Summary of Changes to the ILR for 2008/09

1. Summary of Changes to the ILR for 2008/09

2. The information authority and Data Service • the information authority has responsibility for setting data standards for the further education sector • consists of board of sector representatives and secretariat (stakeholder and data standards teams) • information authority have responsibility for the definition and specification of the ILR • The Data Service became operational in June 2008 and manages the data collection systems. 1

3. Summary of Changes • Changes to reflect introduction of demand led funding • Names of collections • Frequencies of collections • Which data are requested in which collection • Reduced data requirements for 2007-2013 ESF Programme • Eight fewer fields requested • Three fields from the learning aim data set have been removed • Four fields, one in the learner data set and three in the learning aim data set, have been added • A new programme aim is introduced into the learning aim data set to simplify collection of data for learners on formal programmes such as Apprenticeships and Diplomas • Extensive changes to the HE data set to bring the ILR in line with the HESA Student Record • Changes to codes and guidance for 24 fields in the learner data set and 31 fields in the learning aim data set 2

4. General Changes • Renamed collections: • FE ILR collection renamed Learner Responsive (LR) data collection • WBL ILR collection renamed Employer Responsive (ER) data collection. • ACL ILR collection renamed the Adult Safeguarded Learning (ASL) data collection • Collection Date & Frequency Changes: • LR collection – providers are requested to make five returns for the year. F01-F05 are all compulsory. • ASL ILR will have 5 returns a year like FE in 2007/08 • closing date for ER and ESF SR ILR returns brought forward to the 4th working day after the end of the month • Scope of Collections • Entry to Employment (E2E) will need to be returned in the learner responsive ILR collection in line with the LR cycle of returns • FE Funded NVQ’s in the workplace from 07/08 need to be moved to the employer responsive ILR collection. 3

5. Learner Responsive Collection • previously the FE collection • should include data for all learners funded through the 16-18 learner responsive funding stream (where A10=21) and all learners funded through the adult learner responsive funding stream (where A10=22) • Includes: • All NVQs delivered to learners aged 16–18, including those delivered in the workplace which will be funded by the 16-18 learner responsive funding stream • Note: the preferred route for employed young people following vocational qualifications is an apprenticeship • All NVQ provision for adults delivered wholly on provider premises, full and part-time, will be funded by the adult learner responsive funding stream. This includes provision such as day and block release. • data about Entry to Employment (E2E) learners who will be funded from the 16-18 learner responsive funding stream in 2008/09 should be returned in the learner responsive data collection • FE colleges are additionally asked to include all learners including those that are non-LSC funded • F01 to F05 dates as for 2007/08. F02 and F03 are compulsory returns for all providers and all learners 4

6. Entry to Employment • Will be funded from the 16-18 learner responsive funding stream in 2008/09 • All ILR records for E2E learners must be removed from the WBL ILR return and included in the Learner Responsive ILR return (five times per year) • Funding Stream code for E2E learning aims should be changed from A10=40 to A10=21. (Aims coded A10=99 can be left unchanged) • ILR record for E2E learners should contain: • A programme aim (A09=ZPROG001, A10=21) • A main E2E learning aim (A09=XE2E0001, A10=21) • Any subsidiary learning aims (A09=LAD reference of learning aim, A10=99) • All E2E funding will be calculated from the XE2E0001 main aim • Field A50 will be used to claim E2E progression bonuses. These should be recorded against the XE2E0001 main aim. • E2E will not use the TPS form in 2008/09 • POL will not be available for E2E in 2008/09 (POL is only for employer responsive funded provision). Providers will need to make a batch learner responsive ILR return for E2E learners. • An ILR form for E2E providers and guidance on completing learner responsive ILR will be on the website in June 2008. See: www.theia.org.uk/ilr/ilrdocuments/2008_09+Guidance.htm 5

7. Employer Responsive Collection • previously the WBL collection • should include data for all learners funded through the employer responsive funding stream (where A10=45 or 46) • this is provision that, in 2007/08, is being delivered as Apprenticeships, Train to Gain and national vocational qualifications (NVQs) delivered wholly or partially in the workplace within mainstream further education (FE) • For data definition purposes all non-apprenticeship learning delivered under the employer responsive funding model in 2008/09 will be referred to as Train to Gain. • Apprenticeships includes: • all ages of Apprenticeships, Advanced Apprenticeships, Higher-level Apprenticeships, Apprenticeships for Adults and Apprentices following approved ‘temporary’ frameworks. • Programme-led Apprentices (PLAs) who are non-employed learners following a full Apprenticeship framework and who were previously funded through Work-based Learning (WBL) in 2007/08. • does not include learners on Programme-led Apprenticeships who were funded through FE following parts of an apprenticeship framework but not the whole in 2007/08 and who will be funded by the respective 16–18 or adult learner-responsive models in 2008/09. 6

