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Sub-Contractor Meeting

Sub-Contractor Meeting. The Derbyshire Network 10 July 2013. Welcome & Outline of the day. Welcome & Introductions – Steve Moore Quality Update – Norman Mason Events and Website – Andrea Cross Survey Update – Tina Howe 24+ Advanced Learning Loan- Terry Mahoney

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Sub-Contractor Meeting

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  1. Sub-Contractor Meeting The Derbyshire Network 10 July 2013

  2. Welcome & Outline of the day • Welcome & Introductions – Steve Moore • Quality Update – Norman Mason • Events and Website – Andrea Cross • Survey Update – Tina Howe • 24+ Advanced Learning Loan- Terry Mahoney • Contract review and future planning – Steve Moore

  3. Quality News Norman Mason Quality Team

  4. Events and Website Update Andrea Cross Membership Manager

  5. Points to cover Events • How promoted • Booking process • Future dates • What else? Special Interest Groups Membership Fees 2013/14 Website updates – TDN

  6. Survey Update Tina Howe Employer and Learner Voice Manager

  7. Surveys Surveys have been developed using Survey Monkey for Learners and Employers for each stage of the learning programme. • 8-10 Weeks after starting Initial Leaner and Employer Questionnaire links sent out. • 6-8 months into the programme Interim Learner and Employer Questionnaire links sent out. • 2 Months prior to completion Final Learner and Employer Questionnaire links sent out. As appropriate for all of the above, questionnaires will be completed over the phone and face to face. Additional questionnaires may be targeted where we identify areas for concern from Learners or Employers. Issues will be reported to Steve Meadows and Steve Moore so that appropriate actions can be identified and taken to resolve them. Areas of good practice will be feed back and we will look to share this good practice with other Sub-Contractors.

  8. Surveys continued…. So that surveys can be sent out to as many Learners and Employers as possible to obtain their views we need : • The ILR to be completed as fully as possible, with the Learners email address and telephone number included. • The new Learner Start form, for Apprenticeship and Non-Apprenticeship, to be used and fully completed. It contains a few updates, including an additional box for the employers email address. It is essential that we can contact the learners and employers, by email or phone, to be able to complete our survey process, but also ready for any SFA surveys that are required from time to time. Inductions and IAG (Conference feedback)

  9. 24+ Advanced Learning Loans Terry Mahoney and Amanda Ashall

  10. Preparing for the 2013/2014 Funded Contracts Facilitator name: Steve Moore Date: 10th July 2013

  11. Preparing for the 2013/14 Contracts Year OBJECTIVE To ensure a full understanding within the TDN subcontractor provision of the 2013/14 Adult Skills and 16-18 Apprenticeship Funded Contracts with regard to programme choice, learner eligibility, funding requirements and rules, documentation and operational requirements. To allow Providers to raise queries and development requirements as they entre into the 2013/14 delivery process. To review performance of the 2012/2013 contract and any issues from its delivery.

  12. What I will cover • 2012/2013 Contract Performance : Steve Moore • Contract values and areas for funding 13/14 : Steve Moore • 2013/2014 Funding Rules : Steve Moore • Funding Simplification : Steve Moore • Funding payment system 2013/2014 : Steve Moore • Growth Opportunities 2013/2014 : Steve Moore • Achievement Requirements for 2013/2014 : Steve Moore • Traineeships – Funding Rules : Steve Moore • Questions

  13. Preparing for the 2013/14 Contracts Year Performance of the 2012/13 Contract Final 2012/13 Contract Value: Adult Skills Budget: £2,469,855.00 (11/12: £2,456.889.00) 16-18 Apprenticeship: £234,456.00 (11/12: £105,051.00) Discretionary Learner Support: £10,808.00

  14. 2013/2014 Contracts Contract Values 2013/14 Adult Skills Budget: £2,051,435.00 Of which minimum Adult Apprenticeships: £1,339,588 August 2013 to March 2014 : £1,343,881.00 April 2014 to July 2014: £707,554.00 24+ Advanced Learning Loans Facility: £371,434.00 August 2013 to March 2014 : £205,338.00 April 2014 to July 2014: £166,096.00 16-18 Apprenticeships: £258,456.00 August 2013 to March 2014 : £166,290.00 April 2014 to July 2014: £92,166.00 Traineeships: £12,000.00 ?

