security.

Learning provider user roles

An overview of the user roles on the LP Portal.

Learning Provider Portal Home page

A brief introduction to the portal home page.

Messages and notifications

A description of the messages you are likely to see on the portal.

How to navigate the Learning Provider Portal

How to navigate the portal.

Learning provider profile

An overview of the learning provider profile page.

Updating provider details

How to update your provider details if you need to.

Contract details

Where to find your contract details.

Maintaining learning provider contacts

Why it is important to keep your contacts up to date.

Creating contacts

How to create contacts on the portal.

Editing contacts

How to edit existing contacts.

Making contacts inactive

How to make contacts inactive.

Administering system users

How to administer system users on the portal.

Creating new users

How to create new portal users.

Administering existing users

How to administer existing portal users.

Expiring user accounts

How to expire user accounts you no longer need.

Overview

A brief overview of the Applicant Information Service.

Detailed Learner Information

An overview of the learner application information you can view in the portal.

Change of Circumstance Home

An overview of the Change of Circumstance Home page.

Financials Home

An overview of the Financials Home page in the Applicant Information Service.

Searching and viewing learner information

How to access the Learner Information Home page.

Learner search

How to conduct a learner search on the portal.

Learning aim search

How to search for learning aims on the portal.

How to search for learners

How to search for learners on the portal.

How to view your search results

How to view your search results.

Exporting learner information

A brief overview of exporting learner information.

Validation when exporting data

A brief introduction into validation of exported data.

View detailed learner information

Instructions on how to view detailed learner information.

Current application state, effective date and history

An overview of the current application state, effective date and history in the detailed learner information view.

Current assessment

How to view the current assessments of learners.

Assessment history

How to view a learner's assessment history.

Current payment schedule & attendance

A description of the current payment schedule for learners.

Updating fields from the Learner Information Results page

How to update fields from the Learner Information Results page.

Adding the Unique Learner Number (ULN)

How to add a Unique Learner Number to learner records.

Adding the Additional Learner Reference Number (ALRN)

How to add Additional Learner Reference Numbers to learner records.

Field updates from the Detailed Learner Information page

How to update fields from the Detailed Learner Information page.

Adding the Unique Learner Number (ULN) to individual learner records

How to add a ULN to individual learner records.

Unique Learner Number (ULN) validation

How ULNs are validated.

Adding Additional Learner Reference Numbers to individual learner records

How to add Additional Learner Reference Numbers to individual learner records.

Additional Learner Reference Number validation

How Additional Learner Reference Numbers are validated.

Adding course trainer and course location codes to individual learner records

How to add course trainer and location codes to learner records.

Course trainer and course location code validation

How course trainer and course location codes are validated.

Adding ULNs by bulk import

How to import ULNs in bulk.

ULN bulk import validation rules and errors

How bulk ULN file uploads are validated.

Viewing ULN bulk import results

How to view the results of a bulk ULN import.

Adding Additional Learner Reference Numbers, course trainer codes and course location codes by bulk import

How to import Additional Learner Reference Numbers, course trainer codes and course location codes in bulk.

Viewing the Newly Approved Worklist

How to view applications that have been approved for the first time in the Newly Approved Worklist.

Viewing the Newly Submitted Worklist

How to view applications that have been recently submitted but are not yet approved in the Newly Submitted Worklist

Change of Circumstance notifications (CoCs)

A brief introduction to Change of Circumstance notifications.

Pre-liability CoC – application status

How application status defines a pre-liability CoC.

Post-liability CoCs – application status

How application status defines a post-liability CoC.

Creating pre- and post-liability CoCs

An introduction to creating CoCs.

Creating pre-liability CoCs from the Detailed Learner Information page

How to create pre-liability CoCs from the Detailed Learner Information page.

Creating pre-liability CoCs from the CoC Home page

How to create pre-liability CoCs from the CoC Home page.

Pre-liability CoC types

An introduction to the types of pre-liability CoC available.

Fee Charged CoC

How to create a Fee Charged CoC.

Decrease Loan Amount CoC

How to create a Decrease Loan Amount CoC.

Learning Aim CoC

How to create a Learning Aim CoC.

Learning Provider CoC

How to create a Learning Provider CoC.

Cancel CoC

How to create a CoC to cancel an application.

Reinstate CoC

How to create a Reinstate CoC for learners who have previously cancelled their application.

Creating post-liability CoCs from the Detailed Learner Information page

How to create post-liability CoCs from the Detailed Learner Information page.

Creating post-liability CoCs from the CoC Home page

How to create post-liability CoCs from the CoC Home page.

Post-liability CoC types

An explanation of post-liability CoC types.

Early Completion CoC

How to create an Early Completion CoC

Suspension CoC

How to create a Suspension CoC for learners who intend to return.

Resumption CoC

How to create a CoC for learners who are resuming study after suspension.

Withdrawal CoC

How to create a Withdrawal CoC for learners who permanently leave.

Creating pre- and post-liability CoCs from the CoC Worklist

How to create pre- and post-liability CoCs from the CoC Worklist

Creating CoCs by bulk import

How to create CoCs in bulk.

