S2S
Unique Learner Number (ULN) Service Frequently Asked Questions
August 2013
Your school must have signed up to the LRSProvider Agreementbefore using this service. There are two forms to complete in order to register; the Organisation Registration Form and the Learning Provider Agreement. This is particularly applicable to schools who have recently changed their status.
1.I have an unexpected result (“invalid CTF file”) when I try to upload my CTF file(s)to the ULN Service
If you receive an error stating that “This file does not appear to be a valid 10, 11, or 12 CTF File” immediately after attempting to upload your file to the ULN Service, thenthe CTF file created by your school’s Management Information (MI) system is not valid. This could be because there is a problem with the MI system, or because there are some poor quality data items.
The ULN service user guide (Word, 2 Mb)provides more information about this.
For specific details about your issue you can click on “Show Technical Information”. If you don't understand this additional technical information, you can copy and paste it into anemail and send it to your school’s MI system helpdesk,who will be able to help you.
A number of common problems have been identified though:
a.Not choosing the correct options when exporting your CTF
When you create your CTF files from your MI system, it is important that you include only the Basic Student Details, and the Student Address Details.
If you accidently include additional data, such as Attendance Data, SEN history, Contacts’ details etc., then you risk any invalid data in those fields causing your entire CTF file to be rejected by the ULN Service.
b.Wrong destination for CTF file
If you get an error similar to:
“The LEA element is invalid – The value ‘ULN’ is invalid according to its data type”
then your MI system has recorded in the CTF file that the destination LA for this file is ‘ULN’ (or similar). This is not a valid value for a destinationLA.
If you manually chose this destination when exporting the CTF file, then please refer back to the User Guide for valid destination IDs to use. Else your MI system must have incorrectly populated this value automatically – in which case you should speak to school’s MI system helpdesk.
2.What happens after I have uploaded my CTF file(s) into the ULN Service?
Wait for the LRS to process the information held in your CTF file. Processing will be carried out overnight,so the file containing your results should be available to download the following day.
The status of your file can be seen on the ‘result’ page. The ULN service user guide (Word, 2 Mb)explains what each status means.
3.What do I do if my uploaded CTF file(s) is/are not available for download from the ULN Service?
If you believe you have uploaded CTF file(s) to the ULN Service but are unable to download the results, please check the following:
- Can you confirm it has been uploaded by looking it up in the ‘result’ page?
- If you can see the CTF file(s) that you uploaded, can you confirm there are no errors that may indicate the upload/file processing has been unsuccessful?
- If you have confirmed CTF file(s) have been uploaded successfully, can you confirm at least 24 hours have passed by in order to give the ULN Service time to process your files?
4.What happens when I have downloaded the CTF file(s) returned from ULN Service?
Import the new CTF file back into your school MI system as per the instructions for your MI system. Your new or validated ULNs should then be recorded in your school MI system. More information is provided in the ULN service user guide (Word, 2 Mb). If you are still having difficulty importing the downloaded CTF file, please contact the helpdesk for your school’s MI system.
One common problem has been identified though:
5.I have an unexpected ‘exception’ reportedon screen when I viewtheresults that have come back from the ULN Service
TheULN service user guide (Word, 2 Mb)describes in detail what all the ‘RCxxx’ response codes from LRS mean and what to do about them. If you still don't understand why the LRS is giving unexpected results, call the LRS Helpdesk. It will be useful to have the ‘LRSjob ID’ to hand, which you can get from the ULN Service ‘Result’ page.
6.What do the return codes(RC)mean and what action should I take?
Exceptions should always be dealt with via the LRS website. Call the LRS Helpdesk for more information and guidance
For your convenience an extract from the LRS guidance containing the more important ‘exception’ codes is provided below.
Code / RC001 – linked, master ULN returnedDescription / You submitted a pupil record with what you thought was the correct ULN. However, this learner has two ULNs and you have the older one, not the newer ‘master’ ULN.
Typical reason / This learner was mistakenly registered twice and now the two ULN records need to be merged (linked).
Typical resolution / Look at the master ULN in the exception table and compare it with the ULN in your MI system. They are probably different.
If so, manually overwrite the ULN in your MI system with the master one.
Then make sure that you contact the Diploma Aggregation Service (DAS) Helpdesk on 0300 100 0100 or email:d the Diploma/Component Awarding Bodies (CABs/DABs) to let them know the updated ULN for this diploma learner.
Code / RC006 – insufficient data
Description / The pupil appears not to be in the LRS database but there wasn't enough data provided to register the pupil for a new ULN.
Typical reason / Using the ULN Service, this will rarely happen because a school would have to not hold enough information about a pupil to create a valid CTF file.
Typical resolution / Check that you have all the data for this pupil in your MI system.
