BURSARY FUND/ DISCRETIONARY LEARNER SUPPORT FUND POLICY & PROCEDURES 2014/2015

BURSARY FUND/ DISCRETIONARY LEARNER SUPPORT FUND POLICY & PROCEDURES 2014/2015 16-18 Bursary Fund 19+ Bursary Fund 24+ Adult Learning Loan Bursary Fund

Contents Introduction 3 Policy Aims 3 Criteria and Eligibility 3 Responsibilities 4 Procedure 5 Appeals 5 Timing and Amounts of Payments 5 Review of Policy 5 Appendices 6 1 Process Flow Chart 7 2 Criteria and Eligibility for Payment 8 3 Bursary Application Form 12/13 4 Bursary Fund Release Form 14 5 Bursary Decision Form 15 6 Timing and Amounts of Payments 16 7 Indicative Payment Thresholds 17 2

Kidderminster College 1. Introduction Bursary funds or discretionary learning support funds are paid by the Education Funding Agency (EFA) and Skills Funding Agency (SFA) to the College so that they may provide financial help to learners whose access to, or completion of education, might be inhibited by financial constraints. They may be used for a variety of costs incurred whilst learning which may include: 1. Travel 2. Equipment (including books and clothing)* 3. Registration fees* 4. Childcare 5. Hardship costs 6. Residential and educational visits 7. Costs of travel to HE interviews or Open Days 8. Meals 9. Other 10. Additional Learning Support (ALS) (24+ Loan Learners only) * Excluding 24+ Adult Learning Loan Bursaries Bursaries The purpose of the funding is to retain learners struggling to stay in education who may be financially disadvantaged by the costs of studying. The aim of the funds is to support those learners facing financial hardship. The learners individual needs and local circumstances will be considered when allocations are made to ensure every young person and adult participates in and benefits from a place in education and training. 2. Policy Aims 2.1 To ensure that the Bursary Fund is administered in accordance with EFA and SFA guidelines and policies. 2.2 To explain the roles and responsibilities of staff and learners. 2.3 To explain the procedure for making applications to the Bursary Fund. 2.4 To explain the appeals procedure. 2.5 To ensure that the governing body receives appropriate reports on the administration of the Bursary Fund. 2.6 To describe the eligibility criteria, how the bursary is calculated and how payments are processed. 3. Criteria and Eligibility for Bursary Funds Details of the specific criteria to be used and the eligibility for payments are shown at Appendix 2 3

4. Responsibilities 4.1 Learner Learners making applications undertake to provide accurate information and appropriate documentary evidence where needed and sign appropriate declarations. Learners in receipt of an award should comply with College rules and regulations as detailed in the Learner Handbook/Enrolment Form. Learners must inform the college of changes in their financial circumstances. 4.2 Learner Services Assist the learner to make an appropriate application. Ensure the form is completed appropriately and that documentary evidence is provided or confirmed where required. Log application, check for duplicates and pass completed applications to the Bursary Fund Manager. 4.3 Bursary Fund Manager (Learner Services Manager) Oversee the administration of the fund within Learner Services. Make decisions on applications with the Finance Officer. Ensure that reasons for the panel s decision are accurately recorded. Liaise with the Finance Office to ensure timely payment of bursary funds. Liaise with the Finance Office to ensure that audit requirements are met. Produce reports and administration of the fund to the managing body. Ensure the fund is publicised in an appropriate manner. Provide regular reports to SMT. 4.4 Bursary Fund Panel This will comprise the Finance Officer plus the Bursary Fund Manager or a nominated deputy from the Learner Services Department. The panel will consider each application and ensure that awards are granted fairly and equitably in accordance with the fund guidelines. A sample of applications will be audited by a Member of Senior Management (SMT). 4.5 The Appeals Panel The Appeals Panel will consist of two members of the SMT usually including the Director of Learning. 4.6 Finance Officer Ensure funds are paid to learners in accordance with the decisions of the panel. Ensure that the learner s attendance meets 90%. See Appendix 4. Administer the cash-flow in accordance with audit and funding body requirements. Liaise with Bursary Fund Manager to ensure that audit requirements are met. 4.7 Advisory Board Receive reports from SMT detailing the take-up against the criteria used and a financial impact analysis of the expenditure by category of support. 4

