fe 11 14 regarding the data requirements for the consolidated data

Subject:
ENTITLEMENT FRAMEWORK GUIDANCE
IN RELATION TO THE CONSOILIDATED
DATA RETURN.
Target Audience:
•
•
•
•
•
Principals / Directors of FE Colleges
Chairs of Governing Bodies
FE College Finance
Colleges NI
FE College MIS Staff
Summary of Contents:
This Circular provides information and guidance on the
MIS requirements for Entitlement Framework students
Circular Number:
FE 11/14
Date of Issue:
23 September 2014
Status of Contents:
Information
Related Documents:
This circular should be read in
conjunction with circulars
FE02-0714 FE Coding Guidance:
Course & Student Source of
Funding and FE/7/13 Learner,
retention, Achievement and
Success.
Superseded Documents:
None
Expiry Date:
N/A
Enquiries:
Any enquiries about the contents of this Circular
should be addressed to:
Gary Fullerton
Curriculum and Essential Skills
Department for Employment & Learning
Adelaide House
39 – 49 Adelaide Street
BELFAST
BT2 8FD
DEL Website:
www.delni.gov.uk
Tel: 028 90 257462
Fax: 028 90 257555
Email: [email protected]
Introduction
This circular has been prepared by the Department for Employment and Learning
(DEL) to provide information to Further Education colleges regarding the data
requirements for the Consolidated Data Return (CDR) in relation to collaborative
arrangements with post primary schools through the Entitlement Framework (EF)
and/or other School partnerships arrangements.
Background
Since 2004, the Department has been collating pupil data relating to students
involved in collaborative arrangements between schools and FE Colleges. A key
part of this process requires Colleges to record and maintain accurate records on
the NICIS system of EF enrolments and achievement for each academic year.
This information will now be included as part of the Consolidated Data Return
(CDR), which is a single return of data that meets the current needs of the
department.
The responsibility for publishing all departmental data resides with Statistics &
Research Branch (SRB) and colleges have since 2013/14 access to the same
CDR data file as the department. Therefore, the Entitlement Framework
enrolment and achievement data previously issued in a spreadsheet format will
no longer be sent to colleges Within the CDR file there is an indicator for EF
records and if required, the information on EF records can be derived from the
CDR by the college.
The Department will continue to monitor collaborative arrangements between
schools and FE Colleges and a key part of this process is capturing and
maintaining accurate records through NICIS in line with Consolidated Data
guidance issued by TEASB.
Final year 2013/14 enrolment data will be lifted 17th October 2014 and November
14 for the first lift of 14/15 enrolment data. An official statistical bulletin/factsheet
is due to be published in November/December 2014.
Entitlement Framework NICIS Data requirements 2014-15
For 2014/15 academic year, the Department would want the following general
principles to be met by FE Colleges in terms of inputting data
1. All school Pupils who are following a course of study within further
education must be enrolled on NICIS system as a student of the FE
College in line with Coding guidance (FE02-0714) issued by SRB. This
applies to all partnership arrangements with schools and in the case of the
Entitlement Framework, these pupils should only be recorded against
those qualifications which are currently on the Department of Education
(DE) audit List.
2. The ‘Course Source of Finance’ (C06) and ‘Student finance source’ (E08),
fields are required to be completed for every enrolment record. All
Entitlement Framework (EF) pupils paid for, directly by the school, from its
EF budget to the college, should be coded as either Student Type 20
Entitlement Framework (EF) or Student type 02 Entitlement Framework
(EF) - Discrete Special Educational Needs (SEN) .
3. Those non- EF school pupils who are following a course of study through
a partnership arrangement with the College which is not funded by DE
under the entitlement Framework budget, such as an enrichment, should
be recorded as Type 45 Cost Recovery – Public Sector
4. Every pupil should have only one enrolment entry recorded against each
separate qualification. Students should not be entered twice against the
same qualification for example occupational studies. Colleges should
ensure that the Static Description (stcstad.full_desc) field is used to
record only the main qualification, and the Session Description
(stcsessd.full_desc) field should be used to record modular or unit
information, i.e. stcstad full desc would indicate ‘Occupational Studies’ and
stcsessd.full_desc would record ‘Catering’ or ‘Construction’ etc.,
5. The CDR mechanism has a range of built in validations to ensure that
data is accurately recorded. One area that is of critical importance to
Entitlement Framework/School partnerships arrangements is age. To
facilitate the allocation of pupils into their correct key stage, colleges
should ensure that all school pupils, dates of birth, are correctly inputted to
enable accurate monitoring of the 14-16 (Level 2) and post 16 (level 3)
cohorts.
6. The Prev Inst Code field (stmprins.prev_inst_cd) is unique to
Entitlement Framework/School partnerships and should be used to record
the post primary school the pupil is attending in the current school
academic year. It should be completed in conjunction with the ISR Ref
Code field (stmprin.isr_ref_code) which requires a DENI school 7 digit
ISR ref code. This enables the department to gather information on area
education board, school types (secondary/grammar) and school
management type (controlled/maintained etc).
7. Retention, Achievement and Success - With regard to the future
recording of achievement results for Entitlement Framework/School
partnership students, your attention should be drawn to circular FE/7/13;
Learner, retention Achievement and Success which clearly describes
how to record achievement data. Of particular interest is Para 8 section (i)
which outlines the policy in relation to students who are enrolled on a part
of a qualification as follows “the underlying principle is that achievement
and partial achievement should be measured against the programme of
agreed in the learner’s Individual Learning Programme. So, if a student is
enrolled on a full qualification, then only the achievement of that
qualification will count as an achievement. However, if a student is only
enrolled on a part of a qualification (eg a QCF unit), then achievement of
that part/unit will count as a full achievement”
The importance of this data lift cannot be over stated as it is the only
departmental process used to monitor 14-19 Collaboration activity. Directors
should ensure that the inputted data fully and accurately reflects all 14-19
Collaboration activities to date in their college.
Gary Fullerton
Curriculum and Essential Skills
Department for Employment & Learning
Adelaide House
39 – 49 Adelaide Street
BELFAST
BT2 8FD

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