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Whilst I believe that 2 is within the rules (though paragraph 7 is unclear on what it's actually saying*), and 3 really should be, I've never met an auditor that didn't insist on 1. It's just wrong that 4 weeks of absence in the middle of the course is fine, but 4 weeks of absence at the start of the course is unacceptable. If they actually signed up before the start, what is the difference?
We ask curriculum teams to timetable additional hours. If that can't be done, we reduce hours. With the placement, we'd be asking curriculum to put on alternative activity, as I believe that is in the rules (paragraph 98 of the 16-18 guidance).
*What is paragraph 7 saying? It goes to great lengths to say that it is only in these very specific circumstances, then doesn't really say what it means.
All our auditors have always insisted that a late start means planned hours must be reduced. If the student has not started in time to be able to fulfill all the planned hours then they are not achievable and you cannot claim them. Unless of course you are able to provide evidence of additional timetabled sessions to catch up on those hours.
Ryan Wiseman
Planned Hours vs Actual Hours for a late start
Created
Hi all,
I would like to get other providers opinion on how they tackle planned hours, working in different College's - each of them have a different way of tackling it which I would like to know where which route you would take with this example:
Joe started late on the course due to having an operation in hospital, he started on 06/10/25 instead of the course start date on 04/09/25. The 3-4 weeks of study he has missed it has been agreed/expected he would catch up in his own time (not additional TT sessions) with the work that has been missed. Due to the operation an external work placement is not practical/safe so it has been agreed they do not need to go out in March 26.
Joe Bloggs study programme:
Level 2 Business Studies (60332797) - 340 hours (10 hrs per week) - 06/10/25 to 25/06/26
GCSE English - 102 hours (3 hrs per week) - 06/10/25 to 25/06/26
Workshop Studies (EEP) - 102 hours (3 hrs per week) - 06/10/25 to 25/06/26
Tutorial - 34 hours - (1 hour per week) - 06/10/25 to 25/06/26
Work Experience - 30 hours - (1 weeks of work experience expected to be in March 26) - 06/10/25 to 25/06/26
Total Study programme hours - 608 hours
College 1:
We acknowledge the student has started late, we will adjust the planned hours to be a true reflection - remove 17 hours per week for the first 4 weeks they were not here (68 hours) & since agreed we will not enrol on work experience for these 30 hours
Study programme hours - 510 hours
College 2:
The L2 Business qualification the student is enrolled on is a Full Level 2 qualification & the intention is they will be here all 3 terms (Advice: funding rules for 16 to 19 provision 2025 to 2026 - GOV.UK - funding compliance & auditable evidence advice)
Therefore, we will leave the hours as 608 all year - but if the student withdraws before the 3rd term we will adjust the hours to "actuals"
Study programme hours - If stay all 3 terms - 608 hours if they withdrawn before the summer term - 510 hours
College 3:
The L2 Business qualification the student is enrolled on is a Full Level 2 qualification & the intention is they will be here all 3 terms (Advice: funding rules for 16 to 19 provision 2025 to 2026 - GOV.UK - funding compliance & auditable evidence advice)
Therefore, we will leave the hours as 608 all year. The majority of students will be doing this study programme, so regardless that this student started late, may withdraw, didn't do the work experience - the majority of students should do the "normal" study programme so we can evidence this was our plan & provide examples of other learners on the same course doing 580+ hours if questioned at audit.
Study programme hours - 608 hours