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Guidance

LRS: batch load documents for schools and providers

Documents to help schools, colleges and training providers (LRBs) produce and upload batch files and deal with exceptions.

Updates to this page

From:
Department for Education and Education and Skills Funding Agency
Published:
27 February 2014
Last updated:
2 July 2019
Show all updates

  1. We have created a short guidance video to help new users understand how to obtain Unique Learner Numbers (ULNs) for multiple records.

  2. We have updated the batch file (XML/CSV) quick reference guide.

  3. We have updated the How to prepare an LRS batch file guide and the Managing exceptions user guide.

  4. We have updated the how to prepare an LRB batch file guide, the LRB batch file quick reference guide and the CSV batch file template.

  5. We have updated the LRB: managing exceptions user guide.

  6. We've updated the managing LRB exceptions user guide.

  7. We've added the managing LRB exceptions user guide.

  8. We have updated the How to prepare an LRB batch file guide, the LRB batch file quick reference guide, the LRB: managing exceptions user guide and the CSV batch file template.

  9. We have published the updated version of LRB Batch file quick reference guide.

  10. We have updated the How to prepare an LRB batch file guide, the LRB batch file quick reference guide, the LRB batch file template and the LRB: managing exceptions user guide.

  11. Updated guidance: how to prepare an LRB batch file

  12. Published the updated versions of LRB batch file quick reference guide and managing expectations user guide.

  13. Updated guidance: how to prepare an LRB batch file

  14. New version of How to prepare and LRB batch file uploaded on 28 September 2016.

  15. New version of LRB batch file quick reference guide uploaded on 21 September 2016.

  16. New version of Data Encryption and Passphrase Guidance uploaded on 19 July 2016.

  17. New version of How to upload an LRB batch file uploaded on 9 May 2016.

  18. New version of How to prepare and LRB batch file uploaded on 11 March 2016.

  19. New version of managing exceptions user guide uploaded on 11 March 2016.

  20. New version of LRB managing exceptions user guide uploaded on 7 March 2016.

  21. New version of LRB user guide uploaded on 16 February 2016.

  22. New files uploaded to page on 11 February 2016. * Data encryption and passphrase guidance * How to prepare an LRB batch file * LRB batch file quick reference guide * LRB batch file template * Managing exceptions user guide * Resolving batch file validation errors

  23. New file Learner Management Known Issues uploaded on 25 September 2015.

  24. Minor editorial change.

  25. First published.

Applies to England, Northern Ireland and Wales

Documents

How to prepare an LRS batch file

PDF, 1.34 MB, 44 pages

This file may not be suitable for users of assistive technology.

Request an accessible format
If you use assistive technology (such as a screen reader) and need a version of this document in a more accessible format, please email alternative.formats@education.gov.uk. Please tell us what format you need. It will help us if you say what assistive technology you use.

Batch file (XML/CSV) quick reference guide

PDF, 376 KB, 4 pages

This file may not be suitable for users of assistive technology.

Request an accessible format
If you use assistive technology (such as a screen reader) and need a version of this document in a more accessible format, please email alternative.formats@education.gov.uk. Please tell us what format you need. It will help us if you say what assistive technology you use.

CSV batch file template

MS Excel Spreadsheet, 16.5 KB

This file may not be suitable for users of assistive technology.

Request an accessible format
If you use assistive technology (such as a screen reader) and need a version of this document in a more accessible format, please email alternative.formats@education.gov.uk. Please tell us what format you need. It will help us if you say what assistive technology you use.

Managing exceptions user guide

PDF, 1.1 MB, 22 pages

This file may not be suitable for users of assistive technology.

Request an accessible format
If you use assistive technology (such as a screen reader) and need a version of this document in a more accessible format, please email alternative.formats@education.gov.uk. Please tell us what format you need. It will help us if you say what assistive technology you use.

Details

The Education and Skills Funding Agency (ESFA) closed on 31 March 2025. All activity has moved to the Department for Education (DfE). You should continue to follow this guidance.

We have created a short guidance video to help new users understand how to obtain Unique Learner Numbers (ULNs) for multiple records.

This will show schools and further education providers how to obtain ULNs by submitting either CTF files or LRB batch files.

Video

For assistance with creating or validating your batch file, you are able to download an example of a CSV and XML file by clicking the links. Please note that opening a CSV file in Microsoft Excel will cause the dates to automatically revert back to DD/MM/YYYY, which will cause the system errors when trying to upload to the LRS Organisation Portal.

If your management information supplier cannot communicate directly with the LRS you can register learners using batch files.

Data encryption and passphrase protection guidance is available to all users of the LRS organisation portal. The guidance note details requirements for data encryption and passphrase protection when emailing data files to the LRS customer helpdesk.

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