This webinar offers guidance on using the Manage T Level results service. The webinar was delivered on 25 May 2022.
Stella: Thank you all very much for joining this afternoon. I think I’ve probably met quite a few of you before. I’m Stella Pearson and I lead the T Levels delivery division in the Department for Education and you have various other Department for Education colleagues too on the line who are going to run this session on the results and certification service. Really pleased that lots of you have joined, this is really important to make sure that everybody uploads all the information that they need to upload on time, to make sure that students can get their certificates on time and all the right information is on that certificate. I think we need to make sure particularly the industry placement data is updated to the dates that Tirath will give you. There is support available to help you navigate the system if you need some help and again information on how to get that support will also be included in this webinar and in the slides. And I think as well you're going to get various prompts from us to remind you to do things at the right points and again to point you towards sort of guidance and help if you need it to do that. So I will hand over in a sec to Tirath. As I said, you know crucial that we do this on time. Really important for students and their progression opportunities to make sure that they get their certificate on time and they get their results on the 18th of August with all the right details on their certificate to help them move on. But I will pass you over to Tirath and David.
Tirath: Great, thanks Stella. Won’t be a second, I’ll just share my slides. Okay, I think you can all see those slides.
Tirath: So we'll just talk to you about, give you an update on the Manage T Level results service. Hopefully many of you will have already accessed the system and used the system and are now getting familiar with it. But I want to take this opportunity to give you an overview of the service and set out some of the updates that we've just launched, and really just set out the importance of using the service from a provider point of view really. So we did a webinar around summer last year I think it was, when we first launched this service to providers. At that point it was very lean version of the system to providers, but it allowed providers to upload the sort of basic information we need. I’m just going to I’ll come on the next slide to talk about talk about sort of high level design of the service and how it all works, but essentially the aim of the service is to aggregate component results data from our main users of the service, they are awarding organisations and providers, in order to use that information to calculate an overall T Level result and issue T Level results to providers who will than obviously disseminate those results to students and also will be issuing the certificates following results day in November. So as I mentioned both awarding organisations and providers are required to use the service. Awarding organisations have been using the service for quite some time now, I think well since 2020 when students first registered on T Levels. The service is being developed incrementally as with many other government digital services. It is being developed in consultation with users so we regularly regularly conduct user research and we have done so with this service, with both awarding organisations and providers, and we've used that research to inform the ongoing design and iteration of this service so that's been really helpful so thanks to those of you who have participated in that research. So as I mentioned today we launched a new version of the system and I’ll walk you through what the main changes are, but you know key message I want to get across is that it's absolutely essential that providers use the service and input the required information by the end of the academic year so the 31st of July. So for all wave one 2020 T Level providers it's absolutely essential that this service is used and the required information is submitted into the service by 31st of July, in order for your students to get the T Level results they need on results day which is the 18th of August.
Tirath: Okay just quickly walk you through the sort of overall design of the service from left to right. So on the left hand side are sort of inputs and right hand side the outputs. So top left are the users of the service as I mentioned awarding organisations or exam boards and providers, so awarding organisations register students onto the service once they receive registration information from providers and they also supply information on teach you results as and when they get those results and providers are required for the most part to just confirm the industry placement status for students, but in some cases they'll also be required to confirm whether attainment level two for English and maths has been met. Now the reason for, well the reason for the industry placement information is is I think very obvious it's a it’s a core component of the T Level and we're unable to source that information anywhere else within the timeframe as needed for results processing. In terms of the English and maths information you'll know that we recently removed the exit requirement for English and maths, however we're still looking to include a reference to English and maths attainment on certificates and that's the reason for us collecting that information. If you look at the bottom of that diagram on the left we've got Learning Records Service so that's where we expect to get the bulk of the so for the bulk of students the English and maths attainment information so it's only in some cases I’d probably say around 10% of cases where we need information on the English and maths from providers. So in the middle is our service, it's a web portal, and then the outputs so as you can see there on the right hand side, we'll issue the results. We'll send the results files results files to providers but we'll also come November send out certificates or statements of achievement so statements of achievement will be available for those learners that do not complete all components of the T Level so it will just essentially set out which components those students have achieved and then ultimately all that the results and certificates will go to students as you can see at the bottom there.
