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Objectives

Objectives. Explain the application process and application form for the new childcare scheme. Raise awareness of the new childcare scheme and update on changes to policy. 3. Identify the role of the Learner Support Service (LSS) in delivering the new childcare scheme. 1. 2.

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Objectives

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  1. Objectives Explain the application process and application form for the new childcare scheme Raise awareness of the new childcare scheme and update on changes to policy 3 Identify the role of the Learner Support Service (LSS) in delivering the new childcare scheme 1 2 Advise providers on their specific role to monitor and record attendance for the learner and their child/children 4 Provide train the trainer materials for intermediary organisations who will then be able to cascade the information to childcare providers in their area 5

  2. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9 Application pack

  3. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 Application pack 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9

  4. Background to the scheme Policy context and shared objectives Key features and eligibility Working together Adviser role Summary Questions Objectives

  5. March 2007 Budget announcement of £75m of funding over 3 years to provide free childcare for 50,000 workless parents September 2008 Free Childcare for Training and Learning for Work announced in the press December 2008 Announcement that Free Childcare for Training and Learning for Work will commence on a national basis from 1st April 2009 Background

  6. Aligned with wider Government Strategies including: Integrated Employment and Skills (IES) Adult Advancement and Careers Service Skills Accounts Policy Context

  7. Shared Objectives Break down financial barriers to participation in learning Help to support the drive to end child poverty Access to affordable childcare To help non-working parents realise their full potential Provide opportunity for a second chance – empowering the learner Offer joined up advice and guidance services, providing a single access point to public funding

  8. Scheme will be aimed at specific group: Families who are unable to access the childcare element of working tax credit because of caring responsibilities Families with dependent children and a household income of £20,000 or below One parent working over 16 hours, other not in work, aged 20 or over and looking to go into learning Target Group

  9. Weekly maximum of childcare (up to £175 per week per child, up to £215 in London) Supports a target group who have previously not been able to access childcare support Courses of varying lengths Nationally administered Travel costs accommodated Specific link to progression and employment Key features of the scheme

  10. The learner must: Be out of work Have a partner who is working for 16 hours or more per week, and have a household income of £20,000 or less in the previous tax year Be aged 20 years old or over when learning starts Be the parent / main carer of a child aged 14 years or under (or aged 18 years or under if the child has a disability) Meet the residency conditions for the scheme Be undertaking an LSC funded course (at level 3 or below) at an LSC funded provider Be using a childcare provider that is OFSTED registered Key eligibility criteria

  11. How can we work together? DCSF/LSC Information about scheme Feedback National and Regional Partners Cascade information Feedback Local Partners and Advisers Face to face advice and support to learners

  12. nextstep Children’s Centres Family Information Services Community-based Advisers Student Services in Learning Providers Jobcentre Plus Careers Advice Service Who are advisers?

  13. Adviser role • Draft Summary • Raise awareness of the scheme to potential learners • Assist individuals to choose and enrol on a suitable course • Assist individuals to complete an application form for the scheme • Provide advice and support to individuals during and after learning • where required

  14. Summary Break down a major barrier to participation and progression Join up advice and guidance services Share good practice Promote the new scheme Provide feedback

  15. Questions • Questions ?

  16. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 Application pack 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9

  17. Who are the Learner Support Service and what do we do? Capita is the UK’s leading Business Process Outsourcing (BPO) and professional services company. It delivers back office administration and front office customer contact services to private and public sector organisations across the UK and Ireland. Capita previously administered EMA successfully and is now delivering the helpline, assessment and payment body function for the Learner Support Service across all 7 Learner Support schemes. Education Maintenance Allowance (EMA) 1 Adult Learning Grant (ALG) 2 Dance and Drama Awards (DaDA) 3 Residential Support Scheme (RSS) 4

  18. Who are the Learner Support Service and what do we do? Capita currently manage the Learner Support Service (LSS) for two childcare schemes - providing helpline, assessment and payment services: Care to Learn (C2L) 5 Providing childcare support for young parents (lone or part of a couple) under 20 years who wish to participate in learning Sixth Form College Childcare (6FCC) 6 Providing childcare support for adult parents (lone or part of a couple) 20 years or over who are learning at a school sixth form or sixth form college. Free Childcare for Training and Learning for Work 7 Providing childcare support for adult parents 20 years or over, who are part of a couple, where the out of work partner is looking to participate in learning and the household income was £20k or less in the previous tax year.

