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Initial Teacher Training record 2020/21

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Data collection schedule

Version 1.2 Produced 2021-01-13

The details of students on an ITT course need to be forwarded to the Department for Education (DfE) for the purpose of allocating a Teacher Reference Number (TRN). Data for all DfE-funded ITT provision must be provided as a first submission by 16th October 2020, and should be signed-off by the 30th October 2020. The DfE census date is 14th October 2020. The DfE will use this data to create the Trainee Numbers Census. Timings for the QTS and Induction division of the DfE are very much dependent on the start date of the individual student on the course and could be at any time in the reporting period 01 August 2020 - 31 July 2021. As there are likely to be many commencement dates HESA will not be monitoring or chasing up individual submissions.

Timescales summary table

01 September 2020 Data collection system opens
16 October 2020 Commit date - first data submission required
05 October - 30 October 2020 DfE data quality checking period
30 October 2020 Sign off required on TTP (Trainee Teacher Portal)
18 January - 29 January 2021 January ITT Census Update Collection
19 April - 30 April 2021 April ITT Census Update Collection
19 July - 30 July 2021 July ITT Census Update Collection

In order to be accepted by HESA, data must pass HESA validation checks. Providers are encouraged to test their data locally using the validation kits made available by HESA before submitting data to the collection. Data which fails validation will not be considered to have been returned to the Agency.

ITT Collection - Census Updates

There are update opportunities in the months of January, April and July of the same academic year for providers to make updates to their Initial Teacher Training (ITT) Census data submitted via HESA in the ITT Collection that takes place annually between September and October.

Throughout these updates, the DTTP team use the HESA Data Collection System to decommit data on provider's behalf and monitor committal rates to ensure that all providers have committed their data by the last day of the update period.

Updated information on the DTTP contributes to revised ITT Census publications and assists the DfE Funding Team in authorising adjusted bursary or grant payments. These updates are imported in to the DTTP during the last two weeks of January, April and July.

Providers can make submit updates by contacting the DTTP team and requesting a decommit to their data. Updates can be made - but are not limited to:

  • Record students who have left the course since the original submission
  • Show dormant trainees
  • Submit missing Teacher Reference Numbers (TRN) and check existing TRNs are correct
  • Include placement schools and placement durations
  • Correct the bursary level
  • Correct the fundability code
  • Correct Lead or Employing school information
  • Include new starters (who were not previously included in the ITT Collection by the end of October)
  • Other data corrections which need to be made

In addition to these updates, DfE also recommend HE Providers to carry out additional quality checks on:

  • Lead Schools - check the correct URN is listed,
  • Employing Schools - check the correct URN is listed,
  • Note the school URN "900010" - 'Not applicable/not available' is a code to be used only to highlight schools within England and Wales which are not on the DTTP.

Once these revisions have been made, the provider should commit and "Approve" the data via the HESA Data Collection System then check the DTTP to check to confirm that the data has imported accurately. This must be done by the deadline communicated by the DTTP team.

Need help?

Contact Liaison by email or on +44 (0)1242 388 531.