Name of College: St. Francis Xavier 6 Form College

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Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
1






www.bis.gov.uk/skillsfundingagency


The Skills Funding Agency


funds and

regulates adult further education
and skills in England.


An agency of the Department for Business, Innovation and Skills.


Name of College:

St. Francis Xavier



6
th

Form College


UPIN:



108358

UKPRN:

10008007


Form A: Financial Management and Control Evaluation (FMCE)
annual return for Further Education

Corporations designated under
the Higher Education Act 1992

and sixth form corporations
designated under the Apprentic
eships, Skills, Children’s and
Learning Act 2009

(certain local authorities were involved with
funding sixth form corporations in the period 1 April 2010 to 31
July 2010)
.


Notes

Please read the
Skills Funding Agency

guidance document,
Guidance on the se
lf
-
assessment of a
providers’ financial management and control arrangements using the Financial Management and
Control Evaluation (FMCE) annual return

before completing the FMCE return.


The completion of a full FMCE return is not mandatory for all furthe
r education
and sixth form
colleges in 2010
/11
.

Some colleges may opt to submit a short FMCE return which consists of Part 1
and Part 2 of this form, that is, the Summary of Grades and a revised and updated Improvement Plan
which should demonstrate where
improvements have been made since last year. This option is only
available to further education
and sixth form
colleges:



who do not wish to change last year’s overall self
-
assessed grade

and the regional PFA team
of the former LSC concurred with this grad
e

and



have not undergone any significant changes since last year (organisational changes;
changes in the governance framework; mergers; deterioration in financial health; adverse
audit or inspection outcomes).

The Skills Funding Agency

and the
YPLA
woul
d recommend that all eligible colleges consider this
option
.
However, further education
and sixth form
colleges that anticipate being inspected in 201
0/11

should complete the full FMCE return as it will be this document that
will be

validated.


If
a
furth
er education
college

need
s

any support and guidance in completing
its

FMCE return then
the

person(s) completing it
should contact their Audit Manager.

If a
sixth form

college

needs any
support and guidance in completing its FMCE return then the person(s) c
ompleting it should
contact

Mike Croker, Jonathan McAllister or Ian Stafford.
Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
2


Part 1


Summary of Grade


We have
read the Skills Funding Agency

document,
Guidance on the self
-
assessment of a providers’
financial management and control arrangements using th
e Financial Management
and Control
Evaluation (FMCE) return

and
self
-
assessed our financial management and control arrangements for
the period from
1 August 200
9

to 31 July 20
10

using the Financial Management and Control
Evaluation return in accordance wit
h that Guidance.
We have decided to submit

a full FMCE

and o
ur
self
-
assessed
grades are summarised in the following table.


Area

Section

Grade
(Outstanding/
Good/ Satisfactory/
Inadequate/ N/A)

Grade
(Outstanding/
Good/ Satisfactory/
Inadequate/ N/A)

1. A
ccountability

Arrangements



1.1 Strategic Oversight


Outstanding



Outstanding

1.2 Operational Oversight


Outstanding


1.3 Sub
-
contracting
Arrangements


N/A

2. Financial Planning
Arrangements

.

2.1 Long
-
term Financial Planning


Outstanding


Outstanding

2.2 Short
-
term Financial
Planning


Outstanding

3. Internal Control

Arrangements


3.1 Risk Management


Outstanding


Outstanding

3.2 Internal Control System


Outstanding

4. Financial
Monitoring

Arrangements

4.1 Financial Monitoring


Out
standing

Outstanding

Our overall self
-
assessed grade for the college’s financial management
and control arrangements is

Outstanding


A file of evidence has been prepared to support this grade, which we will make available to the
Skills Funding Agency

or
YPLA
for validation when requested.


Signed:


………………………………………………………………………………. (Principal)


Name:



Stella Flannery M.A
………………………………………………………………….


Date:




22
nd

November 2010
…………………………………….


Name of College:

St. Francis Xavier Sixth Form College
……………………
……………….


For those further education
and sixth form
colleges submitting a short FMCE return, the
signing off of Part 1 of the FMCE return indicates there have been no significant changes in
the college in the last 12 months.


If you have any queries on thi
s FMCE return then please contact:


1.


Andy Taylor (Associate Principal Resources)

0208 772 6009 a.taylor@sfx.ac.uk

2.


Margaret Searle (College Accountant)

0208 772 6075 m.searle@sfx.ac.uk


(Provide contact details of the person(s) we should contact if w
e have any queries

on the FMCE
return
, that is, name, job title, telephone number and email address)

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
3






Part 2 Improvement Plan


An Improvement Plan has to be prepared by all providers irrespective of which FMCE return is being submitted unless no
weakne
sses or

areas for
improvement
have been identified.




Area &
Question
Reference



Weakness
or Area for Improvement


Proposed Actions


Name and Position of
Person Responsible



Planned Completion Date



N/A


























































Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
4


Part 3: Control Arrangements and E
ffectiveness



Area 1. Accountability

Arrangements:

Appropriate accountability a
rrangements should be in place to enable management to effectively discharge
their responsibilities.


Please answer all
the questions in Area 1 by providing a “Yes”, “No” or “N/A” answer. There has to be evidence to support each “Yes” answer.

You can specify briefly
the evidence supporting each answer in the third column below. Furthermore, the
Skills Funding Agency

and
YPLA believe

it would be useful if you keep an Evidence File
at the college to support all your “Yes” answers. We suggest that every “No” answer is treated as a
weakness or an area for improvement

and carried forward to the
Improvement Plan unless you beli
eve the implementation of such will not produce any additional benefits. If this is the situation then this fact should be re
corded in the
Evidence column. Furthermore, we suggest that if there is a “N/A” answer a brief explanation as to why this is the ca
se should also be recorded in the Evidence column.


Area 1. Section 1: Strategic Oversight



Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer
is needed here

1 Have all the statutory and other requirement
s identified in Appendix I
of the Guidance been adhered to?


Colleges should refer to Annex A of Appendix I of the Guidance
which outlines the various requirements this question covers
.

Yes

The requirements in Annex A to Appendix I have been reviewed and,
where
appropriate to a Catholic Sixth Form College, they have been adhered to.

2 Are there clear, written definitions of responsibility and reporting
lines for governors for the oversight of financial management and
internal control?

Yes

The Board of Go
vernors has standing orders “Conduct of Business” which
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睩瑨t瑨t 䥮f瑲畭敮琠C⁁rticl敳I

ci湡湣ial⁍ m潲慮摵m⁡ 搠d桥⁁u摩t⁃ 摥 ⁐r慣tic攮e剥op潮sibility⁩s
f畲瑨敲⁳整e潵琠i渠瑨t⁣oll敧攠ei湡湣i慬⁲敧ul慴i潮s 慮搠co
mmi瑴t攠e敲es
r敦敲敮e攠睨ic栠慲攠aevie睥搠a湤⁡灰rove搠dy⁴ 攠䝯v敲湯es
ci湡湣攠e
d敮敲慬⁐畲灯u敳⁃
潭mi瑴t攠
EcCdmF
慮d⁴ e⁦畬l 杯v敲湩n朠g潤y⸠
bx灬a湡tio渠nn搠disc畳si潮 ⁧ v敲湯e⁲敳灯湳ibili瑩敳⁡牥⁡ key⁰慲琠潦
i湤畣瑩o渠n潲ow 杯v敲湯es⸠.潮t
桬y慮慧敭敮琠tcc潵湴n⁡牥⁳e湴n瑯⁥ ch
杯v敲湯e⁡
湤 慲攠acr畴unise搠dy⁴ 攠䘦dm⁃
潭mi瑴t攠扥f潲攠o数潲琠is慤攠
瑯t瑨攠e畬l 扯慲搠d琠睨wch⁴ 攠eri湣ip慬 is⁨ l搠d漠occ潵湴n⁔桥⁆楮慮ci慬
p瑡t敭敮瑳⁡牥⁣潮sid敲敤ei渠n数t栠hy⁢潴o⁴桥 Au摩琠a湤⁴ 攠䘦dm
c
ommi瑴t敳⁡ ⁳数慲慴攠a敥瑩n杳⸠

bvi摥湣攺eC潮
d畣琠tf⁂畳i湥ss㬠;u摩琠C⁆Cdm⁃
潭mi瑴t攠e敲es
reference; Confidential Reporting “Whistleblowing” policy; Financial
剥杵l慴i潮s 慮搠di湵t敳.

㌠P⁄ ⁧ v敲e潲o⁨ v攠e畦fici敮琠tin慮cial⁥ p敲楥湣攬e煵alific慴
i潮s⁡湤
skills⁴ ⁣oll散瑩vely 摩sc桡r来⁴ 敩r⁲敳p潮sibiliti敳⁦潲o敲e敥in朠
fi湡湣ial慮慧敭敮琠tn搠c潮瑲潬 慣瑩viti敳⁥ f散瑩vely?

v敳

䍨慩r 潦⁁畤i琠t
潭mi瑴t攬eA䍍AⰠI慳⁰ 扬ic⁡ 搠driv慴a⁳散瑯爠ti湡湣ial
m慮慧敭敮琠t湤⁡畤i琠txp敲楥湣攮

䍨慩r ⁆
Cdm⁃
ommi瑴t攠es⁡ ch慲瑥a敤
慣c潵湴n湴na湤⁡畤i瑯爮⁈e⁷慳⁦潲m敲ey⁃ 慩r ⁁畤i琠t琠t l慲a攠䙅⁃ ll敧攮
l瑨tr
em扥rs ⁴ 攠䘦dm⁃
潭mi瑴t攠els漠o慶攠ei湡湣i慬⁥ 灥rtis攠
a湤
扵sin敳s⁡ 畭敮⸠.kills⁡ 摩琠潦 mem扥rs⁣潮firms⁴ 慴a瑨攠eov敲ein朠g潤y
Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
5


Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer
is needed here

has a
n appropriate spread of expertise and qualifications including financial
and audit. New governors or new committee members have attended
relevant
briefing sessions and events.

Evidence: Governors CVs; t
raining records; committee membership
.

4 Is there

adequate succession planning in place to ensure that the
membership of the corporation and relevant committees includes
appropriate financial management and control experience and
expertise at all times?

Yes

Governors have been recruited to meet specific
skills needs. Upcoming
vacancies are anticipated and the Clerk has a good working relationship with
the Diocesan Commission for education which influences the selection and
appointment of foundation governors with appropriate skills.

