Getting the Best out of the Portal
Contents
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Learner Statistics
Compliance and Monitoring
Getting the Best out of the Portal
Enhancements
Future Changes
Support and Contact Information
Statistics – Learner Numbers
How many individuals have applied for a 24+ Loan?
70000
66116
A few less people
applying for a loan
in 14/15
65000
67860
60000
AY 13/14
Number of Learners
Excluding cancelled and deleted
AY 14/15
Statistics – Application Number
How many loan applications have we had?
68470
66539
70000
Withdrawn / Suspended
60000
50000
Ineligible
40000
30000
In Progress / Missing Evidence
20000
10000
0
AY 13/14
AY 14/15
Approved / Approved Awaiting
Signature
Excluding cancelled and deleted
Statistics – Application Source
Paper Applications vs Online Applications
Above
target of
80% Online
13%
Paper
Online
87%
Excluding cancelled and deleted
Statistics – Loan Amount
Are learners taking out a full loan?
1% 1%
7%
Full loan
80-99%
50 - 80%
Less than 50%
91%
Statistics – Learning Aims
More Level 4
applications in 14/15
may indicate
progression
Level 4 Diploma
Level 3 Diploma
Level 4 Certificate
14/15
Level 3 Certificate
13/14
Access to HE
A Levels
0
5000 10000 15000 20000 25000 30000 35000 40000
Excluding cancelled and deleted
Statistics - Payments
Payments made from August 2014 to April 2015
Month
Aug
Value
£2,893,801
Sept
Oct
Nov
Dec
Jan
Feb
March
April
Total
£3,248,431 £14,176,396 £15,398,751 £14,634,890 £13,993,046 £13,400,017 £15,159,721 £14,746,335 £107,651,388
Large amounts
of loan
payments start
in the October
payment run
Getting the best out of the Portal
Balancing internal business processes and procedures with SLCs
compliance is key for successful management of 24+ Loans
Compliance
Business
Processes
Compliance
• Pre Liability Checks
–
–
–
–
–
Check learner data is correct at point of application
Add ULN
Add other key reference numbers
Understand NINO process and how it affects paymets
Check learner data is correct before confirming
attendance
• Post Liability Checks
– Confirm attendance in a timely manner
– Reconcile payments
– Do necessary CoCs
Monitoring
• Relationship Managers constantly monitor
compliance in the portal. Monthly reports are
collated on;
– ULN compliance
– Confirmation of Attendance compliance
– Retrospective CoCs
• I.e. dates between effective date of withdrawal and when it
was done on the portal
– Number of CoCs
• I.e. Too high or too low
– No contact with SLC
– Issues within 24+
Getting the best out of the Portal
How necessary compliance relates to the portal?
Compliance Statistics
Showing how the sector is
performing against key
performance indicators
Why, When, What, Where
Explaining how to get the
best out of the portal as
well as processes and
procedures
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics – Learner Data
• 21% of all 14/15 CoCs have been submitted by
the learner
• The majority of these, approximately a third,
are to change details in the application form
such as;
– Fee
– Loan
– Learning Aim Details (including dates and aim)
– Learning Provider
Checking Learner Data
• Why
– Data is easier to amend pre liability
– Catch any data entry errors from the learner’s application
– Will allow for quicker attendance confirmation if the data is correct
• When
– As soon as the application appears on the portal
– Before confirming attendance
• What
– All data that can affect payments and cannot be changed easily post
liability including; Start and End Dates, Learning Aim, Fee and Loan
• Where
– On the Learning Provider Portal on either the search screen or on the
detailed learner information screen
Checking Learner Data
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics - ULNs
• ULN must be added before attendance can be
confirmed
• The learner cannot add the ULN so the
provider has 100% responsibility
• 96% of ULNs have been added for approved
applications
Adding ULN and Reference Numbers
• Why
– The ULN must be added before attendance confirmation therefore payments
cannot be released if the ULN is blank
– Other reference numbers help identify learners, the Additional Learner
Reference Number is on the remittance file
• When
– Depending on business procedures the timescale may differ i.e.