  15. 2013/2014 Contracts Contract Values 2013/14 Adult Skills Budget Support Funds Discretionary Learner Support = £10,711 24+ Advanced Learning Loans Bursary = £19,024.00 Total Funds Available in 2013/2014 = £2,723,060.00 (2,715,121.00)

  16. 2013/2014 Funding Pots 16-18 Apprenticeships 19-23 Apprenticeships Traineeships TDN Overall Contracts 24+ Apprenticeships (Level 2 only) Access To Apprenticeships 24+ Advanced Learning Loans Single Qualifications Employed Learner (Eligibility Rules Apply) Employability Programmes (Eligibility Rules Apply)

  17. Our Criteria for renewing 2013/2014 Contracts and Contract Values • Success and Timeliness rates for 2012/2013 • Level of learning aims passed their planned end dates • Quality audit reports feedback • Current financial assessment • Attendance on mandatory and other support workshops • Timeliness of information and data requests • Learner withdrawal levels • Timeliness of learner withdrawal and change of circumstances notification • Completeness and accuracy of learner and programme information supplied. • Accuracy of Learner Journey Report information • Performance against 2012/2013 Contract values. • Programme SSA delivered. • Return of 2013/2014 Planning Sheets Essentially your Contract Level for 13/14 will be determined via an assessment of your commitment to and performance in your 12/13 contract.

  18. 2013/2014 Contracts National Contract Values 2013/14

  19. Present Carry-In to 2013/14 Contract As at 24/06/2013

  20. Performance of the 2012/13 Contract

  21. 2012/13 Contract Success Rates

  22. Principles of Funding 2013/2014 • A new simplified funding system is being put into place • You must only claim funding for learners assessed as eligible for funding as shown in these rules. The detailed eligibility criteria are set out in Annex 1. • To be eligible to be funded, on the first day of learning a learner must be: • aged 19 or older on 31 August within the funding year in question (if the • learning aim is not an Apprenticeship), or • aged 15 or older and have left compulsory education (if the learner is an apprentice or following an Access to Apprenticeship pathway). (the Apprenticeship cannot start until after the last Friday in June in the academic year that they have their 16th birthday) • You must check the eligibility of the learner at the start of each learning aim or programme. • You must make sure that all learners who are funded or funded through a Loan have a Learning Agreement (see Annex 1). • You must make sure that accurate unique learner number (ULN) information is provided to awarding organisations and that all information used to register learners for qualifications is correct. http://www.learningrecordsservice.org.uk/datamanagement/providers-working-with-AOs.htm

  23. Principles of Funding 2013/2014 • When starting learners on a qualification, you must make sure that the qualification for funding appears and is approved for funding on the Learning Aim Reference Application (LARA). • In the case of Apprenticeships, only deliver and claim for funding for an apprentice on a framework that has been issued in a published Apprenticeship framework document and is available for public funding on LARA on the date that the apprentice starts • Eligibility for funding is based on the idea that any learner, of any age, must be able to achieve the learning aim or programme of study within the time that they have available. For example, if you know a learner is planning to leave England in three months and the learning aim is planned to take 12 months to achieve, funding cannot be provided. • The SFA is an ESF Co-financing Organisation. As well as the Learning Agreement we will require evidence of the following. You must give us an individualised learner record (ILR) field delivery location postcode and this must be in England.

