Help home

Data locks (training provider)

A data lock happens when the information the employer gives about their apprentices is different to your individualised learner record (ILR).

What happens next

The employer can make changes in their apprenticeship service account before you approve the information. If they can view the information in the account then it has not been approved.

If you’ve approved the information, check that you and the employer entered the correct information.

If you gave any incorrect information, you must change the ILR then upload it again.

If the employer gave incorrect information, they can only make changes if the apprenticeship started in this academic year. They 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 the employer entered the correct information

Data lock 01

You and the employer used a different UK provider reference number (UKPRN).

Data lock 02

You and the employer used a different unique learner number (ULN).

Data lock 03

You and the employer used a different standard code.

Data lock 04

You and the employer used a different framework code.

Data lock 05

You and the employer used a different programme type code.

Data lock 06

You and the employer used a different pathway code.

Data lock 07

You and the employer used a different cost of training and assessment.

What happens next

Find out which is the incorrect cost. If the ILR cost is wrong you need to change it.

The employer can change an incorrect cost in their apprenticeship service account. They’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 the apprenticeship service account.

Data lock 10

The employer stopped payments for this apprentice.

Data lock 11

The employer does not pay the levy.

What happens next

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

Data lock 12

The employer paused payments for this apprentice.

What happens next

The employer can start payments again.

Is this page useful? Thank you for your feedback. You can