Evidence: Membership r
ecords; skills analysis and CVs

5 Are the college’s clerking arrangements, including the corporation’s
oversight of the role, the adequacy of the clerk’s job description and
瑲慩ni湧 灲pvid敤Ⱐin⁡ c潲o慮c攠睩瑨ts瑡瑵t潲y⁲敱畩rem敮瑳⁡ 搠d敳琠
灲慣瑩c攠
瑯⁥ s畲u⁴ a琠瑨攠c潲灯o慴a潮 is⁳敲ee搠dy⁡n⁥ fici敮琠tn搠
敦f散瑩v攠el敲e㼮

v敳

q桥⁃ 敲e⁨ s⁢ 敮 i渠灯s琠si湣攠eM〲 慮搠isⁱ畡lifi敤 睩瑨t瑨t 䥃fA
䍥C瑩fic慴a i渠nb⁇ov敲e慮c攮eph攠w潲os⁰ r琠瑩m攠es⁃ 敲e⁡ 搠d潬摳
m慮慧敭敮琠t潳瑳⁩渠nh攠e潬l敧e⸠.o
戠摥scri灴i潮s㬠牥m畮敲慴e潮⁡湤
慰灲pis慬s⁡牥⁤ scr敥t⁴ b潴o⁲ol敳⸠p桥 is⁡ mem扥r ⁴ 攠牥ei潮慬
clerks’

湥tw潲o⁡ 瑥t摩湧⁴桥⁴敲ely敥ti湧s⁡湤⁳u扳cri扩湧⁴ ⁴ 攠em慩l
摩sc畳si潮 杲潵g⸠.桥⁃ 敲e⁨ s⁡ c敳s⁴ ⁩湤数敮摥湴n慤vic攠e桲h畧h
s畢scrip
tion to governance legal support at Eversheds. The Clerk’s training is
m潮i瑯牥搠ty⁩湣l畳i潮 i渠瑨攠en湵al⁧潶敲湡湣e⁴牡 湩湧⁲数潲琠o慤e

瑯tt桥
B潡rd⁴ r潵杨 瑨t⁆Cdm C
潭mi瑴t攮

Evidence: Clerk’s appraisals; annual training report and Governors SAR.
mcA

re灯r琠t琠t湳灥c瑩潮 jay ㈰M㤮

㘠S⁈ ve⁧ v敲e潲o⁤ 瑥牭i湥搠d桥 湡瑵t攬ef潲o慴a慮搠dr敱略湣y ⁴ 攠
i湦潲o慴a潮⁴ 慴⁢ s琠t敥瑳⁴ eir e摳?

v敳

A杲敥g敮琠tf⁣ycle ⁢ si湥ss⸠.g敮d愠a湤ic慴as wh慴a慣瑩潮 ⁣潮sid敲慴i潮
is⁲敱uir敤.

㜠T⁁r攠eov敲e潲o

灲pvid敤 睩瑨ts畦fici敮琠慮d⁴ m敬y i湦潲o慴a潮⁴ ⁦畬ly
c潮si摥r 扥f潲攠oaki湧⁤ cisi潮s?

v敳

䍯湦irm敤⁩渠nov敲e慮c攠pAo

㠠8⁄ 敳⁴ e⁃潲 潲慴o潮⁴ak攠e摶ic攠er潭⁩湴nr湡l⁡ d⁥ 瑥牮tl
fi湡湣ial慮慧敭敮琠tn搠c潮瑲潬 數灥r瑳 wh敮⁴桥⁣om灬數ity ⁴ e

iss略s⁢ i湧⁣o湳id敲敤⁲e煵ir攠i琿

丯k

to畬搠d漠if c敳s慲y⸠.Cdm

䍯Cmi瑴te

m敥瑳⁣潬le来⁢慮k敲e⁡ 湵ally⁴漠
r敶iew⁦i湡湣ial⁰l慮湩湧 a湤⁴牥慳畲y iss略s⁡ ⁳瑡td慲搮

㤠V⁁r攠ell 潦⁴ 攠e敬i扥ra瑩o湳⁡ 搠摥cisi潮s ⁧ v敲e潲o⁰牯灥rly 慮搠
f畬ly⁲散o
r摥d?

v敳

All⁤ cisio湳⁡ d⁤ li扥r慴i潮s⁡牥⁲散潲o敤 i渠nl敡rⰠI潮cis攠ei湵瑥t⁴慫敮
by⁴桥⁃l敲e⁡ 搠牥viewe搠睩瑨t瑨t⁣h慩r 潦⁥ c栠h敥瑩湧⁢敦潲攠oirc畬慴io渠n渠
摲慦琠瑯⁡ lem扥rs⸠.⁦畲瑨敲⁣潰y⁩s⁳u灰lie搠wi瑨tth攠eg敮d愠a潲⁴桥o
m敥瑩湧⁡ 睨wch
瑨ti湵瑥t⁡牥⁴ 扥⁲eviewe搠d湤 慧r敥搠d潲⁡oc畲慣y.

bvi摥湣攺emi湵瑥t
.

㄰†⁄漠o潶敲湯es⁲敧ul慲ly⁲敶iew⁴桥irw渠敦f散瑩v敮敳s⁩渠牥n慴i潮 瑯t
瑨tir 潶敲ei杨t ⁦i湡湣i慬 m慮慧敭敮琠t湤⁩湴nrn慬⁣潮瑲潬⁡ 搬d慳 愠
mi湩mumⰠIom灬y 睩t栠hh攠慬l ⁴ e

re煵ir敭敮瑳⁳整e潵琠i渠n桥 Ar瑩cl敳
潦⁇潶敲湭敮琠t湤⁴ e⁆楮慮cial⁍敭潲慮摵m?

v敳

A湮畡l⁳敬f
-
慳s敳sm
敮琠tr潣敳s⸠䥁p⁲数潲瑳⸠.Cdm C
潭mi瑴t攠ecr畴u湩s敳
m潮瑨ty⁡ c潵湴n⁡ 搠牥views⁦i湡湣ial⁦潲散慳瑳⁡ 搠d瑡t敭敮瑳⁩渠n整eil
扥f潲攠灲敳敮t慴a潮⁴漠o
畬l⁂潡r搮d

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
6


Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer
is needed here

11 Do governors with specific financial and/or assurance
qualifications, skills and experience contribute where significant
financial management and internal control decisions are made by the
Corporation or its committees?

Yes

All governors
are expected to contribute irrespective of their skills. H
owever,
as noted at question no:

3 we have suitably qualified and experienced
governors who do contribute when significant decisions on financial
management and control issues ar
e required; for exam
ple, on the Finance &
General Purposes C
ommittee which scrutinises account
s and treasury
.

matters and the Audit Committee which

sets priorities for internal audit.
These pr
iorities are reviewed annually.

Evidence


A畤i琠䍯tmi瑴t攠e湤⁆Cdm⁃
潭mi瑴t攠ei湵瑥


All⁧ v敲湯rs⁡牥⁥ p散瑥t 瑯tc潮瑲i扵t攠e漠摥cisi潮慫i湧.

ㄲ†⁄潥s⁴ 攠e畤i琠t潭mit瑥tⰠi湣l畤i湧⁣潭mi瑴t攠e敭扥rs桩瀠p湤
瑨t⁡湮u慬⁣ycl攠潦⁢ sin敳sⰠI灥r慴攠e渠ncc潲摡湣攠睩瑨ts瑡t畴潲y
r敱畩r敭敮瑳Ⱐ瑨攠䙩n慮ci慬⁍ m潲慮摵m⁡ 搠d桥⁁畤i琠䍯摥

Practice, to effectively advise the Corporation on the college’s risk
m慮慧敭敮琬⁣潮瑲潬⁡湤 g潶敲e慮c攠灲潣敳s敳?

v敳

q敲ms ⁲ef敲敮e攠牥el散琠瑨攠䍯摥 慮搠瑨t 瑩m整e扬攠es⁤牡睮⁵瀠p渠
慣c潲摡湣攠睩瑨ti琮

bvi摥湣攺eqim整e扬攠潦 m敥瑩n杳⁡ 搠d畳i湥ss

Final Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked above. Obviously the Skills Funding
Agency
and YPLA
want to be made aware of these controls especially if their effectiveness is i
mportant in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence exists to support them and when they compl
ete the
Summary of
the Effectiveness Section they also need to r
efer to their effectiveness.

13 Are there any other controls in existence in this Section that while
not mentioned above are relevant for the purpose of self
-
assessment?


If “Yes” please provide a brief description of the evidence of these
c潮瑲潬s⸠

k
o

丯k


Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
7



Area 1.Section 2: Operational Oversight




Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer is
needed here

1
Does the principal carry out all his/her duties

under the
Articles of Government and F
inancial Memorandum with the
Skills Funding Agency
?

Yes

In relation to financial management and internal controls, the college’s financial
r敧畬慴a潮s⁳整e潵琠牥tp潮si扩liti敳 ⁡ l⁳瑡tf
ⰠI湣l畤in朠瑨ts攠ef⁴ 攠eri湣ip慬

剥灯rti湧i湥s⁡ 攠ele慲⁩渠瑨t

j潢 摥scri灴i潮s 潦⁡ l⁳t慦f.

Evidence: Financial Regulations & Principal’s current job description, which is
r敶iewe搠dy⁃ 慩r 潦⁇潶敲湯rs⁡ 搠潮攠et桥r⁦潵湤慴a潮⁧潶敲湯e⁩渠ncc潲摡湣攠睩瑨t
剥o畮敲慴e潮⁃潭mi瑴t攠e敲es ⁲ef敲敮e攮

㈠O⁄ ⁴ 潳e wit
栠hi湡湣ial m慮慧敭敮琠牥t灯湳i扩li瑩esⰠI畣栠
慳⁴ 攠灲楮ci灡lⰠI敮i潲慮慧敭敮琠瑥慭
p䵔F⁡ 搠
潰敲慴io湡l⁢ 摧整⁨ ld敲eⰠIav攠e灰ro灲楡t攠ei湡湣ial
煵alific慴a潮sⰠIxp敲楥湣攠e湤⁴牡i湩湧 慰灲p灲楡瑥tt漠oh敩r
r潬敳?

v敳

q桥⁣潬le来⁥ 灬oys 愠a桡r瑥牥搠
慣c潵湴n湴n⁔桥⁦i湡nc攠e敡m⁡牥⁡ 灲p灲楡t敬y
煵alifi敤⸠.畤g整ery⁲敳灯nsi扩lity is⁤ volv敤⁴o

d敧re攠eu慬ifi敤
Ass潣i慴a⁡ d

Assis瑡t琠mri湣i灡ls⁡ 搠d瑡晦⁷it栠h敮i潲⁲敳灯湳ibilities⸠䙩湡湣ial⁴牡 湩湧 is⁡v慩l慢l攠
f潲⁡ol⁳瑡tf.

Evidence: CV’s of r
敬ev慮t s瑡tf

慮a

瑲ai湩湧⁲散潲摳

as⁤ c畭敮瑥t ⁰ rf潲oa湣攠
review meeting forms (PRM’s).

㍡ 䑯a t桥 fi湡湣攠 慮搠 䵉j f畮c瑩潮s 桡v攠 t桥 n散敳s慲y
r敳潵rc敳 瑯t敮a扬e 瑨敭 瑯tf畬fil t桥ir 摵瑩敳 慳 s整 o畴ui渠t桥
ci湡湣ial⁒ 杵l慴a潮s㼠










3b Does

all the evidence available suggest these two functions
are fulfilling their duties properly?