Tirath: okay so just briefly talk you through the service updates. So when the service was first launched last year was a fairly lean version of the system. And users had the ability to input information on industry placements and maths and English, however the maths and English the content was reflective of the previous sort of requirements of the T Level which were in relation to the minimum standards so lots of changes have been made to ensure that accurate accurately reflects the current position in terms of maths and English and it's no longer a sort of an exit requirement but it is a requirement for students to sort of study towards their level two as part of the T Level. And also we've introduced some more changes around industry placements, particularly around things like entry placement models and temporary flexibilities where we're keen to sort of collect that data to inform the ongoing policy for industry placements. So those are some of the key changes but also there's a really important change we've made around the sort of usability of the service, so where previously users were required to search for student records individually and I guess there wasn't that sight of which records were had been registered by the AO (the awarding organisation), now we've got a complete list of student records within the service that that's available to users when they can log in so as you can see on that right hand side there that diagram. As I think I’ve already touched on the point about learning records service, but we'll be collecting the bulk of the maths and English data from the learning records service.
Tirath: And that I’ll just reiterate the point around 31st of July, so really important that providers use the service and give us the information required on industry placements and maths and English by 31st of July.
Tirath: Okay just a very high level process map around of how the industry placement journey works in the system before I sort of come on to do a brief demonstration, but essentially we're asking first of all whether placement has been completed and there are three options there: yes it has been completed, yes it's been completed with special considerations or no it's still to be completed. So it's really important that when you go in they select one of those options even if it's no still to be completed, so that we know that that student is still working on the on their placement and we all know what to do when it comes to results day in terms of issuing those results. So if we go through that flow diagram there are then other questions around industry placement models where special considerations is selected then users are required to confirm the number of hours completed as part of that placement because expect that not the full 315 hours would have been completed in that scenario and of course we would want the reasons to back up any of those choices that have been selected though we do not require any evidence to be submitted into the service.
Tirath: Okay I’ll walk you through the service, but I’ll just give you a very high-level overview of information we'll be gathering for the service on industry placements. Okay so make sure you can all see that screen. Okay so when users log into the service and I’ll just say a little bit about access to the service. So we know that all providers certainly all wave one providers have super users or what are called Department for Education sign-in approvers so they can access multiple Department for Education services and they can give access to other individuals within colleges and schools etc but essentially these DfE approvers or or super users are required to set up roles within the service and then once those roles are set up then individual users can use the service to to complete the required actions. Now last year, when we launched the service to providers we did write out to T Level leads and T Level approvers to ensure that these accounts were set up and to ensure the service was sort of being used, so it's really important if that hasn't been done that that you get in touch with your DfE sign in approvers or super users to set up the required accounts so you can use this service.
Tirath: But in terms of the actions required users are required to click in the top left tile here, manage learner records, and then there's a page here where users can select the academic year in which students registered so obviously will be 2021 in this case and then that will go through to a list of registered learners, so these are learners that have been registered with the relevant awarding organisation. In this case you can see there are 64 learners registered and this is all test data as you can see by the names but in the list, users will see the names as well as the unique learner numbers so they can identify students. Let's go down scroll down to one of these learning records. Okay so we've got a box there which just alerts the user to the required information so as you can see in this case we require information on the industry placement but as well as the maths and English. So if you scroll down you've got the learner's details there, the T Level they're registered on and the awarding organisation and then you've got there's two sections one for the industry placement and then one for the maths and English so if we just look at the maths and English it's fairly straightforward question to answer here is if we just look at maths click on the add link and then simple question around has this learner achieved a level two or equivalent in maths and then user just hit yes and continue hopefully and as I said this would only pop up in in some scenarios where we don't already have that data from the learning records service in most cases we expect to have that information. Usually it's where learners have completed the maths in English outside of England and Wales, so we're looking for the equivalent of a level two really and for providers to confirm that.
Tirath: I’ll just go back. And then if we have a look at the industry placement section again just click on the add and then there are three questions that I touched on earlier: yes completed, yes completed with special iterations or no still to be completed. So if we just go through the journey that we'd expect most I guess learners to go through yes completed continue was an industry placement model used yes there, multiple employer model we’ll say no in this case and then users can just select whether a model was used and which one it was so in this case choose the part-time work continue and there's a question around where the temporary flexibilities were applied, now these are relevant for the first two cohorts of students I understand so if they were used users have the option to select yes or no there and you'll see on the right hand side there are links to various bits of guidance including special considerations, temporary flexibilities and and the models. So if we go I just opened up one of those links it would provide a whole host of guidance there and links to other sets of guidance for example the industry placement delivery guidance. So, if we just select no in this case, hit continue will then be presented with a record of the information that you've supplied just to check the answers and then you can simply hit submit and then we've got that within our database.