Kidderminster College 5. Procedure To make an application a learner must obtain advice from Learner Services and if appropriate, arrange an interview with the appropriate member of learner services staff before completing the application form. The purpose of the interview is to advise the learner and to ensure that appropriate documentary evidence is provided. Staff verify and collect information to evidence on the application form. After the interview or application, the application is passed to the Bursary Fund Manager for a decision which is sent to the Finance Officer. The Bursary Fund Manager will make decisions in principle, agreed by the Finance Officer. He/she will consider each claim and make a decision in accordance with the fund guidelines. A brief note of the decision will be recorded on the form, as required. A letter will be sent to the applicant by the Administrator advising of the decision once the enrolment status has been checked. The application form will be sent to the Finance Officer who will then check the attendance for each applicant and send the appropriate payment to each learner on agreed release dates. In cases where payment is made to a third party (e.g. childcare) it will be the responsibility of the Finance Officer to ensure this occurs. The Finance Office will retain these forms on file for 6 years. Appeals must be made in writing to the Director of Learning explaining clearly what is being appealed and why you believe the decision to be incorrect. Additional evidence to support the appeal may be required. The Director of Learning will audit 10 per cent of application forms and decisions made to ensure that the college is complying with guidelines. This procedure is illustrated in the Process Flow Chart (Appendix 1). 6. Appeals Procedure Learners who consider that their claim has been inappropriately assessed can appeal by writing to the Director of Learning giving reasons, within 4 weeks of receiving their notification letter. The Director of Learning will arrange a meeting of the Appeal Panel within 10 working days. The claim will be reassessed and the learner informed of the decision in writing within 5 working days of the Panel meeting. 7. Timing and Amount of Payments See Appendix 5 8. Review of Policy The policy will be reviewed annually by the Bursary Fund Manager in accordance with recommendations from the College s audit services and funding body requirements by the Bursary Fund Manager. 5

9. Appendices 1 Process Flow Chart 2 Criteria and Eligibility for Payment 3 Bursary Application Form 4 Bursary Fund Release Form 5 Bursary Decision Form 6 Timing and Amount of Payments 7 Indicative Payment Thresholds 6

Kidderminster College Appendix 1 Bursary Fund Process Flowchart Learner Learner obtains an application form from Learner Services Learner Services Learner Services staff advise learner on making appropriate application. Necessary documentary evidence of learners financial circumstances checked and recorded. Log application and pass all completed original forms to the Bursary Fund Manager for a decision. Bursary Fund Manager Makes decision in principle in accordance with fund guidelines. Application form is reviewed and counter signed by the Finance Officer. Administrator Administrator inputs learner claim details onto Bursary Fund Database and produces an Advisory Notice once enrolment status is checked. Administrator posts Notice to Learner. Copy of Notice, payment form and application form are passed to Finance Officer for production of payment (if appropriate). Appeals Panel convenes, decision made If learner wishes to appeal they must send a letter giving reasons to the Director of Learning. Finance Office The Finance Office organises payment by bank transfer as outlined in the Notice. Where third party is involved i.e. Childcare provider, appropriate payment is made. Learner Receives explanatory Notice and details of Payment from the Administrator Appeal Payment to learner, where applicable 7

Appendix 2 CRITERIA AND ELIGIBILITY FOR PAYMENT 1. 16 to 18 Year old Learners Payments will be made based on 90% attendance as evidenced by the college register system or in exceptional circumstances approval made at the college s discretion and evidenced for audit purposes. Payments may be withheld if inappropriate standards of behaviour has been demonstrated, this could include non-submission of work. Learners will only be paid during absence in exceptional circumstances, for example, a hospital appointment, driving test or funeral of a close family member. If a learner is excluded from College, no payments will be made. The College has been allocated a fixed sum of money for the16-19 Bursary Fund. 5 per cent of the total will contribute towards centre administrative costs, while an appropriate contingency will be held back in the first instance for applications during the course of the year (ie. after the Window 1 application deadline). The funds will be prioritised and allocated as follows: To be eligible to receive a 16-18 Bursary in the 2014/2015 academic year, the young person must be aged under 19 at the start of the academic year in which they start their programme of study (the start of the 2014/2015 academic year is 31 August 2014). Where a young person turns 19 during their programme of study, they can continue to be supported to the end of the academic year in which they turn 19, or to the end of the programme of study, whichever is sooner. In general, bursaries should be paid only to young people who have reached 16. Providers may, in exceptional circumstances, use their discretion to pay bursaries to younger students for example, if they are following an accelerated programme. Young people should satisfy the residency criteria in the EFA Funding Guidance for 2014/15. Young people should be participating in provisicn that is subject to inspection by a public body that assures quality (e.g. Ofsted). That provision must also be: the EFA (either directly or via a local authority); or -financed by the European Social Fund; or pursuant to Section 98 of the Learning and Skills Act 2000. Learners household income must be within the set thresholds laid down by the College. It is our aim to target funding to those most in need on a first come, first served basis. A: Guaranteed Bursary These learners will receive 1200 for the year based on enrolling on a full-time course (EFA funded) and meeting the conditions below: (Pro-rata for courses lasting less than 30 weeks a year). Guaranteed Bursary Learners are: Young people in care (including unaccompanied asylum seeking children) Care leavers Young people personally in receipt of Income Support or Universal Credit in their own right. Young people getting both Disability Living Allowance (or the new Personal Independence Payments) and Employment Support Allowance (ESA) (or Universal Credit as a replacement for (ESA) in their own right. 8