Yes

The Financial Regulations are updated & reviewed annually by the Finance & General
Purposes Committee (F&GP) for approval

by the Full Board of Governors.
Man
agement accounts & other finance information /

returns are being consistently
produced on a timely accurate basis. The finance department is headed up by a
Chartered Accountant who works part
-
time along with three other memb
ers of staff in a
coherent, full
y staffed finance team
.

The MIS function is overseen by the
Associate
Principal Resources

and led by the MIS Manager who is an IT specialist.
They are
supported in their work

by the Information Officer
,
EMA and Attendance & Punctuality
Officer as well as
the Examinations and General Office teams.

Evidence: Finance & MIS organisational charts & CV’s. External reports such as
䥮f敲湡l C⁆ 湡湣i慬⁓t慴am敮瑳⁡ well⁡ ⁔ri扡l Be湣桭慲ki湧⁲数潲瑳.

v敳

B潴o⁦畮c瑩潮s 桡v攠數c敬le湴nr散潲摳⁡ 搠dle慲a
i湴nrnal

慮搠dx瑥牮慬
慵摩琠牥灯r瑳.†
䥮f敲湡l pelf⁁ss敳sm敮琠剥t潲瑳⁲散潲o

扯瑨⁡牥慳⁡  瑳瑡湤i湧.

㐠Q⁄ 敳⁴ e⁓䵔 m敥琠牥杵t慲ay⁴漠o潮si摥r⁴桥灥ra瑩潮s
慮搠慲攠瑨敩r⁤散isi潮s⁩湦潲m敤⁢y⁦in慮cial慮慧em敮琠t湤
c潮瑲潬 i湦潲o慴a潮?





v敳







q桥⁓䵔
䍍䑃C敥瑳⁩湦潲m慬ly⁥慣栠we敫⁡ 搠d渠愠a瑲畣瑵牥搠t潲o慴a潮c攠ev敲y
桡lf
-
瑥牭⸠.䥓⁡ d⁴ e⁆楮a湣攠e畮c瑩潮⁡牥⁲e灲敳敮te搠d
琠t桥s攠e敥瑩n杳⁢y⁴ 攠
Ass潣i慴a mri湣ip慬⁒敳潵rc敳

慮搠mri湣i灡l⁲敳灥ctiv敬y
w桯 灲pvid攠eh攠e潮瑲潬⁡ 搠
fi湡n
cial⁩湦潲m慴a潮F⸠⁔桥r攠es⁡ m敲e潮湥l⁡ 搠B畤g整eC
潭mi瑴t攠e潭灲楳i湧⁴ 攠
mri湣i灡lⰠ
Ass潣i慴a mri湣ip慬Ⱐ
C潬l敧攠Acc潵湴n湴na湤 䡥慤 潦⁐
敲e潮n敬 瑨tte整e
r敧畬慲ay
瑯tco湳id敲⁣桡ng敳⁴ ⁴ 攠e瑡tfi湧⁢ 摧e琮

bvi摥湣攺eC䵄䌠ji湵瑥t
L
睥敫ly⁃䵄䌠扲i敦i湧sL慵摩琠牥灯r瑳⽐B䌠Ci湵瑥t

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
8


Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer is
needed here

Please provid
e examples of SMT decisions following the
consideration of financial management and control
information
?

Yes

SMT considered course costing in
formation in

the discontinuation of Level 2 provision
in Science, Travel & T
ourism and Performance Studies

(
see CMDC/CSC minutes
Spring 2010
)
. SMT through the CSC Committee reviewed course master file and this
led to a timetable change for 2010
-
11 (see timetable consultation document).

5 Excluding senior post
-
holders, are all
other staff subject to
annual performance linked appraisal that ensures they are
accountable for their work and that performance is improved?

Yes

All Staff are subject to the Performance Review Meeting process, which involves a
formal review of targets on
an

annual basis in line with the c
ollege’s strategic
潢j散瑩v敳⁴牡湳l慴a搠d湴n o灥r慴a潮慬 灲楯ri瑩敳⸠⁁ll pe湩潲o䵡n慧敲e⁣潭灬整e pelf
Ass敳sm敮琠剥t潲瑳⁦潲⁴o敩r⁡牥慳 w桩ch⁳整eo畴us瑲e湧瑨t⁡湤 睥慫湥ss敳⁡ d
i湣lu摥⁑u慬ity⁉ 灲潶敭敮琠tl慮s⁴漠od
摲敳s⁡牥慳⁲敱uirin朠gm灲潶敭敮琮

㘠S
Are those staff involved in the administration of Skills
Funding Agency (and YPLA) business fully conversant with the
relevant funding guidance and requirements?


Yes

Associate Principal Resources

& MIS Manager attend

all
LSC and
YPLA/SFA

briefings/updates on finance & framework changes. A
ssociate
P
rincipal

Resources
/Principal are involved in
LSC
/YPLA

and Borough

provider review process.
Principal always attends LLSC
/YPLA

briefings re
:

provider funding etc.
Associate
Principal Resources

serves on SFCF Funding C
ommittee with
YPLA

representatives
.

7
Did the college actively consider its financial management
and control arrangements when arriving at its self
-
assessed
grade for Leadership and Management
?

Please provide
details of this consideration.

Yes

The FMCE informs leadership and management decision making processes, feeding
into SMT planning day (July 2010) and strategic planning priorities.

FMCE provides
evidence for leadership and management self assessment.

Fi
nal Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked above. Obviously the Skills Funding
Agency
and YPLA
want to be made aware of these controls especially if their effectiveness is impor
tant in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence exists to support them and when they compl
ete the
Summary of
the Effectiveness Section they also need to refer

to their effectiveness.

8 Are there any other controls in existence in this Section that
while not mentioned above are relevant for the purpose of
self
-
assessment?


If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮瑲潬s.

v敳

䥮⁡
d摩tio渠n漠瑨t p䵔⁡ d

mBC⁃潭mi瑴t攠e潴敤 慢ov攠e桥⁣oll敧e

慬so

桡v攠牥杵l慲a
m敥瑩湧s ⁡ p
t慦fi湧

剥o潵rc敳⁃潭mi瑴t攠e漠o潮it潲⁳瑡tf⁣潳ts⁡ 搠牥vie眠瑨攠
敦fici敮cy⁡ 搠dff散瑩v敮敳s ⁳瑡tf⁤ 灬oym敮琮

p敥 睥敫ly p剃i湵t敳












Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
9


Area 1.Sect
ion 3: Sub
-
contracting Arrangements



Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer is
needed here

1 If you sub
-
contract
Skills Funding Agency (and YPLA)

funded provision to other providers, do you have

open and
transparent procurement arrangements that are in line with
your financial regulations and procedures?

N/A


2
If you sub
-
contract Skills Funding Agency (and YPLA)
funded provision to other providers, have you submitted details
of these arrangemen
ts to your Agency account manager on
the Annex I form as required in the ILR guidance?

N/A


3

Do you have robust procedures in place to ensure that all
sub
-
contractors

engaged to deliver any part of

the
Skills
Funding Agency (and YPLA)

contracts have th
e necessary
skills, experience, financial health and resources/systems to
be able to deliver and sustain the provision to a high standard?

N/A


4

Are there legally enforceable sub
-
contract agreements (not
service
-
level agreements) that comply with
Skill
s Funding
Agency (and YPLA)

funding requirements in place with all sub
-
contractors, prior to delivery taking place?

N/A



5

Is the form of the sub
-
contract in alignment with the
requirements of relevant LSC guidance and FEFC Circulars
that remain curren
t?

N/A


6

Do the contracts clearly specify the obligations and
responsibilities of the provider and their sub
-
contractors,
including rights of access and responsibilities in the event of
recoveries?

N/A


7

Do you ensure that your sub
-
contractors have

robust
systems of control in place to ensure that in respect of
compliance with
Skills Funding Agency (and YPLA)

funding
guidance they only claim funding for:

N/A




l敡rn敲e⁷桯 數is琠tn搠dre 敬i杩扬e⁦潲⁴桥o灲p杲慭m政

丯N


Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
10


Question


Yes/No/N/A


Evidence

a description of the evidence held to support a “Yes” answer is
needed here



l敡rn敲e⁷桯 桡v攠慣瑵tlly s
瑡牴敤ta湤⁲敭慩渠i渠nctiv攠
l敡rnin朿

丯N




learning that meets learners’ needs?

丯k




q
畡lific慴a潮s⁴ 慴a慲攠eligibl政

丯N




煵alific慴a潮 慣桩敶敭敮瑳⁴ 慴a慲攠a畬ly⁣潭灬整e搠dn搠
valid慴a搿

丯N




睨敲攠welev慮琬⁥p敮di瑵t攠e桡琠t慳 慣瑵tlly⁢敥渠
i湣畲
r敤 慮搠灡i搠⡡d瑵慬⁣潳琠t潮瑲慣瑳 ly)?

丯N




Do you ensure that ILR data and other learner
documentation is completed fully and accurately and is readily
accessible at the sub
-
contractor’s premises?

丯N


9

䑯敳⁴ is⁳ys瑥t ⁣潮瑲潬⁡llow⁡渠nn
摥灥n摥湴n扪散瑩v攠
慮搠dim敬y⁡ s敳sm敮琠tf⁳畢
-
c潮瑲慣瑯爠灥rf潲m慮c政

丯N




a潥s⁴ is⁳ys瑥t ⁣o湴牯n i湣l畤e⁴ e潮i瑯物ng ⁴ 攠
煵ality ⁰牯visi潮?

丯N




a潥s⁴ 攠e䵔⁡ 搠d潲灯o慴a潮⁲散eiv攠eim敬y⁲数潲瑳
s畢
-
c潮瑲慣瑥t

灲pvisi潮⁴
h慴ac潭灬y wi瑨trelev慮琠
杵i摡湣政

丯N


Final Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked above. Obviously the Skills Funding
Agency
and YPLA want

to be made aware of these controls

especially if their effectiveness is important in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence exists to support them and when they compl
ete the
Summary of
the Ef
fectiveness Section they also need to refer to their effectiveness.

1
2

Are there any other controls in existence in this Section
that while not mentioned above are relevant for the purpose
of self
-
assessment?


If “Yes” please provide a brief description

潦⁴ 攠evi摥湣攠ef
瑨ts攠e潮瑲潬s.

