Introduction of ‘learner start date’ in the NCFE Portal

We’ve introduced a new mandatory field in the learner registration process on the NCFE Portal. This will ensure that we can fully support you and your learners at every step of their journeys. This field went live on the Portal on Monday 2 October, and here you’ll need to enter the date that each learner commenced the qualification. 

What does learner start date mean? 

The learner start date is the date on which learning for the qualification began (accurate to within a week). For schools and colleges, this would typically be the first day of learning at the beginning of term in September, for private training providers, this could be at any time during the year. Please note that this differs from the registration date, which is the date when the centre makes the learner registration with NCFE on the Portal. 

Where will the new mandatory field be and how do I add this information?  

You can find information on how to add learner start dates to the Portal in registration section of our Portal user guide. 

What if I enter the incorrect date in error? 

Once the learner start date has been entered on a learner registration you won’t be able to amend that date in the Portal. If you enter the wrong date in error and need to amend the learner start date, you’ll need to contact our Customer Support team at [email protected] so that they can manually make the changes on your behalf. Within this email, you’ll need to provide us with suitable evidence to prove the correct learner start date – see details of what will be accepted below. 

All centres have an obligation to provide us with accurate information as per your centre agreement. If the information you’ve provided to us is incorrect and if you make no attempt to rectify this, this could be classed as maladministration. We want to work closely with you to ensure that the correct information is submitted and that we therefore hold accurate records for your learners so we can help you to support them to success. 

What evidence will we accept as proof of a learner's start date? 

The following types of evidence are acceptable as evidence of a learner's start date: 

• learner enrolment form: an internal document produced by centres showing a clear learner start date  
• registration form: a completed and signed registration form submitted by the learner to the centre, indicating their intention to participate in the course or programme 
• enrolment confirmation letter: a formal letter or email from the centre confirming the learner's enrolment in the specific qualification or programme 
• payment receipt: a receipt or proof of payment for the qualification or programme fees, demonstrating the learner's financial commitment to the provider 
• learner agreement: a signed agreement or contract between the learner and the centre, outlining the terms and conditions of the learning arrangement 

• acceptance letter: a formal acceptance letter from your centre acknowledging the learner's application and confirming their admission to the qualification or programme 
• email correspondence: copies of relevant emails exchanged between the learner and the centre, discussing the enrolment process and confirming the learner's registration 
• attendance records: attendance records or sign-in sheets from the provider's classes, workshops, or training sessions, showing the learner's participation. 

Further support 

If you have any questions about learner start dates, please get in touch with our Customer Support team. The quickest way to contact us is via LiveChat at ncfe.org.uk or if you prefer, you can send an email to [email protected]