  24. Principles of Evidence The main principles of providing evidence You must hold evidence: • that the learner exists • that the learner is eligible for funding, and the rate for funding • that the education and training being delivered is eligible for funding • that the learning activity is taking place or has taken place • that the achievement of learning aims is certified, and • of other funding, as necessary, such as job outcomes, learning and learner support. • You must provide evidence within the following timescales: • Evidence that the learner exists and is eligible – by the threshold date for funding • Evidence of achievement – within three months of the reported date of achievement. • The evidence of activity must be based on your own documentation. If a learner withdraws from learning without achieving their learning aim, any claim for funding must only be up to the last point where you can provide evidence that the learner was still in learning.

  25. Principles of Evidence Learning Agreement Nearly all evidence will be in the learner’s Learning Agreement. This is fully described the contents of the Learning Agreement in Annex 1. Confirmation and signaturesYou must record the learner’s and employer’s confirmation. Learning activity You must provide evidence of learning reported in the Individualised Learner Record (ILR) and recorded in the learner’s Learning Agreement. You can do this through naturally occurring evidence, such as registers, attendance records, reports, records of contact and reviews. If you do not have any evidence of learning taking place and you have claimed funding, we have the right to make you repay that funding. Electronic Evidence and Signatures See Funding Guidance Page 11

  26. Principles of Evidence Retention and achievement If a learner is still in learning or has left and not achieved their learning aim, you must have evidence that learning activity is taking or has taken place. The evidence must be in the Learning Agreement. Other evidence should include Progress Reviews. Learner Tracking, Contact Logs, Registers etc. If the learner achieves their learning aim, you will not need you to keep evidence of the activity that has taken place. Individualised Learner Record (ILR) The actual ILR data reported to us is not evidence in its own right. However, as it drives funding it is important that it matches the information contained in the Learning Agreement. Self-certification by learners Any self-certification by the learner must confirm both the learner’s details and the details that the learner is confirming.

  27. Principles of Evidence Poor data that does not reflect underlying records is one of the main causes of a qualified review by Provider Financial Assurance. You can find Provider Financial Assurance’s standard working papers, including detailed testing schedules, on the SFA website. http://skillsfundingagency.bis.gov.uk/providers/finance/financialassurance/auditprogrammes/

  28. Principles of Evidence • Evidence required As well as the Learning Agreement we will require evidence of the following. In terms of an Apprenticeship framework (including those funded through a Loan), the last date of actual learning where the apprentice withdraws without achieving the Apprenticeship framework is the date on which the apprentice was taking part in any learning aim that is part of the framework. You can only claim funding if the apprentice has started that learning aim. In other words, you cannot claim funding if the apprentice has not yet started a learning aim that is part of the framework. The date that a learner has started a learning aim is the date on which the activity directly related to the learning aim has begun. Induction, prior assessment, diagnostic testing or similar activity is not part of the learning aim and is not treated as the start of learning.

  29. Principles of Evidence The learner will confirm any benefit and unemployment status in a self declaration. They will also have to declare any job they get. We do not expect confirmation of benefit or unemployment from the Department for Work and Pensions or from a Jobcentre Plus office. Similarly, we do not need an employer to confirm when the learner gets a job. If the benefit was related to the learner’s unemployment status, the learner must confirm that they are not claiming this benefit when they get a job. The learner can still claim benefits not relating to unemployment. Job outcome payments do not apply to the learning aims of learners funded through a Loan. Evidence of achievement must be: • a certificate issued by the awarding organisation, or • an Apprenticeship completion certificate issued by the relevant Issuing Authority.

  30. Financial Contributions (Fees) • You must make all learners, including learners funded through a Loan, aware of your policy on fees and charging. • You can decide whether to charge fees to learners who are co-funded, and what to charge the fees for. In exceptional circumstances you can use the hardship element of our Discretionary Learner Support (DLS) allocation to cover fees for disadvantaged learners. • If a learner is fully funded you cannot make an additional charge related to the learning and direct costs of that learner. (Any charges to an apprentice’s employer is up to you) • You can pass on subscription charges, made by professional bodies to become a member of that organisation, where the learner is 19+ • You can charge fully funded learners or learners funded by Loans if they want to keep materials used in a learning activity outside of the learning environment (for example, artwork, models and food). Evidence required As well as the Learning Agreement we will require evidence of the following. The learner must confirm that they are aware of your fees and charging policy.