丯k










Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
11




Area 1
-

Summary of the Effectiveness of the
Accountability

Arrangements

Can you please summarise briefly below how effective
your accountability

arrangements

are

in achieving the stated objectives :



A
灰ro灲楡t攠ecc潵湴n扩lity⁡
rrangements should be in place to enable management to effectively discharge their responsibilities.”

mle慳攠e摥湴nfy⁳瑲敮杴gs i渠瑥牭s ⁩m灡c瑳⁡ 搠du瑣omes.

q桥⁥ id敮c攠e漠o異p潲琠瑨o⁳瑲e湧t桳⁳桯ul搠d攠i湣lu摥d⁩n⁴ e⁅vi
摥湣e⁆ l攮e

䥦⁴ 敲攠慲攠any 慲敡a
im灲潶敭敮琠t湤⽯爠睥慫湥ss敳⁩摥n瑩fi敤⁤ ri湧 瑨t c潵rs攠ef⁴ is⁳敬f
-
慳s敳sm敮琠t桡琠yo甠ueli敶攠wo畬搠扲楮朠扥湥fi瑳⁴ ⁴桥⁣oll敧e⁴ 敮⁴ 敳e⁳桯ul搠扥 i湣lu摥搠i渠
瑨t⁉ 灲潶敭敮琠tl慮.

v潵ay 睩s栠ho⁲敦敲⁴漠y
o畲慳琠pelf
-
Ass敳sm敮琠剥t潲琠whic栠h桯畬搠牥d潲搠otr敮杴gs i渠牥np散琠tf⁌ a摥rs桩瀠pn搠d慮a来m敮琮

A灰ro灲楡瑥t慣c潵湴n扩lity 慲a慮来m敮瑳⁡牥⁣le慲ay⁩n⁰ 慣eⰠwhic栠hllow慮慧em敮琠瑯⁥ f散瑩v敬y⁤isc桡rg攠e桥ir⁲敳灯湳ib
ili瑩敳⸠.桥⁓敬f⁁ss敳sm敮
琠tr慤攠ef
‘outstanding’ is supported by the PFM report from the Ofsted Inspection (May 2009) and a range of internal QA processes and e
x瑥t湡l⁡畤it⁲数潲瑳⸠m慲aic畬慲⁳瑲e湧瑨t
are seen in terms of the ‘provision of timely and accurate information to bo
ard members’, ‘an experienced and qualified clerk to the board’, ‘experienced and well qualified
accountancy and MIS teams’, ‘excellent systems o
f QA, PRM and external review’ and
‘effective management of LNS and funding issues’
.


Area 1. Accountability

A
rrangements


A

Self
-
Assessment of each Section and overall assessment for Area

Area 1. Section 1: Strategic Oversight



Outstanding

Area 1.Section 2: Operational Oversight


Outstanding

Area 1.Section 3: Sub
-
contracting Arrangement if applicable)


N/
A

Area 1. Accountability

Arrangements

Outstanding

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
12


Area 2.

Financial Planning

Arrangements:

Financial planning
arrangements

should contribute to the proper, economic, efficient and

effective use of resources


Please answer all the questions in Area 2
by providing a “Yes”, “No” or “N/A” answer. There has to be evidence to support each “Yes” answer. You can specify briefl

瑨t⁥vi摥湣攠e異p潲瑩湧⁥ac栠h湳w敲ei渠n桥⁴桩r搠dolum渠n敬ow⸠䙵.瑨敲e潲攬⁴o攠
pkills⁆ 湤i湧 Ag敮cy

慮搠vmiA
扥liev攠i琠wo畬搠d
e 畳敦畬⁩f yo甠u敥瀠pn⁅vi摥湣攠䙩l攠
at the college to support all your “Yes” answers. We suggest that every “No” answer is treated as a weakness
潲⁡渠慲敡⁦潲⁩m灲潶敭敮琠
慮d⁣慲ai敤⁦潲w慲搠瑯tt桥
䥭灲潶em敮琠tl慮 畮l敳s y潵⁢敬iev攠e桥 im灬敭敮瑡ti潮
潦⁳畣栠will t⁰牯 畣攠慮y 慤摩ti潮慬 扥湥fi瑳⸠䥦⁴ is⁩s⁴ 攠ei瑵慴a潮⁴桥n⁴ is⁦慣琠t桯ul搠d攠牥e潲摥搠i渠n桥
Evidence column. Furthermore, we suggest that if there is a “N/A” answer a brief explanation as to why this is the case shoul
搠dls漠o攠牥e潲
摥搠i渠n桥 bvid敮c攠eol畭渮


Area 2.Section 1: Long
-
term Financial Planning

.



Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

1 Is the three year financial plan:



灲数慲p搠d渠ncc潲摡湣攠wi
t栠hu扬is桥搠i湳瑲畣ti潮s?



灲数慲p搠d渠ncc潲摡湣攠wit栠h渠慰灲潶敤⁴im整e扬攠慮搠
灲潣敳s㼻?



慰灲pve搠dy⁴ 攠䍯rp潲慴io渠n敦潲攠瑨攠e敧i湮i湧 ⁥慣栠
fi湡湣ial y敡r?㬠;nd



摯敳⁴ 攠eirs琠ye慲a⁴ 攠e桲敥hy敡r⁦i湡湣ial⁰la渠
c潲o敳灯湤⁴漠oh攠en湵慬 b畤来琠t
潲⁴桥oc潭i湧⁦i湡湣i慬
ye慲a慰灲pve搠dy⁴桥⁣潲oor慴a潮⁡ ⁴桥⁳慭攠eim政


Y敳

T桥⁦潲散慳琠ts⁰牥灡r敤 畳i湧 瑨t 䱓C
慮搠d畣c敳s潲o条nis慴a潮s
瑥t灬慴攠e
杵i摡湣攠慮d⁩s⁳畢mi瑴t搠by⁴桥 摵攠摡t攠e慣h ye慲⸠We⁨ v攠e⁧ 潤 睯wki湧
r敬慴i潮shi瀠睩t栠hh攠
LS䌠
⼠YP䱁 ⁓FA
PF䴠Me慭⸠

Th敲攠es⁲敧畬慲⁣潮瑡t琬⁦r敱略湴n
摩sc畳si潮 &⁥ c桡湧e ⁶iews
.

Evi摥湣攺eW潲ki湧⁰ 灥rs.


䍯湦irm慴a潮整e敲⁦r潭⁴ 攠eS䌠
慮搠d畣c敳s潲o
潲条ois慴a潮s
瑯⁴ e⁐ri湣ip慬⁦潬lo睩湧 瑨t⁲敶iew 潦⁴ 攠ei湡湣i慬⁦潲散慳琠&⁰l慮.

T
桥⁴ r敥
-
ye慲⁦i湡湣ial⁰la渠ns⁣潮si摥re搠d渠ne瑡tl⁢y 瑨t⁆ 湡湣e…⁇敮敲el
P畲灯u敳⁃潭mi瑴t攠e湤 t桥渠牥n潭m敮摥搠d漠oh攠e畬l B潡r搠d潲⁡灰roval⁩渠nuly
扥f潲攠扥i湧⁳畢mi瑴t搠d漠o桥⁌SC
/YP䱁
.

T桥⁦irs琠ye慲a⁴ 攠e桲敥hy敡r⁦i湡湣i慬⁰ 慮
c潲o敳灯湤e
d⁴ ⁴桥 慮n畡l⁢ 摧e琮

Evi摥
湣攺eGov敲e潲⁃潭mi瑴t攠ee整e湧i湵瑥t

㉡†⁄潥s⁴ 攠e桲h攠y敡r⁦in慮cial⁰l慮⁴ k攠ecc潵湴n潦⁦畴ur攠
畮c敲瑡e湴i敳⁡ 搠dh敩r 灯瑥湴nal⁦i湡湣ial⁩m灡c琬⁩湣l畤i湧 瑨t
畳攠ef⁳敮si瑩vity 慮慬ysis?





㉢† Ar攠e桥s攠e湣敲瑡in
ties clearly reflected in the college’s risk
m慮慧敭敮琠牥杩s瑥爿



If any of these uncertainties have ever materialised could you
please provide us with the details

Yes

Sensitivity analysis used, main concern being recruitment of students in August.
Coll
ege planned its way through a significant Capital Project and the
suspension

thereof
by the
LSC

without losing its Financial Grade A status. Risk management
and contingency plans do reflect the uncertainties which are reviewed regularly with
the
Audit C
om
mittee.

Evidence: Three
-
year financial plan & commentary.

College’s risk register & minutes
潦⁁畤i琠t⁆♇m⁣潭mi瑴t攮

v敳





丯k

As⁡ ove
-

剩sk m慮慧敭敮琠t湤⁣o湴n湧e湣y⁰la湳 摯⁲敦l散琠瑨攠e湣敲瑡e湴n敳
睨wc栠慲攠aevie睥w⁲敧ul慲ay 睩瑨tt桥
C䵄䌠
慮d⁇潶er湯rs
A畤i琠t潭mi瑴te

慮搠
r数潲瑥o⁴ ⁦畬l⁂潡rd


bvi摥湣攺eq桲敥
-
year financial plan & commentary. College’s ri
sk⁲敧is瑥爠ti湵t敳
潦⁁畤i琠t
潭mi瑴te

mi湵瑥s⁡ 搠d畬l⁂潡r搠di湵瑥t
.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
13


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

3a Does the commentary supporting the three year financial
plan identify its self
-
assessed financial health and explain any
variance from the computed financial health

group?


3b Has the Skills Funding Agency agreed this financial health
assessment based on the three year plan?


3c Does the principal inform
the corporation of the
confirmation of the college’s self
-
慳s敳sm敮琠tf⁩瑳⁦i湡湣ial
桥al瑨t


3d Have any recent changes in the college’s financial health
been in accordance with established plans and priorities?


A “N/A” will be appropriate if there ha
ve been no recent
changes.

If you provide a “No” answer then please explain why the
changes in the college’s financial health have occurred.

Yes







Evidence: Fully documented in the commentary to the financial plan.





YPLA has confirmed the financial

health assessment grade as ‘outstanding’ (received

nd

Nov 2010)

Yes

Eviden
ce: Letter to F&GP C
ommittee & Principal’s report.



丯k


乯⁣桡n来 i渠nin慮ci慬 桥al瑨t


丯k


㐠Q⁄ 敳⁴ e⁴ r敥 ye慲⁦i湡湣i慬⁰ 慮 慰灲pve搠dy⁴桥
䍯C灯r慴i潮⁤ m潮s瑲a
瑥tth慴a瑨攠䍯rp潲慴o潮 睩ll敥琠t瑳
r敳灯湳ibiliti敳⁵ 摥r⁴桥 Ar瑩cl敳 ⁇潶敲湭敮琠瑯⁥ns畲攠u



瑨t⁥ f散瑩ve⁡ 搠dffici敮琠ts攠ef⁲敳潵rc敳;



瑨t⁳olv敮cy 潦⁴ 攠eolle来;⁡ d



瑨t⁳慦敧u慲摩湧 ⁩瑳 慳s整e?

Y敳

Evi摥湣攺eT桲敥
-
ye慲⁦i湡nci慬 灬a渮

㔠5

In respect of the areas that the college has direct control
over,

have the three year financial plans that were developed in
the last three years proved to be
reasonably

accurate?

Yes

All variances have been highlighted & explained in monthly management a
ccounts as
they have arisen.

Evidence: Monthly management accounts & minutes of
Governors
Finance &
General Purposes Committee.

