ILR Transition Period 2018
 
IMPORTANT - There's a new version of this post for the 2019-2020 funding year, check it out HERE!

ILR Transition Period
 
I’ve made this post rather early to help you prepare your ILR's during this year end / start transition period.

As you are aware we are transitioning from one funding year to the next and to be fair it isn't a simple process unless you have an MI system to take out the hard work!

There are several very important aspects to factor in at this time of year which won't phase you if you are up to speed with the ILR Specification and Provider Support documentation.

However, if you aren't then I will explain what you need to know.

There is a crossover of ILR's during this transition period and this follows the same process each year.

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Main Rules
 
•    The first ILR of a new funding year is due in September.

•   The data cut off for each funding year is always 31st July!
 
•    This means that the data you submit in R12, R13 & R14 MUST NOT include completion or achievements dates if these
      fall after 31st July.
 
•    These learners are classed as continuing, even if they complete in the first week of August, their ILR data must be submitted
      for the remainder of the new funding year.

The Return Schedules:

Click the links below to download the return schedules.

2017 - 2018 Schedule

2018 - 2019 Schedule

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New ILR Fields

The new funding year always sees changes to the ILR schema due to the addition and removal of various data fields.

The ILR Specification V3 documentation explains this in full but there is an additional field, Agreement ID, which needs your attention if you deliver apprenticeships to levy paying employers.

The full details are found on page 93 of the ILR Specification V3.

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GDPR

You should all be GDPR compliant, or at least working towards compliance as the ESFA are checking up!

As of 25th May 2018 your application/enrollment forms should now include the updated contact preferences fields, as set out in the ESFA's Privacy Notice.

You should also check out the Education and Skills Funding Agency privacy notice: May 2018 if you haven't done so already.

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Basically for two months you have to submit two ILR's to cover the end of 2017 – 2018 and the start of 2018 - 2019.

The main requirements:

1.    Prepare two ILR's for submission.
 
2.    Be aware of the two different ILR submission dates.
 
3.    ILR XML structure changes.
 
4.    NO Completion data after 31st July 2018 in R13 & R14.
 
5.    Continuing learners across funding years.

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September Returns

6th September R01 - first return for 2018 - 2019.

14th September R13 - penultimate return 2017 - 2018.

 

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What are ILR's R13 & R14 Used For?
 
Essentially you have until 18th October 2018 to make sure all of your 2017 - 2018 ILR data is correct and up to date.

You must return correct learner information including:

•    Withdrawn

•    Completions in year

•    On Learning Break

•    On Programme

•    Including those transferred to another programme or provider.

Failure to do so could cause funding claw backs, funding withdrawal and ultimately you run the risk of having your ESFA contracts cancelled due to the inability to manage your data correctly.

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October Returns

4th October R02 - second return for 2018 - 2019.

18th October R14 - final return of 2017 - 2018.

 

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Using the ESFA’s Learner Input Tool

This transition period is a tricky prospect, especially if you are using the ESFA’s Learner input tools!

There is no getting around this so here’s the gist of what’s in store for you!

To continue submitting R13 & R14 2017 – 2018 ILR’s you will use the setup you have now;

•    2017 - 2018 ILR Learner Entry tool

•    ILR learner entry 2017 to 2018 user guide

•    Learner Entry Tool Known Issues

•    FIS with 2017 – 2018 data set.

For submitting 2018 – 2019 ILR’s you will need to have:

•    2018 -2019 ILR Learner Entry Tool (when released)

•    ILR Learner Entry Tool 2018 – 2019 user guide (when released)

•   Update FIS with 2018 – 2019 data set (when released)

Each year the two funding years will almost certainly require a different XML schema so you have to make sure your ILR’s validate against the correct funding year data sets.

Again, you will need to make sure your R12, R13 & R14 MUST NOT include completion or achievement dates if these fall after 31st July.

But YOU MUST include these in your 2018 – 2019 ILR’s.

You will need to use both ILR Learner Entry tools and both data sets in FIS to validate the next 4 ILR submissions!

You will be able to import your 2017 – 2018 ILR into the 2018 – 2019 Learner Entry tool and modify the data there.

Then export in the new funding year format and validate in FIS against the 2018 – 2019 data set!

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Important FIS Information!

You will need to make sure you update the ESFA'S Funding Information System (FIS) to include the new funding year data set.