Kidderminster College Allocations from the college Bursary Fund will be made upon receipt of application and proof of eligibility. The following documents will help to prove eligibility for a Guaranteed Bursary: letter from local authority of care status or appropriate evidence from DWP regarding other applicants. B: Discretionary Bursary Shared Residual Allocations: The remaining sum ( residual fund ), i.e. after the Guaranteed Bursary deductions above have been made, will be allocated as follows; Eligible applicants are identified as falling under one of the four Learner Tiers of Need below: Learner Tier A Learners who have successfully claimed Free School Meals for the current academic year (or in year 11 if FE college) or whose household income is < 16,190 Evidence: Original Local Authority letter/school transition data Learner Tier B Learners whose Household income is less than 21,000 Evidence: Original Working Tax Credit annual statement letter or Child Tax Credit Letter. Learner Tier C Learners whose Household income is less than 26,000 Evidence: Original Working Tax Credit annual statement letter or Child Tax Credit Letter. Allocations from the college Bursary Fund will be made upon receipt of application and proof of eligibility. The following documents will help to prove eligibility for a Discretionary Bursary: Benefit/Income P60/Payslips/Self-Employed Accounts or Tax Assessment Job Seekers Allowance (JSA) Employment Support Allowance Employment Support Allowance (work related activity group) Income Support Council Tax Benefit Housing Benefit Universal Credits/National Insurance Credits Working Tax Credit & Child Tax Credit State Pension and Pension Credit Evidence No more than 1 year old or three most recent payslips Letter stating entitlement dated in the last 3 months of the enrolment date Letter stating entitlement dated in the last 3 months of the enrolment date Entitlement notice or current bank statement dated in the last 3 months of the enrolment date Entitlement notice dated in the last 3 months of the enrolment date Entitlement notice dated in the last 3 months of the enrolment date Entitlement notice dated in the last 3 months of the enrolment date Annual Entitlement Notice Entitlement Notice 9

Exemptions: Childcare (Learners aged 16-19) All 16-19 year olds with childcare needs to be referred to CARE2LEARN. 2. Adult Learners (19+ Bursary Fund) Learners who meet all of the following criteria may apply: Studying a recognised funded course of Adult Skills Learner provision. Meets the residency criteria as laid down in the Funding Guidance 2014/2015; Learner Eligibility Guidance (refugees are exempt from the three-year residency rule). Payments will be made based on 90% attendance as evidenced by the College register system or in exceptional circumstances approval made by the personal tutor. Learners must demonstrate appropriate standards of behaviour. Payments may be withheld if standards of behaviour have not been demonstrated, this could include non-submission of work. Learners are not eligible to apply if: A learner is in prison or a young offender on temporary licence e.g day release. Any learner aged 24+ embarking on level 3+ study. Learners already receiving help with travel or childcare costs from Jobcentre Plus or a Work Programme Provider in connection with pre-employment training. In assessing claims, the College will ensure equality of opportunity in line with its policy. The College will also take account of other grants that have been awarded to the applicant and will be used to determine if additional funding is to be granted. This funding is available to increase access, retention and achievement. In allocating funds, the College will ensure that learners are aware of the implications of funding for any state benefits and claimants on state benefits should declare this. Similarly, learners in receipt of assistance for childcare and travel costs through help via Jobcentre plus should inform the College of this assistance. Learners must provide the appropriate documentary evidence as per section B. Childcare (20+) provision for adults Childcare can be supported provided children are placed in the care of registered ofsted providers and invoices are generated from the provider. After the initial period where learners are expected to pay for childcare (and this will be reimbursed if an allocation is made) payments will then be made to the provider directly. Learners must provide the appropriate documentary evidence as per section B. 3. 24+ Adult Learning Loan Bursary Fund The 24+ Adult Learning Loan is a financial assistance fund comprising of post-24 discretionary, childcare, residential and additional learning support funds provided by the SFA. The fund is intended to be used for learners facing financial hardship to help with essential course related costs such as equipment, books, travel, visits, attending HE interviews, rent, and childcare for students aged 24 and over and in receipt of a 24+ Advanced Learning Loan. Specific eligibility criteria: Learners must be aged 24 or over on the first day of the course. Learners must be enrolled to an eligible course; eligible courses are those for which a 24+ Advanced Learning Loan is payable; awards will not be made to learners who are not enrolled, or where an enrolment is pending. 10

