Student Record Officers Conference

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• Student Record Officers Conference
• Wednesday 8th April 2009
• Enabling Benefits in Education
• Workshop and Presentation
• by
• Lynne Thomas (MIAP), Mike Milne-Picken (Bradford
  College) and Alan Dove (MMU)

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The MIAP Programme

• MIAP stands for Managing Information Across
  Partners.
• The programme is led by DIUS and delivered by the
  Learning and Skills Council.
• From inception, the objectives of this initiative
  have been to streamline the collection, handling
  and sharing of information across the UK
  education sector and to facilitate a
  learner-centric approach to learner information.
• Since 2002, MIAP has launched three new services
• The UK Register of Learning Providers (UKRLP)
• Common Data Definitions (CDDs)
• The Learner Registration Service (LRS)
• These shared services allow organisations to work
  together more effectively using new models of
  delivery for data collection, sharing and
  reporting.
• This makes it easier to bring information
  together to directly benefit learners, IAG
  services, employers, schools, colleges and
  universities.
• Collect once, use many times, used by all

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The Learner Registration Service
The ULN will be allocated to every person in
education and training aged 14

• The Learner Registration Service (LRS) was
  launched by Bill Rammell in February 2008.
• The LRS allocates lifelong Unique Learner Numbers
  (ULNs) to learning providers for learners.
• There are now over 5.5 million learners with a
  ULN and many students enrolling from English
  schools will have one from this year.
• We have over 3500 providers Learner
  Registration Bodies using the LRS to assign
  ULNs to their students
• The LRS is designed to facilitate data sharing
• It will underpin better services to the learner

The ULN is required to be shared the Learner
Record is not
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How does the ULN relate to HE?

• A ULN field has been established in both the HESA
  and UCAS datasets and, if you are submitting ILRs
  direct to the Learning and Skills Council for
  funding purposes, the ULN is already a mandatory
  field.
• Around 4 of students from English state schools
  are providing their ULN as part of the UCAS
  Apply system
• The ULN will allow UCAS to share verified
  qualification data for applicants avoiding data
  re-entry.
• We are encouraging HEIs to start to use the LRS
  to assign ULNs to students (that dont already
  have them) in academic year 2009/10.

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The Data Items
Additional Fields Preferred Given Name Middle
Other Name Previous Family Name Family Name at
16 School at Age 16 Last Known Address line
1 Last Known Address Line 2 Last Known Address
Town Last Known Address County or City Date of
Address Capture Place of Birth Email
Address Nationality Scottish Candidate Number
Find Learner by Demographics Given Name Family
Name Date of Birth Gender Last Known
Postcode Other search fields Previous Family
Name School at age 16 Place of Birth email
address
Find by ULN ULN Given Name Family Name
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The Learner Record

• It collects qualifications and achievement data
  against individual ULNs
• It will facilitate access by learners to an
  electronic record of their achievements which
  will be securely accessed by learners and
  registered learning providers over the Internet
• Currently, achievement data is obtained from the
  DCSF National Pupil Database (GCSEs and A levels)
  and the LSC ILR return
• MIAPs ambition is to collect achievement data
  directly from Awarding Bodies at the time of
  award, or shortly thereafter.
• Now being piloted with a small number of learners
  and learning providers.

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Prototype Learner Record
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Mike Milne-Picken, University Centre
Registrar,Bradford College

• Benefits of the ULN to HEIs
• The potential benefits of the ULN in HE include
• Better access to good quality data for student
  monitoring to support decision making, planning
  and marketing strategies and destination data
• Supporting collaborative provision across
  learning partnerships in HE, FE and WBL
• Reducing the number of student identifiers
• Easier identification of students
• Streamlining of applications processes
• Enabling the unification and quality of data
  across UCAS, SLC and HESA

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Mike Milne-Picken, University Centre
Registrar,Bradford College

• Benefits of the Learner Record to HEIs
• Many of the potential benefits of the Learner
  Record to HEIs hinge on immediacy of data flow
  into the record and the pre-population of student
  application data by UCAS
• Less manual entry, enabling greater accuracy and
  simplification of recording of qualifications and
  achievement data, thus reducing staff time
• Access to verified qualifications on entry to HE
  including prior achievement
• Reduction in the need for validation of
  qualifications and achievements including credit
  transfer modules
• A means of helping to combat degree fraud
• Tracking the learner journey
• Secure access to a Learner Record in the control
  of learners

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Mike Milne-Picken, University Centre
Registrar,Bradford College

• Use of ULN in FE and HE in FE
• English FE Colleges are an early adopter of MIAP
  ULNs
• In 2007-08, some colleges were in a pilot to
  include ULNs in their data returns
• In 2008-09, all colleges are required to include
  the ULN in their Individualised Learner Record
  (ILR) to the Information Authority
• ULNs are obtained automatically by direct
  connection to LRS, and matching of key fields.
• Experience to date
• Bradford College has 20,000 learners already with
  a ULN
• For FE students most 16 year olds entering FE
  already have a ULN from school and it was a
  relatively straightforward matter to obtain an
  existing ULN.
• For HE in FE students, they do not have a ULN and
  the College has to obtain a ULN. There are
  comparatively few problems now although there
  were start up problems with accessing the
  database these were speedily resolved.