1. Import 2017 - 2018 ILR

2. Run FIS validation

3. Check any errors against the 2017 - 2018 Validation Rules Spreadsheet.

You will also need to switch between data sets when validating your ILR's in different funding years

1. Change data set  to 2018 - 2019

2. Import 2018 - 2019 ILR

3. Run FIS validation

4. Check any errors against the 2018 - 2019 Validation Rules Spreadsheet.

Make sure you upload the ILR's to the Hub before the deadlines to avoid any problems.

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ILR Validation Process

It's really important that your ILR validation processes include all the available tools to keep you on top of the ESFA's various funding rules and regulations.

FIS - Funding Information System

FIS is a desktop service application element of the Education and Skills Funding Agency’s data collections system which can be used by data providers to

•  validate Individualised Learner Record (ILR) data
•  calculate funding and derived variables
•  create a range of reports based on a set of ILR data

PDSAT - Provider Data Self Assessment Toolkit

"PDSAT is a tool for analysing learner and learning delivery data. It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."

ILR data: check that it meets standards and quality requirements

Download PDSAT Tool.

BIRST Reports - business intelligence tool to produce and view interactive dashboards.

The BIRST reports in the Hub highlight any funding issues you may have from duplicate learners to invalid loans.

It's imperative that in your data management processes you keep up to date with any of the issues raised in these reports.

 

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Take The Easy Option and Let Athena MIS Manage it for You!

Athena Manages the Changes!
 
You don't have to think about:

•    the different XML schema
 
•    changing data formats
 
•    data cut off period
 
•    transferring continuing learners

Athena MIS manages all this for you!

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Another long wait has been had by all who applied (or reapplied) to the third release of the Register of Apprenticeship Training Providers.

 A great big congratulations for those who've made it!

The Register of Apprenticeship Training Providers is now made up of:

•    263 Employer Providers
•    1924 Main Providers
•    390 Supporting Providers

A total of 2577 successful applicants.

The article on FE Week is an interesting read covering the current situation.

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What's Next for RoATP?

Back in September 2017 the ESFA announced that this third opening of the RoATP would be the last until a review of providers has taken place.

“This will be the final time the register opens before we intend to review it to ensure that it continues to offer employers confidence that those listed can deliver the highest-quality apprenticeship training.”

This article in FE Week covered ongoing concerns many of which are still of issue to date!

So far there has been no indication as to when the register will reopen so those not on the RoATP will be limited to £100k of aggregated delivery until accepted on the register.

 

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Points to Note:

•    Only those accepted on the RoATP can deliver apprenticeship training.

•    Levy tax can only be used for apprenticeship training.

•    Employ a new apprentice or up skill existing staff.

•    Apprenticeship duration – minimum 1 year.

•    20% ‘off the job’ training.

•    ESFA approved Framework or standard (only if approved for delivery).

•    Ofqual regulated qualifications only.

•    Must be registered with Ofqual regulated awarding organisation.

•    In scope for Ofsted inspections.

•    Main provider on RoATP – can only deliver to levy paying employers
     unless has a direct contract with ESFA.

•    Monthly ILR submissions to ESFA & data management.

•    Must adhere to all ESFA funding rules.

•    Matrix Standard.

•    Must include functional skills maths & English (unless exempt).

•    Safeguarding & prevent duty policies and procedures in place.

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New to Apprenticeship Delivery?

The ESFA will provide mandatory training for providers new to delivering apprenticeship training but there are other options available for you to get a head start.

The Education & Training Foundation have a series of courses to help including:

•    How will I resource my apprenticeship delivery?

•    Planning your delivery programme

•    Preparing to Deliver the Apprenticeship Standards

•    How to deliver apprenticeships effectively: Seminar

•    Everything you need to know about apprenticeships.

Course fees are reduced for SET members.

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New to Delivering Standards?

The Education & Training Foundation also have courses "progress your delivery of apprenticeship standards" for those providers transitioning from frameworks.

Delivering apprenticeship standards courses in:

• •    adultcare, healthcare and dental
• •    business administration and customer service
• •    catering and hospitality
• •    digital
• •    Early Years
• •    education and training
• •    hair and beauty
• •    leadership and management
• •    motor vehicle and engineering
• •    warehousing and logistics

"The Society for Education and Training (SET) is the new professional membership organisation of the Education and Training Foundation for practitioners working in the post-16 education and training sector. Since the close of the Institute for Learning (IfL) in November 2014, SET has taken on its legacy and continues to support practitioners through their professional membership."

