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London ESF Provider Briefing

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LSC ESF Programme Provider
Overview
Welcome
Agenda
•Programme context
•Relationship management, contract and data
•Quality Management
•ESF Cross-cutting themes
•Sources of Information & Next Steps
2007 – 2010 ESF
Context
2007 – 2010 ESF
Context
National Operational Programme
•Reduced funding - £2billion down from £4bn
•Objectives – Convergence/phasing in/Regional
competitiveness replacing Objective 1, 2 & 3
•Community Initiatives – none
2007 – 2010 ESF
Context
National Programme Operational Programme
•Measures - none
•Regional Development Plans - replaced by Regional
ESF Frameworks
•Delivery – co-financing except in exceptional
circumstances, no alternative bids or national
programmes
2007 – 2010 ESF
Context
National Programme Operational Programme
•Co-financing organisation' – 28 rather than 75,
Regional LSC replacing local LSC & DWP Delivery
Directorate replacing Jobcentre Plus
•Tendering – contract costs replacing actual costs
2007 - 2013
National Programme Operational Programme
Priority 1: Extending Employment
Opportunities
– 1.1 Improving the employability & skills of the
unemployed and economically inactive
– 1.2 Employability and skills activities targeted at young
people who are not in education, employment or training
(NEET) or at risk of becoming NEET
– 1.3 Community Grants
2007 - 2013
National Programme Operational Programme
Priority 2: Developing a Skilled & Adaptable
Workforce
– 2.1 Increasing the number of employees with improved
basic skills levels
– 2.2 Increasing the number of Employees with improved
level 2 skills
– 2.3 increasing the number of employees with improved
level 3 4 skills
2007 – 2010 ESF
Context
National Programme Operational Programme
•Match – cash only and the source of Match must
be Open and Competitive Tendered (OCT)
•Managing Authority – DWP/ESFD with regional
presence
2007 – 2010 ESF
Context
London Strategic Direction
•London Governance – within London, ESF comes
under the strategic direction of the Mayor
•Responsible for the Regional ESF Framework
•Chair of the ESF Regional Committee
2007 – 2010 ESF
Context
London Strategic Direction
•Regional ESF committee responsible for reviewing
ESF Framework
•Alignment with London strategies including LSEB,
LEST 2012, and CSP
2007 – 2010 ESF
Context
London Operation
•Four London approved Co-financers:
– London Councils operates ESF under 1.1 only
– London Development Agency operates ESF under 1.1 &
2.1
– Learning & Skills Council operates ESF under 1.1,1.2 &
2.1,2.2,2.3
– Department for Work and Pensions (Jobcentre Plus)
operates ESF under 1.1
2007 – 2010 ESF
Context
London Operation
•Joint working between Co-financers– to maximize
impact, ESF will not duplicate or displace other
mainstream activity or ESF activity between the cofinancers
•Development of a Joint London ESF
communications plan
ESF Relationships
3 EC
EC
Regulations
Operational Programme
DWP/ESFD
and Guidance Notes
Delegated Authority
GOs – 9 Regions
Co-financers (CFOs)
e.g. LSC/LDA
Providers
Employers & Learners
GO Agreement
LSC Agreement
Compliance &
Probity
•Probity from the top down:
All activity properly procured
Every penny must be accounted for
All activity must be eligible & align to
priorities
Changes to LSC
Impact on ESF Provision
Subject to consultation
•From LSC GO Contracts will be novated to Skills
Funding Agency
•Provider contracts will be novated to Skills Funding
Agency (managed on behalf of Local Authorities and
Young People’s Learning Agency)
ESF Programme
Eligibility
Programme
Eligibility
•In order to be eligible for ESF all participants must
have the right to work in the UK
•This must be confirmed by the Project and
recorded at the start of the programme
•Some documents are sufficient to demonstrate this
on their own, this includes:
– Passport showing the participant is a British citizen
– Document that shows that the participant is a national of
the European Economic area country
Programme
Eligibility
Some documents can be used in combination to
demonstrate eligibility, e.g.