8. Apprenticeships • Will be funded through the employer responsive funding stream (where A10=45 or 46) • Must return a programme aim in 2008/09 • Programme aim has funding stream of A10=45. Records start date, end date and outcome of whole framework. • Framework achievement is recorded in fields A35 and A40 on the programme aim. • Main learning aim (competency based element such as NVQ or equivalent learning aim) should be coded A10=46 • 25% of funding for main learning aim will be held back and paid on achievement of the whole framework • A portion of framework funding will be attached to the programme aim • Subsidiary learning aims (technical certificates, key skills etc) should be coded with A10=45 (or A10=99 if non-LSC funded) 7

9. Train to Gain (TtG) • all non-apprenticeship learning delivered under the employer responsive funding model in 2008/09 will be referred to as Train to Gain. • includes: • All learners funded under the Train to Gain funding stream (where A10=60) in 2007/08 including Train to Gain Level 3 trial learners • All NVQ provision at Levels 1 to 4 delivered on employer premises that was funded under FE in 2007/08. This may have been branded Train to Gain ‘type A’; however the defining factor is whether it is delivered to employees either wholly or partially on employer premises. The term ‘delivered’ includes learning, skills training and assessment. • Do not return a programme aim in 2008/09. Programme type in A15=99 • All TtG learning aims are coded as A10=45. Data fields required are the same as those for a main aim under an apprenticeship programme. • If the Employer Responsive ILR form is being used – a separate Part 3 should be completed for each TtG learning aim • 25% of funding for each TtG learning aim will be held back and paid on achievement of the aim. • TtG learners in 2008/09 who are continuing from 2007/08 and who were TtG funded in 2007/08 should be recorded with code 100 in field A46 • TtG learners in 2008/09 who are continuing from 2007/08 and who were FE funded in 2007/08 should be recorded with code 101 in field A46 8

10. Recording Programmes (1) • Programme aim required for all programmes listed in field A15 • Apprenticeships, Adv Apprenticeships, Higher Level Apprenticeships, Apprenticeships for Adults (including continuing learners from 07/08) • Diplomas • Progression Pathways in Foundation Learning Tier • Entry to Employment (including continuing learners from 07/08) • Key Features • A programme aim is a separate learning aim data set • Allows accurate & explicit recording of programme start, end and outcome. • Uses code 35 in A04 for programme aim to differentiate from component learning aims • Not all learning aim fields required. Null value can be used in fields that are not required • Use of framework code (field A26) extended beyond just apprenticeship sector frameworks to diploma lines of learning and progression pathways. • Use of same A15 & A26 values will link programme aim to component aims in most cases (apart from E2E which does not use field A26) • See additional programme aim guidance, which details what is required for each learning aim data field for the programme aim for each type of programme. 9

11. New Fields (1) • Field A59, Planned credit value • Field A60, Credit achieved • to support credit based success rate for QCF (Qualification and Credit Framework) • applicable to all ILR returns • only needs to be completed for QCF learning aims • Field A58, ASL provision type • Required for ASL, LR and ESF SR ILR returns • Includes codes for PCDL (01), NLDC (02), FLLN (03), WFL (04), First steps learning (05). • All learners funded from Adult Safeguarded Learning funding stream (A10=10) must complete this field with one of the codes 01-04. • Field also records first steps provision (non-safeguarded learning). This should be coded with A10=80 and returned in most cases in learner responsive ILR return • Note: ASL funded providers delivering first steps provision who do not otherwise make a learner responsive ILR return can include these learners in their ASL return for 08/09. • Only for use in ESF SR if funding stream field, A10=10 and the learner is being used as match for ESF co-financing. Otherwise return code 99 10

12. New Fields (2) • Field L49, Discretionary learner support type • in learner responsive collection only • values for hardship fees, hardship general, hardship transport, childcare, transport from LA partnership • data in this field should be assessed and input on an annual basis. Data recorded in field L34 about discretionary learner support allocations for 2007/08 should not be mapped across to this field for continuing learners. • in addition field, L34 has been retained and renamed “Learner support reason-other”, to capture data about other types of learner support such as EMA. 11