Tirath: So if I go back now to look at slightly different examples again just look at the 2020 list of learner records go to a user sorry learner record, add the industry placement details in this case we're going to be looking at the yes completed with special considerations, continue so we'd require you to confirm the hours completed and these are whole hours so in this case we'll just say 250 instead of the full 315. And then we'd require a reason for that, and you can select multiple reasons here but in this case, we're going to say COVID. And then it goes through to the other questions that are relevant for all of the students really around models and temporary flexibilities, so if we hit yes there continue choose a multiple player model in this case continue and then choose another one that’s relevant continue, temporary flexibility let's say yes in this case a reduction in hours continue, and then we get to the check and submit page again. So one thing to flag is the questions that will be asked will be different based on different T Levels and different cohorts so the students start in 2021 then you'll get a different set of questions around flexibilities and also if depending on the T Level there'll be different questions on the on the models and the flexibilities.
Tirath: So I think that's pretty much it in terms of the demo but let's go back to the dashboard the home page. There are a number of other links at the bottom here where you can sort of get more information on the service. One other thing important thing to mention is that we'll be making available a sample results file so and we'll be making that available on our support service support with delivering T Levels and there's a link to that service here actually so if you click on view news and updates that will take you to our support service and on here we'll be making available a sample results file so that you can prepare for and prepare your systems in particular for results today so you can look at what data the kind of data we'll be sending you and so you'll understand that how you need to consider that data within your own systems in order to churn that data out into the individual results clips I guess for students.
Tirath: Okay just coming back to the presentation then in terms of next steps. So the next update of the service will take place in early July I think we're planning that for the fifth of July and that's where we will get the system ready and prepared for results today so within the service there'll be another tile, see those four tiles there there'll be another tile where you can go in and access results for students and on the 17th of August we'll make results files available to download in that additional tile. Of course those will be embargoed until results day which is on the 18th of August as with other qualifications such as A Levels. The format will be a csv file and the results files will include student identifiers so the name, the learner number include detail it will include the overall result of course but also the component results i.e. for the call and the occupational specialism and also the status for the industry placement or the industry placement outcome which you will of course be providing. And just a word on the component results so we'll be using in order for the overall results calculation we'll be using the highest component results attained across the assessment series to work out the overall result so you'll only see within that file the grade that we've used to calculate the overall result which will be the highest. So as I mentioned the sample results file will be aware available on our support service and there's a link just there and in terms of support, users can go to that email address there but that email address is in various parts of the service as well so when you as a user go into the service you'll be able to click on a link which will open up our monitored email support which you can email through that so that's in terms of next steps. The other thing I wanted to mention is that we will be writing out to users regularly, we'll be sending out notifications from GOV.UK as reminders to complete the required information. Obviously it's absolutely critical that we get this information ahead of results today as I mentioned earlier so that we can process results, so we will be sort of monitoring the situation and emailing users directly to remind them of required information.
Tirath: And just to finish off then I just wanted to sort of touch on the timeline. So if you look at this timeline of key events for your results day and certificates, the ones highlighted in orange the orange blobs are I guess pertinent to providers so the database of July deadline I’ve already mentioned. So for wave one 2020 students 31st of July is the absolute deadline where the providers need to confirm that industry placement status. We're also asking providers to confirm the attainment for English and maths were relevant as well but the 31st of July but because that's more dependency for certificates providers do have more time to give us that information if required so it could be that you come back into the system in September, October and give some information around maths and English attainment particularly where their students are retaking those qualifications that could be done then. So 8th of August is where we get data from the awarding organisations, between the 9th and 18th there'll be a freeze period in the system we process information, on the 11th of August is when we send data to UCAS and that that aligns with other qualifications as well to think about A Levels. AOs normally send the data on A Levels to UCAS a week before. So the 17th have already mentioned that's when we'll share embargoed results with providers. The 18th is results day T Level results day or level three results day and then we move into the sort of post-results services area so the one the deadlines above are more relevant for awarding organisations so there's a deadline for AOs to give us any data on reviews of marking and appeals etc but the other deadline really important for providers is 31st of October. So where students are continuing with their industry replacement but they haven't been able to complete that placement by the 31st of July, as long as we have that information by 31st of August we'll be able to issue a certificate certificates to those students alongside all other students getting their certificates in November. So that's that November final milestone there which is to be confirmed in terms of the exact date, but that's when we'll be issuing certificates and statements of achievements to providers. Okay. So that's all I wanted to say in terms of the update, think we can move on to questions.
