How do I access the audit tool?

The tool can only be completed by a nominated person in a setting. The data from the audit tool is not available to the general public. However, you may choose one of the following options if they apply to you:

  • I'm from a setting and wish to create a new record.
  • I'm from a local authority and wish to view local data.

Please note: If you are from a local authority you need to contact the Teaching Agency to nominate a user. The Teaching Agency will then give the nominated user a password to access the audit tool.

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 How does it work?

Employers use the tool to create a setting record. This record contains information about the setting such as the contact details, the type of provision and its opening times.

Once the setting record has been created, information can then be added about the practitioners working in that setting. Each member of staff has their own record within the setting record. This should include all employed staff and regular volunteers working directly with the children.

The audit tool can be used to record the qualification(s) held by practitioners and volunteers in the setting. The person entering the data is able to search the qualifications list within the audit tool. The qualifications list identifies full and relevant qualifications in accordance with the Statutory Framework for the Early Years Foundation Stage (EYFS). The qualifications list can identify the training and development needs of individuals according to the qualifications they hold. Employers can then record this information on the audit tool and use it to create training and development plans for their employees. In addition to checking qualifications, the audit tool can create a broader profile of staff members by recording other information such as ethnicity, age and gender.

Once the information has been put into the audit tool it can be aggregated with all the other setting records to generate reports on the Early Years workforce. Some examples of information that could be obtained from the audit tool are:

  • Number or % of men employed in registered settings.
  • Total numbers of volunteers working in settings.
  • Number or % of practitioners with a full and relevant level 3 qualification.
  • Number of Early Years professionals (EYPs) employed in registered settings.
  • Number or % of EYPs working in private, voluntary and independant (PVI) settings.
  • Number or % of PVI settings with graduate.
  • Number or % of practitioners working towards a qualification.

There are a number of benefits to settings completing and using the audit tool, it can help settings to:

  • Check the setting meets minimum staff ratio requirements.
  • Monitor training needs across the setting.
  • Record workforce development in the setting.
  • Set targets for increasing staff qualifications according to government aims.
  • Respond to information requests from other agencies - such as local authorities.
  • Produce a report for Ofsted inspections.
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 How long does it take to fill in?

The majority of settings that have completed the tool took less than two hours.

However, those planning to create a new setting record should work with employees and volunteers in the setting to prepare and collect information that will be put into the tool. In order to help employers/managers collect the right information about their staff and their qualifications there is a form for employers/managers to give to their practitioners for them to complete. The practitioner form can be downloaded from the audit tool website.

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 How often should it be done?

Once the setting record has been created and staff information has been put into the tool, it is saved and stored securely. This means settings only have to amend/update staff records when changes occur such as whenever an employee:

  • joins the settings
  • leaves the setting
  • gains an additional qualification.

We also recommend updates should be done routinely every quarter or pre-inspection.

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 Is it mandatory to use?

There is no legal requirement to complete the audit tool. However a local authority may set a local requirement to do so.

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 What is the Early Years Workforce Qualifications Audit Tool?

The audit tool is an online database, which Early Years registered settings can use to record and store information about their setting and their staff. It is an easy way to record the qualifications that staff hold or are working towards and their additional training and development achievements.

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 Who can access the data?

Setting data is entered by a nominated person from the setting. Only this person can enter data or change it. Local authority staff (usually from the Early Years or childcare services) are able to view setting data and aggregate data from all the settings in their area. Data from the audit tool is not available to the general public. 

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 Who fills in the audit tool?

Settings are asked to identify a nominated person to be responsible for creating a setting record and keeping the data up-to-date. It is expected that for most settings this person will be the manager, deputy manager, the EYP or setting owner.
 

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 Why have you produced the Early Years Workforce Qualifications Audit Tool?

Understanding the workforce and generating a picture of their training and development is crucial to planning successful national programmes of work. Whether this work relates to improving the quality of provision; managing staff, improving work opportunities, increasing retention, having a diverse workforce and of course improving outcomes for children, the Early Years workforce are key to making this happen in settings.

A need was identified for better quality information on the workforce that is up to date, clearly presented and consistent across the whole of England. The audit tool presents the first opportunity to hold information on the workforce in one place, making it available to share between agencies for the benefit of the Early Years workforce.

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Contact details

Teaching Agency
Website: http://www.education.gov.uk/help/contactus/ta