Learner Records Retention

Home Forums Data issues Learner Records Retention

This topic contains 14 replies, has 6 voices, and was last updated by  itsme 1 week, 4 days ago.

Viewing 15 posts - 1 through 15 (of 15 total)
  • Author
    Posts

  • Mac Cleves
    Participant

    Hi Forum

    I have been asked by a member of staff who is responsible for GDPR on how long we need to keep learner records either when they leave the business or complete their programme

    The statement in the ESF document is the following:

    Do the provider and its subcontractors have a document retention policy for ensuring that all documents necessary to verify ESF funded provision are retained in line with contractual requirements (currently until at least 31 December 2030 for the 2014 to 2020 ESF programme)

    However, is this no longer ESF Funding and is it different for Employer Providers as they are our own staff and we are not using a training provider?

    Mac Cleves
    Virgin Active

     
    #262783

    Martin West
    Participant

    Hi Mac,
    An Employer Provider is no different to any other type of AEB or ESF funded provider. If you have had a contract under one of these funding streams, then you have to retain documentation in line with your contractual requirements.

     
    #262785

    Mac Cleves
    Participant

    Hi Martin

    Thanks for this, we are a new Levy provider (no previous contract) and new from May 2017, we are on RoATP, so presumably the rules still apply?

    Mac

     
    #262787

    Martin West
    Participant

    Hi Mac,
    Apprenticeship contracts from May 2017 do not have any element of ESF funding and as such only the normal 6 year document retention requirement applies and not the ESF requirement to 2030.

     
    #262802

    Sue Bishop
    Participant

    Hi All

    Just reading through latest contract variation which states non-levy apprenticeships in 18-19 contract year are ESF match funded, so document retention will be back to 2030. Just to complicate tracking, thanks ESFA.

    Sue

     
    #264020

    Beverley
    Participant

    I’m so pleased I use this forum

    I thought as Martin says that Apprenticeships aren’t ESF co-funded but based on your message Sue have checked the SFS to look at our latest contract amendment and surprise there is an amendment dated June (I normally get an email notification but haven’t) which does clearly say non-levy apprenticeships for 2018/19 are ESF co-funded. Thanks for bringing this to my attention.

    Beverley

     
    #264221

    itsme
    Participant

    Hi, may I ask about information earlier than 2014? Does anyone know?

     
    #264281

    Sue Bishop
    Participant

    Hi Itsme

    I seem to remember that prior to 2014, even though there was ESF matched funding for apprenticeships, we had the standard 6 years retention.

    Regards,

    Sue

     
    #264291

    GaynorLF
    Participant

    Hi Sue

    Thanks from me too.
    I reiterate Beverleys’ comment. I only usually check SFS when I’ve received an email.

     
    #264293

    Martin West
    Participant

    Hi,
    The requirement in 2014 was:
    24.4.keeping all learner data and documents until the end of the document retention period for the 2007 to 2013 ESF programme (at least 31 December 2022);
    HTH

     
    #264295

    Sue Bishop
    Participant

    Tracking all of this will be a nightmare……

     
    #264297

    Sue Bishop
    Participant

    Not to mention having to amend our GDPR compliant data retention policy !!

     
    #264299

    itsme
    Participant
    #264302

    Sue Bishop
    Participant

    That’s hysterical – I’m now going to empty all our filing cabinets with our beautifully stored learner files and chuck ’em all over the office as clearly if something can’t be ‘easily searched for’ then I don’t have to worry about GDPR. Pah!

     
    #264312

    itsme
    Participant

    Me too – sorted!!!!! Haha

     
    #264314
Viewing 15 posts - 1 through 15 (of 15 total)

You must be logged in to reply to this topic.