– Document from previous employer, Inland Revenue, DWP,
Jobcentreplus stating the participant’s permanent National
Insurance Number
– PLUS full birth or adoption certificate issued in United Kingdom,
certificate of registration stating that the holder is a British Citizen,
letter issued by Home Office/UK Border Agency which indicates the
person named can stay indefinitely in the United Kingdom
Programme
Eligibility
•Not exhaustive – check Home Office and UK Border
Agency website regularly
•record the evidence – reference number, type of
document seen
•complete declaration, sign and date – both
participant and project staff
•FAILURE TO DEMONSTRATE ELIGIBLITY WILL
RESULT IN FUNDS BEING RECOVERED
Programme
Eligibility - Adult
•To be eligible for Adult activity participants must be
of working age and either Unemployed or
Economically Inactive
•Unemployed - not in paid employment and
available to start work and looking for work
•Economically inactive – must be of working age,
not employed, not self employed and not actively
seeking work
Programme
Eligibility - Adult
• All Participants must complete ESF short record or
Individual Learning record using the correct
Employment Status code under question E12:
– Unemployed = 04
– Economically inactive = 06
• Any other code will be ineligible
• The split of unemployed/economically inactive
must meet that within the contract
Programme
Eligibility - Youth
•To be eligible for activity under Youth all
participants must be aged 14 – 19 and NEET or at
risk of becoming NEET
•NEET – are not in
– Full time education either in a school, FE institution or a HE
institution; or
– Workbased learning (including apprenticeships, Entry to
Employment and NVQ learning; or
– Other education or training; or
– Employment
Programme
Eligibility - Youth
• Participants who are 14 and 15 cannot be NEET
because they can not legally leave school
•However, they maybe at �risk’ of becoming NEET
when they leave school
• To be eligible they must be identified by
Connexions as needing �support’ or �intensive’
support
Programme
Eligibility - Youth
• All Participants must complete ESF short record or
Individual Learning record using the correct
Employment Status code under question E12:
– NEET = 07
– At risk = 07 (in full time education or training)
• Supplementary evidence must be available for any
at risk participants. Must be from an
organisation external to the project
Programme
Eligibility – Employer
Responsiveness
•All Participants must be employed 8 hours or more
per week. Includes
– Employees (people who work for a company and have
their National Insurance paid directly from their wages)
and
– Self employed people (people who work for themselves
and generally pay their National Insurance themselves)
Programme
Eligibility – Employer
Responsiveness
•All Participants must complete ESF short record or
Individual Learning record using the correct
Employment Status code under question E12:
– Employed = 01
– Self Employed = 03
•Any other code will be ineligible
Eligibility
•Individuals and employers must meet ESF eligibility
criteria and the contract
•Contract eligibility criteria is a subset of national
programme criteria
•Funds will have to be repaid for ineligible learners
Eligibility Appendix
Programme
Eligibility – Spend
• Payment is against the contract deliverables
• ESF should not be used to fund any item over
ВЈ1,000
•Participants maybe be eligible for support via TfL’s
free Oyster card for under 18’s in full time
education, Education Maintenance Allowance, Care
to Learn, Adult learning grant, etc. ESF must not
duplicate.
Programme
Eligibility – Partners
•Must be confirmed prior to the drafting of the
contract
•A Service level agreement in place within one
month of contract signing
• No changes to partners without written approval
by LSC
LSC Contract
- Marketing & Publicity
ESF Marketing &
Communications
•Participant and public awareness of ESF and LSC
support
•Use of 2007 – 2013 ESF logo by ESF provider and
delivery Partners
•LSC has to produce an ESF communications plan
ESF Marketing &
Communications
•Display ESF Plaque – as a general rule the plaque
should be displayed where ever delivery takes place,
or, where an ECA auditor may visit!
