17.0 Operational
17.1 What specific actions are being taken to reach low income learners?
The phased introduction of the scheme means that scheme marketing and communications will initially be focused specifically on low income learners. We are also working closely with relevant intermediary bodies including, for example, union learning representatives, the voluntary and community learning sectors and careers advisers to ensure that there is a targeted ongoing effort on supporting low income learners through the whole process to engage them in learning.
17.2 Can courses be notified to learndirect scotland in the same way as at present, e.g. a brochure?
No. Course and learning opportunities can only be submitted through the use of the PROMT data submission system. This is to allow providers to manage and submit their data electronically and to ensure that information can be processed as quickly as possible.
17.3 Do providers need to submit courses separately to ILA Scotland?
No. Providers who have successfully completed the registration process for ILA Scotland, and who have courses already held within the National Learning Opportunities Database, will not be required to submit these separately. They will however need to ensure that the additional information required for ILA Scotland purposes is available e.g. price, start and end date information and that the courses have been flagged for ILA Scotland provision.
17.4 What level of detail will be required when submitting courses?
All courses must meet the same standards as those currently in the NLOD but in addition data on price, start and end date will also be required.
17.5 Will separate applications be required / allowed for providers with more than one centre?
Where a provider has centres that are functionally independent (for instance they may be currently recorded on the NLOD as a separate learning provider, and/or may meet separate and distinct quality standards), the provider should make an application for each centre of this type. If learning is provided to partner organisations or at particular venues, e.g. at a school or through a third party, a separate application would not be required as long as it is clear to the learner through whom the learning is being provided and that this state of affairs is reflected in the ILA Scotland database.
17.6 Will there be provision for more than one person per provider to input to the ILA Scotland website?
Each organisation will have a single Web Administrator (who may then create sub-users). There is a need for a single person to enter into agreements and authenticate the site. However, the facility for that person to create sub-users should give organisations control over their administrative systems.
17.7 By whom and how is eligibility of a course for ILA Scotland decided?
Providers are instructed to review the course against the Definition of Eligible Learning and to submit these through the PROMT Tool for review and classification by ILA Scotland staff. Courses are compared against the requirements of the DEL, based on the information supplied by the provider describing the course. Where required, ILA Scotland staff may contact the provider to seek clarification of the course to ensure accurate application of the DEL. The ILA Scotland decision on whether a course meets the DEL is final.
17.8 How long will it take to get course on the ILA Scotland database? What is the turnaround time?
Providers using the PROM Tool should expect their courses to be checked within 5 working days. However in exceptional circumstances, such as a requirement to clarify courses details with providers to ensure compliance with the DEL, this may take longer.
17.9 How will providers know that their course submissions have been accepted?
Courses and opportunities which are accepted will be visible on the ILA Scotland website and will also be identifiable within the PROM Tool.
17.10 Will providers be able to amend course details/price online?
Yes.
17.11 Will courses have a unique identifier?
Yes
17.12 Are there procedures in place to deter and or detect unscrupulous providers claiming for courses not actually being undertaken or from registering ‘ghost learners’?
Yes. A range of security measures are in place to detect inappropriate activities by learning providers.
17.13 Who will conduct learner eligibility?
Income assessment will be undertaken by SAAS as part of the application process.
17.14 How does the Learning Token process work?
The Learning Token is, from the providers’ point of view, the trigger to produce payment in relation to all ILA Scotland course bookings. It is issued to the learner with advice that they must provide it to the provider when learning starts and before the expiry date on the token. The provider then inputs details from the Token to the website to confirm the start of learning and claim payment.
17.15 What is the procedure if the learner loses the Token?
The learner may request a replacement from ILA Scotland.
17.16 What happens if the learner does not provide the Token?
The guidance to learners explains to them that failure to produce the Learning Token may result in the provider invoicing them for the full cost of the course.
17.17 What are procedures for Distance Learning Providers to get the Learning Token? What are learners told?
The procedures remain the same, i.e. the learning token is the trigger to secure payment. Guidance to learners is that the token should be surrendered to Distance Learning Providers as confirmation in writing that the learners have received and accepted all the learning materials and equipment necessary (ie. web access where appropriate) to start learning.
17.18 How, where and when does a provider notify of a third party contribution?
When providers book a learner onto a course online they will enter the contributions made and the resultant balance they wish to claim.
17.19 What documentation is required, and for how long must it be kept for audit purposes?
The key documentation, which must be kept for 6 years, is confirmation of payment of personal contribution, Learning Token and such supporting information as financial transactions that would enable ILA Scotland Compliance Monitoring staff to verify compliance with the scheme rules.
17.20 Do providers need ‘paper’ documents or will electronic records suffice?
For ILA Scotland purposes providers are required to maintain sufficient data to enable effective audit. Initially this data may be in paper or electronic format.
17.21 By whom and how will compliance monitoring be undertaken?
A regular program of on site and desk audits will be carried out by ILA Scotland staff. Provider activity in respect of complaints, number of learners processed etc will also be monitored. All providers will be required to supply evidence in the form of appropriate records of continued compliance with the scheme rules. Failure to maintain accurate records of this nature may result in suspension or removal from the scheme.
17.22 How and when will payments be made to providers?
Payments will be made via BACS on the first of the month but with a minimum time gap of 31 days from claim submitted to payment being made.
17.24 How will providers be notified of payments?
Providers will be able to access their current payments online.