February 2006/03 (web only)
Core funding/operations
Request for information

Response may be required

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2004-05 statistics derived from ILR data for the monitoring and allocation of funding in FECs

This document describes the process we will use when reconciling 2004-05 data returns made to the Learning and Skills Council with other returns made to HEFCE. We will write to all further education colleges (FECs) and identify significant reconciliation differences where appropriate. This report also describes how we intend to use Individualised Learner Record (ILR) data to inform the widening participation allocations for 2006 07.

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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:	2006/03
Publication date:	February 2006
Enquiries to:	For enquiries regarding the HEIFES04 comparison contact: Gemma Harper tel 0117 931 7338 e-mail ilr_heifes_stats@hefce.ac.uk Joe Clark tel 0117 931 7292 e-mail ilr_heifes_stats@hefce.ac.uk For enquiries regarding the use of ILR data to inform the 2006-07 widening participation allocations contact: Joe Clark tel 0117 931 7292 e-mail ilr_heifes_stats@hefce.ac.uk

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Executive summary and table of contents (read on-line)

Frequently asked questions

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Contents

• Executive summary
• Introduction

Annexes

• Annex A    Summary of changes since 2003-04 statistics derived from ILR data (HEFCE 2005/15)
• Annex B    Comparison of HEIFES04 and the HEIFES04 re-creation
• Annex C    Derived statistics likely to inform the 2006-07 widening participation allocations
• Annex D    Information for leads of HEFCE-recognised funding consortia
• Annex E    Obtaining data from the HEFCE extranet
• Annex F    Guidance for completing and submitting action and implementation plans
• Annex G    Submitting amendments to 2004-05 ILR F04 data
• Annex H    Submitting overrides to derived fields
• List of abbreviations

Technical appendices

• Appendix 1    HEIFES04 re-creation algorithms
• Appendix 2    Troubleshooting the comparison of HEIFES04 and the HEIFES04 re-creation
• Appendix 3    Problems of fit with the HEIFES04 re-creation algorithms
• Appendix 4    Algorithms likely to inform the 2006-07 widening participation allocations
• Appendix 5    Example action and implementation plans
• Appendix 6    Index of derived fields

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Executive summary

Purpose

1.   This document describes:

1. How we will use 2004-05 Learning and Skills Council (LSC) learner data to monitor returns made to HEFCE.
2. The responses required to these monitoring processes.

2.   This document is divided into three sections:

1. The comparison of Higher Education in Further Education: Students Survey 2004-05 (HEIFES04) and the July 2004-05 Individualised Learner Record (2004-05 ILR F04).
2. How we intend to use 2004-05 ILR F04 to inform the 2006 07 widening participation (WP) allocations.
3. Guidelines on completing and submitting action and implementation plans.

Key points

Data quality

3.   We are confident, based upon the experience of previous exercises, 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.   For colleges required to make a response, 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 which result from the exercise together with the appeals process.

5.   Our funding allocations are informed by the data provided by colleges. If we find, either through reconciliations with 2004-05 ILR F04 data, or any data audit, that 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 HEIFES04 from 2004-05 ILR F04 data (the HEIFES04 re creation) with HEIFES04 are likely to affect the funding previously announced for 2004-05 and all subsequent years.

7.   In many cases the funding adjustments resulting from the reconciliation will 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 2006-07 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 9 June 2006 for colleges selected to respond to the comparison of HEIFES04 and the HEIFES04 re-creation.

Annexes and appendices

8.   The annexes to this publication describe how we will use 2004-05 ILR F04 data for this exercise. The appendices 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 3 February 2006 indicating whether a response is required. Where a response is required, action and implementation plan(s) must be returned by 24 February.

10.   The final deadline for receipt of amendments by HEFCE to 2004-05 ILR F04 data and overrides to derived fields, as detailed in the action and implementation plans, is 11 April 2006.

2004-05 ILR F04 data used to inform 2006-07 widening participation allocations

11.   If colleges wish to correct 2004-05 ILR F04 data that will be used to inform 2006-07 widening participation allocations they should submit amendments, as detailed in their action plan(s), by 15 May 2006 to Ben Grassby.

Timetable

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

3February2006	Issue of letter to all colleges requesting response to exercise where appropriate
24 February 2006	Deadline for receipt of final action and implementation plans produced by each college required to respond
11 April 2006	Final deadline for sign-off for 2004-05 ILR F04 data amendments and overrides to derived fields as detailed in action and implementation plan(s)
1 May 2006	Deadline for receipt of action and implementation plans for 2004-05 ILR F04 amendments for incorporation in the provisional 2006-07 WP allocations
15 May 2006	Deadline for sign off for amendments to 2004-05 ILR F04 data for incorporation in the provisional 2006-07 WP allocations
9 June 2006	For colleges asked to respond to the comparison of HEIFES04 and the HEIFES04 re creation: deadline for confirmation that the HEIFES04 re creation reasonably reflects the outturn position for 2004-05 to avoid interim grant adjustments (see paragraphs 25 to 26 of the Introduction)