 

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ESFA Funding Streams

There are other ESFA funding streams available to training providers but you must apply to the Register of Training Organisations, completing capacity and capability, if you want to be eligible for other direct contracts.

As soon as the ROTO opens for new applicants I will let you know!

Download the current list here.

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How Can We Help You?

We've been thinking...  We specialise in supporting small training providers and know how much of a daunting task it is trying to work out which MI system will be right for your company, so we've come up with a special offer just for those who receive my emails or blog updates.

Questions?

•    Are you currently using the ESFA's learner entry tool?
•    Are you looking for an ILR compliant MIS?
•    Do you have a current ILR (XML) document?
•    Would you like support in submitting your ILR?

I maybe shooting myself in the foot, but here goes!

We will set up your very own Athena MIS with access for a whole month AND support you through submitting an ILR, so you can get a real life feel for what our system can do for you!

No strings attached!

If you don't like Athena MIS no worries, your system will be deleted and you walk away with a submitted ILR*.
*Subject to completion of the required ILR fields.

All ILR's created by Athena MIS are error free, this is because only valid learners are included for submission!

If you like Athena MIS and want to continue uninterrupted simply:

•    pay the setup fee
•    setup a standing order
•    sign licence agreement.

Our fees are listed on our pricing page.

Don't Have an ILR?

So, you don't have an ILR but want to try out Athena MIS?

You can always try our demo site for a general idea of what's included, just email me for login details.

Not enough, you want to submit an ILR?

Hmm, ok, what can we do here?

If you have a small number of learners then get in touch, we will help the best we can!

Register below to get our blog updates to take advantage of our special offer!

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CONGRATULATIONS to all who have been successful in the Non-Levy procurement!

The ESFA announced the results of the non-levy tender in December and FE Week posted a list of the successful applicants.

It's been a shocking wait for training providers who began this process more than a year ago as this tender was an addition to the first RoATP opening.

For many it's a bitter sweet success to make it on the register as some haven't been able to deliver training without this additional contract, or indeed be eligible to apply for non levy procurement this time around due to the revenue constraints etc.

There's some good news regarding the appeal process though as FE Week announces:

•    Non-levy tender appeals are lucky for some

•    Grade two provider wins non-levy tender appeal!

According to FE Week 32% of the successful applicants will be delivering their first main apprenticeship contract, which makes for a very exciting time ahead!

With this in mind and considering all the new elements involved in apprenticeship delivery, especially for providers who have previously only delivered training as a subcontractor, I thought it would be a good time to recap on some of the new rules, regulations and available resources.

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Subcontracting rules

With the introduction of the Register of Apprenticeship Training Providers (RoATP) and its associated application rules

a main provider must directly deliver some of the apprenticeship training and are not allowed to subcontract it all out.
 
"At the outset of each apprenticeship, a main provider and employer will agree a plan for its delivery. You must directly deliver some of the apprenticeship training and/or on-programme assessment associated with each employer’s apprenticeship programme. By apprenticeship programme we mean the apprentices that are being trained for the employer that has chosen you. The volume of training and/or on-programme assessment that you directly deliver for each employer must have some substance and must not be a token amount to satisfy this rule. It must not be limited to a brief input at the start of each employer’s programme or involve delivery to just a few of a large number of apprentices."
P123 Page 20 Apprenticeship funding and performance-management rules for training providers v4

Take a look at my recent blog regarding the new subcontracting rules which will be in force as from January 2018.

There are some courses available to those who need support transitioning from delivering frameworks to standards, check out the Delivering Standards section below!

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Apprenticeship 20% off the job training and annual leave

The ESFA provided the following clarification announcement yesterday:

"To provide clarification, off-the-job training is an essential part of an apprenticeship and therefore, must take place during employed time. If, by exception, training takes place in an evening, or outside of contracted hours, this should be recognised (for example, through time off in lieu).

Should an apprentice not be able to attend a planned training session (due to leave, sickness, operational pressures) the apprentice should be given the opportunity to catch up on what they missed (e.g. by attending one to one sessions with their provider or using on-line learning materials). As above, this should take place during paid working hours.

The programme is sufficiently flexible to accommodate exceptional periods of leave or sickness."

