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Data locks (employer)

A data lock happens when the information you give about your apprentices is different to your training provider’s individualised learner record (ILR).

What happens next

You can make changes in your apprenticeship service account before your training provider approves the information. If you can view the information then it has not been approved.

If the commitment has been approved, check that you and your training provider both entered the correct information.

If your training provider gave any incorrect information, they must change the ILR then upload it again.

If you gave incorrect information, you can only make changes if the apprenticeship started in this academic year. You need to stop the apprenticeship back to the start date, then start a new apprenticeship with the correct information.

Contact us if:

  • the apprenticeship started in a previous academic year
  • you and your training provider entered the correct information

Data lock 01

You and your training provider used a different UK provider reference number (UKPRN).

Data lock 02

You and your training provider used a different unique learner number (ULN).

Data lock 03

You and your training provider used a different standard code.

Data lock 04

You and your training provider used a different framework code.

Data lock 05

You and your training provider used a different programme type code.

Data lock 06

You and your training provider used a different pathway code.

Data lock 07

You and your training provider used a different cost of training and assessment.

What happens next

Check with your training provider to find out which cost is wrong. If the ILR cost is wrong your training provider needs to change it.

You can change the cost in your apprenticeship service account if it’s wrong. You’ll also need to add any costs that change during the apprenticeship.

Contact us if both costs are correct.

Data lock 08

Contact us to fix this issue. You’ll need the unique learner numbers (ULNs) and UK provider reference numbers (UKPRNs) for all apprentices with a data lock 08.

Data lock 09

The start date for the cost of training and assessment is before the start date in your apprenticeship service account.

Data lock 10

You've stopped payments for this apprentice.

Data lock 11

You do not pay the levy.

What happens next

Contact us if the apprenticeship started after you declared the levy.

Data lock 12

You've paused payments for this apprentice.

What happens next

You can start payments again.

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