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Partner actions

Actions required of partners

Partner Approval
Qualification Approval
Issue of Service Level Agreement
Trainee Enrolment
Trainee Completion
Integration with College quality systems

Operational Delivery Manual

Operational Delivery Manual HOME
The process
Individual trainee file
The Register System
Achievement and Qualification Process
Delivering the apprentice framework
Quality Assurance
Contract Monitoring
Sample forms and record sheets


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NCFE actions

Actions required of the collaborative team

Partner Approval
Qualification Approval
Issue of Service Level Agreement
Trainee Enrolment
Trainee Completion
Integration with College quality systems

Collaborative Partnerships

The policies, procedures and actions required to regulate the delivery of training to learners through collaborative partnerships.

Partner Approval
Qualification Approval
Issue of Service Level Agreement/Contract
Trainee Enrolment
Trainee completing or leaving early
Integration with College quality systems

Useful links
Glossary of terms

Initial Partner Approval

Before any collaborative delivery can commence, the partner must be recognised by the College as a collaborative partner. When a prospective partner applies to become a collaborator, the College will base its decision to accept the partner on the partner's past performance as a training provider and the suitability of its premises to deliver the programmes. This will be determined from site visits and information gathered about the partner's performance. This evidence is held in the College start-up file.

College start-up file

Contract or Service Level Agreement
NCFE initial partner site visit check-list
Partner organisational chart
Management and deliverer CVs
Staff CRB checks
Centre approval certificates
Trainee review/progress monitoring recording pro-forma template
Sample internal verification reports
Financial statements
External verifier reports
Sample team minutes
Schemes of work of courses to be run
Risk assessments
Health and safety policy
Liability insurance including public/employer
Equal opportunity policy
Diversity statement
Grievance procedure
Disability statement
Quality assurance policy
Success rates for approved qualifications
Ofsted Report (if applicable)

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Qualification approval

Before any collaborative delivery can commence, the partner must have the qualifications it will be offering accepted by the College. The College will base its decision to accept the qualification on the partner's past performance in delivering them, or similar qualifications, the quality of the partner's course handbook and support materials. The qualification must be recognised by the awarding body as forming part of the trainee's apprentice framework and be in an area for which the College has been approved to receive public funding. This will be determined from site visits and information gathered about the partner's performance.

Qualification approval file

Awarding body registration certificate
Course handbook
Historical success, retention rates
Historical attendance rates
Ofsted Report (if applicable)
Deliverer CV's
Learner/Student/Trainee Progress Monitoring recording pro-forma template
Sample Internal Verification Paperwork/Reports
External Verifier Reports
Team Minutes
Schemes of Work

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Service Level Agreement/Contract

Once the College start-up file and qualification approval files are complete, they are presented for approval to the College Educational Contracts and Employer Responsive Board.[ECERB]
If they are approved, a Service Level agreement or Contract will be issued.
Should the partner wish to offer additional qualifications, they will need to be presented to the ECERB for approval.

Any changes to the partner's SLA or contract will be designated in a 'Letter of Variation'. NO CHANGE in partner activity is to be made until the Letter of Variation has been received by the partner.

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Trainee Enrolment

Funding can only be drawn down by the College when trainees are enrolled to the College Management Information System [MIS], which is called PICS, AND the monthly return has been made to the Skills Funding Agency [SFA]. Trainees are enrolled by entering details from their enrolment forms onto the PICS system.

Trainee data is entered on PICS and then validated. Only entries with complete information describing elligible trainees survive the validation process. It is important to fill in the enrolment forms correctly or funding may be delayed.

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Trainee completing or leaving early

Trainees either complete the whole apprentice framework or leave early from it.

Leaving Early

Providers must have a reliable system for identifying those at risk of leaving early, along with a strategy for involving the Connexions personal adviser (where applicable), employers and other agencies, as appropriate, to reduce the number of learners leaving early.
If, despite the provider's best efforts, learners are no longer making progress against their ILP, they must be offered alternative opportunities to pursue their original or revised learning objectives, either with the same provider or with another the Agency-funded provider.

A learner must be considered to have withdrawn from a programme when they have either:

The learner must be treated as withdrawn for whichever of the above occurs first.

On leaving, the learner must receive a written notice of termination. Portfolios, coursework, the ILP and all certificates are the property of the learner and must be returned to the learner. They may not be withheld for any reason, other than for assessment or verification by the provider, without the learner's permission.

Learners must be withdrawn on the last evidenced date of continued structured learning. Failure to make records available to leavers may result in recovery of funds paid by the Agency for the learning concerned.

The provider must formally confirm that the learner has been terminated from their learning aims. This could either be in an exit interview or where the provider writes to the apprentice at the last known address to inform them of this. The way in which this is done must be recorded and filed in the learner records.

In addition, a Newham College trainee withdrawal form must be completed and entered into PICS.

Completing an Apprenticeship

On completion of the separate aims of an Apprenticeship Framework, a provider must apply for and give to the learner (if the certificate is sent to the Provider), within three months of achievement and application, the original copies of the aim and framework certificates.

