Provider Support Manual 2021 to 2022

Planned hours fields at learner level

Planned hours fields at learner level

There are two fields in the ILR recorded at learner level to collect the planned timetabled hours for the learner at the start of their study programme:
  • Planned learning hours: this field should be completed with the total planned timetabled hours for the learner, for the year, to be spent on DfE approved qualifications only.
  • Planned employability, enrichment and pastoral hours: this field includes all other planned, timetabled hours included in the study programme that are not included in the Planned learning hours field. The hours for non-regulated learning aims including work experience/placement aims are recorded in this field.
  • Refer to section 14 for the ‘Learning Aim Class Codes’ document.
These fields must be finalised and confirmed as correct within the funding qualifying period as defined in the Funding regulations, section ‘What hours will count towards a student’s programme?’
By the end of the qualifying period it is important to ensure that the planned learning hours reflect, as accurately as possible, the timetabled activity the student is planning to undertake for the duration of the academic year. However, if the planned learning hours for the study programme change within the first 6 weeks, then you must update the planned learning hours to reflect the actual period of attendance.
It is the total of these hours fields that are counted for funding.
The hours recorded should be the total the learner is planning to do in the academic year even if this exceeds the number of hours that will be funded, as this could inform future policy.

Changes to planned learning hours

Ordinarily this data should not be updated during the year. However, if a learner progresses to subsequent learning in the same teaching year, after completing all the activities on their original learning agreement or plan, the ‘Funding rates and formula guidance’ (section ‘Changes to planned learning hours’) sets out exceptional circumstances in which you may change the planned learning hours to reflect this additional learning.
If the learner progresses from a traineeship to an apprenticeship during the year, then the planned learning hours for the 16-19 funded study programme must continue to be returned. Learning hours undertaken within the apprenticeship are not recorded.

Learner withdrawals and transfers and the funding qualifying period

Annex C of the Funding regulations contains some questions and answers to assist institutions in correctly recording planned learning hours in a variety of situations.

GCSE qualification grades

The fields ‘GCSE maths qualification grade’ and ‘GCSE English qualification grade’ collect the highest examination grade awarded to the learner for a GCSE maths or English qualification as at the funding qualifying start period.
The only exception to this is for full-time learners who have both:
  • Grade D or 3 in English Literature, AND
  • Grade E or 2 or lower in English Language
In this exceptional circumstance, the English Language grade should be recorded in the GCSE English qualification grade field. These learners are not subject to the grade D or 3 requirement for condition of funding and may enrol on a stepping stone to meet the condition of funding. Refer to the maths and English condition of funding guidance for further information.