ESFA Announcement 10-01-2018

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Monthly ILR submissions

As you know a main provider needs to satisfy all of the ESFA's contractual requirements such as monthly ILR submissions.

This can be very complex and frustrating and I've tried to provide as much information as I can in this area.

I recently wrote an updated blog post including the latest versions of documentation, ILR Entry tool and PDSAT application, so rather than repeat this here go check out that post!

As a provider of an ILR compliant MIS system I would also advise that you check out our system too, Athena MIS!

There's no need to mess about amalgamating XML files when you use Athena MIS, all learner types are automatically generated in one ILR.

We offer as much support as possible in creating your error free ILR's in Athena MIS, we will even validate and upload to the Hub for a small monthly fee!

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Ofsted

 In September 2016 Ofsted changed the rules regarding inspections of training providers to include subcontractors.

“Ofsted reserves the right to inspect and grade any subcontractor and its provision as a separate entity”.

Further education and skills inspection handbook Further education and skills inspection handbook Point 36, Page 10.

There has been several news articles in FE Week regarding this ruling as Ofsted haven't inspected any subcontractors as yet, but I would think this is about to change!

•    Halfon: ‘Ofsted must start inspecting subcontractors’ 

•    Milton appears to back subcontractor inspections

Regardless of being a main, employer or supporting provider all are subject to the scrutiny of Ofsted!

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Delivering standards

As many of the frameworks are being withdrawn training providers will have to deliver the new apprenticeship standards sooner rather than later.

I would imagine changing delivery methods from frameworks to standards could be quite daunting but The Education & Training Foundation

have a series of courses to help "progress your delivery of apprenticeship standards".

Delivering apprenticeship standards courses in:

•   adultcare, healthcare and dental

•   business administration and customer service

•   catering and hospitality

•   digital

•   Early Years

•   education and training

•   hair and beauty

•   leadership and management

•   motor vehicle and engineering

•   warehousing and logistics

Course fees are reduced for SET members.

"The Society for Education and Training (SET) is the new professional membership organisation of the Education and Training Foundation for practitioners working in the post-16 education and training sector. Since the close of the Institute for Learning (IfL) in November 2014, SET has taken on its legacy and continues to support practitioners through their professional membership."

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Creating 2017 - 2018 ILR's for Validation

I've created this update to give you the latest updated documents and applications for the current 2017 -2018 funding year.

 

Downloads

ILR Learner Entry Tool:
17/18 ILR Learner Entry Tool (V2.1)​ or  The Hub to select other funding years.

User Guide:
ILR learner entry 2017 to 2018 - user guide

Rule Violation Spreadsheet:
ILR Validation Rules 2017 - 18 (v2) spreadsheet.

The FIS:
FIS software application.

The Hub:
Data returns overview: May 2017 document.

 

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Step 1 - ILR Learner Entry

To create a correctly structured XML document you will either need to use an ILR compliant MI system or the SFA's ILR Learner Entry tool.

If you have several people inputting data into the Learner Entry tool you will need to amalgamate all the individually exported XML files to make one XML file prior to import into The Hub.

NOTE: The ILR Learner Entry tool does not validate your data!

Example:

You will have to be super careful when inputting data items such as post codes, as there are strict rules regarding formatting.

You must have a space between the two the two parts of the post code and as this is a mandatory field it cannot be left blank.

If a postcode is unknown or does not apply then ZZ99 9ZZ must be input.

If the format is incorrect then this will throw validation errors in the FIS and stops the validation process from continuing.

All these type of rules can be found in the various SFA funding rules and ILR specification, validation rules and appendices 2017 to 2018 documentation.

Start by:

1. Install the correct ILR Learner Entry tool for the appropriate funding year.

2. Input learner data into ILR Learner Entry tool.

3. If you have lots of people helping to input this information you will end up with several exported XML files.

4. Export your ILR data and validate each individual file in the FIS before amalgamating them.

5. FIS - To start with I would suggest:

    a) Import and Validate an ILR submission
    b) Export Rule Violation Summary Report as PDF.

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Step 2 - Fix Rule Violation Errors

I would recommend that you download the ILR Validation Rules 2017 - 18 (Version 2) spreadsheet so you can find any error codes listed in the Rule Violation Report.
These spreadsheets are periodically updated so you will need to keep an eye out for the latest version.

Fix any errors in the ILR Learner Entry tool before re exporting the ILR and running it through the FIS again.

