API data states

What this page covers

In the ‘Register early career teachers’ API, participants and declarations move through defined states. These reflect their training journey and whether funding is due. Understanding each state is essential for submitting the right data at the right time.

Use this page to:

• understand the different states a participant or declaration can be in
• learn how these states affect data submission and funding
• handle transitions correctly in lead provider systems

Participant states

Training status

Participant states are defined by the training_status attribute.

A participant’s training_status highlights data entered by lead providers via the API. It then determines what onward actions providers can take via the API. Providers should also consider supplementary data available via the API, including the participant_status.

A participant’s training_status value will determine whether a lead provider can:

• update their details
• submit a declaration

Training status	Definition	Action
active	Participants currently in training	Lead providers can update participant data and submit declarations for active participants
deferred	Participants who have deferred training	Lead providers cannot update participant data or submit declarations for deferred participants. Lead providers must notify DfE when the participant resumes training
withdrawn	Participants who have withdrawn from training	Lead providers cannot update participant data for withdrawn participants. Lead providers can only submit declarations for withdrawn participants if the declaration_date is backdated to before the withdrawal_date

Participant status

The participant_status attribute highlights information given by school induction tutors via the 'Register early career teachers’ service.

Values include active, joining, leaving, left and withdrawn, and will update according to the associated transfer or withdrawal dates induction tutors have given. For example, the participant_status will change from leaving to left after the date an induction tutor has given for when a participant is leaving their school.

We have occasionally seen cases where this information has been inaccurate because an induction tutor made an error when entering participant data.

Declaration states

Declaration states are defined by the state attribute.

Lead providers must submit declarations to confirm a participant has engaged in training within a given milestone period. A declaration’s state value will reflect if and when DfE will pay lead providers for the training delivered.

State	Definition	Action
submitted	A declaration associated with to a participant who has not yet been confirmed to be eligible for funding	Providers can view and void submitted declarations
eligible	A declaration associated with a participant who has been confirmed to be eligible for funding	Providers can view and void eligible declarations
ineligible	A declaration associated with 1) a participant who is not eligible for funding 2) a duplicate submission for a given participant	Providers can view and void ineligible declarations
payable	A declaration that has been approved and is ready for payment by DfE	Providers can view and void payable declarations
voided	A declaration that has been retracted by a provider	Providers can only view voided declarations
paid	A declaration that has been paid for by DfE	Providers can view and void paid declarations
awaiting_clawback	A paid declaration that has since been voided by a provider	Providers can only view awaiting_clawback declarations
clawed_back	An awaiting_clawback declaration that has since had its value deducted from payment by DfE to a provider	Providers can only view clawed_back declarations

Best practice

Lead providers should:

• match their data to the current state of each participant
• monitor declaration responses for issues
• use sandbox testing to see how state transitions behave before working in live