Kidderminster College Learners must be in receipt of a 24+ Advanced Learning Loan; awards will not be made to learners who have not applied for a 24+ Advanced Learning Loan or where a 24+ Advanced Learning Loan has been refused. Learners studying a non-loans funded course will not be eligible for any funding. Learners must be able to demonstrate financial hardship; evidence of the appropriate documentary evidence including income is required as per section B. The College reserves the right to make awards to learners who appear to be outside the financial criteria, based on individual and exceptional circumstances. Learners must meet the residency and other eligibility criteria as set out in the SFA s Funding Rules 2014/15. Awards made from the 24+ Adult Learning Loan Bursary are subject to funds and support for additional learning support will be given priority. 11

Appendix 3 Application for the College Bursary Fund/Discretionary Learner Support Fund 2014/2015 BF Number Date of Receipt Passed for authorisation Priority Name: Date of Birth: 16 to 18 19+ 24+ Loan Learner Address: Preferred Telephone Number: Email address: Course: Full-time Part-time Reason for Application (please provide a summary of why you are applying for help in 50 words or five lines) Income-Related Evidence (work out weekly, monthly, or annually) Amount Originals seen (staff initials) Income Support/Job Seekers Allowance/ESA/ Universal Credit Housing Benefit/Council Tax Benefit Employment Working Tax Credit or Pension Credit Self-employment Evidence for Free Meals in Education Staff must tick Letter confirming benefit no more than six months old with reference number ( ) Letter confirming benefit for current financial year ( ) Payslips or P60 for all applicant and parents for applicants under the age of 18 Letter confirming benefit for current financial year ( ) Self-Assessment Tax Calculation or most recent accounts no more than 12 months ( ) Evidence MUST be supplied AND photocopied (staff to initial here) Do you provide care to a sick or disabled relative? Please supply details (<18) 12

Kidderminster College TOTAL Number of under 18 children in the household Tuition Fees (max 250) (N/A for 24+ Loan Learner) Examination Fees (N/A for 24+ Loan Learner) Bursary Bursary for travel to Receipt No. university events, educational/curriculum visits (max 50) upon production of receipts Overseas educational visits (up to a max of 125) Uniform, Equipment, Receipt No. Clothing, Books (max 100) Travel Assistance Calculation Round trip x (over 6 miles per day only) No. of days travel per week x (full time is usually 3 days) No. of Weeks x (course duration full year is 35 weeks) Total Miles Maximum Allocation 300. Payment to 16-18 yr old learners in exceptional circumstances only. DECLARATION Please fill in the amount requested Originals seen (staff initials) Allocation (For Office Use Only) 1 st Rnd 2 nd Rnd 3 rd Rnd I declare that the information that I have given on this form is correct and complete to the best of my knowledge. I understand that giving false information will automatically disqualify my application and may also lead to disciplinary procedures resulting in possible expulsion from the College and I undertake to repay any grants obtained by me as a result of this false claim. The college has the right to refer such matters to the police or Department for Education. A member of my household is aware that if I am on DLA, ESA or Universal Credits certain household benefits may be affected (for applicants aged 18 or below). I accept that payments will be made on the basis of at least 90% attendance and appropriate standards of behaviour. I have the legal right to be resident in the UK (habitually, normally and lawfully resident in the country, has refugee status, humanitarian protection or exceptional leave to enter or remain in the UK). I understand that I may be liable to repay the grant if I leave the course. LEARNER NAME: (please print) LEARNER SIGNATURE: DATE: Name of Bank This MUST be completed Account number Sort Code DATA PROTECTION ACT 1998 13