6a
Has the

most recent three year financial plan been subject
to only positive comments from the Skills Funding Agency?

If th
ere have been any adverse or critical comments then
please provide details of these.

Yes

Confirmation received
from YPLA 22
nd

Nov 2010
.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
14


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

6b Have the comments from the Skills Funding Agency on the
college’s financial plan been shared with the finance committee
and/or Corporation?


Yes


Information from YPLA shared with Governors F&GP 24
th

November 2010

Final Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked above.


Obviously the Skills F
unding
Agency
and the YPLA
want to be made aware of these controls especially if the
ir
effectiveness
is

important in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence e
xists to support them

and when they complete the
Summary of
the Effectiveness Section they
also
need to refer to the
ir effectiveness
.

7 Are there any other controls in existence in this Section that
while not mentioned above are relevant for the purpo
se of self
-
assessment?



If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮瑲潬s.

v敳

bv敲y⁊u湥⁴桥r攠is⁡ s
瑲慴a杩c⁰l慮湩n朠gayI wh敲攠ell 慲敡a ⁴ 攠eoll敧e⁡牥
c潮si摥re搮dAll⁳敮i潲em扥rs ⁳瑡tf⁡ 瑥t搮⁁琠le慳t 攠e潶敲e
潲⁡o瑥t摳⸠.ll

摥cisio湳慤攠er攠e湣潲灯r慴a搠i湴n⁴ e⁦i湡湣i慬⁰ 慮.


bvi摥湣攺e䵩n畴us
s瑲慴a杩c⁰l慮湩n朠
meeting. Governor’s skills audit.


Area 2.Section 2: Short
-
term Financial Planning

The changes and/or
amendments to

last year’s questions ar
攠e桯睮⁩渠n瑡tics.



Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

1 Is there is a documented timetable and process in place for
the production of the annual budget?

Yes

Evidence: Finan
cial regulations & finance budgeting memo’s.

㈠O tas⁴ 攠e慳琠tn湵al⁢畤来琠t灰rove搠dy⁴ 攠䍯r灯r慴ao渠
扥f潲攠瑨o 扥杩n湩湧 ⁴ 攠慣慤敭ic y敡r⁴漠oh慴ai琠牥t慴as?

v敳

bvi摥湣攺e䵩n畴us
d
cCdm commi瑴t攬e

nd

June 2010

and full Governing Body,
5
th

July 2
010

3 Is there sufficient management involvement in the budget
setting process to lead to ongoing ownership of the budget by
college managers?

Yes

All budgets are approved by budget holders

and cost centres

before being finalised.
Budget holders receive

monthly reports allowing them to be fully accountable for their
budget allocation.

Evidence: Budget working papers & monthly budget reports.

4 Is the preparation of the annual budget underpinned by
documented assumptions that have proved realistic and
soundly based in the past?



Please identify any new assumptions relating to the college’s
last budget.

Yes

All budgets except teaching departments
,

which are formula based
,

are reviewed
indi
vidually
and

based on experience;

best estimates at the time

and
sector
benchmarking data where available
. Teaching departments are kept the same (except
for changes in courses
approved by the CSC committee) and

then revised accordingly
when the new ILR

and LIS reports are

available.

Increased investment in both Esta
tes & IT infrastructure due to the lack of capital
project funding becoming available in the near future.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
15


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

5 Does the annual budget adequately take account of known
sensitivities and risks?



Please identify any new sensitivities relating to the college’
s
last budget.

Yes




N/A

Monthly accounts now include a rolling cash flow which is adjusted for known
variations if &
when. This also ties into the c
ollege’s treasury policy.

bvi摥湣攺eB畤来琠灬慮sⰠIas栠hl潷


乯湥

㘠S⁄ 敳⁴ e⁃潲 潲慴o潮⁳e琠tey⁦i
n慮cial⁰敲e潲m慮c攠
i湤ic慴ars⁥慣栠ye慲⁡湤潮it潲⁰o潧r敳s⁡ ai湳琠瑨es政

v敳

q桥⁆♇m⁃潭mi瑴t攠e潮si摥rs⁰ rf潲o慮c攠e条i湳琠t桥⁦i湡湣ial⁦潲散慳琠t湤
扵摧整e慳 灡r琠tf⁴ 攠牥eiew 潦 m潮瑨ty⁡ c潵湴n⁡ e慣栠hf⁩瑳敥瑩湧s⁡湤慫敳
r数潲o
s

潮 瑨ts
t漠oh攠e畬l⁂o慲搮⁍慮a杩n朠gh攠e潬le来 扵摧整ei渠lin攠睩瑨tt桥 i湣om攠
慮搠數灥n摩t畲攠瑡u来瑳⁡p灲潶e搠d敦潲攠瑨o⁳t慲琠潦f⁴ 攠ei湡湣ial ye慲⁢y⁴桥 Bo慲搠as
key⁴ ⁴ e⁰ rf潲o慮c攠e慲来琠a潲⁴桥omri湣i灡l⁡湤⁳敮i潲慮慧敭敮琠瑥慭.

bvi摥湣攺ecCdm
C潭mi
瑴敥t
mi湵瑥t

㜠T⁁r攠e数慲a瑥tb畤来瑳⁰ 数慲a搠d潲⁳i杮ifica湴n灲潪ec瑳Ⱐ
comm敲ei慬⁶e湴nr敳⁡湤⁦潲⁣慰it慬 數灥n摩t畲政

v敳

A灰rove搠d数慲慴aly C i湣l畤敤 wit桩渠nh攠en湵慬 扵d来t

bvi摥湣攺eB畤来琠w
潲oi湧 灡灥rs⸠䵩n畴us ⁆♇m⁃
潭mi瑴t攮

㡡†⁉f⁴ e
慮湵al⁢畤g整ehas⁰牯 e搠d漠扥 畮r敡listic⁡湤⽯爠
i湡cc畲慴攬eh慳⁡ 灲p灲楡瑥⁡ 瑩o渠ne敮⁴慫敮 ⁡⁴ m敬y
扡sis⁴ ⁲evis攠eh攠e畤g整e


8b Can you confirm that no events have occurred during the
year which had not been planned for (any such events may
i
ndicate the original budget was not as accurate/valid as
originally envisaged)?

If any such events have occurred then please provide details.

Yes

We consider the overall budget to be historically accurate. However
,

when a significant
positive variance on t
he payroll budget did occur this area was reviewed & adjustments
made for the next budget which resulted in a far more accurate outcome
.

Evidence: F&GP minutes,
SRC

Minutes.

Yes


9a If the budget was
revised

during the year, were these
revisions

expla
ined to, and approved by the Corporation?



9b


Did the corporation express any concerns about the
revisions

made and request further information and/or action?

N/A


N/A


10a Is the college’s budget underpinned by a detailed system
潦⁣潵rs攠e潳瑩湧
慮搠do湴物扵瑩潮 慮alysis?




10b If the college has any under
-
performing activities/courses
etc, has this information been shared with governors
?

Please provide brief details of these under
-
performing
activities/courses etc

Yes

Financial cost of all new

course provision is assessed prior to approval by Curriculum
Standards Committee

(CSC)
. Financial contribution of all courses is monitored via ILR
returns and associated LIS reports. Regular monitoring of costs associated with non
LSC
/YPLA
funded course
s (Communi
ty Education provision) is on
-
going.

Evidence: New Course Proposal Form/CSC Minutes/ILR Reports
/LIS
Reports
/Community Education minutes

Yes

Some Level 2 provision h
ad relatively low numbers and three courses were
consequently
discontinued in 20
10/11. The provision was BTEC Level 2 in Travel &
Tourism, Performance Studies and Science. The College open
ed

new groups in Level
Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
16


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

2 Business and IT which were

over
-
subscribed.

All minutes on SMT decisions are
available to Governors.

Final
Question
-

T
his is where a college

has controls in place that are not referred to specifically by the questions asked above.

Obviously the Skills Funding
Agency
and the YPLA want

to be made aware of these controls especially if their effectiveness is important in jus
tifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence exists to support them and when they compl
ete the
Summary of
the Effectiveness Section they also need to refer to their e
ffectiveness.

11 Are there any other controls in existence in this Section that
while not mentioned above are relevant for the purpose of
self
-
assessment?


If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮瑲潬s.

v敳

q桥⁃潬l敧e⁴ ke
s⁴ 攠e灰or瑵tity⁴漠oe湣桭慲k⁣潳瑳 慧ai湳琠t散瑯爠tv敲e来s⁥ac栠
ye慲⸠䍯C灡ris潮s⁡牥慤攠睩瑨t摡瑡⁦rom⁁䍖䥃
Ass潣i慴a潮 潦⁃慴 olic pixt栠
c潲m⁃潬l敧敳F⁡ 搠pc䍆
pix瑨tc潲o⁃潬l敧攠䙯e畭FI⁷桩c栠慲攠灲avi摥搠d湮u慬ly.


Area 2


-

Summary of the Ef
fectiveness of the Financial
Planning

Arrangements

Can you please summarise briefly below how effective
your

financial
planning

arrangements

are

in achieving the stated objectives :

“Financial planning
慲a慮来m敮瑳
s桯畬搠d潮瑲i扵t攠eo 瑨t⁰牯灥rⰠ散潮潭
ic, efficient and effective use of resources.”

mle慳攠e摥湴nfy⁳瑲敮杴gs i渠瑥牭s ⁰ si瑩v攠em灡c瑳⁡湤畴u潭敳.


q桥⁥ id敮c攠e漠ou灰潲琠o桥⁳瑲e湧瑨t⁳桯ul搠d攠e湣lu摥d⁩n⁴ e⁅vi摥湣攠eil攮e
䥦⁴ 敲攠慲攠any 慲敡a
潦⁩m灲潶em敮琠tn搯dr weak湥ss敳⁩摥n
瑩fi敤⁤ ri湧 瑨攠e潵rs攠ef⁴ is⁳elf
-
慳s敳sm敮琠瑨慴ayo甠u敬iev攠睯wl搠drin朠g敮敦i瑳⁴漠oh攠e潬le来⁴ 敮⁴桥s攠eh潵l搠d攠e湣l畤敤
i渠n桥⁉ 灲潶敭敮琠tl慮.

q桥⁳敬f⁡ s敳sm敮琠tr慤e  瑳瑡t摩n朠gs⁳u灰潲oe搠dy⁡ ra湧攠潦⁥ i摥湣攠睨wc栠hl敡rly⁤敭潮st
r慴as⁴
桡琠t潴o 瑨t p䵔⁡ d⁇潶敲湩n朠g潤y

慲a⁡ 瑩vely inv潬v敤 i渠
l潮朠g敲e⁤ vel潰m敮琠t湤⁳瑲慴a杩c 灬a湮i湧
I

慳 well 慳潮i瑯物湧⁣畲uicul畭⁤ liv敲y⁡湤 扵d来瑳 睩瑨i渠敡c栠hca摥mic y敡r⸠m慲
瑩c畬慲⁳瑲敮杴gs⁡ 攠eie睥搠as

‘very
杯潤 w潲oi湧⁲敬慴io
湳hi灳 睩瑨t瑨t 䱓C
慮搠d畣c敳s潲o条nis慴a潮sⰠ
慳 睥wl⁡
PFM teams’, ‘past record of managing complex capital projects whilst retaining Category
A financial health’, ‘effective course modelling and CSC processes’, ‘ monitoring course retention within ye
ar’ and ‘use of sector benchmarking to measure value for
money’.