  31. Adult Skills Budget You must report all Adult Skills Budget provision by using code 35 in the funding model field in the ILR. All workplace learning must be reported as workplace learning in the learning delivery funding and monitoring fields of the ILR by using code WPL1. Some units of qualifications are eligible for funding. These units can be delivered as part of the offer for those who are unemployed and entitled to full funding. The SFA also fund units that are within the QCF English and maths qualifications approved for funding through the Adult Skills Budget. These are funded for all eligible learners. However: You must not deliver units instead of qualifications in order to gain a funding advantage.

  32. Adult Skills Budget The Innovation Code The innovation code (the Code) allows training organisations to respond quickly to local employers’ needs and gaps where skills are needed. It does this by allowing you to enrol individuals on a course that does not lead to a QCF qualification. The Code itself has several learning-aim references, which training organisations can use on their ILR returns to claim funding so they can deliver provision. There is no formal application process to use the Code, For more information: http://qcf.skillsfundingagency.bis.gov.uk/qcf-funding/InnovationCode/ Any provision you deliver through the Code must be designed to respond to local employer or business and learner needs, or to respond to identified employment opportunities. If a subcontractor wants to use the Code, they must get permission in writing from the lead provider, and the lead provider should monitor delivery.

  33. Adult Skills Budget Other Potentially Funded Provision • English and Maths • English for Speakers of Other Languages (ESOL) • Offenders – public prisons • Offenders – private prisons

  34. Adult Skills Budget Job Outcome Payments • 50% of the achievement funding if learner leaves without achieving their qualification. • For purpose of a job outcome the learner must be in a job of at least 16 hours per week and for a minimum of 4 consecutive weeks. • Job outcome also paid if learner get a job but continues their learning. Remaining 50% achievement paid when qualification achieved. • If learner is on the Work Programme as well as being funded by ASB, claiming a Job outcome is not affected by the Work Programme. • Job outcome payments do not apply to learners funded through a Loan.

  35. Adult Skills Budget Job Outcome Payments • To claim a job outcome a self declaration from the learner is required that they have stopped claiming benefits related to unemployment. • Claim job outcome funding by reporting employment outcome in employment outcome field on the ILR. This must be reported within the ILR for the current year in which the learner leaves learning. To generate a job outcome payment: • The learner must have been unemployed • The learning aim must not be classified as ‘in workplace learning’ on the ILR. • The ILR filed benefits status indicator must be filled in. • The employment outcome field of the ILR must report that an eligible job has been gained.

  36. Adult Skills Budget Breaks in Learning • Available in instances where learner cannot carry on at this time. Reason needs to be satisfactory. • Learner must inform you that they intend to return. • During the break, funding is stopped and the learner or apprentice is not included in success rates. • To show a break, the ILR must show that they have left learning via a Code 6 – break in learning status field in the ILR. • On return you must fill in the original learning start date field in the ILR. Important for Apprentices as they will have to meet the minimum length rule re total training time for their apprenticeship. • You must use the funding adjustment for prior learning filed in the ILR to amend the funding you will claim on the learner’s return. • If the learning aim for the learner is no longer valid when they return, you cannot class this as a break in learning. This limits the length of time that a learner can be on a break in learning. • Further information on: http://www.theia.org.uk/ilr/ilrdocuments/

  37. Apprenticeships Principles of Apprenticeship Funding To receive funding you must: • Be content that all apprentices you claim funding for are carrying out a new job role or if an existing job role that significant new knowledge and skills are required and that an Apprenticeship is the best programme for them. • That the job allows the Apprentice to gain wider employment experience. • All new Apprenticeship vacancies must be advertised on Apprenticeship Vacancies (AV) website. • Only the aims identified in the framework as ‘mandatory’ are funded. • Individuals who already have a Level 4 qualification are only eligible for funding at a Higher Apprenticeship at Level 5 or above. If over 24 then the loan system is applicable.

