Version 3 - Last Updated: 18 Feb 2021

Attendance

Attendance


Attendance confirmation is how you let us know that a learner is engaged on their learning aim.

You will first need to confirm attendance 2 weeks after the start of the learning aim. This is called the initial liability point.

After this, you will need to confirm the learner’s ongoing attendance quarterly, by the first day of the month, throughout the learning aim.

The quarterly attendance confirmation points are fixed as 1 August, 1 November, 1 February and 1 May.

We will assume attendance (and therefore loan liability) for the first of the month in the months between these fixed points and will make payments to you.

If the learner withdraws from their learning aim, you should submit a Withdrawal or Suspension Change of Circumstance (CoC) as soon as possible to avoid overpayments.

The learner’s loan application should be in approved status. You will not be able to confirm attendance for a learner before their application has been approved.

Initial attendance confirmation

2 weeks after the start of the learning aim.

Subsequent (quarterly) attendance confirmation

Once a quarter, attendance confirmation points are fixed as 1 August, 1 November, 1 February and 1 May.

As an example, if a learner starts a 10-month learning aim on 1 August 2020, the attendance points will be:

  • initial confirmation 2 weeks after learning aim start – 15 August
  • second quarterly attendance check – 1 November
  • third quarterly attendance check – 1 February
  • fourth quarterly attendance check – 1 May

Aug       Initial provider confirmation required    

Sept      Assumed attendance

Oct        Assumed attendance

Nov       Provider quarterly attendance required

Dec       Assumed attendance

Jan        Assumed attendance

Feb        Provider quarterly attendance required

March    Assumed attendance

April      Assumed attendance

May       Provider Quarterly Attendance Required

The same process will apply to learning aims which start in any month of the year. As an example, if a learner starts a 10-month learning aim on 2 January 2021, the attendance points will be:

  • initial confirmation 2 weeks after learning aim start – 16 January
  • second quarterly attendance check – 1 February
  • third quarterly attendance check – 1 May
  • fourth quarterly attendance check – 1 August

Jan        Initial provider confirmation required

Feb        Provider quarterly attendance required

March   Assumed attendance

April      Assumed attendance

May       Provider quarterly attendance required

June      Assumed attendance

July        Assumed attendance

Aug       Provider quarterly attendance required

Sept      Assumed attendance

Oct        Assumed attendance

If a learning aim does not cover all 4 quarterly attendance check points, we will only need attendance confirmation for the period that falls within these points.

As an example, if a learner starts a 6-month learning aim on 1 August 2020, you will only need to submit the initial attendance and second quarterly attendance confirmation. The attendance points will be:

  • initial confirmation 2 weeks after learning aim start – 15 August
  • second quarterly attendance check – 1 November

Aug       Initial confirmation required      

Sept      Assumed attendance

Oct        Assumed attendance

Nov       Provider quarterly attendance required

Dec        Assumed attendance

Jan        Assumed attendance

Feb        N/A

March    N/A

April      N/A

May       N/A

It is this attendance confirmation that will trigger payment of the fee loan to you. We cannot make the payment without an attendance confirmation.

There are 3 ways in which you can confirm attendance for your learners.

  1. Using the Attendance Worklist page on the Learning Provider Portal.
  2. For an individual learner, using the Detailed Learner Information page on the Learning Provider Portal.
  3. Using a bulk import file in xml or csv format.

You can combine these methods for different learners or different attendance confirmations through the year.

The Unique Learner Number (ULN) is a mandatory field. You will need to enter this before you can confirm attendance.

If you have not entered the ULN, the learner will not appear on the attendance worklist and the attendance dropdown will not be available on the Detailed Learner Information page. See Field Updates for more information.