Area 2. Financial Planning

Arrangements

-

Self
-
Assessment of each Section and overall assessment for Area

Area 2. Section 1: Long
-
term financial planning


Outstanding

Area 2.Section 2:

Short
-
term financial planning


Outstanding

Area 2. Financial Planning

Arrangements

Outstanding

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
17


Area 3.

Internal Control

Arrangements:

Adequate and effective internal control
arrangements

should be in place to safeguard and protect

Skills Funding Ag
ency (and YPLA)

funds


Please answer all the questions in Area 3 by providing a “Yes”, “No” or “N/A” answer. There has to be evidence to support
each “Yes” answer. You can specify briefly
瑨t⁥vi摥湣攠e異p潲瑩湧⁥ac栠h湳w敲ei渠n桥⁴桩r搠dolum渠n敬ow⸠.
畲瑨敲e潲攬⁴o攠
pkills⁆ 湤i湧 Ag敮cy

慮搠vmiA⁢ lieve

i琠wo畬搠de 畳敦畬⁩f yo甠u敥瀠pn⁅vi摥湣攠䙩l攠
at the college to support all your “Yes” answers. We suggest that every “No” answer is treated as a weakness
潲⁡渠慲敡⁦潲⁩m灲潶敭敮琠
慮d⁣慲ai敤⁦潲wa
r搠瑯tt桥
䥭灲潶em敮琠tl慮 畮l敳s y潵⁢敬iev攠e桥 im灬敭敮瑡ti潮 ⁳畣栠will t⁰牯 畣攠慮y 慤摩ti潮慬 扥湥fi瑳⸠䥦⁴ is⁩s⁴ 攠ei瑵a
瑩潮⁴桥n⁴ is⁦慣琠t桯ul搠d攠牥e潲摥搠i渠n桥
Evidence column. Furthermore, we suggest that if there is a “N/A” answer a
扲楥f 數灬a湡ti潮 慳⁴ 睨y 瑨is⁩s⁴ 攠e慳攠e桯畬搠dls漠o攠牥e潲摥搠i渠n桥 bvid敮c攠eol畭渮


Area 3. Section 1: Risk Management



Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

1 Are t
here appropriate arrangements for governors to
oversee the college’s risk management system?

v


The Governors’ Audit C
潭mi瑴t攠牥e敩v敳⁲数潲o
s

fr潭⁴ 攠eAp渠n畤i琠tisi瑳 睨wc栠
i湣lu摥⁲eview 潦⁲isk m慮慧敭敮t
⸠.桥⁐ri湣i灡l⁲数or瑳⁴ ⁴ 攠Au摩t⁃
潭mit
瑥t 慴a
敡c栠h敥瑩湧 瑨tey 慣瑩v攠物sks⸠.潶敲湯es⁲散敩v攠e桥⁦畬l⁲isk⁲敧is瑥爠t琠t敡s琠
annually as part of the Principal’s printed report to governors. The

剩sk⁍ 湡g敭敮琠
m
潬icy 睡w⁡灰
rov敤 by⁇ov敲湯es⁴桲潵h栠hh攠e畤i琠t
潭mi瑴te

慮搠d潲o慬ly⁲e
view敤
i渠n慲a栠hM㄰⸠

bvi摥湣攺ef湴nrn慬 Au摩琠慮n
畡l⁰l慮 慮d⁲数潲o visi瑳㬠;畤i琠t
潭mi瑴t攠ei湵瑥t㬠
Principal’s report

瑯td潶敲e潲o

㈠O⁉ ⁴ 敲攠e渠np灲pv敤⁲isk m慮慧em敮琠tolicy i渠nlac政

v敳

q桥⁃潬l敧e⁨ s⁡⁣潭灲p桥湳iv攠剩sk⁍ 湡g敭敮琠t潬icy

i渠灬慣攠whic栠睡w
灲敳敮瑥搠d漠瑨t Au摩t⁃潭mi瑴t攠e敦潲攠扥i湧⁣潮sid敲敤⁢y⁴桥 B潡rd

慮搠d潳琠
r散敮瑬y⁲eview敤⁩渠n慲a栠㈰㄰.

q桥
䍬敲e⁴ ⁴ 攠䝯v敲湯es
E
pme
F

h慳v敲ell
r敳灯湳ibility⁦潲⁲isk m慮慧敭敮琠tr潣敳se
s⁡ 搠do
-
潲摩n慴a潮 睩瑨i渠瑨t⁣

l敧e
.

bvi摥湣攺eoisk⁍ 湡g敭e湴nm潬icy⁡湤i湵瑥t
.

㌠P⁁r攠eh敲攠慰灲潰pi慴a⁡ r慮来m敮瑳⁩渠灬慣攠e潲⁴桥
i摥湴nfic慴i潮 慮d⁡ s敳sm敮琠tf⁲isks⁡ ⁴ 攠e潲灯o慴e⁡ 搠
潰敲慴io湡level?









Yes











The corporate level of risk management is covered in the sections

above. Risk
M
anagement is fully embedded within the organisation. The College Managemen
t &
Development Board
identifies

key risk indicators and closely monitor and manage high
level risks on a day to day basis. The CMDC agenda for meetings indicates risks. The
Clerk to the Governors
(
SPH
)

monitors and reviews risks through attendance at CM
DC
/ CSC meetings and in consultation with departmental management
.

The College has
a one day

risk audit undertaken by their insurance company

at appropriate intervals
.
New risks are added as appropriate during the year. Internal Audit Report gave ‘Good

f潲⁡ol‴ 潢j散瑩v敳 慮搠d慤攠e漠牥o潭
m敮摡瑩潮s.

bvi摥湣攺eq桥⁒isk⁍
慮慧敭敮琠t潬icyⰠmr潣敤畲敳ⰠAc瑩o渠n
la測n䥮瑥牮tl A畤i琠
剥灯r琠慮搠d
i湵t敳
.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
18


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here


Please provide details of any risks which have arisen that
had
not been identified by the college and thus not included in the
risk register.

N/A

None Identified

4 Have these arrangements proved to be successful?

Yes

Within the last three years n
o previously unrecognised material risks have been
identified.

5 Is there a risk register that is subject to regular review?



Please provide details of the review arrangements in place.

Yes

The risk register is reviewed by the college Audit Committee a
nd the Board of
Governors. This has been supplemented by an independent risk review conducted by
the
college insurers in January 2010
.

Evidence: Risk Register and m
inutes.

See above

6 Are appropriate actions being taken to address the most
significa
nt risks identified in the risk register?





Please provide evidence of action taken to address risks.

Yes

Priority actions have been focused on the areas of highest risk, notably competition
from other providers,

future

funding
uncertainty

and MIS. Rep
orts are presented to
Governors in the Principal’s Report to Governors and overseen by the Principal and
䍯Cl敧攠e慮a来m敮琠to慲搮

Evidence: Principal’s Report to Governors
ⰠI瑲慴敧ic⁐l慮ni湧
i湵t敳Ⱐ䍍I䌠
mi湵瑥t.

dr潷t栠hf n
-
灡r瑮敲⁳c桯潬⁲散r畩瑭
敮琠瑯e潦fs整⁰e潶i摥d⁣潭灥瑩pi潮
.

䵉j⁣o湴牡n琠
睩瑨tqri扡l⁴ 灲潶i摥 潦f
-
si瑥t
扡ck⁵
f潲o䱎i
摡瑡
.


㜠T⁁r攠物sk m慮慧敭敮琠trr慮来m敮瑳⁦畬ly 敭扥摤e搠
瑨牯畧桯u琠瑨攠e潬l敧政

v


As⁡ ove


t桲潵h栠B潡r搬 p敮i潲⁍慮慧敭敮琬⁓cho潬

a湤⁄数慲瑭敮瑳ⰠI
潣畳
dr潵瀬pa畤i琠ty⁣
olle来 i湳畲敲sⰠI湴敲湡l⁡ 摩t
.

bvid
e湣攺eA畤i琠牥view⁲ep潲瑳⁡ 搠d
i湵瑥t
⸠⁓䵔 mi湵瑥t⁡ 搠䍯mmi瑴t攠e
i湵瑥s.

㡡8

t桥渠n桥 i湴nr湡l⁡ 摩t潲o慳琠牥vie睥搠瑨t⁲isk
m慮慧敭敮琠tr潣敳s敳ⰠIi搠d桥y⁲e灯r琠t琠t敡s琠t⁳a瑩sf慣瑯ty
lev
敬 ⁡ s畲慮u政


8b

Have all the recommendations raised by the internal
auditors been implemented?

Yes

IAS Report Nov
ember

20
09 described the

design and operation of this
area as good
.

Yes

College Internal A
udit action reports presented to Audit Commi
ttee
.

Final Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked above.

Obviously the Skills Funding
Agency
and the YPLA
want to be made aware of these controls especially if their effectiv
eness is important in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, provided documentary evidence exists to support them and when they compl
ete the
Summary of
the Effectiveness Section they also

need to refer to their effectiveness.

9


Are there any other controls in existence in this Section that
while not mentioned above are relevant for the purpose of
self
-
assessment?


If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮t
r潬s.





Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
19


Area 3.Section 2: Internal Control
System


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

1a Have all the college’s auditors (including those of the
f潲m敲⁌e䌩⁩渠nh攠l慳琠
y敡rW




灲潶i摥搠dle慮 慵di琠t灩湩o湳㬠;湤



湯琠i摥湴nfie搠dny⁳i杮ific慮琠tr⁦畮摡m敮瑡t⁣o湴牯l
睥慫湥ss敳㼠


ㅢ†⁉f⁳ig湩fic慮琠潲⁦畮摡m敮瑡l⁣潮瑲ol 睥慫湥ss敳⁷敲攠
i摥湴nfie搬dh慶攠ep灲潰pi慴a⁡ 瑩o湳⁢ e渠n慫敮⁴ ⁡ 摲敳s⁴ 攠
睥慫湥ss敳?

If there ha
ve been no significant or fundamental control
weaknesses identified then a ”n/a” answer should be
given.


For those colleges which have had a funding audit, the
outcomes of this audit need to be reflected here. A qualified
opinion would represent a fundam
ental weakness

Yes





We have had unqualified internal & external audit reports for the last three years.