NB ILR and the Information Authority are the FE
College equivalent of the HESA student return and
HESA for HEIs.
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Mike Milne-Picken, University Centre
Registrar,Bradford College

• EXAMPLES - Developing early uses of ULNs
• Bradford College is already using ULN to send
  data on student results and conferment on its
  degree students to its University validating body
  (Leeds Metropolitan University). Previously both
  institutions used a separate local registration
  number on their respective systems (EBS Banner)
  and there was a danger that students with the
  same name on the same course could have been
  confused. This is a particular problem at
  Bradford College because of the high proportion
  of the student body with asian and more
  specifically muslim names, meaning a larger than
  typical number of students with the same name.
  Leeds Metropolitan University have extended the
  opportunity to provide data with the ULN to other
  FE colleges in its Regional University Network.
• The new 14-19 diplomas are being delivered from
  September 2008 by partnerships of Colleges and
  Schools, including a Bradford consortium, wherein
  each partner takes responsibility for aspects of
  delivery. The only way in which the Diplomas can
  be made to work is by use of ULN as the key
  identifier for sharing learner details between
  each partner.

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Mike Milne-Picken, University Centre
Registrar,Bradford College

• EXAMPLES Possible Uses for the Learner Record
• While working at Hopwood Hall College I
  established a data sharing protocol with Rochdale
  LEA to enable exchange of GCSE and GCE data
  between the two organisations, using access to
  the records of the National Consortium for
  Examination Results hosted by Bath University.
  This meant that the sixth form at the College had
  full details of the GCSEs taken by its intake
  from Rochdale 11-16 schools. This sped up the
  checking of value added data using ALIS and ALPS
  systems and helped the sixth form analyse success
  factors.
• The problems with this were
• The agreement only included Rochdale LEA, approx
  75 of students at the College
• There was no unique identification link, records
  could only be linked by matching names, date of
  birth and prior schools, which was time consuming
  and not 100 accurate
• Nevertheless there were early benefits for both
  LEA and College that will be multiplied several
  times when the Learner Record becomes available.

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Mike Milne-Picken, University Centre
Registrar,Bradford College

• Question and Concerns
• Set against the positive benefits and
  opportunities, we recognise that HEIs do have
  questions and concerns which include
• Other existing identifiers in HE
• The collection of degree qualifications data
  including modules completed and credits achieved
• Other existing and planned achievement records in
  HE
• The reliability of the LRS liability
  duplicate/shared ULNs data protection access to
  the Learner Record consent management and the
  integrity and currency of data
• Business process changes and provider burden
• Time and cost to develop functionality within MIS
• Whether and when the ULN will be mandated in HE
  and by whom
• Capturing data to complete mandatory fields for
  overseas students or UK students studying abroad

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Alan Dove, Director of Planning and MI, MMU
Drivers for early adoption at MMU Business change
MIS Possible burden Anticipated
benefits Experiences to date QUESTIONS?
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The HE Advisory Group

• MIAP has established an HE Advisory Group to
• Review the impact of the issues that have been
  identified on the future development of MIAPs
  services
• Advise on means of resolving those issues
• Gain leadership commitment to the adoption of
  MIAP in HE
• The Group is Chaired by Professor Robert Burgess
  and comprises
• Senior representatives of key stakeholder
  organisations in the HE sector responsible for
  policy, funding and the delivery of HE across the
  UK
• Universities

UUK Guild HE SLC UCISA DIUS LSC UCAS JISC
HESA QAA HEFCE Welsh Assembly Government
HEFC for Wales Higher Education Wales Scottish
Funding Council The Scottish Government
Universities Scotland SQA DELNI NUS HE
Academy Liverpool John Moores Manchester
Metropolitan University University of Leicester
Open University Oxford University Sheffield
University Staffordshire University Bradford
College
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Moving forward in HE

• Guided by the HE Advisory Group, MIAP is
  developing a Business Case to seek government
  funding to support the adoption of MIAP in the HE
  sector
• In parallel, a small pilot will run with a number
  of HEIs to explore
• Benefits to students
• Benefits to HEIs
• Adoption by UCAS and other bodies supporting HE
• Extending the Learner Record into HE
• Supporting International Students
• UCAS is undertaking a trial to compare verified
  applicant GCSE data from the MIAP Learner Record
  with Apply entry for years 2008 and 2009
• In the future other Level 2 data Level 3 data
  A level, Nationals, IB.. and the 14-19 Diploma
  transcript may also be shared with UCAS

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www.miap.gov.uk
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• Final Questions
• and
• Thank You