Guidance

COVID-19 Chapter 11: Programme completers and early exits

Updated 15 December 2021

This guidance was withdrawn on 14 April 2022

This guidance is no longer current and is not being updated. Find the latest Work and Health Programme (including JETS) provider guidance’

Applies to England and Wales

This is Work and Health Programme Coronavirus (COVID-19) specific guidance, including Job Entry Targeted Support (JETS).

Due to measures and restrictions imposed during the Coronavirus (COVID-19) period, some elements of the Work and Health Programme have been varied. These variations also reflect the contract variations CV01, CV04 and CV05 and CV06.

The following temporary guidance is for use only during this COVID-19 period, as defined by the period contract variations are in place. Procedures and guidance will revert to pre-COVID-19 versions as these variations are revised or revoked. A full version of the original Work and Health Programme guidance remains in publication for reference.

Participant completes the Work and Health Programme (WHP Core)

1. Under CV04 for those Participants who are not in employment or self-employment after completing their allotted time on provision, you must complete an Exit Report Pack, which includes an Exit Report. This will include a summary of the Participants time on the programme along with details of additional support that can be accessed by the Participant going forward. Those Participants are listed below:

• Participants who complete 456 calendar days
• Participants who complete 639 calendar days following in work support and are not in employment and/or self-employment and
• early completers.

2. The Exit Report Pack must be completed with the Participant within the last 10 working days of the programme and include an Exit Report which must be shared with Jobcentre Plus when requested.

3. Where you have not completed the Exit Report Pack/Form with the Participant, you should attempt to contact the Participant to make them aware an Exit Report has been completed and provide them with the opportunity to arrange for a copy to be emailed, handed or posted to them. The same opportunity should be extended to any Participant who attended their exit appointment but not in a face to face setting.

4. Before emailing or posting the Exit Report you must ensure the Participant is aware of the risks of sending personal information to them via email or post. A copy should be provided to the Participant within the last 10 working days of them being a Participant. Where you are unable to inform them of this risk you must ensure no sensitive personal data is sent.

5. You should not include any Participant information that may be defined as Special Category data (as defined by the General Data Protection Regulations (GDPR) in these forms.

6. You will retain a copy of the Exit Report Pack securely. Further information can be found in paragraph 10.

Participant completes the Work and Health Programme Job Entry: Targeted Support (WHP JETS)

Exit Report required for WHPJETS

7. For WHP JETS you are required to complete an Exit Report (WHPJER1) to be shared with Jobcentre Plus for all completers who are not in employment or self-employment. listed below:

• Participants who complete 182 calendar days
• Early completers.

8. For any WHP JETS Participants who are not in employment or self-employment, the Exit Report must be completed and a copy shared with the Participant within the last 10 working days of the programme (if you are engaged with them).

9. If you are no longer engaged with the Participant, you must complete the Exit report independently and note your records that the customer has disengaged.

10. You should retain a copy of the Exit Report in either of the above circumstances and should share a copy with the Participant within the last 10 working days of them being a Participant.

11. Where you have not completed the Exit Report Pack/Form with the Participant, you should attempt to contact the Participant to make them aware an Exit Report has been completed and provide them with the opportunity to arrange for a copy to be emailed, handed or posted to them. The same opportunity should be extended to any Participant who attended their exit appointment but not in a face to face setting.

12. Before emailing or posting the Exit Report you must ensure the Participant is aware of the risks of sending personal information to them via email or post. Where you are unable to inform them of this risk you must ensure no sensitive personal data is sent.

13. You should not include any Participant information that may be defined as Special Category data (as defined by the General Data Protection Regulations (GDPR) in these forms.

14. You should share a copy of the Exit Report with Jobcentre Plus if requested.

Circumstances when an Exit Report Pack is not required for WHP Core and Exit Report not required for WHP JETS

15. You will not be required to complete an Exit Report Pack or Exit Report in the following circumstances, Participants who:

• move abroad, permanently, for a period at least longer than the remaining time on the programme
• are diagnosed with a terminal illness
• become deceased during time on programme
• are in employment and/or self-employment.

Provider completes Exit Report Pack with the Participant (WHP Core)

16. If the Participant is not in employment or self-employment at the point they cease to be a Participant, you will produce an Exit Report Pack. This will include a summary of the Participant’s time on WHP Core, along with details of additional support that can be accessed to support them going forward.