  38. Apprenticeships Access to Apprenticeship • Must have left education and be aged between 15 to 24. • Must have been assessed as being able to fully take part in an intermediate or advanced level apprenticeship. • Must be defined as either ‘not in education, employment or training’ (NEET) immediately before start date and be eligible for learning support. • All apprenticeship activity must take place within agreed hours as shown in the Learning Agreement. • Learner must be moved into a full apprenticeship within 6-months • Must of the time on the A2A programme should be in a work placement with the employer who will take them into the full apprenticeship programme. • When the learner becomes employed, this must be reported on the ILR. • Cannot recruit more than 10% of Apprenticeship starts through A2A pathway. • A2A and full Apprenticeship must be delivered in one continuous programme. • A learner can start any or all of the elements of an apprenticeship framework during their A2A time.

  39. Apprenticeships Apprenticeship Agreement • Must state that the Apprentice will be carrying out an Apprenticeship in a particular skill, trade or occupation under a qualifying framework. • The Apprenticeship Agreement can be in the form of a written statement of particulars under the Employment Rights Act 1996 or, a contract of employment or, a letter of engagement. • Existing and new contracts of employment between the Apprentice and the employer that meet the 1996 act will also meet the requirements of the Apprenticeship Agreement.

  40. Apprenticeships Employment • Wages must be paid by the employer, not by the provider. • Employers must pay at least the relevant National Minimum Wage. See: https://www.gov.uk/national-minimum-wage-rates • Provider must not directly employ apprentices purely for the purpose of delivering an Apprenticeship.

  41. Apprenticeships Employment Hours As well as National Minimum Wage, the Apprentice must be: • Must be employed for at least 30 hours per week. (16 to 30 only under special circumstances). • Not allowed to work less than 16 hours per week. • Must agree average hours the apprentice will be ‘at work’ . Usually defined using a contracted number of hours, every week. Must be recorded in the Learning Agreement. • If Apprentice is on a agreed working week of between 16 to 30 hours then a record of the circumstances which have led to the reduction in hours needs to be made and be appropriate. • Zero hour contracts which do not specify a set number of hours, will be accepted for Apprenticeships only if there is a contract of employment in place between the apprentice and employer but where the working hours are not fixed. • Apprentices with an irregular working pattern must use a 4-week rolling average to make sure they keep to the employment hours funding rules. • You must make sure that the apprentice can complete all elements of their framework within their contracted hours. • Must keep to the SASE requirements that state the apprentice must receive a minimum of at least 280 guided learning hours each year.

  42. Apprenticeships Recognition of Prior Learning • Learning aims where only assessment is required will NOT be funded. • A significant amount of new learning and workplace practice must be involved. • For apprentices funded through a loan the fee set should reflect the skills provision required. • Any Prior Learning must be recorded on the Learning Agreement. • The funding adjustment for prior learning field in the ILR must be completed for all elements of the framework not being carried out. This applies to RPL and also exemption on the basis of previously certificated achievement.

  43. Apprenticeships Minimum Apprenticeship Duration • All Apprenticeships must last a minimum period of time reflected by the SASE Apprenticeship Framework. • You must not assume a 12 month minimum.. • The Apprenticeship should include: • Guided Learning • Assessment • Training • Monitored Workplace Practice • Planned and agreed between the apprentice, their employer and yourself.

  44. Apprenticeships Record of Prior Learning in 19+ Apprenticeships • You must record the RPL or previously certificated achievement in the initial learning assessment of the apprentice. • This must show that you have adequately assessed apprentice’s prior learning, achievement and future needs. • You must determine that the Apprenticeship is still the most appropriate programme for the learner. • Prior learning can never reduce the programme to less than 6-months • You must record RPL in the Learning Agreement (ILP), including noting how this affects the planned length of the Apprenticeship. • You must record in the Learning Agreement (ILP) how you have adjusted funding or, where funded through a loan, adjusted the fee charged. • Except through a loan you must use the funding adjustment field in the ILR.