This could be a very repetitive process so it's best to validate each file individually before you amalgamate them.

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Step 3 - Amalgamating ILR's in the FIS

When you installed the Funding Information System (FIS) on your PC an ILR folder was created too.

This is the default location for all the exports you request from the FIS.

I would suggest the following:

1. Open FIS - select your DataSet and Reference options for the appropriate funding year.

2. Click the Amalgamate check box and nothing else.

3. Click Execute - this allows you to add the individual XML files one at a time.

4. Once ALL of the XML files are added click the Import button.

5. The FIS will amalgamate all the individual files into one XML file.

9. The completed XML file will be automatically exported to the ILR folder.

NEXT:

1. Uncheck Amalgamate and check all the other items you need

Again, to start with I would suggest:

    a) Import and Validate an ILR submission
    b) Rule Violation Summary Report as PDF

2. Click Execute

3. Browse to the ILR folder and select the newly amalgamated ILR XML file

4. Click Import

5. Your data will be validated and a report of any errors will be generated as a PDF. This will be exported to the ILR folder.

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Step 4 - Provider Data Self-Assessment Toolkit (PDSAT)

I would suggest that for best practice you download the PDSAT software and validate your ILR returns before submitting to the Hub.

The PDSAT doesn't validate the ILR the same way as the FIS, PDSAT checks for funding violations and discrepancies which you may not be aware of.

If you have funding issues then you maybe selected for a funding audit by the ESFA who also use this tool for their auditing purposes.

"PDSAT is a tool for analysing learner and learning delivery data. It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."

There's been a new version of PDSAT for 2017 - 2018 funding year which works for 2016-2017 too.

It has been designed to:

•    give providers a toolkit to analyse ILR data
•    assist auditors in the audit of providers’ ILR data
•    select audit samples and create a set of audit working papers (for 2016 to 2017).

The user guide and reviewing reports guidance will at least give you some idea of what the PDSAT can do for you.

User guide: reviewing PDSAT reports (2016 to 2017)

The latest PDSAT, version 18, is available to download from the ILR data: check that it meets standards and quality requirements web page or you can Download PDSAT v18.3.02 directly.

If you have any problems you can contact theThis email address is being protected from spambots. You need JavaScript enabled to view it. for further support.

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Step 5 - Import ILR into The HUB

The Data returns overview: May 2017 document gives you step by step instructions on how to complete the process.

"Each provider should have a single super user... Super users manage access for their users and give them responsibilities within their organisation in the Hub. This allows a super user to restrict what the organisation’s users can view."

For future reference here some links to get you started:

•   Information Management Services: Self Registration

•   The Hub: guide to user roles

•   The Hub: guide to the contracts and finances area

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 Athena MIS & RAIL - ILR Creation and Validation

ILR creation is easy in Athena MIS & Rail and we are continuously adding validation features to make the process as simple as possible.

With just a click of a button the ILR XML document is exported straight from Athena MIS & RAIL.

Watch the videos on how to create an ILR for submission to The Hub.

You can also subscribe to our You Tube channel to receive notification of new videos.

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2017 -2018 Funding Rules

It seems such a long time since the new funding rules where announced for 2017 - 2018 funding year, but as yet haven't been in force due to the non levy procurement and Adult Education Budget delays.

As you know existing contracts where extended and the previous subcontracting rules are to continue until the new contracts for non levy delivery are awarded.

These are covered in Apprenticeship funding and performance management rules - addendum 1 which apply from 1st May to 31st December 2017.

The ESFA will announce the contracts to successful applicants in December for a 'hit the ground running' start in January 2018.

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Subcontracting Rules for Apprenticeships
 
As the 2017-2018 funding rules start as of January 2018, along with the non-levy contracts, I thought I would take another look at the main changes.

•    As the main provider you are responsible for the relationship with the employer.
 
"You must maintain the relationship with each employer at all times. You must not allow a delivery subcontractor to lead that relationship."
P132 Page 21 Apprenticeship funding and performance-management rules for training providers v4

•    As a main provider you must directly deliver some of the apprenticeship training and are not allowed to subcontract it all out.
 
