This article provides guidance on resolving various errors related to Alternative Provision (AP) placements in student profiles, including issues with URNs, UKPRNs, placement reasons, entry and leaving dates, and attendance patterns. It outlines the necessary steps to correct these errors to ensure accurate record-keeping.
For full guidance on recording this information, please take a look at this article: Recording Alternative Provision placement details
Permissions
- School: General Admin: Administer - Manage alternative provisions.
- Staff Profile: Contact Details: Administer - Add contact details or postal addresses for institutions.
- School: Data Returns: Administer - Edit linked organisation UKPRNs.
- Student Profile: Identity: Administer All Students - Amend an alternative provision on student profiles.
If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.
Error 2360: Previous URN is invalid for a single registered AP placement
The previous URN is invalid for an AP placement - you'll need to make sure the previous URN is valid.
To resolve this:
- Head to your census (School > Data > Export > Data Returns)
- Check which student the error is regarding in the Error/Query Regarding column of the DfE Validation: Queries and Errors table of your generated census
- Head to that student's profile and scroll to the Education & Employment history section to see which Educational Institution the error relates to
- Go to School > Linked Organisations > Educational Institutions
- Click on the AP provider
- Click on the URN
- Correct or enter the URN on the slide-over
- Click Save Changes
- Regenerate your census to check if the error has been resolved.
Top Tip: Arbor is not able to advise what the correct URN is. If you are unsure, please refer to Get Information about Schools or contact the AP provider
Error 2361: Alternative Provision (AP) reason is missing or invalid for a single registered placement
Alternative Provision (AP) reason is missing or invalid for a single registered placement - you'll need to add in the reason to the student profile.
To resolve this:
- Head to your census (School > Data > Export > Data Returns)
- Check which student the error is regarding in the Error/Query Regarding column of the DfE Validation: Queries and Errors table of your generated census
- Head to that student's profile
- Scroll to the Education & Employment history section
- Click into the placement
- Update the Placement reason
- Click Save
Error 2363: Pupil was placed in the provision as it was named on their EHC plan; their SEN provision indicates they do not have an EHC plan
Pupil was placed in the provision as it was named on their EHC plan, but their SEN provision indicates they do not have an EHC plan. You'll need to check how the information has been recorded.
If they do not have an EHC plan
- Go to the Enrolment area of the student's profile
- Click on the enrolment into your school.
- Click Edit.
- Change the Alternative Provision Reason.
- Click Save
If they do have an EHC plan
In this case, make sure you add this to the Educational Needs area of their student profile. You can see how to do this here.
Error 2364: URN, UKPRN or AP setting type should be provided for a school-arranged alternative provision (AP) placement
URN, UKPRN or AP setting type should be provided for a school-arranged alternative provision (AP) placement - you'll need to add these to the student profile.
Go to the Education & Employment history section of the student's profile, click into the placement and update the Location.
- For an institution that has a URN or UKPRN, make sure you have an Educational Institution created with these details.
- For a company, make sure you have set this up with the address and the Company Number.
You can see more on adding Educational Institutions and Companies here: Recording Alternative Provision placement details
Error 2365: URN is invalid for a school arranged alternative provision (AP) placement
URN is invalid for a school-arranged alternative provision (AP) placement.
To resolve this:
- Head to your census (School > Data > Export > Data Returns)
- Check which student the error is regarding in the Error/Query Regarding column of the DfE Validation: Queries and Errors table of your generated census
- Head to that student's profile and scroll to the Education & Employment history section to see which Educational Institution the error relates to
- Go to School > Linked Organisations > Educational Institutions
- Click on the AP provider
- Click on the URN
- Correct or enter the URN on the slide-over
- Click Save Changes
- Regenerate your census to check if the error has been resolved.
Top Tip: Arbor is not able to advise what the correct URN is. If you are unsure, please refer to Get Information about Schools or contact the AP provider
Error 2366: UKPRN is invalid for a school arranged alternative provision (AP) placement
UKPRN is invalid for a school arranged alternative provision (AP) placement.
To resolve this:
- Head to your census (School > Data > Export > Data Returns)
- Check which student the error is regarding in the Error/Query Regarding column of the DfE Validation: Queries and Errors table of your generated census
- Head to that student's profile and scroll to the Education & Employment history section to see which Educational Institution the error relates to
- Go to School > Linked Organisations > Educational Institutions
- Click on the AP provider
- Click on the UKPRN
- Correct or enter the UKPRN on the slide-over
- Click Save Changes
- Regenerate your census to check if the error has been resolved.
