How to amend ILR data

Submitting amendments to 2011-12 ILR data

Action plan

Prior to submitting ILR amendment files, colleges need to complete an action plan detailing the nature of, and reason for, the amendments. The guide to action plans provides information on submitting and completing action plans. We will only accept amendment files where we have approved an associated action plan.

ILR amendment files

On approval of the action plan, we will invite the college to submit the amendment files. This can be done by submitting either an ILR ‘A’ or ‘B’ files to the the HEFCE extranet. For further information regarding these files, please consult the ILR specification for the applicable year.

You may either submit additions, deletions or changes to your data which should all be submitted in the same XML file. As with submissions the Data Service, each record you must submit all fields even if you only wish to change one field. 

Incorporating previously submitted amendment files

If you have previously submitted an ILR amendment file and wish to incorporate it in a subsequent amendment you must submit all applicable XML files in one amendment batch for processing.

Submitting the amendment file

To submit amendments, you need to log into the HEFCE extranet and join the 'ILR amendment upload area'. The group key is as follows:

9LON-XV33-2PYZ-EN8S

Return to the homepage and you will now be able to see the upload area. Select ‘Upload’ and browse for the files you wish to upload, and then ensure you press ‘Submit’.

Note: If you are a new user of the extranet, the above key will not allow you to register so please contact our helpdesk at 0117 931 7285 or at isr_heifes_stats@hefce.ac.uk and we will be able to provide you with the necessary information.

Validation

We will use the Data Service's validation software to ensure that all amendments are valid and do not cause validation failures elsewhere in our master data sets. We will ask colleges to re-submit amendments if validation failure occurs.

HEFCE processing

When we receive a valid amendment in the structure and format detailed above, we will produce updated derived statistics outputs which will be made available to the college via the HEFCE extranet. If we are content with the outputs, where appropriate, we will notify the college by e-mail that the outputs are available and ask them to confirm that the amendments have had the impact expected.

Further corrections

If, during the above process, we or the college identify that further data amendments are required, we will ask the college to submit a revised action plan and the above process will be repeated.

We will identify and contact colleges that have not submitted valid files by the expected date or where there are other significant delays (for example, where the college has submitted invalid amendments).

Onward use of amendments

Generally, we do not expect amendments submitted via this route to be used to inform routine publications such as the Unistats statistics.

Related links

If ILR data are correct, but there are errors caused by problems of fit in our algorithms, see how to submit overrides to primary derived fields.

Problems can also arise where ILR data are accurate, but there are incorrect LARA data; in this case, see how to submit overrides to LARA fields.

Submitting amendments to 2010-11 (or earlier) ILR data

Action plan

Prior to submitting ILR amendment files, colleges need to complete an action plan detailing the nature of, and reason for, the amendments. The guide to action plans provides information on submitting and completing action plans. We will only accept amendment files where we have approved an associated action plan.

ILR amendment files

On approval of the action plan, we will invite the college to submit amendment file(s). There are three types of amendment file, which perform the following actions:

• Change file – corrects field values for records on the ILR return
• Addition file – adds records omitted from the ILR return
• Deletion file – deletes records incorrectly included on the ILR return.

Table A gives a summary of the information we require for each type of amendment file, and examples of these three types of amendment file can be found under the year specific links in the funding and monitoring data overview.

Change file

This amendment type allows values of fields to be corrected at the individual record level in our copy of the ILR data. Typically change files correct a small number of fields which contain incorrect values.

Change files must be given a file name in the form chgYYYYYYDNN.amd, where:

• YYYYYY is the provider number ST_UPIN (L01) for your college
• D is the identifier of the ILR data set being changed - D must take one of the following values:
  • L for the learner data set
  • A for the learning aim data set
  • H for the HE data set
• NN is a sequential number starting at 01. For instance, a first set of amendments in a change file must be submitted in the form chgYYYYYYD01.amd, and a second set of different amendments must be submitted in the form chgYYYYYYD02.amd.

Each record must contain complete data for all fields included in the amendment file, even if a particular field remains unchanged in some cases.

Only ILR fields can be included in amendment files. Where changes to derived fields are required, the underlying ILR fields must be changed. For example, if HEFLEVEL is incorrect then H15 would need to be changed.

The file must contain a header in the following form:

• line 1 – amendment reference in the form chgYYYYYYDNN as explained above; this will be the same as the filename with the .amd file extension removed.
• line 2 – creation date of the amendment file in the form ddmmyyyy.
• line 3 – brief description of the correction, and the reference number of the area of difference on the action plan that it rectifies. For example 'Changes to ILR fields H14 and H15 – reference number 1'.
• line 4 – this line must contain the word CHANGE.
• line 5 – the ILR fields used to uniquely identify records on the amendment file, comma separated. For example H01, H03, H05, H09.
• line 6 – the ILR fields being changed, comma separated. For example H14, H15.
• line 7 – number of records contained in the amendment file, excluding the first 12 lines of header information.
• line 8 – the ILR field used to calculate the file check sum.
• line 9 – file check sum.
• lines 10 and 11 – these lines should contain any notes you wish to include.
• line 12 – all ILR fields included in the amendment file. These fields must appear in the same order as each row of the data and must be comma separated, for example H01, H03, H05, H09, H14, H15. These will include the unique fields (line 5), fields being changed (line 6), and the file check sum field (line 8).
• line 13 – amendment data must begin on this line. The data must consist of comma-separated fields, corresponding to those specified in line 12 of the header. Each record must be separated by a carriage return. A blank line should be placed after the final record.