"At the outset of each apprenticeship, a main provider and employer will agree a plan for its delivery. You must directly deliver some of the apprenticeship training and/or on-programme assessment associated with each employer’s apprenticeship programme. By apprenticeship programme we mean the apprentices that are being trained for the employer that has chosen you. The volume of training and/or on-programme assessment that you directly deliver for each employer must have some substance and must not be a token amount to satisfy this rule. It must not be limited to a brief input at the start of each employer’s programme or involve delivery to just a few of a large number of apprentices."
P123 Page 20 Apprenticeship funding and performance-management rules for training providers v4

•    Subcontractors must only be used to complement your own apprenticeship delivery.

"You can use delivery subcontractors to complement your own delivery if requested by an employer and agreed at the start of an apprenticeship. Delivery subcontractors can deliver full or part-apprenticeship frameworks and standards."
P125 Page 20 Apprenticeship funding and performance-management rules for training providers v4

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Point to Note:

As a Main Provider on RoATP you can deliver apprenticeships as a
Main or Supporting provider.

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Subcontracting Rules for Advanced Learner Loans
 
There are also new funding rules regarding subcontracting available on the slides from the Advanced learner loans webinar - July 2017 and the main documentation: Advanced learner loans funding rules 2017 to 2018.

Funding Rules key changes:

•    Reduction in the number of guided learning hours for designated qualifications at Levels 4, 5 and 6.
 
•    Providers must recruit loans learners directly and not engage a broker or third party to recruit loans learners on their
     behalf.
 
•    Delivery of loans-funded provision must be done directly – subcontracting is not permitted. To support this direct centre
     approval or direct qualification approval from an Awarding Organisation must be held.
 
•    Learner eligibility extended to members of the UK armed forces serving overseas, and family members living with them,
     who are aged 19+.

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Subcontracting Rules for Adult Education Budget
 
There are also new funding rules regarding subcontracting from an AEB contract as covered in the Adult education budget webinar - July 2017:

•    Reduction in level of subcontracting
 
•    Sector-wide transparency
 
•    Second level subcontracting not allowed from 1 August
 
•    Key requirements:
        - secure permissions to subcontract for the first time
        - publish subcontracting fees and charges
        - declare subcontracting arrangements to us twice a year.

All the new rules are covered in the Adult education budget: funding and performance management rules 2017 to 2018 documentation.

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Ofsted Obligations for Subcontractors
 
There are several points to note in the Further education and skills inspection handbook Further education and skills inspection handbook for use from 4th September 2017.

Even as a subcontractor you will be in scope for inspection when your main provider is inspected or individually on your subcontracted provision.
 
"As part of the inspection, inspectors may inspect any provision carried out on behalf of the provider through subcontract(s) or partnership arrangements, including by subcontractors that hold additional direct contracts of their own. Typically, inspection visits to, or communications with, subcontractors that are in scope are likely to include the inspection of the direct contract holder’s arrangements to quality assure and improve the provision."
Further education and skills inspection handbook Further education and skills inspection handbook Point 34, Page 10.

Basically you can't avoid Ofsted!

“Ofsted reserves the right to inspect and grade any subcontractor and its provision as a separate entity against this framework and handbook.”
Further education and skills inspection handbook Further education and skills inspection handbook."

Further education and skills inspection handbook Further education and skills inspection handbook Point 36, Page 10.

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New Providers

As a Main Provider on RoATP you can deliver apprenticeships as a Main or Supporting provider.

"Where a provider comes into the scope of Ofsted inspection, for example when a provider gains a new contract with, or grant or loans facility from, the Secretary of State for Education, the Education and Skills Funding Agency (ESFA)8 or predecessor funding agencies or because of funding through the apprenticeship levy, it will normally be inspected within three years of the start of the contract or grant or drawing down of funding."

Further education and skills inspection handbook Further education and skills inspection handbook Point 14, Page 7.

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The latest release shows that there are now 92 companies listed on the Register of Apprenticeship Assessment Organisations!

 

The Register of Apprenticeship Assessment Organisations (RoAAO) will open each month for applications and there will be an updated list of Standards for application on the How to apply page on the .Gov website.

The complete list of RoAAO:

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Applying to the RoAAO

If you are considering applying to become an apprentice assessment organisation, you will need submit your expression of interest on the BravoSolution portal.

There has been an update to the Register of end-point assessment organisations web page to include two narrated presentations:

•   Information for applicant organisations

•   Employers looking for an assessment organisation

There is also some new and updated guidance documents:

•    Register of end-point assessment organisations: conditions for organisations on the register of end-point assessment organisations

•    Register of apprentice assessment organisations: pre-application guidance.