•Use the LSC and ESF logo on all information and
publicity materials, including websites, ecommunications, correspondence and literature used
by particpants, advertisements, press releases and
other media targeted materials.
ESF Marketing &
Communications
Logos and Guidance
The LSC logo is available from
https://brand.lsc.gov.uk/privacy.asp
•The logo and guidance is available from
– http://esf.gov.uk/publicity/esf_logo.asp
• Subject to Audit
ESF Marketing &
Communications
Recruitment of Participants.
–Marketing and Communications Template
–Campaign Resource Website
–Field Marketing
ESF Marketing &
Communications
To maximise impact
– LSC will issue press releases to the regions media
– Providers will receive support to carry out their own PR
activity
• Project Detail will be included on LSC ESF webpage
and Projects Directory operated Nationally by ESFD
ESF Case studies
•LSC required to submit Case studies to ESFD
• Likely to thematic case studies four times a year
•Themes will circulated in advance and template
developed
ESF LSC Contract
structure
ESF LSC Contract
structure
•The LSC is procuring outputs
•This is not a grant
Contract Sections
Private providers (Conditions of Funding)
-Main Contract Terms & Conditions
-Schedule 1 – Service Description
-Schedule 2 – Payment Terms
-Schedule 3 – Special Conditions
Local authorities (Grant)
-Main Contract Terms & Conditions
-One schedule
FE colleges (Financial Memorandum)
-FM pt2
-One schedule
Delivery Plan
Appendix
Service Specification
Service Clarification
Non conformance
Target Groups
Contracted Outputs
Sector/geographic Volumes
Qualifications
Special Monitoring Requirements
Partners
Common
Appendices
•Delivery Plan (objectives to be delivered; summary
of specification)
•Eligibility Table (who you can work with)
•Delivery Profile (what you are delivering and when,
and the related payments)
•Outputs (what to collect to demonstrate delivery)
Profile Appendix
Evidence
•Defined in the contract
•Must be kept for all outputs
•Plan how this will be managed
by output for ease of audit
by participant to fit with accrediting body
by claim
•Create standard evidence folder
Outputs Appendix
Contract Change
•Contract change is different to clarification
•All change and clarification must be agreed in
writing by LSC
•All changes must have a contract variation
•Changes must not materially alter the delivery away
from the specification
LSC Contract
- Conditions of Payment
Monthly Cycle
This Month
Claims on 5th working day for last month
Learner data by 4th working day
for last month
New contracts and reprofiles
signed by 4th working day
Payment 18th
working day for
this month
Payment Information
•All payments made on condition that services
delivered in accordance with the full contract
•Payment on outputs not actual cost – no invoices!
•Payment on contract profile, reconciled against
actual performance
•Payment on 18th working day by BACS
Issues Affecting
Payment
No or wrong evidence
Ineligible learners
No or incomplete data
Poor performance or future delivery at risk
Not notifying the LSC of service changes
Not notifying the LSC of deliverables changes
Not using the funds for the intended purpose
Double funding
Owing UK Government or EC money
Contracts
•Contract allows for 10% underperformance before
reprofiling may be instigated by the LSC
•Under performance over 10% for a prolonged
period will be deemed as putting the service at risk
and funds may be removed from the contract
•Ability to grow contracts if:
– they are performing
– there is budget available
• Up to a maximum amount, currently 211,000
euros'
LSC Contract
- Monitoring
LSC Monitoring Visits
•Regular reviews with LSC contact
•Review performance of last period
•Look forward and address risks
•Address any issues and answer questions
•Review Evidence
•Document meetings
Evidence Checking
•At meetings, review sample of evidence from
previous period/last claim
•Ensures correct evidence is being collected and
identifies problems early
•Is a contract management activity and does not
replace official LSC audits
LSC
Communications
Path
Provider
LSC
Area
Office
/Skills
LSC
Regional
Teams
GLA/ESFD
Access
•You will need to be prepared to provide access to
the contract and records to a number of
organisations.