13. New Fields collected in ACL/ASL Data Collection • Learner surname/family name, field L09; • Learner forenames, field L10; • Disability, field L15; • Learning difficulty, field L16; • Address line 1-4, fields L18-L21; • Current Postcode, field L22; • Telephone number, field L23 and; • Restricted use indicator, field L27 Only required for learners studying for a total of more than 30 guided learning hours 12

14. Changes to Fields in Learner Data Set (1) • Disability field, field L15 • new code for aspergers syndrome • field now required for all learners in all returns (use code 99 for continuing learners for whom data is not known) • Learning difficulty field, field L16 • new code for autism spectrum disorder • field now required for all learners in all returns (use code 99 for continuing learners for whom data is not known) • Country of domicile field, field L24 • change of format to use 2 character alphabetic codes in line with MIAP data definitions. • all existing data must be mapped to new alpha codes • the old numeric codes will not be valid in 2008/09 13

15. Changes to Fields in Learner Data Set (2) • LSC number of funding LSC field, field L25 • added to learner responsive collection • predominantly for use for E2E learners • Use null value in LR return if not applicable • Eligibility for enhanced funding field, field L28 • 16-18 funding entitlement no longer includes an allowance for key skills provision • Providers should deliver either key skills or skills for life for learners as appropriate. These learning aims will be funded individually in the normal way. • Code 13 has been removed. Continuing learners who were recorded with code 13 should be re-coded as appropriate • Disadvantage uplift factor field, field L33 • The upper limit for disadvantage has been increased to 1.9999 • It is expected that only OLASS learners should have a disadvantage uplift factor of greater than 1.3200 14

16. Changes to Fields in Learner Data Set (2) • Learner support reason – other field, field L34 • new codes added for E2E/Programme Led Apprenticeships hardship fund, Care to Learn and Residential Support Scheme • Destination field, field L39 • new code added for NEET (Not in Education, Employment or Training) • Unique learner number field, field L45 • Must be completed for all learners recorded in the learner responsive and employer responsive ILR returns • If a provider has been unsuccessful in obtaining a ULN for a learner, a value of 9999999999 should be recorded. 15

17. Changes to Fields in Learning Aim Data Set (1) • Data set identifier code field, field A04 • code 35 to be used for programme aims • LSC funding stream field, field A10 • Codes 20, 30, 40, 41, 42 and 60 removed • New codes added for: • 16-18 learner responsive - code 21 • Adult learner responsive - code 22 • Employer responsive – code 45 • Employer responsive funded main aim as part of an apprenticeship programme - code 46 • Source of funding field, field A11 • remove four codes for non LSC co-financed ESF funding for 2006 • add five new codes for non-LSC co-financed ESF funding for 2007/13 programme • Implied rate of LSC FE funding for ESF which is not LSC ESF co-financed field, field A12 • field removed 16

18. Changes to Fields in Learning Aim Data Set (2) • Reason for full funding / co-funding of learning aim, field A14 • new code added for TUC learning aims • collect for employer responsive. Must be coded for all continuing learners in W01 return otherwise will fail validation and not generate any funding. The following codes are likely to apply to most continuing learners: • 16-18 apprenticeships are fully funded (code 01) • 19+ apprenticeships (code 99 – employer contribution collected in full) • Train to Gain (code 09 for Skills for Life aims (excluding ESOL), code 22 for first full level 2 provision or code 99 if not fully funded) • Or other applicable code • Programme type field, field A15 • use in learner responsive collection for diplomas, progression pathways and E2E • use in employer responsive collection for apprenticeships • new codes added for progression pathways and diplomas • codes 04, 05, 06 and 07 for NVQ learning removed. Continuing learners using these codes should be set to 99 for 2008/09. 17

19. Changes to Fields in Learning Aim Data Set (3) • Main delivery method field, field A18 • Code 14 to be used for all NVQ provision delivered at the provider’s premises whether full or part time (450 glh rule removed) • Codes 15 and 16 to be used by 16-18 learner responsive funded learners only who are doing an employer based NVQ delivered partly or wholly in the workplace • All learners aged 19+ doing an NVQ who will be funded under the employer responsive funding stream in 08/09 should use codes 22 or 23 for Train to Gain funding • Franchise and partnership delivery number field, field A22 • Field size increased to 8 characters to allow input of UKPRN • Providers encouraged to record UKPRN in this field but can continue to use their own codes in 08/09 • If the UKPRN is entered, there is no need to return a register of franchise or other partners • Delivery Location Postcode field, field A23 • This must be recorded for all employer responsive funded learning aims and must contain the employer’s postcode (not that of the provider) 18