David: Before we jump into questions, hopefully I think we've covered off unless we've missed anything questions in the chat. There's just one last question there, question from Neil on sampling of data and the sort of long-term need to maintain evidence. Is there anything you want to say on that?
Sundy: I was just responding to that, yeah I mean just keep it keep it on hand for audit. I don't to be fair I don’t know what the year how many years you need to keep that aside for but we we won't be doing any sampling of the data ourselves in in terms of the industry placement data that you've supplied on the manage results service. Does that make sense?
David: That’s great, thank you thank you Sundy. So yeah do come back to us if that doesn’t answer your question Neil. Just a couple more.
Tirath: Yeah, question from Maria around some need to record the placement element, if this is recorded in the ILR? So it's really around timing for us we know we get industry placement data through the ILR but we just can't rely on ILR data as I’m sure you'll know providers submit data to the ILR regularly, monthly, but the final sort of period of submission for that data is I think is sort of October November time which will be way too late for this for to deliver the aims of this service really. We need the data on placements by the end of July so that we can issue results in August. So it's that simple it's absolutely essential that we get it in the service.
Tirath: Just looking through the other questions. Cut-off date for monthly certificates, that's the July date but learners completing their placement. So you can continue to submit data through the service there's I touched on the timeline earlier that slide there's a freeze period between the 9th and 18th of August when we just we everything is on hold really while we process results and issue those results on the 17th .But beyond that beyond the 18th of August providers can continue to submit information for students to complete their placement later than envisaged, but the final cut-off date is the 31st of October if we are to issue those students certificates alongside all the other students on that November certificates day. Maria: Hi sorry it was my question it wasn't maybe it wasn't clear it was just on the slide it says monthly certificate batches will be issued, so I was just wondering what the cut-off date was to hit to hit each monthly batch if that makes sense.
Tirath: Oh I see yeah of course yeah Maria: Just so we know if students are asking us what we're working towards so we can say well it's gone in you should get your certificate by X date.
Tirath: Yeah absolutely no that's a good question we haven't actually confirmed what that date is yet in terms of the cut off, but our intention is to as it says in that bullet point to issue monthly batches for those students that may complete later than planned and beyond November.
David: We can certainly share more information once we firm up the arrangement for this or the rolling issue certificate so once those dates set we will make sure that there is an update that goes to providers through the sort of usual routes just so that we're keeping you sighted on that.
David: Good question from Neil about bulk upload for his industry placement data, say more about that Tirath
Tirath: yeah thanks Neil so at the moment we are very conscious that users are required to input information manually in the service for placements and maths and English. And we've done that because of the sort of critical timescales we've been working towards to in order to deliver this product. We do recognise that you know we'll probably be talking about small numbers for each provider here for wave one, so hopefully it won't be too onerous. But looking ahead looking to the future we are thinking about how we can improve the service and that bulk upload feature is definitely something that we're looking at as a potential improvement perhaps next year, but I can't say much more at this stage but it's definitely something we're looking to improve in the system.
David: Okay I think that's the chat questions. Any further questions people want to post in the chat or feel free to come on speaker if you want if you prefer.
David: Seconds. Sundy. Okay, thanks Sundy. Okay I think that's that seems to be the end of end of questions is there anything more you wanted to say Tirath or shall I just wrap it there?
Tirath: No I think that's I think we can probably just wrap up there.
David: Yeah so in which case thank you so much for everybody for making the time and taking time out busy busy days I’m sure to join us today. Just as as Stella said at the start of the meeting really want to impress upon you how important it is that that data is submitted ahead of that deadline to make sure that all students can get accurate correct results on time on the 18th of August so please can I encourage you to do that ahead of the end of July date and of course let us know if there are any issues you're having with the service through the contact route that Tirath mentioned and there is support available should there be any issues you come across and we'll make sure we give every support that's needed to help those deadlines be hit. As we've said we'll make available the recording this presentation through the provider support service, the the support on T Level service and also the slide the slide deck I’m sure we can make that available too and we'll make sure that's we let you know the link to that along with the link to the overall service that I think somebody asked for earlier on in the session so yeah we'll make sure that all this information is available to you and any companies who weren't able to attend today. But unless there are any further comments or questions we've missed, I’ll say thank you very much again and yeah enjoy the rest of your day and goodbye.
Tirath: Thanks all
Stella: Thank you