Addition file

This amendment type allows full records that were omitted from the ILR return to be added to our copy of the data. Each addition file must only contain additional records for one data set, that is, learner, learning aim or HE. In this case all ILR fields for that data set must be included in the addition file even if some are blank. These data must be validated against ILR validation rules.

Addition files must be given a file name in the form addYYYYYYDTNN.amd, where:

• YYYYYY is the provider number ST_UPIN (L01)
• D is the identifier of the ILR data set being added to - D must take one of the following values:
  • L for the learner data set
  • A for the learning aim data set
  • H for the HE data set.
• T is the type of addition - T must take one of the following values:
  • 3 for adding additional learner records along with learning aims and HE data
  • 2 for adding learning aims and HE data to existing learner records
  • 1 for adding HE data to existing learning aim records.
• NN is a sequential number starting at 01. For instance, a first set of amendments in an addition file must be submitted in the form addYYYYYYDT01.amd, and a second set of different amendments must be submitted in the form addYYYYYYDT02.amd.

Adding student records

If the student was entirely omitted from the ILR return, we would expect three addition files containing learner, learning aim and HE data. The sequential number NN must be the same for all three files.

Adding learning aims to existing student records

If a learning aim for a learner was entirely missed from the ILR, we would expect two addition files containing learning aim and HE data. The sequential number NN must be the same for both files.

Adding HE data to existing qualification aim records

If HE data for existing learning aims were entirely missed from the ILR, we would expect a single file containing HE data.

All addition files must contain a header in the following form:

• line 1 – amendment reference in the form addYYYYYYDTNN as explained in the Addition File section above; this will be the same as the filename with the .amd file extension removed.
• line 2 – creation date of the amendment file in the form ddmmyyyy.
• line 3 – brief description of the additional records, and the reference number of the area of difference on the action plan that it rectifies. For example 'Learner data set data for Higher National Certificates (HNCs) omitted from original ILR return – reference number 2 on the action plan'.
• line 4 – this line must contain the word ADD.
• line 5 – this line must be left blank.
• line 6 – this line must be left blank.
• line 7 – number of records contained in the amendment file, excluding the first 12 lines of header information.
• line 8 – the ILR field used to calculate the file check sum.
• line 9 – file check sum.
• lines 10 and 11 – these lines should contain any notes you wish to include.
• line 12 – a list of all fields in the relevant ILR data set. These fields must appear in the same order as each row of the data and must be comma separated.
• line 13 – additional records must begin on this line. The data must consist of comma-separated fields, corresponding to those specified in line 12 of the header. Each record must be separated by a carriage return. A blank line should be placed after the final record.

Deletion file

This amendment type allows records incorrectly included on ILR to be removed from our copy of the data.

Deletion files must be given a file name in the form delYYYYYYDNN.amd. Where:

• YYYYYY is the provider number (L01)
• D is the identifier of the ILR data set being deleted from - D must take one of the following values:
  • L for the learner data set
  • A for the learning aim data set
  • H for the HE data set
• NN is a sequential number starting at 01. For instance, a first set of amendments in a deletion file must be submitted in the form delYYYYYYD01.amd, and a second set of different amendments must be submitted in the form delYYYYYYD02.amd.

In the case of deletions only one file needs to be returned. An HE data set deletion file will delete only HE data. A learning aim data set deletion file will delete learning aims and any associated HE data. A learner data set deletion file will delete learner data, the associated learning aims data and any associated HE data.

All deletion files must contain a header in the following form:

• line 1 – amendment reference in the form delYYYYYYDNN as explained above; this will be the same as the filename with the .amd file extension removed.
• line 2 – creation date of the amendment file in the form ddmmyyyy.
• line 3 – brief description of the deletion, and the reference number of the area of difference on the action plan that it rectifies. For example 'Learning aim data set data for HNCs incorrectly included in ILR – reference number 3'.
• line 4 – this line must contain the word DELETE.
• line 5 –ILR fields that uniquely identify records on the amendment file, comma separated. For example A01, A03, A05, A48.
• line 6 – this line must be left blank.
• line 7 – number of records contained in the amendment file, excluding the first 12 lines of header information.
• line 8 – the ILR field used to calculate the file check sum.
• line 9 – file check sum.
• lines 10 and 11 – these lines should contain any notes you wish to include.
• line 12 – all ILR fields included in the amendment file. These fields must appear in the same order as each row of the data and must be comma separated. These will include the unique fields (line 5) and the file check sum field (line 8); for example A01, A03, A04, A05, A48, A11 (for file check sum).
• line 13 – the data must begin on this line. The data must consist of comma-separated fields, corresponding to those specified in line 12 of the header. Each record must be separated by a carriage return. A blank line should be placed after the final record.

