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Definitions and states

Key concepts

Concept Definition
application The application a person makes to be trained on an NPQ course. Applications include funding details
participant A person registered for an NPQ course
cohort The grouping of participants who begin their course in a given academic year under a given funding contract. For example, a participant starting their training in the academic year 2024/25 will have a cohort of 2024, as funding comes from the 2024/25 call-off contract. In most cases providers cannot change a participant’s cohort once they have begun their training
schedule The expected timeframe in which a participant will complete their NPQ course. Schedules include defined milestone dates against which DfE validates the declarations submitted by providers
course_identifier The NPQ course a person applies for, and a participant is registered for
outcome The assessment result a participant achieves a the end of an NPQ course
declaration The notification submitted by providers via the API as the sole means for triggering output payments from DfE. Declarations are submitted where there is evidence of a participant’s engagement in training for a given milestone period
statement A record of output payments (based on declarations), service fees and any adjustments the DfE may pay lead providers at the end of a contractually agreed payment period. Statements sent to providers by DfE at the end of milestone periods can be used for invoicing purposes
funded place The way for DfE and providers to identify participants who are eligible for funding and for whom there is funding available
funding cap The maximum number of places each provider can offer per NPQ that DfE will pay for from the 2024/25 academic year onwards

Data states

The API service uses a ‘state’ model to reflect the NPQ participant journey, meet contractual requirements for how providers should report participants’ training and how the DfE will pay for this training.

Application states

Application states are defined by the status attribute.

A application’s status value will determine whether a provider can:

status Definition Action
pending Applications which have been made for an NPQ course Providers can only accept or reject pending applications
accepted Applications which have been accepted by a provider Providers can submit declarations and update participant data only for those who have had their application accepted
rejected Applications which have been rejected by a provider, or which have been accepted by another provider Providers cannot submit any API requests for participants who have had their application rejected

View more detailed specifications for the NPQ application schema.

Participant states

Participant states are defined by the training_status attribute.

A participant’s training_status value will determine whether a provider can:

training_status Definition Action
active Participants currently in training Providers can update participant data and submit declarations for active participants
deferred Participants who have deferred training Providers cannot update participant data or submit declarations for deferred participants. Providers must notify DfE when the participant resumes training
withdrawn Participants who have withdrawn from training Providers cannot update participant data for withdrawn participants. Providers can only submit declarations for withdrawn participants if the declaration_date is backdated to before the withdrawal_date

View more detailed specifications for the NPQ participant schema.

Declaration states

Declaration states are defined by the state attribute.

Providers must submit declarations to confirm a participant has engaged in training within a given milestone period. A declaration’s state value will reflect if and when the DfE will pay providers for the training delivered.

state Definition Action
submitted A declaration associated with to a participant who has not yet been confirmed to be eligible for funding Providers can view and void submitted declarations
eligible A declaration associated with a participant who has been confirmed to be eligible for funding Providers can view and void eligible declarations
ineligible A declaration associated with 1) a participant who is not eligible for funding 2) a duplicate submission for a given participant Providers can view and void ineligible declarations
payable A declaration that has been approved and is ready for payment by DfE Providers can view and void payable declarations
voided A declaration that has been retracted by a provider Providers can only view voided declarations
paid A declaration that has been paid for by DfE Providers can view and void paid declarations
awaiting_clawback A paid declaration that has since been voided by a provider Providers can only view awaiting_clawback declarations
clawed_back An awaiting_clawback declaration that has since had its value deducted from payment by DfE to a provider Providers can only view clawed_back declarations

View more detailed specifications for the declaration schema.