If in doubt call the LRSHelpdesk: 0845 602 2589or email
(lines open 8am to 8pm Monday to Friday).
Code / RC007 – possible match
Description / The pupil data you submitted almost matched one or more existing ULN records in the LRS.
The LRS is not sure whether this is a new pupil, or a previously registered one whose data has changed or been corrected recently.
Typical reason / Two or more of the following changes to a pupil’s details have been made, which means their data doesn’t match.
For example they may have moved house and therefore their postcode has changed, their date of birth was originally mistyped, their names were spelt incorrectly or have genuinely changed, gender pre-enrolment was not known but has now been established,or similarly named people (e.g. father and son) live at the same address with only the date of birth distinguishing them.
Typical resolution / Log on to the LRS portal directly ( details) and enter the pupil details there. The LRS will provide more information about the ‘possible match’ and allow you to either confirm that your pupil is the same person, or register your pupil for a new ULN.
If in doubt call the LRS Helpdesk: 0845 602 2589(lines open 8am to 8pm Monday to Friday)or email
Code / RC008 – too many matches
Description / A very rare occurrence.
This is the same as an RC007 but MIAP found more than 10 existing ULN records with very similar data to the pupil that you submitted.
Typical reason / This is as likely to be an application bug as it is a genuine ‘possible match’ with more than 10 other people.
Typical resolution / If in doubt call the LRS Helpdesk: 0845 602 2589(lines open 8am to 8pm Monday to Friday)or email
Code / RC009 – no ULN match – serious error
Description / The ULN you provided does not match what MIAP holds – either because the ULN does not exist at all, or the data held against that ULN in MIAP doesn't match the data you have provided.
Typical reason /
- A ULN has been manually entered into your MI system against the wrong learner.
- A ‘dummy’ ULN was manually entered into your MI system.
- A learner's details have changed substantially so their data no longer bears a resemblance to the data originally registered in the LRS.
Typical resolution / Either:
- log on to the LRS to search for the right pupil details (ignoring the ULN you have used).
If you are subsequently given a different ULN for this learner, then it is essential that you contact the Diploma Aggregation Service (DAS) Helpdesk on 0300 100 0100 or email:d the Diploma/Component Awarding Bodies (CABs/DABs) to let them know the updated ULN.
Code / RC010 – null values
Description / The LRS was unable to search for a learner because one of the mandatory fields was missing.
Typical reason / The postcode is missing from the original data.
Typical resolution / Enter the postcode (and full address) for this pupil into your MI system and resubmit that learner’s data,i.e. export a new CTF file for that learner.
Alternatively, you can log on to the LRS portal directly ( details) to register this pupil.
Code / RC011 – incorrect format
Description / The pupil record submitted contains data which doesn't meet MIAP standards.
Typical reason / Any one of the LRS data rules has been broken.
The ULN Service does check and filter out records it thinks the LRS will fail. However, some do still get through – most notably names with non-Latin characters (e.g. Nordic or Eastern European accented characters).
Typical resolution / Review the LRS documentation on data standards (also summarised in the User Guide) and amend the data as required before resubmitting it.
Alternatively, you can log on to the LRS portal directly (see for details) to register this pupil.
If you are still having trouble, call the LRS Helpdesk: 0845 602 2589 (lines open 8am to 8pm Monday to Friday)or .
7.What pupil age group is the ULN Service intended for?
The ULN Service is intended to be used to verify or acquire ULNs for pupils undertaking Diplomas and is therefore intended for pupils aged 14 years and over. The ULN Service will actively filter out any pupils that are below the age of 13 before sending the rest of your pupil data to the LRS. If you need to register a 12 year old for a ULN, then you will need to contact the LRS directly.
8.What do I need in order to use the ULN Service?
In order to use the ULN Service you will need the following:
- Access to S2S. Every school already has a logon username and password. Please see your school's data administration if in doubt.
- A signed LRS Organisation Agreement, which allows you to verify and acquire ULNs.
- Access to the LRS portal in order to look up pupil details on LRS.
- Access to your school MI system to extract pupil records that will be processed by the ULN Service and knowledge of importing and exporting CTF files to/from it.
- A complete and accurate set of data about pupils, which includes as a minimum their: UPN, firstname, surname, date of birth, gender and full address including postcode.
9.Where and when can I get support for the ULN Service?
If you are having difficulties using this service please first consult theULN service user guide (Word, 2 Mb) and ULN service FAQs (Word, 319 Kb) which contain detailed instructions and many helpful troubleshooting suggestions. Further support is also available from: Learning Records Service Customer Helpdesk on 0845 602 2589 – for queries regarding exception handling or the Learner Register.
S2s problems should be notified to the EDD Helpdesk via a Service Request form at:
Updated 20/08/2013
/ Page 1 of 6 / ULNServiceFAQs.doc