  45. Apprenticeships Minimum Length of 16-18 Apprenticeships Minimum Length of 19+ Apprenticeships • 12 months or more • Must follow SASE Framework requirements • For achievement minimum planned delivery must be 12 months + 1 day • Must ensure that the apprentice is involved in active learning or monitored workplace practice through their apprenticeship. • 12 months or more where RPL does not apply. • Must have a recorded minimum planned delivery • Must follow SASE Framework requirements • For achievement minimum planned delivery must be 12 months + 1 day where RPL is not applied for. • Must not claim funding or loans where RPL or exemption on the basis of previous qualifications applies.

  46. Apprenticeships English and Maths • For all apprentices, you must offer level-2 Functional Skills or GCSE qualifications in both English and Maths to all apprentices who have not yet achieved a level 2 in both English or Maths, whether or not it is included in a framework. • If the apprentice has previously achieved level 1 qualifications in either or both English and Maths, you need to keep a record of the offer of level-2 study as part of the Learning Agreement. • If the apprentice takes and achieves a level 1 Functional skills qualification during their apprenticeship and could achieve Functional skills at level 2, you must offer the opportunity to progress. • You must report these additional Level 2’s in English and Maths as delivered within the Apprenticeship framework. They will be funded as an Apprenticeship aim. The framework achievement will not be dependent on achieving these additional aims and they will not be used when calculating your success rate.

  47. Apprenticeships Second Apprenticeships at the same or lower level • Apprentices who have successfully completed an Apprenticeship are not expected to start a second apprenticeship at the same or lower level. • There are exceptions, e.g. where it might be appropriate for the apprentice to be multi-skilled at the same level.. • For Apprenticeships funded by Loans, their first Loan application does not refer to prior learning. Subsequent Loan applications cannot be for study at the same type and level of qualification or Apprenticeship framework. In these instances you must record that the repeat or lower-level Apprenticeship is supporting the apprentice in a new job role.

  48. Apprenticeships Small and medium-sized enterprises • SME’s with fewer than 10 employees (not including apprentices) may add up to 2 extra funded units to their Apprenticeship. Eligible units for funding can be found on: http://www.apprenticeships.org.uk/Employers/Steps-to-make-it-happen/Units-for-Micro-Enterprises.aspx • Normal funding rates and rules apply. If an employer contribution applies to the rest of the framework, it will also apply to the additional units. • Extra funded units do out apply to provision funded by loans.

  49. Apprenticeships Funding for Apprentices aged 19 to 24 who have learning difficulties or disabilities Enhanced funding for apprentices aged 19 to 23 • Funding will be available for 19-24 apprentices with a Learning Difficulty Assessment as set out in the ASCL Act. • Eligible for individuals who have not been available to entre learning before their 19th birthday due to reasons beyond their control and will be funded at the fully-funded 19 to 23 rate as long as they start an Apprenticeship before their 24th birthday. • Examples of reasons are: • Disability • Ill Health • Pregnancy • A custodial sentence • Remanded in Custody • Being a carer • Significant language difficulties (not ESOL) • The result of a care order • Being detained under the Mental Health Act.

  50. Discretionary Learner Support Aimed at supporting learners with a specific financial hardship that prevents them from taking part in learning. • There are 3 DLS Funds: • 19 or over and in financial hardship • 20 or over with childcare issues • 19 or over Residential Access Fund Learners who are eligible for support are not automatically entitled to it. Learners funded through Loans can get access to DLS through the dedicated Loans Bursary Fund. 19+ Hardship: provided to support vulnerable and disadvantaged learners and to remove barriers to education or training 20+ Childcare: provides targeted childcare support for learners who are at risk of not starting learning, or not continuing learning, as a result of difficulty getting childcare. There is a TDN application form for DLS funding. (please note point 1)

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