Data checking tool

Technical guidance containing the algorithms used to produce outputs, and information on how to rebuild outputs using the individualised data will be added with the release of each output. 

Please contact [email protected] with any queries.

Graduate Outcomes survey target list

The 2024-25 ILR data submitted to the data checking tool will be used to produce provisional target lists of students to be included in the 2024-25 Graduate Outcomes survey.

Colleges are encouraged to use these lists to check that the data submitted to DfE will generate a valid target list.

Once we have received the 2024-25 ILR R14 data from the DfE, we will use it to produce colleges’ target lists.

NSS target list

The 2024-25 ILR data submitted to the data checking tool will be used to produce a provisional target list of students to be included in the 2026 NSS. Providers are encouraged to use these lists to start preparing the contact details for these students.

These will be passed to the agency running the survey. These contact details will need to be returned to the agency in November 2025. Further details about the arrangements for the 2026 NSS will be published in due course.

In October 2025, we will extract final target lists for the 2026 NSS from data submitted to the data checking tool. Colleges should therefore ensure that the most recent data submitted to the data checking tool by this point generates a complete target list.

Once we have received the 2024-25 ILR R14 data from the DfE, we will use it to validate colleges’ target lists. OfS staff will routinely access NSS target lists generated by the data checking tool.

The data checking tool accepts the data format used for the Individualised Learner Record (ILR). This means that you can submit your data to the tool in exactly the same format as your actual data return. Details of the formats for particular academic years can be downloaded from Individualised Learner Record (ILR) - GOV.UK.

So that you can use the tool as early as possible in the data collection process, the data checking tool will produce outputs even when supplied with invalid or incomplete data. However, these outputs may not be as reliable if you upload invalid data to the tool. To ensure your outputs are reliable, you should first correct any errors identified using the Funding Information System (FIS).

The ILR data checking tool can only receive and process zip files provided that the contents are in the correct format when unzipped.

After you have uploaded the relevant file, click ‘submit’.

How can I access the data checking tool area?

You will need to gain access to the relevant area of the portal by contacting your provider’s OfS portal user administrator. If you are not sure who your user administrator is, please contact [email protected].

I have not (or have only recently) registered a course on the Learning Aims Search and as a result records are being excluded from one or more of the outputs. What should I do?

In order to work around this issue, we can apply temporary overrides to include excluded records in the relevant output. If this is the case, please email [email protected] explaining the situation.

Before we can apply overrides, we require confirmation (usually by email) from the ESFA that the course has been created and also a data filter that can be used in your ILR submission that will identify the affected records.

In future, providers should ensure courses are registered on the Learning Aims Search as early as possible to avoid this issue recurring.

Will data amendments for 2023-24 and earlier years be incorporated in these outputs?

Please see the technical documents for each individual output for more information on whether they include amendments for 2023-24 and earlier years.

What version of the LARS database will be used?

The version of the ESFA’s learning aims reference service database that we refer to will initially be taken in May 2025 and will be updated throughout the year. Although we are not using the total qualification time field from this database in any of the data checking tool outputs, we may use this field in our algorithms in future, including in calculations for registration and ongoing conditions of registration.

How will the data I supply to create the outputs be used by the OfS?

The data checking tool is a tool for providers. OfS staff will access data submitted to, or derived by, the data checking tool in the following circumstances:

• to assist providers with queries about their outputs and data
• to test the functionality of forthcoming outputs and the application of overrides
• to produce early modelling
• to verify future data returns
• where a provider explicitly gives permission.

We do not intend to use data processed by the data checking tool to make decisions about individual providers. We can provide further information on how we handle personal data on request.