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Maintained secondary schools in Wales

Canllawiau I Ysgolion Uwchradd A Gynhelir Yng Nghymru

From September 2011, Department for Education and Skills (DfES)  will be making available the Unique Learner Number (ULN) Service for Schools in Wales. This will largely automate the process of obtaining ULNs for pupils aged 14 years and older and will mean that maintained schools in Wales will not routinely need to submit data direct to the LRS to obtain ULNs.  

The new ULN service enables the Data Exchange Wales initiative (DEWi) system to utilise demographic information already captured by schools within the Pupil Level Annual Census (PLASC)  return to populate the Learner Register and get a ULN for learners via the LRS 'web service' connection. Once ULNs have been obtained, DEWi will generate two files for download by schools:
  1. A common transfer file (CTF) containing the ULNs for import into schools' Management Information System (MIS)
  2. An exceptions file in Excel format
The system is being developed to minimise the administration on schools and to be as transparent as possible.  

You will need to hold ULNs against individual records in your school's MIS and include them in PLASC returns.

Once registered, schools will need to access the Learner Register Organisation portal to update demographic information about learners, to record data sharing preferences, and to resolve 'exceptions'.

Note

  • Young Offender Institutions should await further guidance from DfES before obtaining ULNs (see Young Offender Institutions)
  • If they have not already done so, schools should register now with the LRS in readiness for when the new ULN Service for Schools 'goes live' in a few week's time
  • You should make sure that your school's details are consistent with the listing on the UKRLP website when you complete the LRS Registration documents
  • For ease of processing by the LRS in Coventry, complete the Registration documents in English 
     

Support

  • Questions about collecting and submitting learner details in PLASC returns should be directed through schools' normal support channels, that is, the Local Authority schools unit/IMS team
  • Issues and general information about using the DEWi Service should be directed to the WAG IMS Support team
  • Further information about registering with the Learning Records Service and using the Learner Register Organisation portal should be directed to the LRS Helpdesk or 0845 602 2589
  • Questions concerning the school's listing on the UK Provider Register (external link) should contact 0845 202 1600
  • For any other information, email MIAP, Gary Williams, or call 07896 780489  
  • Further guidance and training events will be provided by DfES over the coming months