  19. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 Application pack 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9

  20. The learner journey Assess Ongoing service delivery Start date Attend Aware Pay Apply for course Apply for scheme 1 2 3 6 7 8 5 4 First payment issued Remittance/ Monitoring form (monthly in advance) Make payment (monthly in advance) Processes application Determine eligibility and entitlement Maintain payment plan handle change of circumstance (CoC) and adjustments Learner Support Service Confirm childcare place Complete relevant section of form & provide BACS details Receive payment plan to confirm childcare costs Remittance returned - child attendance confirmed Understand obligations for notifying CoC Receives childcare payment a month in advance Childcare Provider Confirm place on course Receive payment plan to confirm travel costs Remittance/Monitoring form returned - learner attendance confirmed Sign learning provider declaration & provide BACS details Understand obligations for notifying CoC Receives transport payment each term Learning Provider Discuss course options & support available with learner Adviser Understand obligations for notifying CoC Understands new scheme Apply for learning course & identify OFSTED childcare Apply for new scheme Receive Notice of Entitlement (NoE) and payment plan Start course and use childcare provision Attends course and child attends childcare Learner

  21. What can you expect from the LSS? Advisers Learning Providers Childcare Providers • Application forms available for order from the helpline or via Distribution Centre (Prolog) • Application related queries answered • Application forms available for order from the helpline or via Distribution Centre (Prolog) • Travel payments in advance of each term made • Attendance monitoring form sent out • requesting confirmation that Learner still attending their course • Application related queries answered • Changes in details you have submitted to us maintained • Application forms available for order from the helpline or via Distribution Centre (Prolog) • Childcare payments in advance of the month made • Payment schedule and remittance sent out requesting confirmation of child still in childcare • Application related queries answered • Changes in details you have submitted to us maintained Support Provider helpline: 0845 600 7979 Website: www.lsc.gov.uk/providers/moneytolearn/childcaretraininglearning

  22. What can you expect from LSS? Learner Support Service Receive completed application packs 1 If necessary, send missing information request back to learner within 3 days of receipt (only send the relevant section of the form with missing information) 2 Process applications and determine learner eligibility and entitlement 3 3 weeks Send refusal letter and return original documents Send learner Notice of Entitlement (NoE) and payment plan & return original documents 4 Send learning provider NoE and payment plan (if travel costs required) and guidance for completing monthly attendance records Send childcare provider NoE, payment plan and guidance for completing monthly childcare remittance form Make payments to childcare provider monthly in advance and to learning provider for travel costs in advance of each term unless otherwise notified by the learner or providers. Ongoing every month 5 Send payment remittance forms and attendance monitoring forms to childcare provider and learning provider every month. 6

  23. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 Application pack 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9

  24. The learner journey: Application Assess Ongoing service delivery Start date Attend Aware Pay Apply for course Apply for scheme 1 2 3 6 7 8 5 4 First payment issued Remittance/ Monitoring form issued (monthly in advance) Make payment (monthly in advance) Processes application Determine eligibility and entitlement Maintain payment plan handle change of circumstance(CoC) and adjustments Learner Support Service Confirm childcare place Complete relevant section of form & provide BACS details Receive payment plan to confirm childcare costs Remittance returned - child attendance confirmed Understand obligations for notifying CoC Receives childcare payment a month in advance Childcare Provider Confirm place on course Receive payment plan to confirm travel costs Remittance/Monitoring form returned - learner attendance confirmed Sign learning provider declaration & provide BACS details Understand obligations for notifying CoC Receives transport payment each term Learning Provider Discuss course options & support available with learner Adviser Understand obligations for notifying CoC Understands new scheme Apply for learning course & identify OFSTED childcare Apply for new scheme Receive Notice of Entitlement (NoE) and payment plan Start course and use childcare provision Attends course and child attends childcare Learner

  25. What is in the application pack? 1 Guidance Notes 2 Introduction 3 Part A,B,C – Learner 4 Part D – Learning Provider 5 Part E – Childcare Provider 6 Return envelope

  26. Guidance Notes 1 General tips e.g. use a black pen, mark boxes clearly Information about the new scheme eg how to claim, how much support is available Helping you fill in Part A – your details e.g. help with residency criteria Helping you fill in Part B – Income details e.g. examples of TCAN forms Helping you fill in Parts C, D and E Additional information Helpline contact details and other useful contact details

  27. Introduction 2 Overview of eligibility Course criteria i.e. LSC funded/part funded Childcare provider criteria i.e. OFSTED registered Overview of pack contents Checklist of items necessary for completion All local authority areas and London boroughs Contact information e.g. helpline and freepost address

  28. Part A – Learner Details 3 Learner name and address Learner date of birth Learner contact details How did you hear about the scheme? Residency conditions Personal circumstances Travel details Equal opportunities monitoring

  29. Part B – Income Details 3 Partner/Spouse personal details Learner and partner National Insurance number Partner working hours Household income from Tax Credit Award Notice (TCAN) or Income from employment Other income Allowable deductions Benefits notification

