Tracking power point take 3

Tracking Review update
November 2013
Rob Williamson
Skills & Employability Service
Katherine Atkinson
ELS Management Information
Local Authority Duties
…local authorities must collect information to identify
young people who are not participating, or who are at
risk of not doing so, to target their resources on those
who need them most. The information collected must be
in the format specified in the Client Caseload Information
System (CCIS) Management Information Requirement6.
To meet this requirement, local authorities will need to
have arrangements in place to confirm young people’s
current activity at regular intervals.
Schools, Colleges and other providers
Section 72 of the Education and Skills Act 2008 requires
all schools to provide relevant information about pupils to
local authority support services. This includes information
that helps to identify those at risk of ending up not in
education, employment or training (NEET) post 16,
young people’s post-16 plans and the offers they receive
along with their current circumstances and activities.
Schools, Colleges and other providers
continued – ‘Drop outs’
Section 13 of ESA 2008 places a duty on all educational
institutions (maintained schools, Academies, colleges,
and education and training providers – including
Apprenticeship providers) to tell a local authority when a
young person is no longer participating. This duty is
applicable if a young person leaves an education or
training programme before completion (i.e. ‘drops-out’)..
Changes that have impacted on tracking
over the last two years.
The Raising of the Participation Age to 18
The Destination Measure
The responsibility of CEIAG now placed on schools
The role of CXK
Management of tracking process brought in-house to
• Significant budget reductions
Budget reductions
300+ CXK workers
90 CXK workers on Kent contract
PA in every school
PA working with vulnerable learners
MI Team of 8
MI Team of 3
Years of experience
New role for KCC
The Tracking Review
KCC undertaking a three year review and implementation plan
Stage 1 – To automate the process as much as possible
Stage 2 – Improve communication with providers (schools,
colleges and training providers)
Stage 3 - Establish processes to collect data on those in
employment and Higher Education
Stage 4 – Improve the quality of data supplied by providers
Stage 5 – Improve the way we use data to support learners
Stage 6 – Improve internal KCC working
Stage 7 – Tracking vulnerable learners
All Stages running concurrently
What has been achieved so far
• Setting up of B2B with 60% of schools for automated data
collection (more setups still being done) (stage 1)
• Improved data collection from colleges - data sharing
protocols, secure data transfer, timely returns and
membership of the KAFEC MI group (stage 1)
• Adoption of a revised school privacy notice by schools (37%
have confirmed this has been done), that will allow the
sharing of individualised destinations data with schools
(stage 5)
• The development of a Communication strategy with schools
and colleges (stage 2)
• Matched the same September Guarantee performance as last
Lessons learnt so far
• Technical issues with the B2B process
• Need to improve the quality and speed of data returns
• Need to improve communications, keeping them simple
and consistent
• Need for a glossary of tracking terms
• Need to ensure that providers understand this is a
developing process and some lessons will inevitably be
learned through experience
• Need to ensure providers understand that data collection
has a direct impact on support for learners and that it
should inform their work in schools and colleges
Statutory returns to the DfE
Tracking is a continuous process for those in the Year 12, 13 and
14 age groups.
Each month the Local Authority has to submit a return to the DfE
on their current activities and those up to the age of 25 with a
learning difficulty.
There are three additional specific reports that must also be
• The Intended Destinations of Year 11s
• The September Guarantee for Year 11 and Year 12
• The Year 11 Activity Survey (what learners are doing on 1st
November after completing Year 11)
Tracking Years 12,13 &14 learners
A continuous process with a focus in November, to
coincide with the Year 11 Activity Survey and to
establish how often young people need to be followed
– NEET or unknown young people are followed up
every 3 months
– those in full time education need following up
every year
Tracking Years 12,13 &14 learners cont..
Requirement on providers
• Those schools (60%) who use B2B, enrolment data collected
automatically - September
• Those schools not using B2B send enrolment lists to the LA September
• Colleges send enrolment returns to the LA –September
• The LA requires intelligence from schools in July on Year 12, 13 and
14 learners they know are moving from school into:
– Employment/apprenticeships/employment with training
– Higher Education or
– in danger of becoming NEET.
• Schools to send information on leavers and joiners throughout
Specific tracking reports
Year 11 Intended Destination Survey
• This records what a Year 11 learner is considering in
very broad terms after the end of the academic year.
• New data collection process this year (replacing the
old What Next? Forms)
• In December 2013 Schools will receive a spreadsheet
including all their Year 11
• For each learner, schools will need to select options
from a drop down list. There will be approximately 10
• Spreadsheets to be returned by end of January
2014, with a final deadline of 11th February
Specific tracking reports
Year 11 and 12 September Guarantee
• This records offers of further learning made by
schools, colleges, training providers and employers.
• Data is collected from all providers on offers they have
made to both internal and external applicants.
• Data is then collated in the Client Caseload
Information System (CCIS – the database used to
report to the DfE)
• Data collected this way, so that is verified by providers
and not based on learner declaration
• Those without an offer then identified
September Guarantee timeline
• 1st November, Year 11 learners receive log in details to KC4U
• Year 11s make post 16 applications though KC4U
• Year 12s receive guidance from their current school/college and
if appropriate make paper applications
• Providers make offers to learners by 31st March
• Offers made through KC4U automatically extracted on 31st
• Offers made to learners outside KC4U submitted to Local
Authority in a spread sheet by 31st March
• Details of late offers (after 31st March) sent at least monthly
to the Local Authority
• If sufficient data provided by providers the Local Authority informs
schools which of their learners do not have an offer and are in
danger of becoming NEET.
• Those without an offer contacted by phone over the summer
Specific tracking reports
Year 11 Activity Survey
This records where Year 11 learners have gone post compulsory
• Those schools (60%) who use B2B, enrolment data collected
automatically - September
• Those schools not using B2B send enrolment lists to the LA September
• Schools send lists of learners who they think have found employment or
are in danger of becoming NEET to CXK - September
• Colleges send enrolment returns to the LA -September
• Data to be returned by end of September then collated on the CCIS
• This leaves 6-8 weeks to telephone 3000 Year 11 learners to establish
what they are doing on 1st November and 6000 Year 12,13 and 14
Why track young people? – Impact for
Yes – No
– Does the
learner have
No –
Yes – No
u - Is the
post 16
No –
Yes – No
Guarantee –
Does the
learner have
offer(s) of
No –
Yes – No
Survey Yr11
tracking Yr
12,13,14 – Is
the learner
No –
How the Local Authority intends to use
tracking data in the future
• Fulfil our statutory duty to report monthly to the DfE
• To provide schools with individualised learner destination
information and other data to help them support learners
• To focus KCC resources where there is need
• Identify provision needs through the District Data Pack
What next?
Patrick Leeson to send a letter to Head Teachers
Collecting of school contacts involved in tracking
Collection of Intended destination data to begin
Remaining schools to issue revised Privacy Notice
Remaining schools to sign up for B2B where possible

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