• As soon as the learner appears on the portal
• As soon as the learner in Approved
• When the learner starts their learning
• What
– The key reference numbers are;
• Unique Learner Number (ULN), The Additional Learner Reference Number, the Course
Trainer Code and the Course Location Code
• Where
– On the Learning Provider Portal
Adding ULN and Reference Numbers
The ULN can be added from
the Learner Information
Search Results. So can the
Additional Learner
Reference Number
The ULN can also be added
from the Detailed Learner
Information Screen. So can
the Additional Learner
Reference Number
To save the changes click
“Submit”
To save the changes click
“Submit”
To cancel the changes
click “Cancel”
To cancel the changes
click “Clear”
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics - CoCs
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•
Over 34,000 CoCs have been completed this year, 50% of which were submitted by
Providers
34,000 CoCs for approximately 55,000 approved applications is more than 1 CoC
for every 1.5 learners
2% 0% 2%
Loan Amount
Learning Aim
Learning Provider
23%
Cancellation
1%
1%
Re-Instatement
11%
Early Completion
60%
Withdrawal
Suspension
0%
Resumption
Completing Necessary CoCs
• Why
– To ensure the learner data is accurate and matches the ILR data that
the Agency will receive
– To ensure the correct payments are made to the Provider on behalf of
the learner
– To ensure the learner only pays for learning they have undertaken
• When
– As soon as a change occurs or you are informed of a changes to the
circumstances of a learner
• What
– The CoC available will depend on whether an application is pre or post
liability
• Where
– The Learning Provider Portal has a number of ways to submit a CoC
Change of Circumstances Info
• CoC can only be applied to Approved Applications
• Changes can be submitted for
–
–
–
–
A single learner with a single change
A single learner with multiple changes
Multiple learners with a single change
Multiple learners Applicant
with multiple changes
Information
Service
• A CoC can be created;
– Via CoC Home
– Via Learner Information search results
– Via the Detailed Learner Information Screen
• A CoC contact is needed
– If there is no CoC contact in the ‘Learning Provider Details – Contact’ section
the CoC cannot be submitted
Change of Circumstances – Pre liability
• Pre Liability Definition
– Where SLC has not received an initial, positive, attendance
confirmation for an application
• The types of changes allowed for a pre-liability application
Applicant
are;
Information
– Change of fee
charged
– Change of loanService
amount requested
–
–
–
–
Change of learning aim details
Change of learning provider
Cancellation
Re-instatement (this is only available is the application is
cancelled)
Change of Circumstances – Post liability
• Post Liability Definition
– Where SLC has received an initial, positive, attendance confirmation
for an application
• The types of changes allowed for a pre-liability application are;
–
–
–
–
–
–
–
•
Change of fee charged
Applicant
Change of loan amount requested (only decreases)
Information
Change of learning aim details
Early CompletionService
Withdrawal
Suspension / Break in learning
Resumption
Post Liability CoCs may have an effect on payments
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics - NINO
• As well as provider compliance, SLC have a duty
to complete actions such as NINO verification
• Over 97% of National Insurance Numbers are
verified as accurate
• A NINO can be verified by the DWP within 1 to 2
weeks
• Only Approved applications get their NINOs sent
for verification – This does not include
applications at “Approved Awaiting Signature”
Understanding the NINO process
• Why
– The repayment process requires a valid NINO. No payments will be released
without it
• When
– SLC will send the NINO to DWP the Wednesday after the learner’s application
is approved
– It is returned the Wednesday after that
– If the NINO is not verified a letter will be sent to the learner
• What
– Providers cannot send in missing NINOs, this is a learner’s responsibility
– Attendance CAN be confirmed without a NINO
• Where
– Learning Providers can track the NINO validation process on the Portal using
the Detailed Learner Information Screen
– “N” indicates either not sent, not returned or not valid
– “Y” indicates valid
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics - Attendance
• Attendance is requested in Quarters, on average providers have improved
from 13/14 to 14/15 for timely Attendance Confirmation.