•   List of apprenticeship standards for application (August 2017).

There is also valuable information on the Future Apprenticeships website along with an interesting workshop which could be beneficial for those wanting to become an apprentice assessment organisation.

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RoATP Opens Today!

A quick heads up for those waiting to apply to the Register of Apprenticeship Training Providers, it opens again today for a whole month!

The deadline is Friday 27th October 2017
(for new applications only)

If you have been accepted on the RoATP previously then don't reapply, it's not available for a refresh yet. Check out the article in FE WEEK

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Application process

The application process to enter the register of apprenticeship training providers requires an organisation to take the following steps:

1.    Review the application instruction document for the appropriate application route.

2.    Review the register of apprenticeship training providers financial health self-assessment toolkit to establish if you are financially sound.

3.    Review the register of apprenticeship training providers e-tendering support guidance to help with access to the questions on the e-tendering portal.

4.    Submit your application through the e-tendering portal before the application deadline.

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IMPORTANT!!
 
"An applicant that applies to the main RoATP application route cannot pass and be listed on RoATP until they have provided a valid offer on the course directory."

The SFA's Course Directory Provider Portal for apprenticeship data is open and you will need to create your training offer for employers, this is generally required before the RoATP deadline closes.

There are two guidance documents available to help you with the technical aspects of importing data and writing the content:

•    Apprenticeship data: course directory provider portal user guide
 
•    Course directory provider portal: content guidance

The Course Directory Provider Portal Help Page has many help files and templates to guide you through bulk upload of apprenticeship data, should you wish to take that approach.
 
For further support you can contact the Course Directory Support Team:
0844 811 5073 or This email address is being protected from spambots. You need JavaScript enabled to view it..

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Cleverblogs Posts

I have several blog posts which you may find useful:

•    How to Upload Your Apprenticeship Offer in The Course Directory Portal
 
•    Funding Rules & RoATP Application
 
•    Important RoATP Application Information for Subcontractors

Some of the information could be a little out of date as these where written some time ago but the majority is still good to go!

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Latest Framework Withdrawals!

I'm writing this quick post in case you haven't picked up on the latest list of frameworks to be withdrawn.

Batch 5 was announced on Wednesday 13th September along with the following documents:

• Apprenticeship framework delivery list
  
  
• Information about the withdrawal of apprenticeship frameworks
  
  
• List of frameworks for feedback (batch 5)

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Here is a list of frameworks with a withdrawal date that have been confirmed by the issuing authority:

Bus and Coach Engineering and Maintenance - 31/12/2017 - People 1st

Care Leadership and Management - 29/12/2017- Skills for Care

Catering and Professional Chefs - 31-Dec-17 / 30-Apr-18 - People 1st

Funeral Operations and Services - 30/04/2018

Health - Allied Health Profession Support - 29/12/2017- Skills for Health

Health and Social Care - 29/12/2017 - Skills for Care

Hospitality - 31/12/2017 - People 1st

Licensed Hospitality - 30/04/2018 - People 1st

Retail - 31/12/2017 - People 1st

Travel Services - 30/04/2018 - People 1st

This means that no one will be able to start an apprenticeship on any of the above frameworks after their withdrawal date.

All new apprenticeships after these dates will start on the appropriate Standards which replace these frameworks.

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Framework Withdrawal Consultation

The ESFA have opened a survey for your feedback on the batch 5 withdrawals.

The consultation period starts from Wednesday 13th September to 6pm on Wednesday 18th October 2017.

Check out what's on the list and have your say!

"We will announce the outcome of the 4th batch that we consulted on earlier this year at the same time as the outcome of the 5th batch. The frameworks we plan to withdraw from both batches will be withdrawn to new starts no earlier than 1 January 2019."
ESFA

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5th Consultation on Apprenticeship Funding Opens!

FEWeek have just published news regarding the DFE's launch of the 5th consultation survey, calling for feedback from employers and providers regarding the apprenticeship reforms.

Have your say and complete the Apprenticeships Funding Policy Survey and here's a link to the full article on FE Week.

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Regardless of how small your company is, if you collect and store personal data you are in scope for GDPR compliance!

General Data Protection Regulation (GDPR)

Basically personal data about your staff and your learners needs protecting and to comply with the GDPR you must have a whole host of new policies and procedures in place.

GDPR has been ratified by the UK government, so as it stands it will be enforced regardless of Brexit.