The date of achievement of an aim is the date on which the External Verification (EV) confirms achievement or for those providers with direct claim status it is the date of the Internal Verification (IV). If achievement is through an externally marked exam then the date on which the formal results are received is the date of achievement.

The date of achievement of an Apprenticeship Framework is the date that the provider applies to the authorised body for the Apprenticeship certificate.

Until further details are published providers must continue to apply for Apprenticeship Completion Certificates from their Sector Skills Council or Sector Body.

For trainees successfully completeing their programmes, the partner must return all documentary evidence to the College, so that the College can make its financial and achievement claims. Providers are penalised for late completions and partners need to be aware that any delay in providing this information could result in reduced income to the College and ultimately to the provider.

Evidence required for the College to make its final claim:

Copy of all certificates that comprise the individual apprentice framework, typically these would be:

In addition, the College will require the individual trainee file, which it must keep for audit purposes.

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These notes have been extracted from the Skills Funding Agency publication 'Apprenticeships 2010/11 Funding Requirements' please see the original document for the definitive, and complete criteria for determining likely funding per trainee. The rates paid are subject to change so make sure you are using the latest version. This version is based on the funding formula for the academic year 2010-2011.

Apprenticeships 2010/11 Funding Requirements

Funding Rate Principles

The funding paid for a programme depends on a number of factors:

Size [not length] of the programme, this is called the Standard Learner Number [SLN]
Programme weighting, based on vocational area
Area uplift, related to the costs of delivering in the deliverer's post code
Disadvantage uplift, based on the level of deprivation of the candidate's post code
Large employer factor, large employers attract less funding than small ones

Calculating the exact payment can be quite difficult as it depends on factors unique to each individual learner and on where the learning is delivered. The funding you receive is always based on the funding that we receive from the Skills Funding Agency when these factors have been applied by its funding software. [The software we use is called PICS]

Once the costs of delivering the programme have been calculated, an additional payment [called Additional Learning Support ALS] may be made. ALS is very specifically based on the individual needs of the learner and is made up of two possible components, Additional Learning Needs [ALN] and Additional Social Needs [ASN]. The ALS payment is the actual cost of delivering the additional learning support and is not subject to weightings of any sort.

SLN values for individual qualifications can be obtained from the Learning Aim Database [LAD] but the values for apprentice frameworks have been set to:

                                Base rate  Rate[x1.2]
16-18 Apprenticeships  £2,920    £3,504
19-24 Apprenticeships  £2,732    £3,278
25+ Apprenticeships    £2,186    £2,623

Example of funding calculation

It is likely that trainees completing their apprentice framework in Newham in a timely fashion will attract at least the rates indicated above. [Unless they work for a large employer]

Employer Contributions

It is Government policy that for apprentices aged 19 years or more when they first start a framework that their employer is expected to make a contribution towards the cost of learning. Therefore for all learners aged 19 years or more when they first start will have the funding rate reduced by the expected employer contribution.

The expected employer contribution for 2010/11 will be 50% of the respective 19-24 or 25+ Apprenticeship funding.

What we will pay you

Please see your contract or Service Level Agreement [SLA] for the exact values we have agreed with you.

An example entry from an SLA is:

The College will retain 25% of the published funding rate with the remaining 75% to be passed to the Provider.

The College will retain a further £250 as part of the expected 50% employer contribution for all 19+ apprenticeships. This amount will be deducted from the start payment.

In addition to this you will receive the full value of any agreed Additional Learning support [ALS]. Please see the process for this if you have trainees with additional learning needs.

How we will pay you

Payments will be made to partners at the agreed percentage of the actual funding that the College receives from the Skills Funding Agency.

Dates in brackets below are approximate, use the Collection timetable chart for exact dates.

The £250 employer contribution for 19+ trainees to be deducted as agreed.

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Integration with College quality procedures

It is expected that the partner has a robust and critical quality assurance procedure of its own. Reference to this will have informed the decision to accept the partner as a collaborator and copies of its reports are to be made available to the College for the partner's file.

The College quality system is overseen by the College quality faculty, known as QUILD [Quality Improvement and Learning Development].

The QUILD faculty is responsible for the production of the College's annual Self Assessment Report [SAR] and also arranges learning audits of all delivery done by the College and its partners.

Self Assessment Report

Production of a Self Assessment Report is a condition of funding by the SFA. The SAR is built from the bottom up, starting with a Learning System Review [LSR] at individual qualification and delivery team level. These LSRs inform a curriculum review, a cluster of related qualifications, which in turn lead to Directorate Area Reviews.

For collaboraive providers, it is expected that a similar process of performance review will have been performed leading to a summary document. This report must be produced by the second week in October so that the Director can write the area report by the first week in November. By the end of November, reports from all delivery areas of the College will have been collated and scrutinised by an internal moderation team before being presented to the Academic Standards and Performance Committee [ASPC] of the Board of Governors of the College in early December.

The final SAR is uploaded to the SFA in mid-December.

Teaching and Learning Audit

Members of the QUILD faculty will visit partners to perform a learning audit. This consists of a review of all teaching, assessing, reviewing and learning activities, informed by partner success rates.

More details will be given to partners before a learning audit takes place, items to be reviewed include:

Teaching file audit

Supplementary information