17. The Exit Report Pack must be completed with the Participant and a copy provided to them within the last 10 working days of the provision.

18. When a Participant’s employment ends during the in work support period and they return to Jobcentre Plus for support, an Exit Report Pack must be provided to the Participant within 10 working days of the date the contractor establishes the Participant is no longer in employment. You will also maintain a copy of the Exit Report Pack securely, which must be sent to Jobcentre Plus upon request.

19. You must complete all Exit Report Packs with the Participant via a telephone conversation, video conference or any other method permitted by the contract, annotating the Exit Report that you have been unable to obtain a Participant signature due to the COVID-19 period. This must be done promptly and in line with your CSS’s to ensure Jobcentre Plus can conduct a completer interview within 15 days of completion of WHP Core.

20. As COVID-19 restrictions ease and you move back to face-to-face delivery all ESF documents which require a participant’s signature should be signed and dated by the participant. If the signature box is annotated ‘COVID-19’ you should obtain a signature retrospectively when they are seen in person, and such form/s retained on file, for audit.

21. The Department recommends that you follow the relevant country specific Government guidelines below in relation to safety and only see those participants who request or agree to receive face to face support for all voluntary employment programmes. When you are delivering face to face, a wet signature must be obtained. The COVID-19 period easements are to be used only when you are not seeing the participant face to face due to restrictions imposed by government guidelines.

22. Evidence should be gathered and retained to show the Government guidelines you were adhering to which meant you could not offer face–to-face delivery at the time you supported the participant. This could be due to imposed lockdown restrictions, or the COVID-19 Secure guidance required under health and safety legislation.

Provider completes Exit Report with the Participant present for WHP JETS

23. For any Participants who are not in employment or self-employment the Exit Report must be completed and a copy provided to the Participant within the last 10 working days of them participating in the programme, if you are engaged with them.

24. You must complete all Exit Reports with the Participant via a telephone conversation, video conference or any other method permitted by the contract, annotating the report that you have been unable to obtain a Participant signature due to the COVID-19 period. This must be done promptly.

25. For both WHP Core and WHP JETS, as COVID-19 restrictions ease and you move back to face-to-face delivery all ESF documents which require a participant’s signature should be signed and dated by the participant. If the signature box is annotated ‘COVID-19’ you should obtain a signature retrospectively when they are seen in person, and such form/s retained on file, for audit.

26. The Department recommends that you follow the relevant country specific Government guidelines below in relation to safety and only see those participants who request or agree to receive face to face support for all voluntary employment programmes. When you are delivering face to face, a wet signature must be obtained. The COVID-19 period easements are to be used only when you are not seeing the participant face to face due to restrictions imposed by government guidelines.

27. Evidence should be gathered and retained to show the Government guidelines you were adhering to which meant you could not offer face–to-face delivery at the time you supported the participant. This could be due to imposed lockdown restrictions, or the COVID-19 Secure guidance required under health and safety legislation.

28. Where you have not been able to obtain signatures from Participants for any forms that require them, and the reason for that is not related to any Government Guidelines you were following at the time, you will need to clearly show that all reasonable attempts were made; date and evidence those attempts for your own audit trail and future inspection.

Provider completes Exit Report Pack independently without Participant present for WHP Core and Exit Report for WHP JETS

29. For any WHP JETS Participants who are not in employment or self-employment the Exit Report must be completed and a copy provided to the Participant within the last 10 working days of the Participant taking part in the programme.

30. For any WHP Core Participants the Exit Report Pack must be completed for those not in employment and self-employment. This must be completed and a copy provided to the Participant within the last 10 working days of the programme.

31. For WHP JETS and WHP Core if you are no longer engaged with the Participant, you must complete this independently and note your records that customer has disengaged.

32. The Exit Report Pack (WHP Core) and Exit Report (WHP JETS) must be saved, and shared with the Participant.

33. The Exit Reports must be shared with Jobcentre Plus when requested. This Exit Report must be done promptly.

34. In instances where you have been unable to obtain a Participants signature for the Exit Report, Jobcentre Plus may confirm the accuracy of the content with the Participant. Please Note: As COVID restrictions ease please see paragraphs 25-28 above.

Please Note: During the current COVID-19 situation the level of response from Jobcentre Plus will vary.