If you haven't made a start by now there's no way you will become GDPR compliant by May 25th, but as the Information Commissioner says, don't panic!

 "To small and micro businesses, clubs and associations who are not quite there, I say … don’t panic! As the new ICO Regulatory Action Policy, out for consultation very shortly, sets out, we pride ourselves on being a fair and proportionate regulator. That will continue under the GDPR. 25 May is not the end of anything, it is the beginning, and the important thing is to take concrete steps to implement your new responsibilities — to better protect customer data."

It's not going away, If you're yet to make a start check out the 12 Steps to Take Now document to see what's in store.

Download the full General Data Protection Regulation (GDPR) to see just what changes are on the cards.

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GDPR & ILR's

You should all be GDPR compliant, or at least working towards compliance as the ESFA are checking up!

As of 25th May 2018 your application/enrollment forms should now include the updated contact preferences fields, as set out in the ESFA's Appendix F - Privacy Notice.

The Learner Contact Preference Entity Definition is explained on pages 61 - 64 of the Specification of the Individualised Learner Record for 2018 to 2019 Version 3 documentation.

You should also check out the Education and Skills Funding Agency privacy notice: May 2018 page if you haven't done so already.

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Questions You Should Be Asking!
 
•    What data am I collecting?
 
•    What is the lawful basis for me storing and processing this information?
 
•    Where does it go and what happens to it?
 
•    Do I share this information with anyone – are they GDPR compliant?
 
•    Do I share the information with anyone outside the UK? Does the country it goes to have legal rules in place to comply?
 
•    What's the information going to be used for?
 
•    What do I tell the person when I collect the information?
 
•    How have they actively shown that they agree to this?
 
•    How long do I need to keep the information for?
 
•    Why do I need to keep it as long as I do?
 
•    Do I need to do anything to comply in these instances?

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Six Core Principles

These are the six core principles of the GDPR, are the basic foundations on which the regulation was constructed and what you need to deliver in order to comply.

1. Personal information shall be processed lawfully, fairly and in a transparent manner

Principle one in a nutshell is the concept of clear consent. In any situation where personal information is collected, it should have clear consent of the data subject. Opt-in tick boxes are still allowed, but the regulation explicitly prohibits consent by non-action or opt-out boxes. You are non compliant if you still offer an opt out!

2. Personal information shall be collected for specified, explicit and legitimate purposes.

When you collect personal information, it must be explained to the data subject the purpose for its collection and why it's being processed. Organisations will to need to become much clearer with data subjects about what their personal information is going to be used for.

3. Personal information shall be adequate, relevant, and limited to what is necessary.

When collecting personal information, the data controller must only collect personal information that is absolutely required for the specified purpose. For example, collecting personal information to send to the ESFA in an ILR, there's no basis for the requirement of my marital status.

4. Personal information shall be accurate and, where necessary, kept up-to-date.

As data controller you are obligated to ensure – to the best of your abilities – that the information collected is correct. The regulation is trying to address situations where processing incorrect personal information may cause distress or harm to data subjects.

5. Personal information shall be retained only for as long as necessary.

All personal information must now have an expiration date applied appropriate to its collected purpose. Indefinite retention isn't an option and will probably seriously upset the ICO!

6. Personal information shall be processed in an appropriate manner to maintain security.

This is the principle that has had a huge impact, as it requires data controllers and processors to ensure that their systems maintain the confidentiality, integrity and availability of data processing systems.

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New ICO Fees for GDPR

The ICO's new fee structure takes affect on 25th May 2018, if you are already registered the new fee will be required on renewal.

"The new structure was laid before Parliament on Tuesday 20 February as a Statutory Instrument and will come into effect on 25 May 2018, to coincide with the General Data Protection Regulation."
March's e-newsletter

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ESFA Privacy Notice

The ESFA will have to make updates to their privacy, consent and data protection policies as of 25th May.

The current ESFA privacy notice which contains the following:

"Changes to this Privacy Notice

The ESFA may amend this Privacy Notice from time to time. If we make any substantial changes in the way we use your personal information we will make that information avai lable by amending this notice."

 

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Cleverclogs Multimedia LTD will use the information you provide on this form to be in touch with you regarding new blog posts and updates to existing posts on cleverblogs. We will NEVER share your personal details and will only make contact with you via email for this specified purpose. Please see our GDPR compliant privacy notice for further information.

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