Completing the 16 to 19 additional hours and tuition fund end of year report for academic year 2022 to 2023
How to complete your end of year report and what information you will need to provide.
Applies to England
Deadline
You must complete and return your form by 11:59pm on 13 October 2023.
Failure to submit a return will result in 100% recovery of your original 16 to 19 tuition fund allocation.
Please ensure you allow sufficient time before the deadline to complete the form.
Before you start
Make sure you have:
- an account with the DfE sign-in service. If you have not used DfE sign-in before you will need to create a DfE sign-in account
- your UK Provider Reference Number (UKPRN). If you don’t know this, it can be found by searching the UK Register of Learning Providers (UKRLP)
- your institution’s tuition fund full year spend for academic year 2022 to 2023
- the required authority to complete the form on behalf of your institution
Purpose
This guidance explains how to complete the end of year report and what information you will need to provide. There is one report to capture information on 16 to 19 additional hours and 16 to 19 tuition fund 2022 to 2023 (if both are appropriate to your institution).
We use the report for 2 reasons:
1: To monitor and ensure that all institutions deliver on average 40 additional hours more for band 5 students (and a proportionate increase for those in lower bands) in academic year 2022 to 2023 than their academic year 2020 to 2021 baseline.
2: To gather information on your institution’s spend for 16 to 19 tuition fund in academic year 2022 to 2023 so that we can reconcile funding.
Declaration of compliance
We will ask you to:
- confirm that your institution has delivered the increased hours as outlined in our 16 to 19 funding guidance
- and report on tuition fund spend (where applicable)
The person completing the declaration must have the authority to confirm the information on behalf of your institution.
We will monitor and enforce the minimum hours in each funding band using the individualised learner record (ILR) or school census. We will not consider your end of year statement in terms of delivering against these minimums.
When not to submit a report
You do not need to submit a report if both of the following apply:
Additional hours - We did not share baseline data with your institution in June 2022. There are a number of reasons why your institution may not have received a baseline, detailed in the 16 to 19 additional hours guidance.
And
16 to 19 tuition fund - Your institution was not in receipt of 16 to 19 tuition fund for academic year 2022 to 2023.
You can find more information on the tuition fund in the 16 to 19 tuition fund guidance 2022 to 2023
Accessing the form
You can access the form here
Use the online form to tell us about the following:
- 16 to 19 additional hours
- 16 to 19 tuition fund
We will only show the pages or sections that are relevant to the funding your institution received.
DfE Sign-in
Sign in to your DfE Sign-in account
Follow the below steps to access your DfE Sign-In account:
1: When prompted, enter your DfE Sign-in credentials (your email address and password) for authentication.
2: Choose the institution for whom you are completing the form.
3: The next page will display the details we hold about the institution you selected when you signed in. This will show the name, address and URN or UKPRN of the institution, as well as the name and email address of the person who signed into DfE Sign-in.
4: If these details are correct, then all you need do is to select ‘Continue’ to go to the next page.
5: If you believe these details are incorrect, please complete the ESFA online enquiries form and we will investigate. You can still proceed with your submission.
6: Complete the form as instructed in the following sections.
Your account must be connected to the institution you are completing the form for. You do not need to add any services in DfE Sign-in; it is used only for authentication.
If you do not have a DfE Sign-in account
You will need to create one by following steps 1 to 5 below:
1: Select ‘create a DfE Sign-in account’ the DfE Sign-in page.
2: Enter your name and email address (use a valid business email address that contains your name).
3: We will send you an email to verify your email address; copy the code from this email and paste it into the box on the verification page.
4: Create a memorable password of 8 characters or more. Your password must include 2 uppercase letters, 2 lowercase letters, and 2 numbers.
5: Sign in using your new credentials, and request access to the institution for which you would like to submit a claim. Your request will be sent to the approver(s) at the institution for action.
Once your request to access an institution has been approved, you can follow the steps outlined in the ‘already have a DfE account’ section to complete the form.
You might have noticed the term ‘approver’ when creating your account. An approver is someone at your institution responsible for controlling who has access to DfE Sign-in and the services within the system. It’s usually a senior person, such as an administrator or a manager.
