How to submit overrides to LARA fields

This page details the format and process for the submission of overrides to correct errors in the Learning Aim Reference Application (LARA). These should be submitted only where ILR data are correct, but data for a learners' aim on the LARA are erroneous. Colleges should also ensure that the Data Service correct the LARA. We have explained the process for requesting changes to the LARA for HE learning aims separately.

Introduction
Format of LARA override files
Submitting the LARA override file

Introduction

Erroneous LARA data may occasionally result in correct ILR data generating derived fields that do not appropriately reflect a student's actual characteristics in the derived statistics outputs. In such cases a LARA override file can be used to correct our version of the LARA data.

When a learning aim provided by a college is not included in our copy of the LARA, overrides may be submitted to provide the information needed. Similarly, errors in LARA data for learning aims that are included on our copy of the LARA may require correction through a LARA override file. LARA data can be corrected through a LARA override file for the fields given in Table A below.

LARA override files should contain the data structure and format described in the 'Format of LARA override files' section below. An example of a typical LARA override file can be found in the year specific link under funding and monitoring data exercise.

Table A LARA fields

Field name	Field name in LARA
AWARD_BO	Awarding_body_code
ENG_LEVE	England_FE_HE status_code
QUAL_TYP	Learning_aim_type
LDCS_C01	Learndirect_code_1
LDCS_C02	Learndirect_code_2
LDCS_C03	Learndirect_code_3

Where a LARA override is providing data for a learning aim that is not included on the LARA, all the fields in Table A should be included in the override file. In addition, the college should request that the Data Service add the learning aim to the LARA. See how to register a new learning aim on the LARA. LARA overrides to correct erroneous or missing LARA data are always temporary. They will only be applied to ILR data submitted to the web facility for the current year.

Format of LARA override files

LARA override files must be given a file name in the form laraYYYYYYn.amd, where:

YYYYYY is the provider number, UPIN (L01)
n is a sequential number, starting at 1.

For example, the first LARA override file submitted by institution 999999 would be called lara9999991.amd. The second file submitted would be called lara9999992.amd.

The LARA override header

The LARA override header should be in the following form:

line 1 – contains the filename (laraYYYYYYn as described above), with the .amd extension removed.
line 2 – the date on which the LARA override was submitted, in the form ddmmyyyy.
line 3 – a brief description of the purpose of the LARA override.
line 4 – contains the word 'OVERRIDE'.
line 5 – the field(s) used to uniquely identify records which should be corrected by the LARA override, comma-separated. These should be named according to the names given in the technical documentation (see the year specific link under Funding and monitoring data overview).
line 6 – the names of the LARA fields being changed, comma-separated. The fields which may be changed are listed in Table A.
line 7 – the number of rows of data (excluding headers) in the LARA override file.
line 8 – the field used to compute the file's check sum.
line 9 – the value of the check sum.
lines 10-11 – these lines may be used for any notes that the college wishes to include.
line 12 – fields included in the LARA override file. The fields should be specified in the same order as in the data part of the file and must be comma-separated.
line13 – 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.

Check sum

To ensure that the LARA override file has been received in its entirety, or has not been otherwise corrupted during transmission, we use a check sum. The check sum is calculated by summing the values of the field specified on line 8 over all records in the file. The calculated value should be returned on line 9 of the LARA override file. The field used to compute the check sum must be numeric, and must not contain any values greater than 20,000. If no suitable field is available, then a sequential field called RECNO may be created. For example, RECNO may contain 1, 2, 3, 4, 5 etc.

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 LARA override file

Overrides to LARA data must be sent 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. This will take you to the upload page where override files may be submitted.

HEFCE processing

When we receive a valid LARA override file 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.