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
13/14
14/15
14/15 is slightly
behind in
Quarter 3
Quarter 1
Quarter 2
Quarter 3
Confirming Attendance
• Why
– Confirming attendance tells SLC the learner is engaged in learning and
releases payments
• When
– Initial attendance can be done 2 weeks after the learners start date
– Subsequent attendance is asked for quarterly on the 1st of;
• August, November, February and May
• What
– You must tell SLC that the learner either is or is not in attendance
– At initial attendance confirmation you can also tell SLC that the start
date needs to be changed
• Where
– Within the Attendance Home section of the Portal
– This can also be done in bulk using importing and exporting
Confirming Attendance
Using the Attendance Home Screen – Attendance Worklist
Confirming Attendance
Using the Detailed Learner Information Screen
Getting the best out of the Portal
Learner Data
Adding ULN
Compliance
Section
Doing Necessary CoCs
NINO Process
Confirming Attendance
Reconciling Payments
Compliance Statistics – Missed Payments
• On average 12.5% of eligible applications are
not confirmed as in attendance on time
• This 12.5% equates to over 1 million pounds
worth of funding per month that is not being
paid in a timely manner
Reconciling Payments
• Why
– To ensure all payments that are made are correct
– Reconciliation allows providers to find missing payments more quickly
• When
– The monthly payment date is the 3rd Wednesday
– The drawdown date for payments is the Thursday before that
– After the drawdown date passes the remittance report will be available
• What
– View the report on screen or export
– Learners will appear more than once if SLC are paying more than one
instalment
• Where
– The report will appear in the Financials Home section of the Portal
– The Loan Position Report can also be used to see a breakdown of payments
– Within the Learner Home section, instalments can be seen on the new
“Payment Schedule and Attendance” report
Reconciling Payments - Remittance
Reconciling Payments – Loan Position Report
Reconciling Payments – Payment Schedule and Attendance
Best Practice Summary
•
Application Support
— Pre application eligibility
— Fact Sheets
— Learning and Funding Information Letter
•
Fee Policy
— No loan at enrolment
— Loan deadlines
— Withdrawals
•
Non standard situations
— 90 credit/subsidiary to extended diploma
— Compelling personal reasons
— Suspensions
•
Finance
Feedback and Enhancements
• System Delivered Enhancements
Feedback
Enhancement
Providers need to have exports that are more easily
accessible rather than just XML
The following reports delivered in CSV format;
•Loan Position Report
•Learner Details Search Results
Ability to import data in a format other than XML
Following bulk functionality in CSV format;
•Unique Learner Number (Mandatory)
•Additional Learner Ref (Optional)
•Course Trainer/Location (Optional)
There is a need to view learner names when performing a
change for multiple learners
Names of learners displayed when performing a
CoC
Highlight the learners who have had a change to their
assessment
Created new facility to search for learners who
have had a change to their assessment
Better financial reporting tool
Created “current payment schedule and
attendance export” in CSV and XML
Ability for subcontractors to view learners on the portal
Addition of new User Group functionality
Feedback and Enhancements
• Future Enhancements
Enhancement
Ability to transfer learners post liability, in exceptional circumstances
More information about Missing Evidence
More information about Ineligible applications
Auto Cancel process
Display date of withdrawal on the portal
Ability to expand all sections of the detailed learner information screen
Display count of learners on search results
More information on attendance confirmation screen
Ability to export the remittance report in CSV
Expansion Considerations
• Following the “Further Education – Future
Development of Loans” consultation the
following changes were considered;
– Change in qualification level funded
– Change in age of learner funded
– Removal of the concurrent study rule
– Removal of the level and type restrictions
– HNDs/HNCs moving from HE to FE
– Sharia compliant Student Loans
Expansion - Current Changes
• Confirmed that the policy will be simplified.
This will incorporate the following expansion
suggestions;
Removal of the concurrent study rule
Allowing learners to take more than 1 loan at any one time
Removal of the level and type restrictions
Allowing learner so have more than one loan for the same level
and type
i.e.
Loan 1 – Level 3 Diploma in Hairdressing
Loan 2 – Level 3 Diploma in Barbering
Expansion - Future Considerations
Qualification ranges
19-23 year olds
Aged 24 and above
Level 2
All eligible Level 2 qualifications
after a first full Level 2
All eligible Level 2 qualifications
Level 3
All eligible Level 3 qualifications
after a first full Level 3
All eligible Level 3 qualifications
Level 4
All eligible Level 4 qualifications
All eligible Level 4 qualifications
Loans Available for Level 5 and 6
Opening up the policy to allow Level 5 and 6 courses to be funded via loans
HNDs/HNCs moving from HE to FE
Moving all HND and HNC qualifications into FE for further control
Sharia Complaint Loans
Looking at a product that complies with Shaira Law for both HE and FE loans
Support and Contact Information
• General business to business queries on administrative systems and
processes
– [email protected]
• If you would like to inquire about a learners application status, or have a
technical query contact Operations Services
– [email protected]
– 0300 100 0643
• If a learner is having difficulty with the application process
– 0300 100 0619
• Learner Facing Information Advice and Guidance
– www.practitioners.slc.co.uk/further-education
• Skills Funding Agency
– www.skillsfundingagency.bis.gov.uk/
– 0845 377 5000
– [email protected]
Support and Contact Information
•
http://lpservices.slc.co.uk/support-materials-and-resources/factsheets.aspx