The information you provide will be held and may be disclosed for purposes registered under the Data Protection Act. Further information on the Data Protection act is available from the College. A summary of this can be found on your learning agreement. CONFIDENTIALITY: We appreciate the sensitive nature of the information in this application. Applications are kept secure and are only seen by approved members of staff involved in the Bursary Fund/Discretionary Learner Support Fund. Appendix 4 Kidderminster College BF Number Bursary Fund Tutor Release Form This learner meets the criteria to receive financial assistance from the College Bursary Fund: LEARNER NAME COURSE ELIGIBILITY: I confirm that the above-named learner s attendance is currently..% YES NO The learner has not met the required level of attendance but is to be awarded the bursary on the following grounds or the learner has not achieved appropriate standards of behaviour: SIGNED: PERSONAL TUTOR NAME: DATE: If attendance is below 90% a valid reason must be given for release of funds in the box provided 14

Kidderminster College Appendix 5 College Bursary Scheme 2014/2015 Decision Form Priority: H = High M = Medium L = R = Rejection Rate 1 Rate 2 Rate 3 In Care < 16190 Care Leaver < 21000 ESA/ Independent young person FSM < 26000 Other Category of Student 1 st Allocation 2 nd Allocation 3 rd Allocation 16-18 19+ 19+ Childcare 24+ Loan Learner TOTAL ALLOCATION COMMENTS 1 st Allocation Learner Support Manager: Date: 2 nd Allocation Additional Panel Member: Learner Support Manager: Date: Additional Panel Member: 15

BURSARY FUND Appendix 6 Timing and Amount of Payments 1. Learners are only eligible for payments if they are legitimately enrolled and attending as defined by the criteria. 2. Applications for 2014/2015 Bursary Funds may be made in the time periods below: Guaranteed Bursary (e.g. LAC Learners) Release date first week in October and monthly thereafter Applications made by the end of September Release date of payment first week following October half term In Year Applications*: High priority applications will receive a response within 10 working days of submission. Other applications will receive payment at the end of the month following approval. 3. Payment Schedule: Payment Date Bursary Amount Term 1: End of first week following October half term 30% Term 2: End of first week following February half term 40% Term 3: End of first week following May half term 30% Important Notes 1. In certain cases, payments may not be made direct to the learner or may only be made on production of a valid invoice or receipt. 2. Learners should ensure they have a bank account in their own name in which to receive funds.. 3. Bursary Funds are repayable should a learner not complete the course. 16

Kidderminster College Appendix 7 Indicative Payment Thresholds Categories 16-18 Payments Educational Visits Uniform/Clothing/Equipment/Books Priority Group LAC or Income Support dependent young people 1200 + discretionary additional 50 (Home) 125 (Overseas) Up to a maximum of 100 Learners eligible for free school meals < 16,190k family income (Tier A) Learners in household of < 21,000k (Tier B) Learners in household of < 26,000k (Tier C) payment 450 50 (home) 125 (Overseas) Up to a maximum of 100 300 50 (home) 125 (Overseas) Up to a maximum of 100 200 50 (home) Up to a maximum of 100 125 (Overseas) 19+ Learners Tuition/Admin Bursary Uniform/Clothing/ Travel Equipment/Books Learners in household 100% to Max 450 or 200 if Up to a maximum of 100 180 to 359 miles = 25 of< 16,190k (Tier A) 250 proportionate tuition Learners in household of < 21,000k (Tier B) Learners in household of < 26,000k (Tier C) 24+ Advanced Learning Loan Bursary Household income of < 16,190k (Tier A) Household income of < 21,000k (Tier B) Household income of < 26,000k (Tier C) 100% to Max 250 100% to Max 250 paid 300 or 50 if proportionate tuition paid 200 or 0 if proportionate tuition paid Up to a maximum of 100 Up to a maximum of 100 360 to 719 = 50 720 to 1439 = 100 1440 to 2159 = 200 2160 + = 300 Childcare 1500 max per child 1125 max per child 750 max per child Bursary Additional Learning Support Travel Childcare 450 or 200 if proportionate tuition paid 300 or 50 if proportionate tuition paid 200 or 0 if proportionate tuition paid Up to a maximum of 150 180 to 359 miles = 25 Up to a maximum of 150 Up to a maximum of 150 360 to 719 = 50 720 to 1439 = 100 1440 to 2159 = 200 2160 + = 300 1500 max per child 1125 max per child 750 max per child For each child aged 18 or under studying full-time deduct 1000 per student from household income. Payments will be allocated on a pro-rata basis for part-time learners Bursary funds will be subject to availability. 5% of the 16-18 and 19+ Bursary Funds are held for hardship. 17