E.M.A.E.M.A.

EDUCATION MAINTENANCE EDUCATION MAINTENANCE ALLOWANCEALLOWANCE

WHO GETS EMA?WHO GETS EMA?

Students send their applications to the EMA Students send their applications to the EMA Assessment and Payment Body in Assessment and Payment Body in DarlingtonDarlington

A contract Part 1 is sent to the successful A contract Part 1 is sent to the successful applicants, who then take this contract to applicants, who then take this contract to enrolment.enrolment.

Contract Part 1 confirms that the student is Contract Part 1 confirms that the student is entitled to the EMA payments. A member of entitled to the EMA payments. A member of staff countersigns this document.staff countersigns this document.

WHO GETS EMA?WHO GETS EMA?

Once the students complete Contract Part 1, Once the students complete Contract Part 1, they then complete Contract Part 2.they then complete Contract Part 2.

This contract sets out the “RULES” for This contract sets out the “RULES” for students claiming EMA Payments.students claiming EMA Payments.

This contract also explains the “BONUS” This contract also explains the “BONUS” payments.payments.

How are EMA payment decisions How are EMA payment decisions made?made?

YOU decide this!!!YOU decide this!!! The information on EMA payments are The information on EMA payments are

collated from the on-line registers marked by collated from the on-line registers marked by lecturers and tutors.lecturers and tutors.

How does this work?How does this work?

The EMA database scans the on-line The EMA database scans the on-line registers each week for absence marks that registers each week for absence marks that have been entered.have been entered.

If you have marked a student as absent, a If you have marked a student as absent, a “NO” payment decision is delivered to the “NO” payment decision is delivered to the EMA database.EMA database.

No payment is made for that week.No payment is made for that week. The student gets a letter confirming the non-The student gets a letter confirming the non-

payment and the reason. payment and the reason.

OOPS!!!OOPS!!!

I made a mistake and marked a student as I made a mistake and marked a student as absent.absent.

Change the mark on your on-line register.Change the mark on your on-line register. The EMA database will pick up the changes The EMA database will pick up the changes

and deliver a “YES” payment.and deliver a “YES” payment. Payments are made 1 week in arrears and Payments are made 1 week in arrears and

on a TUESDAY.on a TUESDAY. Monies will be in the students’ banks by the Monies will be in the students’ banks by the

Friday of the same week.Friday of the same week.

Conditions of EMA payments.Conditions of EMA payments.

EMA will be paid to the student PROVIDED EMA will be paid to the student PROVIDED THEY ATTEND (in full) all sessions required THEY ATTEND (in full) all sessions required by the college.by the college.

Any unauthorised absences will result in Any unauthorised absences will result in non-payment for the whole week. The non-payment for the whole week. The scheme does NOT allow for part payments.scheme does NOT allow for part payments.

Allowances may be withheld if there is a Allowances may be withheld if there is a serious case of UNACCEPTABLE conduct serious case of UNACCEPTABLE conduct on the part of the student.on the part of the student.

ACCEPTABLE ABSENCESACCEPTABLE ABSENCES

A medical appointment which cannot be A medical appointment which cannot be arranged outside lesson times.*arranged outside lesson times.*

A religious holiday.*A religious holiday.* A visit to a university to attend open days,or A visit to a university to attend open days,or

interviews. * interviews. * Attendance at a probation meeting. *Attendance at a probation meeting. * Attendance at a funeral of an IMMEDIATE Attendance at a funeral of an IMMEDIATE

family member. *family member. *

ACCEPTABLE ABSENCESACCEPTABLE ABSENCES

Attending a driving test. *Attending a driving test. * If the course is residential. *If the course is residential. * If they are representing the college, club, county or If they are representing the college, club, county or

country in a sporting event. *country in a sporting event. * Attending examinations. *Attending examinations. * Keeping an appointment with a Connexions Keeping an appointment with a Connexions

advisor. *advisor. *

* THE COLLEGE * THE COLLEGE MUST BE NOTIFIED IN MUST BE NOTIFIED IN ADVANCE. ADVANCE.

ABSENCEABSENCE

Sickness is NOT an authorised absence.Sickness is NOT an authorised absence. Unless prior permission has been granted Unless prior permission has been granted

for AUTHORISED absence, the students for AUTHORISED absence, the students WILL NOT receive their EMA payments.WILL NOT receive their EMA payments.

Authorised absenceAuthorised absence

EMA students are instructed to collect their EMA students are instructed to collect their “authorised absence” forms from the Area “authorised absence” forms from the Area Admin Office or through MIS.Admin Office or through MIS.

They MUST complete and sign them They MUST complete and sign them personally and return them to Area Admin personally and return them to Area Admin with any supporting evidence.with any supporting evidence.

Educational VisitsEducational Visits

If a group of your students are going to be If a group of your students are going to be away on a College trip or ANY OFF-SITE away on a College trip or ANY OFF-SITE visits, please inform your Area Admin Office.visits, please inform your Area Admin Office.

They need to know:They need to know:

• When the trip is.When the trip is.

• The names of all the students attending.The names of all the students attending.

