Retaining Enrolment Documentation

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Home › Forums › Data issues › Retaining Enrolment Documentation

This topic contains 5 replies, has 4 voices, and was last updated by  David Neal 7 years, 6 months ago.

Viewing 6 posts - 1 through 6 (of 6 total)
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  • Anonymous

    Hi there

    Can anyone tell me how long we should keep learner enrolment and achievement evidence? I have always been told 5 years but cannot find the definitive guidance on this?

    Regards
    Chris

     
    July 9, 2013 at 4:06 pm #1643

    louisegambling
    Spectator

    Hi Chris, It’s 7 years for government funding guidelines except in the case of ESF provision which I believe should be retained for 10 years.

    Kind regards,

    Louise

     
    July 9, 2013 at 4:17 pm #1644

    Anonymous

    Anyone know where the specific guidance is on this?

     
    July 10, 2013 at 12:16 pm #1647

    Martin West
    Spectator

    Hi,
    It is in the Contract of service section 27 as per the following:

    27 Retention of Documents
    27.1 THE CONTRACTOR and its sub-contractors shall maintain original invoices; management information returns and all other documents necessary to verify the services provided by itself or by its sub-contractors in relation to this Contract for 6 years from the end of the financial year in which the last payment is made using monies from the European Social Fund, or where any payments made under this Contract for the Services have been used as match-funding for a European Social Fund Co-Financing Project. THE CONTRACTOR will be required to retain documents until 31 December 2022. Any changes to this date will be notified in writing from THE CHIEF EXECUTIVE.

     
    July 10, 2013 at 1:01 pm #1648

    Anonymous

    Thanks Louise and Martin!

     
    July 10, 2013 at 1:06 pm #1649

    David Neal
    Spectator

    Don’t miss the reference to ESF Match Funding. The SFA use Apprenticeship and Workplace (what we are used to calling “ER”) provision for match funding.

    We have been required to show evidence on the old “Train to Gain” going back to 09/10 for a recent ESF Article 13 audit.

     
    July 13, 2013 at 4:22 am #1684
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