Actions for WHP Core Participants

• For those Participants not in employment and self-employment who are due to complete WHP Core, you must arrange an interview via appropriate means to complete the Exit Report Pack. This must be completed within their last 10 working days of the programme
• If you are unable obtain a signature from a Participant, you should annotate the Exit Report with ‘COVID-19’ in the Participant signature box
• You should then issue a copy of the Exit report or Exit Report Pack (as appropriate) to the Participant within their last 10 working days of participation in the programme
• The Exit Report element should include a summary of the Participants time on the programme with the remainder of the Exit Report Pack providing details of additional support that can be accessed to support them going forward.
• Please Note: As COVID restrictions ease please see paragraphs 25-28 above.

Actions for WHP JETS

• Identify Participants due to complete the WHP Job Entry: Targeted Support (WHP JETS) who are not in employment or self-employment. If you are engaged with the Participant, you must arrange an interview (via appropriate means) with the Participant to complete the Exit Report within their last 10 working days of the programme
• If the Participant has disengaged from the programme you should complete the Exit Report independently
• If you are unable obtain a signature from a Participant, you should annotate the report with ‘COVID-19’ in the Participant signature box
• You should issue a copy of the Exit Report form to the Participant within 10 workings days of the Participant completing WHP JETS. (In all instances)
• The Exit Report should include a summary of the Participants time on WHP JETS, along with details of additional support that can be accessed to support them going forward.

Please Note: As COVID restrictions ease please see paragraphs 25-28 above.

Jobcentre Plus Requests Exit Report (WHP Core and WHP JETS)

35. Jobcentre Plus will request Exit Reports that they wish to see when Participants complete the programme. Requests will be sent weekly or when required by Jobcentre Plus by unencrypted email using a WHPERE2 form.

36. You must await the request from Jobcentre Plus before returning an Exit Report as they will not need to see one for every Participant who completes the WHP Core or WHP JETS and is not in employment and self-employment.

Actions

• Monitor your centralised inbox regularly for incoming requests from Jobcentre Plus.

Please Note: During the COVID-19 period there may be a delay to Jobcentre Plus requesting Exit Reports. You should still complete them in every instance.

Provider returns Exit Report to Jobcentre Plus (WHP Core and WHP JETS)

37. All Exit Reports requested must be sent to Jobcentre Plus within 10 working days of the request being made. Day one will be the date the request is made by Jobcentre Plus.

38. You must only send Exit Reports that have been requested by Jobcentre Plus.

Actions

• Locate the completed Exit Reports for the Participants stated on the WHPER2E template
• Send the Exit Report to Jobcentre Plus via unencrypted email within 10 working days of the request being received to the designated Jobcentre Plus inbox notified to you.

Consequence

When requested by Jobcentre Plus you should return the Exit Report within 10 working days which will be checked during the DWP compliance monitoring process. Failure to meet this standard may result in you failing the compliance check.

39. Further detail is provided in the Detailed background and further information section.

Provider submits ESF1420m End form to DWP (WHP Core and WHP JETS-England Only)

40. Where a Participant completes the WHP Core or WHP JETS there are additional steps for you to take to satisfy your ESF requirements.

41. It is a key requirement that you notify results for Participants who complete the Programme. This is via completion and return of the ESF1420m End form.

42. The ESF 1420m End form notifies of a Participants status within four weeks of programme completion. The ESF 1420m End form, should be annotated ‘COVID-19’ in the signature box to confirm the Participant was enrolled during this event. The date should be included.

Please Note: If a Participant completed provision any time after 24 February 2020 ‘COVID-19’ can be input in the 1420m End Form declaration section where provider signatures cannot be gained. Please Note: As COVID-19 restrictions ease please see paragraphs 25-28 above.

Actions

• Complete ESF 1420m End form within four weeks of the WHP Core or WHP JETS completion
• Send completed ESF1420m End Form to the DWP ESF Admin Team via un-encrypted email within eight weeks of completion of provision
• Ensure you have a final action plan for each completer for the Work and Health Programme or Job Entry: Targeted Support. For the purposes of this programme the final action plan is the Exit Report.

Please Note: The providers nearest initial assessment building postcode should be used by staff working from home.

43. Further detail can be found in the Detailed background and further information section

Failure to attend meeting (WHP Core and WHP JETS)

44. Where you are unable to complete the Exit Report appointment with the Participant, for example they refuse or fail to participate, you must complete the Exit Report and include reasons (if known) for example annotating the report ‘no signature obtained due to COVID-19 period’ or ‘declined appointment offer’ or for WHP JETS ‘no longer engaged’ if the Participant has disengaged. Please Note: As COVID restrictions ease please see paragraphs 25-28 above.

