Business Queries


Please click on the queries/questions below to be taken to the appropriate response and guidance.

Business Queries

Please find common queries below with answers, classifications, and helpful references and contact information where necessary.


Query: Does the fact that every Ofsted and QIA inspector can access the documents of every college and work-based learning provider on the Gateway present a risk to the security and confidentiality of the provider’s information?

Query Type: Business Query

Application: DocX, LAT

Reference/Contacts: Contacts

Answer: All inspectors in Ofsted and the QIA have signed an undertaking not to disclose confidential information.


Query: What access do Local Authorities have to the PG?

Query Type: Business Query

Application: PG, DocX, LAT

Reference/Contacts: Contacts

Answer: Access for local authorities is in respect of schools with sixth forms in their area. In addition they have access to their own provisions (ACL; WBL etc.)


Query: Will individual institutional data be shared with others apart from the LSC and the inspectorates? For example will providers be able to look at others’ information?

Query Type: Business Query

Application: PG-All

Reference/Contacts: Contacts

Answer: An individual provider’s data will not be accessible to other providers. Should a request for information be made under the Freedom of Information Act the LSC would consult with the original author of the document before proceeding with any disclosure.


Query: How long are documents kept on the Gateway?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: Documents are kept for the current and the previous three academic years (a maximum of three years, eight months).


Query: When do Providers need to upload their Self Assessment Reports?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: Providers should upload an advanced draft of their SAR for the 2005-06 academic year in the autumn of 2006. They can upload a final SAR if available.

In many cases final SARs, that is those signed off by the governing body or in the case of Independent Specialist Colleges, the most senior tier in the organisation, will not be uploaded until early 2007.

Providers are not required to upload their SARs from previous academic years.


Query: When do colleges need to upload their FE Stats Update Workbooks?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: The FE Stats Update Excel Workbook will only need to be completed and uploaded to the PG by colleges following notification of inspection or notification of an Annual Assessment visit that includes re-inspection. In these circumstances, we would request colleges to complete the workbook and upload to the PG within 5 working days of notification.

It is not expected that colleges will complete the workbook unless they specifically wish to provide the information for Annual Assessment Visits that do not include re-inspection.


Query: How quickly will data become available on the Gateway?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: We anticipate that the Gateway will have all or almost all of the new measures data by September 2008.


Query: What happens if I feel that the data on the Gateway, for example in a College Performance Report (CPR) is incorrect?

Query Type: Business Query

Application: PG-All

Reference/Contacts: Contacts

Answer: In the great majority of cases the data entered, mainly ILR records, is that which was sent by the provider itself. Please check that your data was sent into the LSC in time.

In a small number of cases there could be errors, in which case report the nature of your problem via your local LSC so that it can be taken up by the appropriate responsible partner.


Query: I do not know who the User Approver is for my organisation. Who do I contact?

Query Type: Business Query

Application: PG-All

Reference/Contacts: Contacts

Answer: Providers should contact their local LSC. LSC users and Ofsted users should contact the Service Desk.


Query: Our old User Approver has left our organisation. How do we nominate a new one?

Query Type: Business Query

Application: PG-All

Reference/Contacts: Contacts

Answer: Please contact the Service Desk Mailbox stating your organisations UPIN number, along with the nominated User Approvers full name, email address and contact number.


Query: What happens if finalise my SAR when I didn't intend to, or I need to amend a finalised document?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: Once the SAR is final you cannot delete it or replace it with another version for that academic year. So be careful before you mark your SAR as final as you will need to contact the Service Desk to delete the document for you.


Query: I have a LAT query that is not technical, access or training related. Who do I contact?

Query Type: Business Query

Application: LAT

Reference/Contacts: Contacts

Answer: Please contact
The Data Service, Service Desk.
E mail servicedesk@thedataservice.org.uk 
Telephone 0870 2670001


Query: I have a Document Exchange query that is not technical, access or training related. Who do I contact?

Query Type: Business Query

Application: DocX

Reference/Contacts: Contacts

Answer: Please contact:
The Data Service, Service Desk.
E mail servicedesk@thedataservice.org.uk 
Telephone 0870 2670001