  30. Part C – Benefits 3 Learner name and address Learner National Insurance number Learner date of birth Learner authorisation for DWP provision of benefit details Partner name and address Partner National Insurance number Partner authorisation for DWP provision of benefit details DWP section to complete benefit details for learner and/or partner

  31. Part D – Learning Provider 4 Learning provider’s name, address and phone number Course name, level, learning hours, start and end dates Confirmation that the course is LSC funded and offers a clear progression to employment Learning provider’s bank account details Confirmation that the learner has a dependent child Confirmation that the learner is/will be in attendance for the period the application for childcare is being made Confirmation of travel costs claimed by learner Agreement to complete attendance returns and notify LSS if learner stops their course or childcare by signing declaration

  32. Part E – Childcare Provider 5 Childcare provider’s name, address and phone number OFSTED registration number Type of childcare provision Name and address of contact to confirm child(ren)’s attendance Childcare start and end dates Childcare deposit fees and weekly fees (including during half-terms and holidays) Number of hours of childcare per child per week Childcare provider’s bank account details Childcare provider’s declaration

  33. Application checklist Ofsted Certificate  Completed Part A, B and C (if applicable)*  Completed and signed copy of Part D from learning provider  Completed and signed copy of Part E from childcare provider  Household income evidence e.g. original copy of TCAN or a P60  Photocopy of childcare providers OFSTED certificate  Return envelope addressed to: Freepost RRUB-BEXE-TJLK Learner Support Service Darlington DL1 4WD * If learner and/or partner is in receipt of benefits, they must sign and complete Part C and send to the office that deals with their benefits e.g. DWP

  34. Discussion point • How can we help learners complete their application form? ?

  35. Agenda Welcome and domestics 1 Background to the Learner Support Service & overview of Free Childcare for Training and Learning for Work 2 The role of the Learner Support Service 3 The learner journey 4 Application pack 5 Attendance, payment and ongoing correspondence 6 Your role in the new scheme 7 Contact information 8 Ongoing communications and next steps 9

  36. The learner journey: Assessment to Payment Ongoing service delivery Assess Start date Attend Aware Pay Apply for course Apply for scheme 1 2 3 6 7 8 5 4 First payment issued Remittance/Monitoring form issued (monthly in advance) Make payment (monthly in advance) Processes application Determine eligibility and entitlement Maintain payment plan handle change of circumstance(CoC) and adjustments Learner Support Service Confirm childcare place Complete relevant section of form & provide BACS details Receive payment Plan to confirm childcare costs Remittance returned - child attendance confirmed Understand obligations for notifying CoC Receives childcare payment a month in advance Childcare Provider Confirm place on course Receive payment Plan to confirm travel costs Remittance/Monitoring form returned - learner attendance confirmed Sign learning provider declaration & provide BACS details Understand obligations for notifying CoC Receives transport payment each term Learning Provider Discuss course options & support available with learner Adviser Understand obligations for notifying CoC Understands new scheme Apply for learning course & identify OFSTED childcare Apply for new scheme Receive Notice of Entitlement (NoE) and payment plan Start course and use childcare provision Attends course and child attends childcare Learner

  37. From Assessment to Payment Missing Information Request 1 Refusal Letter 2 Notice of Entitlement 3 Payment Schedule 4 Payment Remittance 5 Attendance Register 6

  38. Assessment: Missing information requests 1 Learner Childcare Provider a b If the LSS detect any missing information in a learner’s application, within 3 days of receipt, the relevant section of the application form with the missing information will be sent back to the learner with an email/letter. The rest of the pack including the original evidence documents will be kept by LSS Name/DOB of child/children Notification that the learner’s application has been held up owing to missing information so the childcare place can still be held open If the learner does not return their missing information, in the envelope provided, within 20 working days, a missing information reminder will be issued providing another 20 working days notice A final reminder will be issued if the missing information is not returned within this additional 20 working day period

  39. Assessment: Refusal letters 2 Childcare Provider b Learner a Learning Provider c Within 3 weeks of receipt of a learner’s application form, the learner, childcare provider and learning provider should be notified whether the learner has been successful in their application for the new scheme. If they are not successful in their application, they will all be sent a refusal letter. Notification that application for scheme funding has been refused including the reason e.g. age of learner Application reference number Details of appeal process i.e. within one month of date of rejection letter Notification that learner has been unsuccessful in their application and will not be eligible for support Details for applicant to find further information and guidance on other schemes

  40. Assessment: Notice of Entitlement 3 Learner a Childcare Provider b Learning Provider c Within 3 weeks of receipt of a learner’s application form, the learner, childcare provider and learning provider should be notified if the learner has been successful in their application for the new scheme. Payment schedules and original evidence will be included in this correspondence.