45. You must record that the Exit Report was not completed with the Participant present, and include the reasons for their failure to participate where known.

46. Where you are unable to issue a copy of the Exit Report Pack/Form, you should contact the Participant to make them aware an Exit Report has been completed and provide them with the opportunity to arrange for a copy to be emailed, handed or posted to them

47. For WHP Core an Exit Report Pack should also be made available where appropriate. For WHP JETS, you must arrange for a copy of the Exit Report to be sent to the Participant within 10 working days of completing WHP JETS.

Detailed background and further information (WHP Core and WHP JETS)

Participant completes the Work and Health Programme (WHP Core) or the WHP Job Entry: Targeted Support (WHP JETS)

48. Participants will complete the WHP Core or WHP JETS in the following circumstances detailed in paragraphs 48-69 below.

Participant reaches 456 days on WHP core or 182 days on WHP JETS

49. Participation on WHP Core will end at 456 calendar days or will end at 182 days on WHP JETS, where a Participant has not reached the earnings threshold or a self-employment claim has not been paid.

50. The Provider Referral and Payment System (PRaP) will automatically calculate the end date for a WHP Core Participant at 456 calendar days.

51. PRaP will automatically calculate and populate the end date for a WHP JETS Participant at 182 calendar days, but this will not unset the RTE interest, which will continue to pick up earnings until day 299.This includes 182 calendar days on programme, 56 calendar days tracking period and a further 61 days for late HMRC notifications/claims based on the start date you input following initial engagement. You can continue to enter an outcome for self-employed participants after the end date has been entered at 182 days up to 299 days.

Participant completes after a period of in work support (Not applicable to WHP JETS)

52. Where a Participant is in work when they reach 456 days on programme, but has not yet met the earnings threshold or a self-employment outcome claim has not been reported, you can opt to give them in work support and extend their participation for an additional 182 days (six months). This will give the Participant a maximum time on programme of 639 calendar days. This extension must be input into PRAP before day 456

53. Between day 456 and day 639 you can manually end the Participant on the programme in PRaP using the early completer reasons described at paragraphs 59-69, otherwise it will automatically end at 639 days

54. Where you choose to extend a Participants time on programme, the final day of the extension will be their new completion date.

Participant falls out of work during extension (Not applicable to WHP JETS)

55. Where a Participant falls out of work during the extension, they will complete the programme and return to Jobcentre Plus.

56. You should access PRaP, navigate to the Extension/Completion area and select the report for completion tick box and click save to end their extension period and time on programme.

57. The last date of employment will be their new completion date.

Early completers of the WHP Core or WHP JETS

58. For WHP Core, an early completer is someone whose time on the Programme ends before the 456 calendar days’ time on the programme is reached.

59. For WHP JETS, an early completer is someone whose time on WHP JETS ends before the 182 calendar days’ time on the programme is reached.

60. A Participant will complete WHP Core or WHP JETS early in the circumstance outlined in paragraphs 59-69 detailed below.

Participant reaches earnings threshold/self-employed claim fully validated (WHP Core and WHP JETS)

61. Where a Participant obtains employment and reaches the earnings threshold, or a self-employed outcome is achieved, they will complete the programme.

62. When the final outcome is achieved in respect of the Participant, the line will automatically close in PRaP.

Participant moves abroad (WHP Core and WHP JETS)

63. When a Participant moves abroad, permanently, for a period of at least longer than the remaining time on the programme, they will complete the WHP Core or WHP JETS.

64. You should enter the date and completer reason ‘46 – Exceptional circumstances’ into PRAP to end their time on programme.

Participant is diagnosed with a terminal illness (WHP Core and WHP JETS)

65. Participants diagnosed with a terminal illness will have the choice to remain on the programme if they wish.

66. For WHP Core only in this case, if the Participant had initially been referred on a mandatory basis, their attendance will become voluntary.

67. If you are notified by Jobcentre Plus that they no longer wish to take part in the programme (via a change of circumstances notification form CEPD1/UC78e), you should enter the date and completer reason ‘46 – Exceptional circumstances’ into PRaP to end their time on programme.

Participant death (WHP Core and WHP JETS)

68. If you are notified by Jobcentre Plus of a Participant death, you should enter the end date and completer reason ‘43 – Customer deceased’ into PRAP to end their time on programme.

