March 2005/15
Core funding/operations
Request for information

Response may be required

---

2003-04 statistics derived from ILR data for the monitoring and allocation of funding in FECs

This document describes the process we will use when reconciling 2003-04 data returns made to the Learning and Skills Council with other returns made to HEFCE. Where we identify significant differences we will write to the further education colleges (FECs) concerned. This report also describes how we will use ILR data to inform the widening participation allocations for 2005-06.

---

To:	Heads of further education colleges directly funded by HEFCE Heads of lead institutions of HEFCE-recognised funding consortia
Of interest to those responsible for:	Learner data, Funding, Audit
Reference:	2005/15
Publication date:	March 2005
Enquiries to:	For enquiries regarding the HEIFES03 comparison contact: Gemma Harper tel 0117 931 7338 e-mail ilr_heifes_stats@hefce.ac.uk For enquiries regarding the use of ILR data to inform the 2005 06 widening participation allocations contact: Ben Grassby tel 0117 931 7260 e-mail ilr_heifes_stats@hefce.ac.uk For enquiries regarding the regional statistics contact: Lisa Readdy tel 0117 931 7492 e-mail ilr_heifes_stats@hefce.ac.uk

---

Contents and executive summary (read on-line)

---

---

Table of contents

• Executive summary
  
• Introduction
  
• Annexes
• Annex A    Summary of changes since 2002-03 statistics derived from ILR data for the monitoring and allocation of funding in FECs (HEFCE 2004/39)
• Annex B    Comparison of HEIFES03 and the HEIFES03 re-creation
• Annex C    Statistics derived from ILR data used to inform the 2005-06 widening participation allocations
• Annex D    HEFCE regional statistics
• Annex E    Obtaining data from the HEFCE extranet
• Annex F    Guidance for action and implementation plans
• Annex G    Submitting amendments to 2003-04 ILR F04 data
• Annex H    Submitting overrides to the algorithms
  
• List of abbreviations
  
• Technical appendices (available on the web)
• Appendix 1    HEIFES03 re-creation algorithms
• Appendix 2    Troubleshooting the comparison of HEIFES03 and the HEIFES03 re-creation
• Appendix 3    Problems of fit with the HEIFES03 re-creation algorithms
• Appendix 4    2005-06 widening participation allocation algorithms
• Appendix 5    HEFCE regional statistics algorithms
• Appendix 6    Example action and implementation plans

---

Executive summary

Purpose

1.    This document describes:

1. How we will use 2003-04 Learning and Skills Council (LSC) learner data to monitor returns made to HEFCE.
2. The responses required to these monitoring processes.
3. How we will use the LSC's July 2003-04 Individualised Learner Record (2003-04 ILR F04) to inform the 2005 06 widening participation allocations.
4. How we will use the 2003-04 ILR F04 in HEFCE statistical publications.

2.    This document is divided into three sections:

1. The comparison of Higher Education in Further Education: Students Survey 2003-04 (HEIFES03) and the 2003-04 ILR F04.
2. The use of the 2003-04 ILR F04 in informing the 2005 06 widening participation allocations.
3. The use of the 2003-04 ILR F04 in HEFCE statistical publications.

Key points

Data quality

3.    We are confident that this exercise improves the data quality of both LSC and HEFCE returns. It also increases our understanding of data quality issues that relate to these returns.

Funding monitoring

4.    The exercise is conducted in two interrelated but distinct parts. The first is the process of reconciling, explaining and amending the data up until the point where colleges are in a position to sign off a re-creation as a reasonable reflection of the outturn position for the year. The second part, which follows sign off, is the consideration of funding adjustments made, and the appeals process.

5.    Our funding allocations are informed by the data provided by colleges. If we find, either through reconciliations with 2003-04 ILR F04 data, or any data audit, that the data do not reflect the outturn position for the year and that this has resulted in colleges receiving incorrect funding allocations, then we will adjust their funding accordingly. (This is subject to the appeals process and the availability of our funds.)

6.    Any funding adjustments arising from the reconciliation of a re-creation of HEIFES03 from 2003-04 ILR F04 data (the HEIFES03 re-creation) are likely to affect the funding previously announced for 2003-04 and all subsequent years.

7.    In some cases the funding adjustments may be significant. Therefore it is important for colleges to ensure that sufficient time and resources are allocated to allow the exercise to be completed accurately and promptly. If colleges have not signed off their re-creations by the deadlines given below, then we will implement any reductions to 2005-06 grant that we expect to arise, pending completion of the reconciliation process. This is an interim measure to avoid grant adjustments accumulating to the point at which they become difficult for colleges to manage. The deadline is 31 August 2005 for colleges selected to respond to the comparison of HEIFES03 and the HEIFES03 re-creation.

Annexes and appendices

8.    The annexes to this publication describe how we will use 2003-04 ILR F04 data for this exercise. The web only appendices to this publication contain technical descriptions of the algorithms we will use.

Action required

Funding monitoring

9.    We will write to heads of colleges, copied to HEIFES contacts, by 1 April 2005 indicating whether a response is required.

10.    Where we require a response, an action and implementation plan must be sent by 22 April 2005 to:

Ben Grassby
Analytical Services Group
HEFCE
Northavon House
Coldharbour Lane
BRISTOL
BS16 1QD

11.    The final deadline for receipt of amendments by HEFCE to 2003-04 ILR F04 data and overrides to derived fields, as detailed in the action and implementation plans, is 20 May 2005.

2003-04 ILR F04 data used to inform 2005 06 widening participation allocations

12.    If colleges wish to correct 2003-04 ILR F04 data that will be used to inform 2005 06 widening participation allocations they should submit amendments by 29 April 2005 to Ben Grassby.

2003-04 ILR F04 data for verification of regional statistics

13.    If colleges wish to correct 2003-04 ILR F04 data that will be used in HEFCE regional statistics they should submit amendments by 29 April 2005 to Lisa Readdy. We will assume colleges are content for their 2003-04 ILR F04 data to be published if they do not submit amendments before this date.

Timetable

14.    The following timetable details the critical deadlines for the exercise.

1 April 2005	Issue of letter to all colleges requesting response to exercise where appropriate
22 April 2005	Deadline for receipt of action and implementation plan produced by each college required to respond
20 May 2005	Final deadline for receipt of 2003-04 ILR F04 amendments and overrides, as detailed in the action and implementation plan
29 April 2005	Final deadline for receipt of amendments which affect the 2005 06 WP allocations and HEFCE regional statistics
31 August 2005	For colleges asked to respond to the comparison of HEIFES03 and the HEIFES03 re-creation: deadline for confirmation that the HEIFES03 re-creation reasonably reflects the outturn position for 2003-04 to avoid interim grant adjustments (see paragraphs 25-27 of the Introduction)

15.    Notification of any grant adjustments will normally take approximately six weeks. Colleges will be given four weeks from notification of grant adjustments to submit any appeals for mitigation. Colleges will be informed of the outcome of any appeal and the final grant adjustments following consideration by the HEFCE chief executive.