  41. Assessment: Payment schedules 4 Learner a Childcare Provider b The learner and childcare provider will receive a payment schedule along with their notice of entitlement notifying them of the support they will receive for the duration of the learning course.

  42. Attendance and payment: Payment remittance slip 5 Every time a payment is made to a childcare provider and / or learning provider, a payment remittance slip will be issued. The childcare provider must sign this to confirm the child is still in attendance and the learning provider must sign to confirm the learner is using the travel fees appropriately. This provides the basis for continued payment or notice where applicable. Childcare Provider/Learning Provider Payment reference number a Payment amount Period payment is for (i.e. week the payment covers) Obligation to notify LSS if learner/child is no longer in attendance Confirmation of continuing attendance of child/learner Details for any learner left/leaving course including name, child name , child DOB, date of last attendance for learner/child Confirmation of payment received section (for provider to sign and return) Summary of payment details by learner name, child name, child DOB, amount and payment period

  43. Attendance and payment: Attendance monitoring 6 A monthly attendance monitoring form will be sent to learning providers on the last Friday of every month in respect of that month’s attendance. If the learning provider’s attendance is not returned to the LSS within 3 weeks of being sent out, the LSS will issue a letter to the learning provider requesting the attendance return and warning that future support may be at risk. Learning Provider a List of learners on record as attending a course and on the new scheme. Instructions to complete form i.e.‘Y’ or ‘N’ to indicate learner attendance Covers a monthly period where learner is still attending the course Obligation to notify LSS if learner is no longer in attendance Confirmation of continuing attendance of learner If learner is no longer attending course, notification of date of last attendance for learner Required to sign the declaration before returning the form to LSS within 10 working days from the date of the letter

  44. Attendance and payment: Attendance monitoring 6 Learning Provider a Against each learner, please indicate whether they are still in attendance by marking either ‘Y’ or ‘N’. If you have indicated ‘N’ against a learner, please also state the date the learner ceased learning. “Application Status” will indicate whether there is currently an outstanding query about a learner’s application assessment or entitlement claim. If the entry displays “Support Agreed” this indicates that the learner’s application has been assessed, and that payments have been approved and will be made. Please remember to sign and date the attendance register sheet to confirm that the attendance information entered is correct and return within 10 working days from the date of receipt of the letter.

  45. The learner journey: Ongoing service delivery Ongoing service delivery Assess Aware Start date Attend Pay Apply for course Apply for scheme 1 2 3 6 7 8 5 4 First payment issued Remittance/Monitoring form issued (monthly in advance) Make payment (monthly in advance) Processes application Determine eligibility and entitlement Maintain payment plan handle change of circumstance(CoC) and adjustments Learner Support Service Confirm childcare place Complete relevant section of form & provide BACS details Receive payment plan to confirm childcare costs Remittance returned - child attendance confirmed Understand obligations for notifying CoC Receives childcare payment a month in advance Childcare Provider Remittance/Monitoring form returned - learner attendance confirmed Confirm place on course Receive payment plan to confirm travel costs Sign learning provider declaration & provide BACS details Understand obligations for notifying CoC Receives transport payment each tem Learning Provider Discuss course options & support available with learner Adviser Understand obligations for notifying CoC Understands new scheme Apply for learning course & identify OFSTED childcare Apply for new scheme Receive Notice of Entitlement (NoE) and payment plan Start course and use childcare provision Attends course and child attends childcare Learner

  46. Ongoing service delivery 1 Withdrawal notice 2 Cancellation notice Overpayment recovery 3 4 Renewal letter Change of Circumstances form 5

  47. Ongoing service delivery:Renewal letter for learner 4 Learner a Reminder to apply for a renewal of childcare support for the next academic year Includes a copy of an application pack Prior to the end of the academic year, the LSS will send the learner a renewal letter reminding them to re-apply for the scheme if they are continuing learning. An application pack is included in this correspondence.

  48. Ongoing service delivery:Change of Circumstances form 5 Learner a Learner’s personal information e.g. name, date of birth Details of change of circumstances e.g. changed childcare provider Details of any changes to travel Learner declaration – requires signature Details of existing learning and new learning details, including learning provider declaration and signature Details of existing childcare and new childcare provider details, including childcare provider declaration and signature Checklist Learners must complete and sign a Change of Circumstances form if they change learning hours, course details or childcare arrangements.

  49. What will LSS need from you? Childcare Providers Complete, sign and return payment remittance notice to LSS to confirm that: – childcare payment has been received; – the child is still in attendance; and – the parent has not given notice to the childcare provider Every month & within 3 weeks of receipt from LSS 1 Inform LSS if they are aware that the learner has formally withdrawn from a course and/or the child is no longer attending childcare and return any advance payments made to you in cases where childcare is reported to have stopped. 2 Notify LSS when there are changes in childcare fees 3

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