69. The end date entered must be their actual date of death and not the date that the notification of the Participants death was received. Further information can be found in COVID-19 Work and Health Programme (WHP) including Job Entry: Targeted Support (JETS) Provider Guidance Chapter 10 – Change of circumstances and notifications.

Participants signposted to other specific alternative provision (WHP JETS only)

70. You may be notified by Jobcentre Plus that the Participant will be referred to a more suitable DWP contracted provision. You will be notified of this via a change of circumstances notification form (UC78e or CEPD1). Upon receipt of the form, you should update the Participant’s record with completer reason ‘46 exceptional circumstances’.

71. Further information can be found in COVID-19 Work and Health Programme (WHP) including Job Entry: Targeted Support (JETS) Provider Guidance Chapter 10 – Change of circumstances and notifications.

Provider completes Exit Report Pack with the Participant WHP Core

72. If the Participant completes their allotted time on the programme and is not in employment or self-employment at the point they cease to be a Participant, you will produce an Exit Report Pack which will include an Exit Report summarising the Participants time on WHP Core along with details of additional support that can be accessed to support them going forward. You will also maintain a copy of the Exit Report pack securely. The Exit Report element must be sent to Jobcentre Plus upon request.

73. If you are not engaged with the Participant and they are not in employment or self-employment at the point they cease to be a Participant, as above, you will produce an Exit Report independently, which will include a summary of the Participants time, along with details of additional support that can be accessed to support them going forward.

74. You should share a copy with the Participant by email or post post within the last 10 working days of them being a Participant. You will also maintain a copy of the Exit Report securely, which must be sent to Jobcentre Plus upon request.

75. Where you have not completed the Exit Report Pack/Form with the Participant, you should attempt to contact the Participant to make them aware an Exit Report has been completed and provide them with the opportunity to arrange for a copy to be emailed, handed or posted to them. The same opportunity should be extended to any Participant who attended their exit appointment but not in a face to face setting.

76. Before emailing or posting the Exit Report you must ensure the Participant is aware of the risks of sending personal information to them via email or post. Where you are unable to inform them of this risk you must ensure no sensitive personal data is sent.

Provider completes Exit Report form with the Participant WHP JETS

77. For WHP JETS if you are engaged with the Participant and they are not in employment or self-employment at the point they cease to be a Participant, you will produce an Exit Report. An Exit Report (WHPJER1) has been provided to you which meets the requirements for this programme. This report includes a summary of the Participants time, along with details of additional support that can be accessed to support them going forward. You will maintain a copy of the Exit Report securely, which must be sent to Jobcentre Plus upon request. This must be completed and shared with the Participant within the last 10 working days of them being a Participant.

78. If you are not engaged with the Participant and they are not in employment or self-employment at the point they cease to be a Participant, as above, you will produce an Exit Report independently, which will include a summary of the Participants time, along with details of additional support that can be accessed to support them going forward.

79. You should share a copy with the Participant by email or post within the last 10 working days of participation in the programme. You will also maintain a copy of the Exit Report securely, which must be sent to Jobcentre Plus upon request.

80. Where you have not completed the Exit Report Form with the Participant, you should attempt to contact the Participant to make them aware an Exit Report has been completed and provide them with the opportunity to arrange for a copy to be emailed, handed or posted to them. The same opportunity should be extended to any Participant who attended their exit appointment but not in a face to face setting.

81. Before emailing or posting the Exit Report Pack, Exit Report you must ensure the Participant is aware of the risks of sending personal information to them via email or post. Where you are unable to inform them of this risk you must ensure no sensitive personal data is sent.

Provider completes Exit Report (WHP Core and WHP JETS)

The purpose of the Exit Report

82. The Exit Report you send to Jobcentre Plus will be a key tool used to determine the most appropriate type of support for Participants upon their return.

83. Jobcentre Plus work coaches will use the Exit Reports you produce to:

• build a profile of the Participant following their experience on WHP Core or WHP JETS
• understand the level of support the Participant may require following WHP Core or WHP JETS.

84. Standard Exit Reports have been supplied by DWP for WHP Core and WHP JETS which can be used for this purpose. If you choose to use your own version of the Exit Report template for either WHP Core or WHP JETS, you must ensure this has been approved by DWP prior to use.