Top Tip: Arbor is not able to advise what the correct UKPRN is. If you are unsure, please refer to Get Information about Schools or contact the AP provider
Error 2367: AP setting type is invalid for a school arranged alternative provision (AP) placement
AP setting type is invalid for a school arranged alternative provision (AP) placement.
This typically happens when a setting type has been provided for AP Placements at educational institutions. To resolve this:
- Go to the Education & Employment history section of the student's profile
- Click on the placement
- Remove the Setting type if there is a valid URN or UKPRN for the institution in question
- Click Save
- Regenerate your census to check if the error has been resolved.
Error 2368: The URN provided for a school arranged alternative provision (AP) placement cannot be that of the school placing the pupil into alternative provision
The URN provided for a school arranged alternative provision (AP) placement cannot be that of the school placing the pupil into alternative provision.
In this case, you've added a student into an AP place at your own school, or you've added your school's URN to another school's details.
To update the placement
- Go to the Education & Employment history section of the student's profile
- Click on the placement
- Change the Location (see how to add more locations here, if needed)
- Click Save
To update the URN
- Go to School > Linked Organisations > Educational Institutions
- Click on the AP provider
- Click on the URN
- Correct or enter the URN on the slide-over
- Click Save Changes
- Regenerate your census to check if the error has been resolved.
Top Tip: Arbor is not able to advise what the correct URN is. If you are unsure, please refer to Get Information about Schools or contact the AP provider
Error 2369: The placement reason is invalid for a school arranged alternative provision (AP) placement
The placement reason is invalid for a school arranged alternative provision (AP) placement.
- Go to the Education & Employment history section of the student's profile
- Click into the placement
- Update the Placement reason
- Click Save
- Regenerate your census to verify the issue has been resolved
Error 2370: The pupils entry date is invalid for a school arranged alternative provision (AP) placement
The pupil's entry date is invalid for a school arranged alternative provision (AP) placement
You'll need to make sure the entry date for the alternative provision (AP) placement is between the entry date into the school and the reference date of the census. To do this:
- Go to the Enrolment page of the student's profile
- Check the start date of the enrolment into your school.
- Go to the Education & Employment history section of the main page student's profile
- Click into the placement and change the start date so this is on or after the date of enrolment into your school.
- Click Save
- Regenerate your census to verify the error has been resolved
Error 2372: Pupil's date of leaving a school arranged alternative provision (AP) placement must be present and on or before the date the pupil left the commissioning school
Pupil's date of leaving a school arranged alternative provision (AP) placement is after the date the pupil left the commissioning school.
You'll need to make sure the end date for the alternative provision (AP) placement is:
- on or before the end date of the enrolment into the school.
- the end date will also need to be not a holiday (a good school day within a term).
To do this:
- Go to the Enrolment section of the student's profile to check the end date of the enrolment into your school.
- Click into the placement
- Ensure the end date is on or before the end date of the enrolment into your school
- Head to School > School Structure > Academic Years
- Click on the academic year the end date falls
- Click School Days on the left to check your Academic Calendar to see if there was a holiday on this date - if so you will need to amend the date of the placement so it falls on a good school day by going to the Education & Employment history section of the student's profile
Error 2375: The pupil's attendance pattern should equal 'FT' or 'PT' for a school arranged alternative provision (AP) placement
The pupil's attendance pattern should equal 'FT' or 'PT' for a school arranged alternative provision (AP) placement.
This error flags when an attendace pattern for an AP Placement is missing. To resolve this:
- Go to the Education & Employment history section of the student's profile
- Click into the placement
- Select the Attendance Pattern
- Click Save
Error 2376: For pupils recorded as part-time at a school arranged alternative provision (AP) placement, planned sessions per week should be present and between 1 and 9
For pupils recorded as part-time at a school arranged alternative provision (AP) placement, planned sessions per week should be present and between 1 and 9.
- Go to the Education & Employment history section of the student's profile
- Click into the placement
- Either change the Attendance Pattern from part time
- Or, update the number of sessions (max 10). by adding a number to the Sessions per week field
- Click Save
Error 2377: The pupil is shown as full-time therefore, sessions per week are not required for a school arranged alternative provision (AP) placement
The pupil is shown as full-time therefore, sessions per week are not required for a school arranged alternative provision (AP) placement.
To resolve this if the student does not have mixed provision:
- Go to the Education & Employment history section of the student's profile
- Click into the placement
- Remove the number of sessions
- Click Save
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