Preparing for the Collection
Contents
To Prepare
It is recommended to prepare and collate data prior to using either of the collection methods available. This will help reduce the burden when inputting or transferring staff file data.
Administration and storage methods vary between providers. Some may use a combination of paper based and electronic files. Others may use a management information (MI) system.
Methods for making the data return
Options Outlined
Whilst some further education organisations such as independent training providers (ITPs) may only have a few members of staff, some large colleges may have thousands of staff. It is for this reason there are 2 distinct methods available making the data return:
1. Online form
a. Is designed for providers with up to 30 members of staff but can be used by providers with higher staff numbers
b. Takes approximately 5 minutes to complete per staff member
c. Uses familiar web page buttons and check boxes
d. Contains guidance throughout
2. XML file upload:
a. Data can be prepared with your own software or by using our free bespoke Staff Data desktop application (windows users only) and template document
b. Designed for providers with higher staff numbers, for example more than 30, but can be used by smaller providers
c. Zip file compatible
d. Data sheet is prepared offline and can be saved
Choosing a Collection Method
Providers can use either the online form or the XML file upload method to record data as illustrated in below image.
Each method has been designed to reduce the administration burden taking into account the variation in numbers of staff between providers.
Either method allows for the collection to be completed in one sitting or in unlimited sittings. Administrators can return to the online form or XML source file to add additional details, edit or complete the collection as many times as they wish while the collection is open.
Providers can use either method for this data collection.
The following scenarios 'Using the Online Form for Returning Data', 'Using the XML File Upload for Returning Data' and 'Using a Combination of the Online Form and XML file Upload Methods for Recording Data' demonstrate the methods available for the return.
Example scenario where a provider uses multiple methods for storing their staff members data
It is likely, where the provider is an ITP with a small number of staff and it may opt to use the online form for recording the collection.
The provider stores paper CV’s containing staff members qualification details and previous employment details. The same provider may have an electronic database storing ethnicity details, consent form to use this and the staff members date of birth.
For recording data, the provider would need to have at hand the paper CV and the electronic database of details of the staff members to record for the collection.