Completing the Exit Report (WHP Core and WHP JETS)

85. The Exit Report must as a minimum include the following factual information:

• Participant surname
• Participant National Insurance number (NINO)
• summary – actions undertaken, including activities such as work, training or work experience the Participant has completed and any qualifications or skills achieved
• the period(s) that any work experience or employment covered/not completed and any reasons why actions were not completed (Not applicable to WHP JETS)
• next steps – your recommendations to Jobcentre Plus on the most appropriate next steps for the Participant.

86. The Exit Report for WHP Core Participants should include meaningful and personalised information which will provide Jobcentre Plus with additional information and an insight to the Participants journey on the Programme. The Exit Report must contain at least 500 words written by the Participants personal adviser for WHP Core Participants. (Not applicable to WHP JETS).

87. The Exit Report (WHPJER1) for WHP JETS Participants has been tailored to include meaningful and personalised information which will provide Jobcentre Plus with additional information and an insight into the Participants journey on WHP JETS. There is no minimum word count when completing the Exit Report for a WHP JETS Participant. Tick boxes are provided on the Exit Report but additional information should be included where applicable.

88. The Exit Report may also include for example:

• summary – how the Participant benefited from WHP Core or WHP JETS and the progress against the activities undertaken by the Participant whilst on WHP Core or WHP JETS
• employability – your opinion on the Participants employment prospects, the type of employment which might be appropriate
• next steps – your recommendations to Jobcentre Plus on the most appropriate next steps for the Participant.

89. You should not include any Participant information that may be defined as Special Category data (as defined by the General Data Protection Regulations (GDPR) in these forms (WHP Core and WHP JETS).

90. For WHP Core in exceptional circumstances, for example where the Participant has not engaged during most of their time on programme, the Participants personal adviser may not be able to complete 500 words This is acceptable in these circumstances, however you must still provide meaningful information in addition to the information contained at paragraph 77 to enable Jobcentre Plus to plan next steps with the Participant.

91. For WHP JETS Participants, the Exit report must be completed within 10 days, no minimum word requirement is needed.

92. The Exit Report must be signed by you and the Participant where you are not able to do this you must record the reasons on the Exit Report detailing why the Participant has not signed the form. You must comply with General Data Protection Regulation (GDPR) requirements when processing Exit Reports, as you must throughout your provision of the Services.

93. You may make arrangements for the Exit Report to be emailed, or posted to the Participant where you are unable to issue it face to face. This should be shared with the Participant within the last 10 working days of them being a Participant. Before emailing or posting the Exit Report you must ensure the Participant is aware of the risks of sending personal information to them via email or post. Where you are unable to inform them of this risk you must ensure no sensitive personal data is sent. Please refer to paragraph 81 above for further information.

Jobcentre Plus Requests Exit Report (WHP Core and WHP JETS)

94. Jobcentre Plus will only request Exit Reports where a work coach has determined it to be appropriate. Please Note: There may be a delay to the request being made during the COVID-19 period.

95. The request will be made using a WHPER2E form, via unencrypted email. Each form should contain no more than 40 Participant records and will contain the following information for each:

• National Insurance Number (NINO)
• Jobcentre Plus Office
• request date
• report return deadline
• benefit type
• end date
• return email address.

96. The WHPER2E form will be sent weekly or as required via unencrypted email for Participants who have already completed WHP Core and WHP JETS.

97. The WHPER2E form will inform you of the completion date and the deadline for receipt of the Exit Report.

98. Jobcentre Plus may send more than one WHPER2E form, however they should only attach one form per email and will set a read receipt.

99. The email will contain the header ‘Work and Health Programme or WHP JETS Exit Report Request’.

100. Jobcentre Plus will record the date of request of the Exit Report for each Participant.

101. On receipt you should accept the read receipt.

102. You may receive an Exit Report request from Jobcentre Plus for a Participant outside of your Contract Package Area (CPA) who you have been supporting. These requests should be actioned in the same way as for Participants in your CPA.

Provider returns Exit Report to Jobcentre Plus (WHP Core and WHP JETS)

103. On receipt of the request, you should locate the Exit Report for each Participant and return to the Jobcentre Plus centralised district inbox notified to you via unencrypted email.

104. You must return only one Exit Report per email to the Jobcentre Plus centralised district inbox. This will be stated on the WHPER2E form.

105. When emailing the Exit Report, you should ensure the subject field contains only the term ‘Exit Report – (Participant surname)’ and the last three digits of the NINO.