•LSC Partnership team
•LSC auditors
•ESFD auditors
•EC auditors
•Ofsted
LSC Audit
•At least once in the lifetime of the contract
•Assesses the provider’s systems and use of funds;
looks at output evidence, eligibility and publicity
•Errors over 5% require 100% check by the provider
and re-audit
•Errors addressed through extra evidence or cash
recovery
Retention of
Documents
•All evidence and ILRs to be kept until 2020
•We can be audited up to that point and funds
would be at risk if documentation was not available
•Start thinking about an archive strategy now
•Retention can be paper or electronic
Freedom of
Information
•ESF contracts come under the Freedom of
Information Act
•The LSC will disclose information about the contract
if asked
•If the provider wants information to be exempt, this
is at their cost
Data Collection
Data Collection
•The LSC must get data on every participant
•The data must come through the standard systems
•Data must be correct and be of quality
•Lack of data will affect payments and would be a
serious breach of the contract
Learner Record
•All learners must have a signed SR/ILR. This can be
through Provider Online or Batch
•Information will be collated from two sources
ESF CMA system
Statement of Activity
Full Training on ESF SR/ILR will take place 29th
September & 6th October
Common Data Errors
•All data must be of good quality and complete
•Common problems encountered:
•�Not known's’
•Wrong dossier number
•Ineligible learners
•No learner records
•No multiple aims
•A47 code completion
Data Protection
•Abide by the Data Protection Act
•Data is collected on ILR
•Data is shared and ILR has statement of this intent
Learner Health,
Safety and Welfare
Health & Safety
• Responsibilities for learner health, safety and
welfare
– Funded organisation
– LSC
• Safeguarding vulnerable learners
• Safe Learner Blueprint
• Further information
Responsibilities for learner
H,S & W – Funded organisation
• Overall responsibility for all learning as well as the health,
safety and welfare of all learner
• LSC Health and Safety Standards
• Contractual requirements (schedule 3)
• RIDDOR reportable learner incident reports via LIR to:
london-learnerincidents@lsc.gov.uk
• Communication with learners and employers / partners
Responsibilities for learner
H,S & W – LSC
• Raise standards of learner health, safety and
welfare
• H&S Seeking Assurance
• Quality Assure learner incident reports
• Ensure Safe Learner Blueprint is applied
• Liaise with Partnership, Contracts & other Regional
H&S Teams
Safeguarding
vulnerable learners
• Includes all Education providers of post-16
learning and skills, as well as those covering
young people
• Do you have vulnerable learners and who comes
into contact with them?
• Learners may need to be CRB checked
• Safeguarding policy
• http://www.niace.org.uk/Publications/S/SaferPractice_Hand
book.pdf
Safe Learner
Blueprint
• Research and consultation by the LSC
• A template to assist funded organisations in
developing safe learners
• Provider Inputs
Environment, initial assessment, learning plan,
supervision, information instruction and
training, re-assessment
• Learner Outputs (Aim)
Hazard awareness, understanding,
confidence, contribution, behaviours
Summary
• Responsibility for learner H&S lies with the funded
organisation
• Our role is to help you in raising the standard of
learner health, safety and welfare
• Further information
пѓ�
пѓ�
пѓ�
пѓ�
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Your H&S competent person
http://www.safelearner.info
LSC Learner H&S publications
LSC Learner H&S team
HSE website (www.hse.gov.uk)
ESF Quality
Management
ESF Quality
Management
• Quality Improvement
– Incorporated into provider’s own business cycle.
• Self-assessment
– The chief purpose of self-assessment is to support the provider’s own
work on quality improvement and to measure progress against its
own mission and goals.
ESF Quality
Management
• Self-Assessment Report
– Contractual Requirement
– Used by OFSTED
• Common Inspection Framework
– How well do learners achieve?
