Data Management

The Information Authority
Describes its independent role in regulating and setting data plus collection standards from Further Education and training organisations in England only.
Email: cst@theia.org.uk  Tel: 02476 825 658


The Data Service
Describes its role as a single and central point of information for further education in England only. Email: servicedesk@thedataservice.org.uk  Tel: 0870 267 0001


Learning Records Service Data Standards

Common Data Definitions
The Learning Records Service Common Data Definitions (LRS CDD) were developed as a common set of data definitions to be used across a variety of data processes for our service. The standardisation of these key data definitions supports the interoperability of organisations sharing data across the sector including the sharing of the Personal Learner Record. 

Service Data Quality

A Quick Reference Guide to Working with Learning Records Service Data
A poster guide to best practices when entering data into our system. 

Working with Learning Records Service Data: Data Quality and the Unique Learner Number
A detailed guide to best practices and processes to ensure data interfaced with our service is of a high quality.

Batch Processing Validator Tool
Desktop validation Tool to enable the checking of a ULN batch output file for correct data format.

Prohibited Text
A list of prohibited text and how to deal with possible exceptions.

Learning Records Service Data Sharing and Data Protection

Throughout the development and establishment of our products and services 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.

Learning Records Service Privacy Notices
Guidance on developing a Privacy Notice / Fair Processing Notice with standard text suggestions. A PDF version suitable for use with pupils, students and learners is also available on our learner channel on the home page.

A Privacy Notice version specific for Wales based providers is also available in Welsh and English.

Identity Verification Guidelines
Guidance on the collection and recording of data to verify an individual's identity. 

Opting out of Data Sharing

To opt-out of sharing your participation and achievement data, please call our Customer Helpdesk on the following number 0845 602 2589.

You will be required to provide some personal details to confirm your identify. This may include your Unique Learner Number (ULN), if known.

Local Authorities and schools can view the data sharing guidance from the Department for Education. This can be found on teachernet at http:\\www.teachernet.gov.uk/management/ims/datamanagement/fpnpupils/