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Guidance

File format

Updated 3 March 2025
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Name Description Position Regular Expression Values
ReportingDate Date the file was due to be submitted regardless of when it was actually uploaded (date provided by Ofqual in the data reporting schedule). 1 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd.
AwardingOrganisation Name of the awarding organisation offering the EPA (as it appears in Ofqual's Register of Regulated Qualifications). 2 ^.{1,100}$ 1 to 100 characters accepted.
AwardingOrganisationID Unique identifier of the awarding organisation offering the EPA (as it appears on the Apprenticeship Provider and Assessment Register (APAR)). 3 ^(EPA)([0-9][0-9][0-9][0-9])$ A 7-character code in the following format EPAxxxx, for example, EPA1234.
StandardTitle Title of the Standard to which the registration relates (as it appears in the Apprenticeship Standard Register). 4 ^.{1,100}$ 1 to 100 characters accepted.
StandardID Unique identifier of the Standard to which the registration relates (as it appears in the Apprenticeship Standard Register). 5 ^(ST)([0-9][0-9][0-9][0-9])$ A 6-character code in the following format STxxxx, for example, ST1234.
AssessmentPlanVersionNumber Version number of the assessment plan to which the registration relates, as it appears in the assessment plan used for the EPA. 6 ^.{1,10}$ 1 to 10 characters accepted.
QualificationNumber Unique identifier for the EPA as it appears in Ofqual's Register of Regulated Qualifications. 7 ^.{1,10}$ 1 to 10 characters accepted. -2 accepted where this value is not available.
ULN Unique Learner Number (ULN) for the candidate provided by the Learning Records Service. 8 ^.{1,10}$ 1 to 10 characters accepted. -2 accepted where the apprentice does not have a ULN (for example, privately funded apprentice).
CandidateIdentifierOther Any other unique number identifying an Apprentice. Must be provided where ULN is not available. To allow us to identify the Apprentice please provide at least one of Unique Learner Number or Candidate Identifier Other. If both are available, please provide both. 9 ^.{1,20}$ 1 to 20 characters accepted. -2 accepted where this value is not available.
FirstName Apprentice's forename(s). 10 ^.{1,150}$ 1 to 150 characters accepted.
MiddleNames Apprentice's middle name(s), if able to separate out from first names. Can be left blank if not known or unavailable, or if middle names cannot be separated from first names. 11 ^.{0,150}$ 0 to 150 characters accepted.
Surname Apprentice's surname or family name. 12 ^.{1,150}$ 1 to 150 characters accepted.
DateOfBirth Apprentice's date of birth. 13 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd.
Sex A value which identifies the sex of an apprentice as recognised in law. 14 ^(M|F|-2)$ Accepted values: * M * F -2 accepted for unknown
UKPRN UK Provider Reference Number of the training provider. 15 ^.{10000000, 99999999}$ An 8 digit number between 10000000 and 99999999. -2 accepted where the UKPRN is not available.
CentreIdentifierOther Any other unique number used to identify the training provider by individual awarding organisations. Must be provided if UKPRN is not available. To allow us to identify the training provider please provide at least one of UKPRN or Training Provider Identifier Other. If both are collected, please provide both. 16 ^.{1,15}$ 1 to 15 characters accepted. -2 accepted where this value is not available.
RegistrationDate Date the apprentice was originally registered with the AO for their EPA. 17 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd.
GatewaySubmissionDate Date the AO received evidence of the apprentice having met gateway requirements. 18 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd.
GatewayRequirementMetDate Date the AO confirmed that the apprentice had met gateway requirements. 19 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd.
QualificationCompletionStatus Status of qualification (EPA) at the time of submission. Where possible, please indicate where apprentices have withdrawn from the EPA. 20 ^(Continuing|Completed|Withdrawn)$ Accepted values: * Continuing * Completed * Withdrawn
QualificationGrade Final overall grade for the EPA (including a Fail). 21 ^(Fail|Pass|Merit|Distinction|-2)$ Accepted values: * Fail * Pass * Merit * Distinction -2 also accepted for 1) EPA which has not been completed by the end of the data submission period or 2) the EPA overall grade has not been formally awarded by the end of the data submission period, for example, assessments are pending internal quality assurance.
QualificationCompletionDate Date an EPA result was issued to the apprentice (including a Fail). If the completion date is not yet known or not applicable, please provide 2999-12-31. 22 ^(20)\d\d[-](0[1-9]|1[012])[-](0[1-9]|[12][0-9]|3[01])$ The date in the following format: year (4 digits), a dash, month (2 digits), a dash, day (2 digits). Format accepted 120 ODBC canonical yyyy-mm-dd. Please provide 2999-12-31 where qualification completion status is ‘Continuing'.