Uniquely identifying records

To enable us to link change or deletion files to our master ILR data sets, we must be able to identify each record on the amendment file in such a way that it uniquely identifies the record on the ILR return. The field, or combination of fields, enabling us to achieve this must be listed, comma separated, in line 5 of the amendment file.

We recommend colleges use the following fields to uniquely identify ILR learner data set records:

L01, L03, L42a, L42b.

We recommend colleges use the following fields to uniquely identify ILR learning aim data set records:

A01, A03, A05, A48a, A48b.

We recommend colleges use the following fields to uniquely identify ILR HE data set records:

H01, H03, H05, H09.

Validation

We will use the Data Service's validation software to ensure that all amendments are valid and do not cause validation failures elsewhere in our master data sets. We will ask colleges to re-submit amendments if validation failure occurs.

Saving amendment files in Microsoft Excel may result in the loss of leading zeros and the corruption of very large values. We recommend that amendment files are viewed and saved using a text editor, for example Notepad.

Check sums

To ensure amendment files have not been corrupted during transit, we will check that the sum of values in a field is equal to the same calculation made by the college before submission. The field used must be returned in line 8. The sum of values in this field must be returned in line 9. If an amendment file does not contain any numeric fields suitable for calculating a check sum, an additional field from the appropriate ILR data set (for example A11) must be included solely for that purpose. Numeric fields that contain values greater than 20,000 (approximately) are unsuitable for calculating the check sum.

Saving files

Saving override files in Microsoft Excel usually results in the loss of leading zeros and the corruption of very large values into exponential form (for example, 9.91E+12). To avoid this, we recommend that override files are produced, viewed and saved using a text editor, for example Notepad.

Submitting the amendment file

Amendments to ILR data must be uploaded as a comma-separated file via the HEFCE extranet to the ‘FAMD General upload area (GUA)’ area. The group key is as follows:

P699 8C22EF79

Once logged in, navigate to the 'HEFCE resources' page, then under ‘Applications’ click on the ‘FAMD General upload area (GUA)’ link for the current exercise. This will take you to the upload page where amendment files may be submitted.

HEFCE processing

When we receive a valid amendment in the structure and format detailed above, we will produce updated derived statistics outputs which will be made available to the college via the HEFCE extranet. If we are content with the outputs, where appropriate, we will notify the college by e-mail that the outputs are available and ask them to confirm that the amendments have had the impact expected.

Further corrections

If, during the above process, we or the college identify that further data amendments are required, we will ask the college to submit a revised action plan and the above process will be repeated.

We will identify and contact colleges that have not submitted valid files by the expected date or where there are other significant delays (for example, where the college has submitted invalid amendments).

Onward use of amendments

Generally, we do not expect amendments submitted via this route to be used to inform routine publications such as the Unistats statistics.

Related links

If ILR data are correct, but there are errors caused by problems of fit in our algorithms, see how to submit overrides to primary derived fields.

Problems can also arise where ILR data are accurate, but there are incorrect LARA data; in this case, see how to submit overrides to LARA fields.

Summary of header information for 2010-11 (or earlier) amendment files

Table A Summary of header information for amendment files

Line	Change	Addition	Deletion
1	Amendment reference. For example 'chgYYYYYYA01'	Amendment reference. For example 'addYYYYYYH101'	Amendment reference. For example 'delYYYYYYL01'
2	File creation date	File creation date	File creation date
3	Brief description. For example 'Changing ILR learning aim data set fields A11 and A27'	Brief description. For example 'Adding ILR HE data set records incorrectly omitted from original return'	Brief description. For example 'Deleting ILR student data set records incorrectly included in original return'
4	CHANGE	ADD	DELETE
5	Unique identifying fields. For example, A01, A03, A05, A48	This line must be left blank	Unique identifying fields. For example, L01, L03, L42
6	Fields to be corrected. For example, A11, A27	This line must be left blank	This line must be left blank
7	Number of records in the amendment file, excluding header	Number of records in the amendment file, excluding header	Number of records in the amendment file, excluding header
8	ILR field for check sum. Must be numeric	ILR field for check sum. Must be numeric	ILR field for check sum. Must be numeric
9	File check sum value	File check sum value	File check sum value
10	Any notes you wish to include	Any notes you wish to include	Any notes you wish to include
11	Any notes you wish to include	Any notes you wish to include	Any notes you wish to include
12	List of ILR fields in the same order as the data	List of ILR fields in the same order as the data	List of ILR fields in the same order as the data
13	The data must begin on this line	The data must begin on this line	The data must begin on this line

Page last updated 26 March 2013