– How effective are teaching, training and learning?
– How well do programmes and activities meet the needs and
interests of learners?
– How well are learners guided and supported?
– How effective are leadership and management in raising
achievement and supporting all learners?
ESF Quality
Management
Exit
&
progression
Progress
reviews
Assessment
& monitoring
Recruitment
& selection
Initial
assessment
LEARNER
Teaching
& learning
on and off
the job
Induction
Individual
Learning
Plans
ESF Quality
Management
• Managing the process
• Gathering evidence
• Making judgments
ESF Quality
Management
Actions:
• Start working on a Self-Assessment Report.
• Upload onto Provider Gateway by the end of
December.
• Familiarize yourself with Framework for Excellence
– ESF providers will be in scope from 2010.
ESF Quality
Management
Useful links:
http://www.qia.org.uk
http://excellence.qia.org.uk
http://www.ofsted.gov.uk
https://ffe.lsc.gov.uk
ESF
CROSS- CUTTING
THEMES
SUSTAINABLE
DEVELOPMENT
•Process that seeks to ensure a better quality of life
for everyone, now and for future generations to
come
•Recognises that social, economic and
environmental issues are interdependent and
therefore activity in one of these areas should not be
pursued in isolation but with consideration for each
of the other areas as well
SUSTAINABLE
DEVELOPMENT
•Three ways in which the ESF programme will seek
to integrate sustainable development:
– By developing awareness and understanding of sustainable
development and integrating activity related to it within both
co-financing and delivery organisations
– By integrating sustainable development, at an appropriate
level, into ESF course content to increase participants general
level of awareness and understanding of sustainable
development and why it is relevant to them and their area of
work;
– By supporting the delivery of a range of projects that will
develop the capacity and knowledge base of the environment
sector.
DIVERSITY
•A key cross-cutting theme for ESF has always been
Diversity
•The 2007-2013 programme seeks to build on
experience from 2000 – 2006
•ESF London Framework states �that in order for
cross-cutting themes to have maximum impact they
need to be aligned to national policies and key
regional strategies’
DIVERSITY
•Specific actions under the 2007 -2013 programme
include:
•Improving the impact of ESF on women, black and
ethnic minority communities and disabled people
•Recognising the need for a �fine grained approach’
•Acknowledging and utilising existing good practice
in equalities work throughout the management and
delivery of ESF
•Improving equalities performance in the
management and delivery of ESF
Health
• London has an additional cross-cutting theme of
Health.
•This is built around the Mayor’s Health Inequalities
Strategy for London (HIS) and seeks to maximise
the impact that ESF provision has on tackling
barriers to work and reducing workless which
improves the general health of London
•Discussion currently underway on how best to
implement Health, however activities will include:
– Awareness raising workshop for ESF Providers
– Written guidance for ESF Providers
Next Steps
Next steps
•Further events on the LSC systems and process for
current LSC providers taking place late September
•Event for Providers new to the LSC taking place
15th October
•Training on ILR/SR and using iPOL taking place 29th
September and 6th October. Two sessions each day
with space for two people per organisation –
recommended that the person responsible for data
attends
Third Sector support
•LVSTC have been contracted until December 2008
to provide support to Third sector organisations
delivering ESF
•Support includes:
–
–
–
–
–
One to one surgeries at your premises or at LVSTC headquarters
Workshops and seminars on a range of related ESF subjects
Publications – including briefing notes
Information and guidance about ESF opportunities
Partnership, organisational and project development
Next steps
•Event in October on Health cross-cutting theme
•ESF Fact sheets available soon!
Useful Websites
SOURCES OF INFORMATION
London Regional LSC ESF web pages
www.lsc.gov.uk/london/esf
European Social Fund Division
www.esf.gov.uk
Useful Websites
Companies House
National Statistics
LSC
ESF Division (DWP)
DfES
DTI
QCA
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