CoC validation rules and errors

A brief explanation of the CoC validation rules.

Viewing CoC bulk import results

How to view CoC bulk import results.

CoC search

How to conduct a CoC search.

Requesting a submissions report

How to request a CoC submissions report.

Accessing the financial area of the Applicant Information Service

How to access financial information held in the Applicant Information Service.

Payment instalment learner details reports

How to download subreports form the payment instalment report.

Loan position report

An introduction to the loan position report.

Viewing the loan position report

How to view the loan position report.

Example of a loan position report

See an example of the loan position report.

Loan facility details

How to find your loan facility details.

Loan facility warning messages

The warning message you'll receive when you have reached 80% of your loan facility.

Contract end date warning

The message you will see when your contract end point is coming up.

Payment instalment report (PIR)

An introduction to the payment instalment report and how to access it.

Payment instalment report: academic year view

How to view the payment instalment report for the academic year.

Attendance

An explanation of attendance and when you need to confirm it.

User roles that give access to attendance functions

What user role you will need to confirm attendance.

Attendance Worklist

Instructions on how to use the attendance Worklist.

Saved records

How to save attendance records.

More than one outstanding confirmation

How to recognise if you have more than one outstanding confirmation.

Worklist attendance confirmation

How to confirm attendance for multiple or individual learners from the worklist.

Detailed Learner Information page confirmation

How to confirm attendance form the Detailed Learner Information page.

Suspension and Resumption CoCs

Confirming attendance after a Suspension or Withdrawal CoC.

Attendance import file

How to export and import the attendance worklist.

View import results

How to check that an attendance file has imported correctly.

Incorrectly submitted attendance confirmations

How to rectify attendance confirmations that are incorrectly submitted.

Payment

When we will make Advanced Learner Loan payments.

Circumstances affecting payment

What happens if there are circumstances that affect payment.

Late loan application

What will happen to payment if the learner applies late.

Monthly payment drawdown cutoff point

What is the monthly payment drawdown cutoff point?

National Insurance numbers

The importance of National Insurance numbers explained.

Payment schedule

An explanation of the payment schedule.

Remittance report

How to view the remittance report.

Remittance export

How to export the remittance report.

User access controls overview

An overview of the user access controls on the LP Portal.

Creating a user

How to create a portal user.

Creating and maintaining groups

How to create and maintain groups on the portal.

Assigning users to groups

How to assign portal users to groups.

Adding learner applications to groups

How to add learner applications to groups.

Group users and viewing learner information

How group users can view learner information.

Further support

Where you can find further support using the portal.

Data retention

Our data retention policy.

Learning Provider Portal user guide

What is the Learning Provider Portal?

What is the Learning Provider Portal user guide for?

How to access the Learning Provider Portal

How to access the Learning Provider Portal

How to sign in to the Learning Provider Portal

Signing in for the first time

How to reset your password

Security

Learning provider user roles

Using the Learning Provider Portal

Learning Provider Portal Home page

Messages and notifications

How to navigate the Learning Provider Portal

Learning provider profile

Learning provider profile

Updating provider details

Contract details

Learning provider contacts

Maintaining learning provider contacts

Creating contacts

Editing contacts

Making contacts inactive

Administering system users

Administering system users

Creating new users

Administering existing users

Expiring user accounts

Applicant Information Service

Overview

Detailed Learner Information

Change of Circumstance Home

Financials Home

Searching and viewing learner information

Searching and viewing learner information

Learner search

Learning aim search

How to search for learners

How to view your search results

Exporting learner information

Exporting learner information

Validation when exporting data

View detailed learner information

View detailed learner information

Current application state, effective date and history

Current assessment

Assessment history

Current payment schedule & attendance

Field updates

Updating fields from the Learner Information Results page

Adding the Unique Learner Number (ULN)

Adding the Additional Learner Reference Number (ALRN)

Field updates from the Detailed Learner Information page

Adding the Unique Learner Number (ULN) to individual learner records

Unique Learner Number (ULN) validation

Adding Additional Learner Reference Numbers to individual learner records

Additional Learner Reference Number validation

Adding course trainer and course location codes to individual learner records

Course trainer and course location code validation

Field updates by bulk import

Adding ULNs by bulk import

ULN bulk import validation rules and errors

Viewing ULN bulk import results

Adding Additional Learner Reference Numbers, course trainer codes and course location codes by bulk import

Viewing the Newly Approved Worklist

Viewing the Newly Submitted Worklist

Change of Circumstance notifications (CoCs)

Change of Circumstance notifications (CoCs)

Pre-liability CoC – application status

Post-liability CoCs – application status

Creating pre- and post-liability CoCs

Creating pre-liability CoCs from the Detailed Learner Information page

Creating pre-liability CoCs from the CoC Home page

Pre-liability CoC types

Fee Charged CoC

Decrease Loan Amount CoC

Learning Aim CoC

Learning Provider CoC

Cancel CoC

Reinstate CoC