20. Changes to Fields in Learning Aim Data Set (4) • Occupation relating to learning aim field, field A24 • No longer required for learner responsive or ESF SR returns. Use null value • Framework Code field, field A26 • Required for programmes listed in field A15 in both learner responsive and employer responsive returns. • Return appropriate code from the LAD to indicate sector framework for apprenticeships and line of learning for diplomas. E2E should use the null value. • Learning aims not part of a structured programme type from A15 should use the null value • Learning outcome grade field, field A36 • required for all ILR collections where appropriate • Eligibility for achievement funding field, field A39 • field removed. • Sector framework achievement date, field A43 • field removed. Framework achievement date should be recorded in field A40 on the apprenticeship programme aim 19

21. Changes to Fields in Learning Aim Data Set (5) • Employer identifier field, field A44 • This is required for all employer responsive provision. TtG provision must return the EDRS number from the blue sheep employer database. If possible this number should also be returned for apprenticeship learning. • National learning aim monitoring field, field A46 • Has been increased to 3 digits, redundant codes removed and new codes added. See Appendix O for full list. This indicates whether codes are available for new starters in 08/09 • Reason learning ended field, field A50 • available in learner responsive and ESF SR collections • for use in LR and ESF SR collections mainly for OLASS and E2E provision where applicable • use null value if no codes apply • Proportion of funding available field, field A51a • available in learner responsive collection to adjust funding from 100% if required • Distance Learning SLN, field A52 • value for agreed base rate for unlisted qualifications delivered underdistance learning should be recorded in SLN 20

22. ESF Co-financing Data Set • The following eight fields do not need to be collected for the ESF 2007-13 programme: • E11 - Industrial sector of learner’s employer • E13 - Learner’s employment status • E15 - Type and size of learner’s employer • E16 - Addressing gender stereotyping • E18 - Delivery mode • E19 - Support measures to be accessed by the learner • E20 - Learner background field • E21 - Support measures for learners with disabilities • ESF SR form an ILR specification specifies default values (either null or 98) which should be used for these fields. • All learning aims for the old ESF programme should be closed by 31 July 2007. • No data for the old ESF programme will be migrated for 2008/09. 21

23. HE Data Set • Significant amendments to the HE dataset, to ensure that the HE dataset reflects the fields and codes used by HESA in their Student Record. • Fields removed: • H08 Learning aim reference code; H19 Fee band • H22 UCAS applicant number; H25 Year last left institution • H26 number of A levels; H27 A/AS score • H28 number of SCE highers; H29 SCE highers score • H30 number of vocational qualifications • New fields added: • H39 UCAS Tariff points; H40 UCAS personal identifier • H41 UCAS application code; H42 Special fee indicator • H43 Learner FTE achieved • Code changes in: • H10 Learner Nationality; H11 Highest qualification on entry • H12 New entrant to HE; H20 Major source of tuition fees • H21 Term time accommodation; H24 Last institution • H31 Reason for leaving; H37 Unique Learner Number 22

24. Reminder of Important Points • Changes to the data return that E2E provision and NVQ’s in the workplace are returned in. • ULN is mandatory in LR and ER data collections for all learners form 1 August 2008. • TtG funded learners from 2007/08 must be identified using code 100 in A46 in 08/09 • FE funded NVQ’s in the workplace from 2007/08 must be identified using code 101 in A46 in 08/09 • ASL codes in A46 have been removed. Data for continuing learners must be mapped to new values in field A58 for 08/09. • From 08/09 all PCDL provision will be funded through the adult safeguard and must be returned in an ASL ILR. • First Steps provision • block funded from the learner responsive budget but coded with A10=80 • should be returned in the LR return unless an ASL provider does not receive any learner responsive funding and does not return an LR return for any other learners, they can continue to use the ASL return for first steps provision in 2008/09. 23

25. Further Information • Visit our web-site: www.theia.org.uk • the ILR Specification for 2008/09, validation rules, ILR forms and provider support guidance are all available here • Visit and join the IA community portal: http://theia.communityserver.com • The 2009/10 ILR development process will be managed through this web forum. All changes need to be requested through the portal and will be visible to all and open for consultation • Contact us at mail@theia.org.uk with ideas, contributions and queries – or telephone 024 7682 5658 • Subscribe to the “Inform” newsletter (email ‘subscribe’ to mail@theia.org.uk) 24