Unique Learner Number and the Qualification and Credit Framework frequently asked questions and answers

What is a Unique Learner Number? And, how do you get one?

A Unique Learner Number (ULN) is a 10-digit reference number used to identify an individual learner, and is used to access the Personal Learning Record (PLR) of anyone over the age of 14 involved in UK education or training. Learners retain the number throughout their lives, whatever their level of learning and wherever they participate in education, training and learning.

The ULN is now linked to enrolment, awarding, progression and Information Advice and Guidance. It is not just Individualised Learner Record (ILR) data sharing.

The ULN is traditionally created by learning providers or by an awarding organisation if a Learner Registration Body (LRB). All school leavers are automatically provided with a ULN (except for private school leavers). It can be found on their results slips or exam certificates. The responsibility for ensuring the accuracy of the ULN is down to the organisation that uses it. Providers have a responsibility to give valid ULNs and ensure ongoing accuracy.

Why is it an issue to have more than one Unique Learner Number?

Duplication of Unique Learner Numbers causes issues for: the learner as the PLR feeds from the ULN and will result in inaccurate records and an incomplete PLR, and for the provider with returns sent back by the Learning Records Service, Agencies and Awarding Organisation if numbers don’t match.

How can valid Unique Learner Numbers be checked?

All LRBs can verify ULNs with the Learning Records Service to make sure they are correct. Awarding Organisations are now verifying ULNs to ensure they are accurate. The Data Service began publishing ULN (Unique Learner Number) verification reports for ILR providers at the end of March 2011. The reports are available to download from the Data Quality Reports folder on the Provider Gateway (external link).

How can you check to ensure a ULN has not already been created?

Check for a ULN first before creating a new one especially as learners may not be aware they have one set up already.

Try a variety of searches. When processing the batch files the system will automatically search for a learner. Consider previous family names or swapping the order of their names, prefixes, nicknames, date of birth and postcodes. The ULN, given name, family name, DOB, gender and postcode in a providers system must exactly match the LRS system. If changes to this data occur the systems need to synchronise.
The LRS Organisation Portal has been improved with a series of screens to assist users through the process of verifying possible matches and updating/registering learners. This area will be continually reviewed to further improve in future based on user feedback. Further guidance is available from the LRS User Guide.

What are the rules around the use of ULNs with overseas/foreign students?

ULNs should not be issued to overseas/foreign students. However, if a student is with a legitimate UK provider in England, Wales and Northern Ireland, they can be issued with a Unique Learner Number.

What is meant by Routes to Achievement (RtA) and Rules of Combination (RoC)?

Used as part of robust and professional information and advice, the Personal Learning Record will also offer the option of supporting learners to identify potential future QCF learning options through Routes to Achievement (RtA) and Rules of Combination (RoC) using information sourced from the regulators, as well as opportunities to transfer achievement.

Within the Personal Learning Record this is found with the ‘Find a QCF Qualification’ feature in the LRS Organisation Portal. The RtA looks at the qualification levels and the RoC looks at how they can be combined to achieve a qualification.

The new ‘find a qualification’ feature has been introduced to the Learning Records Service organisation portal and allows the user to:

Select a qualification and identify what additional units a learner requires for it.
Select some or all of the units a learner has and identify which achievements they can build toward with those.

Advisers with the right permissions can use this for a specific learner from the PLR page or as a generic search function from the landing page.

Can you explain Routes to Achievement (RtA) and Credits in more detail?

Routes to Achievement is based upon the credits that the learner has gained or earned or a subset of credits. It is a product featured within the PLR and helps students build up their learning and show which qualifications this could lead to. All units of learning achieved have a credit value under the QCF. It is this credit value that allows learning achievements to be built up as learners make progress on a course or training. In some cases, credit can be put towards another qualification, helping to avoid repeat learning completed. If a learner has to stop learning mid way through their course, they can accumulate credit already achieved and start from where they left off.

What is the National Careers Service?

The new National Careers Service (external link) was launched in England in April 2012. The National Careers Service website provides tools for learners to search for training, gain advice about careers and looking for a job.

What about data protection?

The protection of an individual's data has been given high priority alongside close working with the Office of the Information Commissioner. Robust data governance and security arrangements have been implemented and aligned to the Data Protection Act 1998 and the latest industry security standards.