Compliance Statistics
Getting the Best out of the Portal Contents • • • • • • 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and deleted AY 14/15 Statistics – Application Number How many loan applications have we had? 68470 66539 70000 Withdrawn / Suspended 60000 50000 Ineligible 40000 30000 In Progress / Missing Evidence 20000 10000 0 AY 13/14 AY 14/15 Approved / Approved Awaiting Signature Excluding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 • • 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
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