Evidence: A
nnual Internal Audit reports & Financial S
tatements and regularity letters


The LSC conducted a ‘Funding Assurance Review’ (FAR) audit in

䵡rc栠㈰M㤠Vn搠d漠
issues were raised either concerning LNS or ‘Learner Eligibility’

丯k

乯⁳ig湩fic慮琠睥慫湥ss敳⁩摥湴nfied

㈮O† 慶攠eh攠ei湡湣i慬⁳瑡tem敮瑳⁡ 摩瑯牳⁢ 敮 慢l攠e漠o敲瑩fy
the college’s financial statements
in accordance with
establi
shed timescales
without the need to make significant
adjustments, identified during the course of the external audit,
to the draft version given them?


Any late signing of the financial statements should be identified
here. Please specify the reasons for t
his.

Yes






N/A

Financial Statements and Regularity A
udits for years

ending July 2008 and July 2009,
both certified according to established timescales.

Adjustments were made in 2009 due to late changes in accounting policies from the
LSC plus capital fu
nding monies from the LSC which were not confirmed until late
October.

Audit confirmed changes as appropriate.


3a Are there robust arrangements in place to ensure that ILR
data is accurate complete and valid (For example, the use of
Data Self
-
asses
sment Toolkit)?


3b Has the college’s ILR and student data system been
v敳

All⁉ 剳 慲攠a畢j散琠t漠opAT⁢ f潲攠o畢missi潮⸠.ll 䱉p⁥牲潲ow慲ain朠牥g潲瑳⁡ d
cr敤ibility⁣桥cks from⁴ 攠e䥓⁳ui瑥t慲攠a敳olv敤 灲楯r t
漠o畢missi潮 ⁉ 删摡瑡⸠All
䥌删牥f潲瑳⁡牥⁣潭灡r敤 睩瑨tbBp i湴敲湡l⁣潮瑲ol⁲e灯r瑳 湵m扥rsⰠI䱈⁡n搠
p䱎⸠

䍯ll敧攠慬s漠牵湳⁉ 剳

through data service ‘credibility’ reports.
䥮f敲湡l⁡畤it
have consistently graded the LNS system as ‘good’

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
20


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

subject to either an internal audit or a student numbers audit in
recent years?


There were 75 colleges which had a student numbers audit in
2008/09. At other colleges the internal a
uditors often review
this system.

If there have been no recent reviews then please explain the
reason for this.

Yes

Th
e Colleges Learner Numbers system / ILR is audited annually by the internal
auditors Tenons. The area was graded as ‘good’ (March 2010) and no significant
睥慫湥ss敳⁷敲e⁩d敮tifi敤.


q桥⁌ 䌠C慤⁣潭灬整e搠d c畮摩湧 Ass畲慮u攠e敶ie眠瑨w

灲敶i潵s ye慲⁡ad

a条i渠n桥
LNS system was found to be ‘good’.
乯kiss略s w敲攠e慩s敤.

㐠Q⁄ 敳⁴ e⁣潬l敧攠eav攠e⁷桩stle
-
blow敲e灯licy 睨ic栠hs
慶ail慢l攠e漠oll⁳瑡tf?


䥦⁴ 敲攠桡v攠扥e渠nny i湣i摥湴n whis瑬e
-
扬o睩n本gh慳
慰灲p灲楡t攠ec瑩潮 扥e渠n慫敮Ⱐi渠ncc潲o慮ce

睩瑨t瑨t 慢ov攠
灯licyⰠ瑯ta摤r敳s⁴ 攠ei瑵慴i潮?

If there have been no incidents of whistle
-
blowing then a
”n/a” answer should be given.


Yes






N/A

Policy on Intranet and Internet
, reviewed July 2010

5 Does the college have a fraud policy which is r
eadily
available to all staff?


If any frauds have occurred has appropriate action been taken,
in accordance with the above policy, to address the situation?

If there have been no frauds then a

”n/a” answer should
be given.


Yes






N/A

Cross referenced i
n Financial Regulations posted on Intranet

6 Are the financial regulations and procedures reviewed
by
both management and the college’s internal auditors

e慣栠
ye慲a
and once these have been updated and/or revised are
these
approved by the Corporation
a
fter consideration by the
finance or audit committee
?


Yes

Routinely r
eviewed by F&GP Committee and recommended to full Governing Body for
approval. July 2008 and July 2009.
Under ongoing minuted review with F&GPC,
summer 2010 to take account of changing

funding arrangements
.

7
Are
all the student data returns submitted to the Skills
Funding Agency (a
nd previously the LSC) accurate?


Yes


All ILR returns are accurate and submitted on time. ILRs are checked with DSAT
.

Internal audit is carried out on a
ll learners prio
r to enrolment on the basis of application
f
orms and pre
-
enrolment interviews
.

All claims are based on signed learning agreements, induction checklists, student
contracts and appropriate residency paperwork.

Learning agreements are followed

by the electronic monitoring of attendance (EARS).
Course withdrawal is closely controlled via
Cause for Concern (
CFC
)

processes and
‘purple form’
Ec潵rs攠ei瑨traw慬F
慤mi湩s瑲慴a潮
.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
21


Question


Yes/No/N/A


Evidence



a description of the evidence held to support a “Yes” answer is
needed here

All

course provision is listed on the NQF

and QCF

and is priority fundin
g for LR and
ALR funding streams.

All qualifications are validated by recognised awarding bodies and approved by QCDA.
Original records of results are retained and all achievements are electronically
transferred from awarding bodies to the MIS database. IL
R records confirm
qualification achievements and are the basis of the CPR/QSR calculations used by
Ofsted.

8 Are documented procedures and/or policies in place that
cover all the key areas in respect of the administration of Skills
Funding Agency (and Y
PLA) funded learners?

Yes

Procedures exist which cover all aspects of LNS. These procedures are also confirmed
by the existence of tracking documents for LSC funded learners. (Documents which
are subject to audit


䍯畲u攠e慳瑥爠til攬eA灰lic慴io渠n潲oⰠIe
慲湩湧
A杲g敭敮瑳Ⱐ
p瑵t敮琠䍯湴r慣瑳Ⱐ䥮d畣瑩o渠n
桥cklis琬⁅Aop⁲散潲摳 整e
⸠⁅䵁 慮d⁌pce慲湥as⁡牥
慬s漠or慣
k
敤⁳数慲慴敬y
F
.

Final Question
-

This is where a college

has controls in place that are not referred to specifically by the questions asked ab
ove. Obviously the Skills Funding
Agency
and the YPLA
want to be made aware of these controls especially if their effectiveness is important in justifying the proposed self
-
assessed grade.
Colleges
should therefore refer to these additional controls, prov
ided documentary evidence exists to support them and when they complete the
Summary of
the Effectiveness Section they also need to refer to their effectiveness.

9 Are there any other controls in existence in this Section that
while not mentioned above a
re relevant for the purpose of self
-
assessment?


If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮瑲潬s.

v敳

Control reports from all external agencies are ‘good’.

q桩s⁩湣l畤敳⁌ 䌬⁏fs瑥tⰠ
Aw慲ai湧⁂潤i敳
g䍑FⰠIe湯湳⁉ 瑥牮tl Au
di琬tAmB 整c

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
22



Area 3
-

Summary of the Effectiveness of the
Internal Control

Arrangements

Can you please summarise briefly below how effective
your internal
control
arrangements

are in

achieving the stated objective:

“Adequate internal control
慲a慮来m
敮瑳

s桯ul搠d攠e渠灬慣攠瑯ts慦敧u慲搠a湤⁰ 潴散琠
pkills⁆ 湤i湧 Ag敮cy
慮搠vm䱁
f
unds.”

mle慳攠e摥湴nfy⁳瑲敮杴gs i渠瑥牭s ⁩m灡c瑳⁡ 搠du瑣omes⸠

q桥⁥ i摥湣攠瑯ts異灯r琠瑨攠e瑲敮g瑨t⁳桯ul搠b攠e湣l畤敤 i渠n桥 bvid敮c攠cil攮


䥦⁴ 敲攠慲攠any 慲敡a 潦
i
m灲潶敭敮琠t湤⽯爠睥慫湥ss敳⁩摥n瑩fi敤⁤ ri湧 瑨t c潵rs攠ef⁴ is⁳敬f
-
慳s敳sm敮琠t桡琠yo甠ueli敶攠wo畬搠扲楮朠扥湥fi瑳⁴ ⁴桥⁣oll敧e⁴ 敮⁴ 敳e⁳桯ul搠扥 i湣lu摥搠i渠
瑨t⁉ 灲潶敭敮琠tl慮.

q桥⁳敬f⁡ s敳sm敮琠tr慤e  瑳瑡t摩n朠gs⁳u灰潲oe搠dy⁡ ra湧攠
of evidence from internal QA and external reports. Particular strengths are recorded as, ‘the way in
which risk management is embedded within overall college operations’, ‘regular and comprehensive
re灯r瑩n朠g漠慩d⁴ e⁇潶敲湩湧 B潤y

a湤ey⁣潭mi瑴t敳⁴
id敮瑩fy
potential risk’, ‘very robust arrangements to ensure accuracy of ILR data’, ‘effective systems of control to ensure complianc
攠睩瑨t䱓C

慮搠d畣c敳s潲⁢o摩敳

f畮di湧
guidance’ and ‘an effective audit committee and SMT structure, which establishes a
渠n畤i琠⁦r慭敷潲o⁢ s敤 ⁲isk⁡ 搠dri潲楴y⁡湤 睨wc栠hs⁡ l攠e漠orovi摥⁦畬l
assurance on every internal system’

Area 3. Internal Control
-

Self
-
Assessment of each Section and overall assessment for Area

Area 3. Section 1: Risk Management



Outstan
ding

Area 3 .Section 2: Internal Control

System


Outstanding

Area 3. Internal Control

Arrangements

Outstanding

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
23



Area 4.

Financial Monitoring

Arrangements:

Financial Monitoring
arrangements

should enable management to monitor, control and
improve finan
cial and contractual performance effectively


Please answer all the questions in Area 2 by providing a “Yes”, “No” or “N/A” answer. There has to be evidence to support
each “Yes” answer. You can specify briefly
the evidence supporting each answer in th
e third column below. Furthermore, the
Skills Funding Agency

and YPLA
believe it would be useful if you keep an Evidence File
at the college to support all your “Yes” answers.


We suggest that every “No” answer is treated as a weakness
or an area for impro
vement
and carried forward to the
Improvement Plan unless you believe the implementation of such will not produce any additional benefits.


If this is the situation then this fact should be recorded in the
Evidence column.

Furthermore, we suggest that if
there is a “N/A” answer a brief explanation as to why this is the case should also be recorded in the Evidence column.


Area 4: Financial Monitoring
Arrangements


Question


Yes/No N/A


Evidence



a description of the evidence held to support a “Yes” a
nswer is
needed here

1a Is a defined suite of financial reports produced on a timely
basis each month that enable governors, the principal and
managers to exercise their financial responsibilities?

If the financial reports are not prepared every month t
hen this
fact needs reporting here.


1b

Do these financial reports
always

include accurate, reliable
and up
-
to
-
date management accounts, budget holder reports,
and reports on resource usage and income indicators (for
example, staff costs as a percentage o
f income, staff utilisation
and space utilisation)?