For security reasons, you will need the approval of one of your institution’s approvers before you can access the form.
Once your request to access an institution has been approved, you can follow the steps outlined in the ‘log into your DfE Sign-in account’ section to complete the form.
If you need further assistance
If you are having problems using the DfE Sign-in service, use our DfE Sign-in help service. You will be able to request further assistance if required. When raising a support request, select ‘other.’
If you are having problems accessing the form, please contact us via the ESFA help centre.
Completing the form
There is a ‘save and continue’ button at the bottom of each page. Clicking on this button will take you to the next page.
The form will remember information you have saved if you sign out of the form or if you leave it open for an extended period.
The form is split into several sections. We explain each section below.
Your details
We will show you the information we hold about your additional hours if applicable, and your institution’s 16 to 19 tuition fund allocation for the 2022 to 2023 academic year if you received one.
16 to 19 additional hours
If we issued a baseline to you, we will show you a table containing your institution’s R06 or autumn census planned hours data.
Column 2 shows baseline data based on returns your institution made in academic year 2020 to 2021, which was supplied to your institution by the department in June 2022.
Column 3 shows the increase in planned hours we expected your institution to deliver in academic year 2022 to 2023.
Column 4 shows academic year 2022 to 2023 planned hours data taken from your institution’s R06/autumn census data.
We have rounded up all figures shown in the table.
If your institution’s R06 data shows average hours lower than we expected for any funding band, we will ask you to explain.
Please note: Where institutions have merged or have separated from another institution since we issued your original baseline, we have revised your institutions baseline data shown in column 2 to reflect this.
The R06/autumn census data shown for academic year 2022 to 2023 will be data obtained under the UKPRN number for the parent institution. The form makes provision to indicate if your institution has been impacted by such changes and therefore the average planned hours are lower than expected.
We will ask you to tell us how your institution used additional hours.
Once you have completed the additional hours section, the form will progress to either:
- the tuition fund section, if your institution received tuition fund in academic year 2022 to 2023, or
- the declarations page
16 to 19 tuition fund
We will show you a table which contains the amount of funding your institution received in academic year 2022 to 2023.
Some institutions are eligible for up to an extra 12.5% of their original 16 to 19 tuition fund allocation. If you were eligible for the extra 12.5%, we will show this in the table. If you were not eligible, we will only show your original allocation. We explain the eligibility criteria for the extra funding in section 7.12 in our 16 to 19 tuition fund guidance 2022 to 2023.
We will review your end of year report for final spend and where appropriate, you will receive payment for the extra funding in December 2023. We will not pay for spend above 12.5% of your original allocation.
Your institution must ensure the funding allocation has been spent in accordance with the published 16 to 19 tuition fund guidance 2022 to 2023.
If we did not offer your institution the extra funding and you think they are eligible, you can make an enquiry via the customer service team.
Recoveries
We will recover reported unspent allocations in December 2023.
Declarations page
Once you have completed your submission, you will see several declarations. We will ask you to enter your full name, email address and position within your institution.
You will not be able to submit your form without fully completing this section.
Submission summary
You will see a summary page so that you can check all your answers before submitting the form on behalf of your institution.
If you would like to change any answers, use the ‘change’ link that appears next to each data entry.
If you want to keep a breakdown of your information, select ‘Save summary as pdf’. You must do this before clicking the ‘Submit’ button.
Confirmation
We will send an email confirming your submission to the email address you provided earlier in the form.
The final page confirms your submission and shows a unique reference number. You must make a note of your unique reference number as we will not include this in your confirmation email.
Amending your submission
You can make changes to your institution’s form and resubmit up until 11:59pm on 13 October 2023. To do this, you will need to log in and update the relevant information.
We will not grant any extensions to the deadline. Failure to submit a return will result in 100% recovery of your original 16 to 19 tuition fund allocation as we will assume that their your tuition fund delivery did not incur any eligible costs.
You will receive a new unique submission reference each time you resubmit your form. Please make a note of your unique reference number and quote when making enquiries.
If you make a second submission, we’ll take the details of the most recently submitted form and disregard previous versions.
Enquiries
If you have any questions after reading this guidance, contact us via the customer service team.