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Initial Teacher Training record 2023/24

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Data collection schedule

Version 1.1 Produced 2024-01-18

Providers must register all new Initial Teacher Training (ITT) trainees with the Department for Education (DfE). Providers can register trainees by submitting data to the ITT collection which will then be sent to the DfE’s register trainee teachers (Register) service.

Trainees who start training by 11 October 2023 must be registered by 31 October 2023. Trainees who start later must be registered as soon as possible.

Registering trainees and keeping your data up to date will help ensure that:

  • New trainees get Teacher Reference Numbers (TRNs)
  • Trainees’ records are ready for providers to recommend for Qualified Teacher Status (QTS) or Early Years Teacher status
  • Providers’ funding information is correct
  • The annual ITT Census publication is accurate

Data for trainees must be provided as a first submission by 17 October 2023, and must be completed and signed off by 31 October 2023.

Data submitted to the Data Collection System 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 system. Data which fails validation will not be considered to have been returned to the DfE.

Once providers have submitted data to the Data Collection System, they should check that it is correct in Register before signing it off.

Timescales summary table

By 1 September 2023 Data Collection System opens. Providers can start submitting trainee data to the DfE using the HESA ITT collection.
17 October 2023 Commit date - providers are required to submit and commit a file containing valid data.
31 October 2023 Submission and sign off required by the DfE for all new trainees who started on or before 11 October 2023
15 to 31 January 2024 ITT data collection update periods. Providers should check that trainee data is accurate and update it if necessary. Providers do not need to sign off the updated data.
15 to 30 April 2024
15 to 31 July 2024
1 to 31 August 2024 Check and update data in the Department for Education’s (DfE) register trainee teachers (Register) service. Providers should make any changes in Register, not the Data Collection System.

Checking and updating trainee data

Providers can check and update data at any time. Providers should especially check data during the January, April and July collection update periods.

Updated information on Register contributes to revised ITT Census publications and assists the DfE Funding Team in authorising adjusted bursary or grant payments.

In addition to correcting mistakes, updates should be made to:

  • Add any new trainees who have not already been registered
  • Indicate trainees who have become dormant ('deferred' in Register) or returned to training (‘reinstated’ in Register)
  • Update trainees’ personal details
  • Update course details, for example giving information about school placements

Providers should not:

  • Change the HESA identifier (HUSID or SID) for a trainee, as this will cause the trainee record to be duplicated in Register
  • Indicate trainees who have withdrawn from teacher training or been recommended for qualified teacher status - providers should do this in Register

To update trainee data, providers should:

  • Email the Register team with a request to make the data editable - this is known as 'decommitting' the data
  • Make changes to the data once it’s been decommitted
  • Use the HESA data validation kits to check the data
  • Submit and approve the data in the HESA Data Collection System
  • Check Register to make sure the data has been imported correctly

Need help?

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