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

KCC• Significant budget reductions

Budget reductions

2010-11 2013/14

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 year.

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 returned.

• 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 up.

– 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 year

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 questions.

• 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 March• 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 SurveyThis records where Year 11 learners have gone post compulsory education.• 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 learners

Why track young people? – Impact for schools

IntendedDestination – Does the

learner have appropriate

one?

Kentchoices4u - Is the learner making

appropriate post 16

application(s)

September Guarantee –

Does the learner have appropriate offer(s) of

further learning?

Activity Survey Yr11

– Continuous tracking Yr

12,13,14 – Is the learner

participating

Yes – No action

required

Yes – No action

required

Yes – No action

required

Yes – No action

required

No – Intervention

required

No – Intervention

required

No – Intervention

required

No – Intervention

required

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

process

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