Guidance

EFA Information Exchange: update contact information

A guide to help ESFA-funded institutions update contact details on EFA Information Exchange.

Who this guide is for

This guide does not apply to academies or academy trusts. Academies and academy trusts (including free schools, university technology colleges and studio schools) should update their contact information on Edubase. Please read our guidance about updating academy trust governance contacts for more information.

This guide explains how to add and change contact information for your organisation on EFA Information Exchange. It applies to the following types of organisations funded by Education and Skills Funding Agency (ESFA), which include:

  • schools
  • colleges
  • local authorities
  • other post-16 institutions

Academy contact details

This guide doesn’t apply to academies or academy trusts. Academies and academy trusts (including free schools, university technology colleges and studio schools) should update their contact information on Edubase.

Please read our guidance about updating academy trust governance contacts for more information.

Access the system

You can add and change contact information for your organisation on ‘My Contact Information’. This is part of EFA Information Exchange.

To use this feature you must have an EFA Information Exchange account. Schools, colleges, local authorities and other post-16 providers funded by ESFA have access to EFA Information Exchange. Our guidance sets out how to add additional users for your organisation.

Update individual contacts

You can use EFA Information Exchange to add, change or delete contact details for key staff in your organisation.

To view this information, please choose the ‘My Contact Information’ section in EFA Information Exchange. You should then choose the ‘contact list’ tab.

You will see a number of contact roles listed in the contact list. The contact roles you can see will vary depending on your organisation type. These cover all areas we expect to contact you about. You don’t need to inform of us about any contact roles other than those listed.

We store contact information using specific role titles. This means contact roles aren’t always the same as your job title. This is so we can communicate with the right person when we need to.

Add a new contact

To add a new contact, click the ‘create new contact’ button and follow the instructions.

A red asterisk means a field is mandatory.

Update an existing contact

To change someone’s contact information, click ‘update’. You can then enter your changes. Click ‘update’ again to save your changes.

Add or remove a role on an existing contact

To add a new role to the existing contact, click ‘add new role to contact’ and follow the instructions. To remove a role, click ‘remove role from contact’ and follow the instructions.

In some instances you can have several contacts for a single role. The system will alert you if another contact is already listed in a role restricted to just one entry. In these cases, you must delete the existing contact so you can enter a replacement.

You can use the same person as a contact in many roles.

Delete a contact

To delete a contact and their role, click ‘delete contact’ and follow the instructions. Please give the reason for the deletion.

Update institution details

The ‘Institution Details’ section shows the information we hold about your institution.

Please review your institution details. If any information is incorrect, please tell us using our enquiry form.

Support

If you have any issues using EFA Information Exchange, please see our guidance on GOV.UK.

Published 1 September 2015
Last updated 10 April 2017 + show all updates
  1. Updated to reflect the new Education and Skills Funding Agency, which launched on 1 April 2017.
  2. Changes to reflect the organisation types that now use My Contact Information.
  3. First published.