If there were any months when the financial reports produced
were not as complete as they should have been then please
report this matter here
.

Yes

Monthly management accounts are distributed to the
Prin
c
ipal & Associate Principal
(Resources
)
and

distributed via the Clerk to all Governors. All other budget holders
receive a detailed breakdown of their expenditure & income. Extra disclosure is made
where necessary.

Evidence: Management accounts,
budget hol
der reports & F&GP & B
oard minutes.
Financial Stat
ements Auditors opinion (Audit C
ommittee minutes)

Yes

Information given in the monthly management accounts is reviewed with the College
Accountant by the Finance & General Purposes Committee & amendments
made as
required. Key indicators are included in the commentary. Senior Managers monitor
staffing budget on a monthly basis
, as does the
PBC &
SRC Committee
. In addition
separate balance sheets are produced for Nightingales Nursery and the Broadoak
opera
tion which are deemed as non
-
core business.

Evidence: Management accounts & minutes of Finance & General Purposes
Committee.
PBC and SRC minutes.

Nursery/Broadoak balance sheets and minutes
from regular review meetings

2 Do these reports
always
:

a) in
clude performance in the year to date?

Yes

All budgets are monitored by the finance department and the staffing budget is
monitored additionally by the Staffing & Resources Committee (SRC).

Evidence: Monthly management accounts & budget reports.
PBC

and

SRC minutes

b)

compare performance against the annual budget?

Yes

As above

c) compare performance with previous periods or years in
order that trends can be identified and considered?

If there is no such comparison then please explain the reasons
for

this
.

Yes

In particular staffing budget and budgets associated with non
-
core business, i.e.
Nightingales and Broadoak.

Minutes of Nursery and Broadoak steering committees and
PBC
s.

d) highlight and explain all key variances?

Yes

Highlighted in summary
page to detailed management accounts and introduction to
Nightingales and Broadoak accounts.

Evidence: Monthly
M
anagement
A
ccounts
.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
24


Question


Yes/No N/A


Evidence



a description of the evidence held to support a “Yes” a
nswer is
needed here

e) provide a projected year
-
end out
-
turn and indicate
progress against key
financial
objectives

and/or targets
?

Yes

Updat
ed monthly.

Evidence: Monthly Management A
ccounts & budget reports
.

f) include a written commentary that is sufficiently detailed to
draw users’ attention to any key variances that have arisen,
數灬aini湧 瑨t⁣a畳政


v敳

q桥⁦潲m慴aC⁣潮瑥t琠潦⁴ e⁣潭m
敮瑡ty⁩s i湦潲o敤⁢ 瑨攠牥e畩r敭敮瑳 ⁴ 攠
p䵔
慮搠
Governors’ F&GPC.

bvi摥湣攺eC潭m敮瑡ty⁴漠䵡湡来m敮琠t
cc潵湴n.

朩†gtli湥 睨慴 慣瑩潮sa湡来m敮琠ts 杯i湧⁴漠o慫攠e漠
慤摲敳s⁴ 敳攠e慲楡湣敳?


Please refer to any examples of where these reports hav
e
been used to address variances or support decision making
elsewhere, for example, under
-
performing areas.

Yes





All action planned is discussed through
SMT and
F&GP

Committee

and

then if
n
ecessary presented to the full B
oard for ratification.

Evi
dence
: Minutes of M
anagement & F&GP
Committee
meetings.


Variances addressed as above

h) provide a cash flow forecast covering at least the next 12
months?

Yes

Included within the Management A
ccounts.

Evidence: M
anagement A
ccounts.

i) include a separate r
eport on the college’s capital
數灥湤i瑵t攠eg慩湳琠tu摧整?

v敳

p数慲慴攠ac桥摵l敳⁡牥 灲敳敮瑥搠d漠oCdm
䍯Cmi瑴t攠
in⁊畮攠C⁄散敭扥r⁷i瑨t愠
v敲扡l⁵灤慴a i渠䵡rc栮h

pc桥摵l敳⁡ls漠o異灬ie搠d漠Ass潣i慴a mri湣i灡l⁒敳潵rces⁴
s異灯r琠tr敭is敳⁡ 搠dccomm潤慴
i潮⁳瑲慴敧y
.

bvi摥湣攺e䵩n畴us 慮慧敭敮琠t⁆♇m
䍯Cmi瑴t攠
m敥瑩湧s.

㌮P†䥳⁴ 攠e湮u慬 扵d来琠i渠瑨t⁲数潲瑳⁰牥 敮瑥t 瑯tgov敲湯es
瑨t⁳慭攠e畤g整e慳 睡w物杩n慬ly 慰灲潶敤⁢y⁴桥
c潲灯o慴a潮㼠


䥦 琬tw敲攠瑨t 慭敮摭敮瑳⁴ ⁴ 攠扵摧整⁤ c畭敮瑥搠
慮搠
慰灲pve搠ds⁲敱畩re搠dy⁴ 攠ei湡湣i慬⁲敧ul慴i潮s?

v敳





丯k

B畤来琠潮c攠e整eis潴oal瑥t敤.

bvi摥湣攺e䵯湴桬y 䵡n慧em敮琠t
cc潵湴n
.

㑡† Ar攠e桥慮慧敭敮琠tcc潵湴n⁰牥 敮t敤⁴漠o潶敲湯es
慮搠d桯s攠畳敤⁢y⁴桥 灲楮ci灡l⁡ 搠dt桥r慮慧敲eⰠ
m慴ari慬l
y⁣潮sis瑥湴n


4b Have the governors ever commented on the suitability of
the financial information provided to them?

If so, were there any changes made to the financial information
provided?

Yes

All users receive the same documents.

Evidence: Minutes of

management & F&GP meetings.



Yes


A more detailed r
econciliation of actual performance to budgeted performance was
included

at the request of the Governors.

5a Was the projected out
-
turn for the end of July 2010 as per
the last management ac
counts produced materially consistent
with the end
-
of
-
year financial statements?




Y
es






Management decisions were made

which did affect the out
-
turn and

then the year end
accounts. All of these have been clearly highlighted at F&GP
C

where they were
approved. Adjustments were made to the draft yearen
d financial statements as
presented

due to late changes in FRS17 accounting guidance.


All adjustments have
been highlighted in the financial statements management letter.

Evidence: F&GP
Committee
minutes & yearend draft accounts.

Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
25


Question


Yes/No N/A


Evidence



a description of the evidence held to support a “Yes” a
nswer is
needed here


5b Was a reconciliation performed between the out
-
turn as
per the July 2010 management accounts and the financial
statements which identified variances, and was this
rec
onciliation provided to governors?



Yes


Adjustme
nt was shown in the Audit Management letter.

6a. Does the finance committee (if extant) and/or corporation
receive a report at the end of the year that compares the
financial outturn with forecasts made during the year
and
explains the reason for any ma
jor variances
?


6b Did the out
-
turn forecasts included in the management
accounts prove reasonably accurate during the year?

Yes

As above



Yes


Variances that occurred during the year were detailed

& explained

in the management
accounts.

7

Has the college’s financial position in the last 12 months
been consistent with that
which was
planned for?


If there has been any deterioration in the college’s financial
health which was not planned for then please provide details.


If the college has be
en issued with
a Financial

Notice to
Improve then the reasons for this need to be documented
here.




Yes




N/A




N/A


See Financial Plan

and audited accounts

Final Question
-

This is where a college

has controls in place that are

not referred to specifically by the questions asked above.

Obviously the Skills Funding
Agency
and the YPLA want

to be made aware of these controls especially if their effectiveness is important in justifying the proposed self
-
assessed grade.
Colleges
s
hould therefore refer to these additional controls, provided documentary evidence exists to support them and when they comple
te the
Summary of
the Effectiveness Section they also need to refer to their effectiveness.

8

Are there any other controls in exis
tence in this Section that
while not mentioned above are relevant for the purpose of self
-
assessment?


If “Yes” please provide a brief description of the evidence of
瑨ts攠e潮瑲潬s.





Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
26



Area 4
-


Summary of the Effectiveness of the Financial M
onitoring

Arrangements

Can you please summarise briefly below how effective the financial management and control
arrangements

are in
achieving the stated objectives:

“Financial Monitoring
慲a慮来m敮瑳

s桯畬d⁥ 慢l攠e慮慧敭敮琠瑯潮it潲Ⱐo潮瑲潬⁡湤 im灲潶攠ei湡湣
ial and contractual performance effectively.”

mle慳攠e摥湴nfy⁳瑲敮杴gs i渠瑥牭s ⁰ si瑩v攠em灡c瑳⁡湤畴u潭敳.

q桥⁥ i摥湣攠e漠ou灰潲琠o桥⁳瑲e湧瑨t⁳桯ul搠d攠e湣lu摥d⁩n⁴ e⁅vi摥湣攠eil攮e

䥦⁴ 敲e⁡牥 慮y⁡牥慳
潦⁩m灲潶em敮琠tn搯dr weak湥ss敳⁩摥湴
ifi敤⁤ ri湧 瑨攠e潵rs攠ef⁴ is⁳elf
-
慳s敳sm敮琠瑨慴ayo甠u敬iev攠睯wl搠drin朠g敮敦i瑳⁴漠oh攠e潬le来⁴ 敮⁴桥s攠eh潵l搠d攠e湣l畤敤
i渠n桥⁉ 灲潶敭敮琠tl慮.

lv敲慬l⁆i湡湣ial⁍潮i瑯物n朠gs⁳敬f⁡ s敳s敤⁡ 畴u瑡湤i湧⸠

m慲aic畬慲⁳瑲敮杴桳⁡牥⁶ie睥搠慳Ⱐ
‘the production of high quality information which

敮慢l敳⁓䵔⁡ 搠d桥
d潶敲ein朠g潤y

to take truly strategic decisions and set realistic objectives and priorities’, ‘rigorous monitoring of staff costs’, ‘compre
桥湳iv攠e慮慧敭敮琠牥灯牴t f潲o
senior staff’ a
nd ‘ownership of budgets by departmental managers’.

Area 4. Financial Monitoring
-


Self
-
Assessment of each Section and overall assessment for Area

Area
4. Financial Monitoring

Arrangements




Outstanding


Form A: All Further Education Colleges
and Sixth Form Colleges

Issue 1


July 20
10



Page
27







Skills Funding Agency








Coventry

O
ffice

Cheylesmore House

Quinton Road

Coventry CV1 2WT

T 0845 377 5000

www.skillsfundingagency.bis.gov.uk











Published by the
Skills Funding Agency July 2010

The Skills Funding Agency


funds
and regulates adult further education and skills in
England.

An agency of the Department for Business, Innovation and Skills


Extracts from this publication may be reproduced for non
-
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This publication is available in an electronic form on the
Skills Funding Agency

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If you require this publication in an alternative format or

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Help Desk:
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Publication reference:
Skills Funding Agency
-
P
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100039
/B