Educational VisitsEducational Visits

Area admin are responsible for Area admin are responsible for “FLOODING” the registers of the students “FLOODING” the registers of the students concerned with an “E”.concerned with an “E”.

This will overwrite any absences entered by This will overwrite any absences entered by other lecturers who may not be aware that other lecturers who may not be aware that the trip has been programmed. the trip has been programmed.

Late or AbsentLate or Absent

EMA students will NOT lose their payments EMA students will NOT lose their payments because of lateness, only absence.because of lateness, only absence.

However it is the responsibility of the However it is the responsibility of the student to inform the tutors after they arrive student to inform the tutors after they arrive for lessons.for lessons.

Bonus payments-main pointsBonus payments-main points

Criteria for payments are as follows:Criteria for payments are as follows:Completed 2 full weeks in college between Completed 2 full weeks in college between

99thth January and 10 January and 10thth February 2006. February 2006.Completed all coursework as of the end of Completed all coursework as of the end of

the autumn term 2005 and summer term the autumn term 2005 and summer term 2006.2006.

Attended all examinations where applicable.Attended all examinations where applicable.Have NOT been subject to disciplinary Have NOT been subject to disciplinary

procedure stage 2.procedure stage 2.

Bonus decisionBonus decision

You will receive proformas with tick boxes You will receive proformas with tick boxes on them.on them.

You will be asked to tick “YES” or “NO” as to You will be asked to tick “YES” or “NO” as to whether each student named has fulfilled whether each student named has fulfilled the criteria. the criteria.

When are bonuses paid?When are bonuses paid?

Once all the information has been entered Once all the information has been entered into the EMA database.into the EMA database.

Normally during the half-term week.Normally during the half-term week.

APPEALSAPPEALS

If students have had EMA payments If students have had EMA payments withdrawn they can appeal against the withdrawn they can appeal against the decision in one of 2 ways.decision in one of 2 ways.

INFORMAL STAGEINFORMAL STAGE

They will be notified in writing the reason for They will be notified in writing the reason for non-payment, if they disagree, they may non-payment, if they disagree, they may query the decision.query the decision.

They must contact the EMA Coordinator by They must contact the EMA Coordinator by phone or in person to discuss their case.phone or in person to discuss their case.

If the coordinator agrees with them, the If the coordinator agrees with them, the payment will be reinstated, or they may be payment will be reinstated, or they may be asked to provide further evidence to support asked to provide further evidence to support the claim.the claim.

INFORMAL STAGEINFORMAL STAGE

If the coordinator disagrees with the student, If the coordinator disagrees with the student, and they wish to take the matter further, and they wish to take the matter further, they enter into appeal stage 2. they enter into appeal stage 2.

The FORMAL APPEAL.The FORMAL APPEAL.

FORMAL STAGEFORMAL STAGE

Think first, does the student have a legitimate Think first, does the student have a legitimate reason for pursuing a formal appeal?reason for pursuing a formal appeal?

This appeal is unlikely to succeed unless the This appeal is unlikely to succeed unless the student can provide relevant new information student can provide relevant new information relating to this case.relating to this case.

They have to apply in writing, providing They have to apply in writing, providing documentary evidence to support their case.documentary evidence to support their case.

They MUST do this within 2 weeks of receiving They MUST do this within 2 weeks of receiving their written confirmation of non-payment. their written confirmation of non-payment.

APPEAL COMMITTEEAPPEAL COMMITTEE

The appeal will NORMALLY be heard within The appeal will NORMALLY be heard within 10 working days.10 working days.

The committee will consist of:-The committee will consist of:-EMA CoordinatorEMA CoordinatorStudent Support ManagerStudent Support ManagerSenior TutorSenior Tutor

APPEAL PANEL DECISIONAPPEAL PANEL DECISION

The student will receive a decision in writing The student will receive a decision in writing within 3 working days.within 3 working days.

The panel decision is finalThe panel decision is final No further correspondence will be entered No further correspondence will be entered

into.into.

BONUS PAYMENTSBONUS PAYMENTS

To be eligible for bonus payments students To be eligible for bonus payments students need to have signed EMA contract part 2 – need to have signed EMA contract part 2 – bonus.bonus.

Bonus payments will be paid in full subject Bonus payments will be paid in full subject to two conditions:-to two conditions:-

The students have completed ALL their The students have completed ALL their relevant coursework and/or assignmentsrelevant coursework and/or assignments

The students have attended all exams The students have attended all exams associated with the course.associated with the course.

BONUS PAYMENTSBONUS PAYMENTS

Instances of unacceptable behaviour on the Instances of unacceptable behaviour on the part of the student MAY put their bonus part of the student MAY put their bonus payments at risk.payments at risk.

This could be the case even if there has This could be the case even if there has been no SINGLE incident serious enough to been no SINGLE incident serious enough to cause the weekly payment to be withheld. cause the weekly payment to be withheld.

Further help is availableFurther help is available

If there is anything else that you need If there is anything else that you need clarification on, please feel free to:clarification on, please feel free to:

Call in to the office (MIS/EXAMS)Call in to the office (MIS/EXAMS)E:mail Bob CarmichaelE:mail Bob CarmichaelPhone extension 1377Phone extension 1377