106. You must return the Exit Report to the Jobcentre Plus centralised district inbox within 10 working days of the request being made by Jobcentre Plus.

107. If your sub-contractors complete an Exit Report they may email the Exit Report back to the Jobcentre Plus centralised district inbox. All Exit Reports must be returned to Jobcentre Plus via the designated provider SPoC email address. It is your responsibility to ensure all Exit Reports are received on time and to the quality expected.

Please Note: Providers have overall responsibility for their sub-contractors following this process and for the quality of information included in the Exit Reports.

Jobcentre Plus receive Exit Report (WHP Core and WHP JETS)

108. On receipt of the Exit Report, Jobcentre Plus will check if the Participant stated on the Exit Report is within their District. If an error has been identified by the Jobcentre Plus District SPoC or you identify that you have sent the Exit Report to the wrong district, either party must contact the other by phone.

109. When an agreement is reached that an Exit Report has been sent to the wrong Jobcentre Plus centralised district inbox, they will delete the Exit Report from their systems. The provider SPoC will email the Exit Report to the correct Jobcentre Plus centralised district inbox. The provider SPoC must keep a record of the actions taken for three months purposes and report the incident to DWP security as per Generic Provider Guidance Chapter 8 – Information Security.

110. Jobcentre Plus will record the date of return of the Exit Report for each Participant.

Ad hoc Exit Report requests (WHP Core and WHP JETS)

111. Jobcentre Plus may request ad hoc Exit Report for Participants who have completed WHP Core and or WHP JETs and subsequently return to Jobcentre Plus, where they feel the Exit Report may inform further support.

112. These requests will be made on the WHPER2E form.

Provider submits ESF14-20 End form to DWP (WHP Core and WHP JETS-England only)

113. You must report the Labour Market Status for all Participants that complete provision and also where it is established that the Participant has gained basic skills or a qualification whilst on provision or moved into education or training. The ESF14-20 End form notifies of a Participants status within 28 calendar days of WHP Core or WHP JETS completion date.

114. Where you are unable to ascertain the latest status of a Participant, the ESF14-20 End form should be completed with their last known status details. All attempts made to contact the Participant and confirm their status within 28 calendar days after completing the programme for WHP Core Participants and WHP JETS should be clearly annotated on the Action Plan and sent to the DWP ESF Admin Team within eight weeks of their completion date.

115. In exceptional circumstances where you cannot meet the eight-week deadline or it comes to light at a future date that an ESF14-20 End form hasn’t been sent for whatever reason, you are still required to complete the form and return it as soon as possible.

Please Note: If this does happen, the Department may ask for the reasons why you have not been able to meet this deadline.

116. If a Participants representative notifies you that the Participant has died, you are not required to submit an ESF14-20 End Form but record details of the notification on your system.

Completing the ESF14-20 End Forms – Signatures (WHP Core and WHP JETS)

117. The ESF 14-20 End form, should be annotated ‘COVID-19’ in the signature box to confirm the Participant was enrolled during this event. The date should be included. You should get a provider advisor signature at a later date.

118. For both WHP Core and WHP JETS, as COVID-19 restrictions ease and you move back to face-to-face delivery all ESF documents which require a provider’s signature should be signed and dated by the provider. If the signature box is annotated ‘COVID-19’ you should obtain a signature retrospectively and such form/s retained on file, for audit. This applies only to Participants on programme.

Completing the ESF14-20 End Forms – Postcode for Engagement Meeting (WHP Core and WHP JETS)

119. The providers nearest initial assessment building postcode should be used by staff working from home.

120. The ESF14-20 End form must be sent to the DWP ESF Admin team via unencrypted email once fully completed. You must send this, one Participant record per time.

121. When emailing the completed ESF14-20 End form to DWP, annotate the subject field with the following wording ‘ESF 1420 Export End Form’

122. Results information must be securely submitted to DWP. Information sent as part of this process is sensitive personal data within the meaning of the General Data Protection Regulations (GDPR) and handling, processing and transmission rules apply.

123. You must adhere to ESF requirements on document retention when undertaking this activity. Further information regarding ESF requirements can be found in Generic Provider Guidance Chapter 11b - European Social Fund Requirements (ESF) 2014 – 2020 (England Only).

Should you require a copy of any of the forms mentioned in this chapter, please email: WHP.ENQUIRIES@DWP.GOV.UK