English and maths condition of funding calculator 2025 to 2026

What it does

It applies the 2025 to 2026 condition of funding rules to every funded student in your two reports. It gives the estimated deduction, the known non-compliance as a percentage of national funding value, the unresolved students and the extra deduction they could add, a funding-band statement, a learner-level investigation list and data-quality checks that withhold the headline when the data cannot support it.

Who should use it

MIS and data teams who produce the funding reports, funding and compliance staff, maths and English managers who need the list of students to investigate, and finance and senior leaders who need the estimated effect on the 2027 to 2028 allocation. Excel needs no technical set-up. The SQL route is for report developers who already import the DfE funding reports into SQL Server.

The reports you need

Two DfE ILR funding reports, both for the same provider, the same academic year (2025 to 2026) and the same return:

1. 16 to 19 Summary of Funding by Student: each student's funding line, funding band, planned hours, date of birth and whether they qualify for funding.
2. Maths and English: each student's maths and English status.

Preparing and matching the reports

• Take both reports from the same return, for example both from R14. Never mix returns, years or providers.
• Students are matched by learner reference, which must be identical in both reports. Rows are never matched by their position, so the order of the rows does not matter.
• Keep the reports as supplied, including the Date of birth column. Age on 31 August 2025 decides whether a Band 4b student with grade 3 is treated as full-time or part-time.
• The reports carry no provider identifier. You declare your provider's UKPRN in the workbook, or in each SQL year adapter, and a valid UKPRN (8 digits starting with 1) is required before a validated headline is shown: otherwise the status is BLOCKED - PROVIDER UKPRN NOT DECLARED (or NOT VALID). The UKPRN is declared, not independently verified: entering it does not prove that both reports belong to that provider. Duplicate references and reconciliation exceptions are the only signs in the data of a mixed pair of reports.
• The calculator is designed for institutions that receive the ILR funding reports. Institutions that make school census returns cannot use it as designed: their minimum-hours codes are not mapped.
• The readiness checks confirm the data is complete and consistent. They cannot prove which provider, year or return the reports came from: that is for you to confirm.

SQL route

For colleges that already import the DfE funding reports into SQL Server and want reporting views, validation procedures and dashboards. The toolkit documentation states SQL Server 2016 SP1 or later. The 2025 to 2026 toolkit installs into the schema fefunding2526.

Installing

1. In your reporting database, open 02_Source_Adapters.sql and point its source queries at your imported 2025 to 2026 report tables, keeping the column aliases. Configure the adapter for the correct year, provider and return, and filter it if a table holds more than one. Declare the UKPRN and return label there.
2. Run 02, 03, 04 and 05, in that order.
3. Optionally, run 11_Report_Label_Inventory.sql on your imported reports. It lists the funding band, funding line and status labels with counts only, and no learner data, so the calculator's wording can be checked against your reports.
4. Run EXEC fefunding2526.usp_CoF_Validate; and resolve anything that blocks, then EXEC fefunding2526.usp_CoF_Executive; or query fefunding2526.vw_CoF_Headline.
5. The 2025 to 2026 and 2026 to 2027 toolkits can be installed side by side in the same reporting database, each in its own schema with its own rules. To report both in one view, install both years, then run 09_All_Years_Headline.sql from the all-years toolkit.

For a one-off result with no installation, edit the source queries in 01_Standalone_Calculator.sql and run it. Uninstalling is covered in the toolkit documentation.

Upgrading an earlier installation

1. Upgrade each year toolkit in place: configure the new 02_Source_Adapters.sql with your table names, filters and UKPRN, then run 02 to 05. The schema names do not change.
2. Run 09_All_Years_Headline.sql afterwards, then check EXEC fefunding_all.usp_CoF_Check_Completeness; before refreshing a dashboard.
3. If an older copy of a year is still installed, set IsIncluded = 0 for it in fefunding_all.CoF_Headline_Sources, rebuild the all-years view and move its reports before retiring it.
4. Snapshot history in fefunding_all.CoF_Headline_History is kept: installing or upgrading never drops it. Only 10_All_Years_Uninstall.sql with @DropHistory = 1 removes it. The release tests upgraded from the earlier versions and confirmed the history survives.

An earlier 2025 to 2026 installation in the schema fefunding may still exist. Do not uninstall it blindly: list the reports that use it, choose one source for 2025 to 2026, move those reports to it, then retire the old installation. Until then the all-years view reports the year as DUPLICATE SOURCES.

Running the scripts in SSMS or sqlcmd

• The scripts use GO batch separators, which SQL Server Management Studio and sqlcmd both understand. Run each script as a whole.
• Each script sets ANSI_NULLS and QUOTED_IDENTIFIER on itself, so sqlcmd does not need the -I switch.
• A failed install or uninstall step raises an error, so a scripted run stops rather than carrying on.

What the toolkit reads and writes

• Your source MIS and report tables are only read.
• Installing creates reporting objects (views, procedures and tables) in the reporting database, in the toolkit's own schemas.
• The snapshot procedure writes history rows into the reporting database, in fefunding_all.CoF_Headline_History.
• A scheduled snapshot job is not installed automatically. If you want one, set it up yourself.
• Report accounts need SELECT on the reporting views. A reader in another database also needs SELECT on the source tables, or another route your DBA approves, because views do not carry ownership across databases by default. Avoid TRUSTWORTHY or db_owner as a shortcut.

Safeguards

• Any blocking condition withholds every validated headline figure: it shows as Unavailable in Excel and NULL in SQL, with the reason. Blocking conditions are invalid records (an unrecognised funding band or funding line, invalid Band 1 hours, a duplicate learner reference on an in-scope record or a Qualifies for funding value that is not Y or N), reports that do not reconcile, no valid declared UKPRN, and no data.
• No data shows as unavailable, never as zero.
• Unresolved is never treated as a pass. The extra deduction if every unresolved student failed is shown.
• A £0 estimate is not a statement of full compliance.
• Excluded records are listed with the reason, never silently dropped.
• The workbook contains no macros, external links or data connections. Calculated sheets are protected without a password to prevent accidental edits; the paste areas and yellow inputs stay editable.
• The SQL procedures stop with a message naming each cause when the data is invalid.

Dashboard reporting

If you report the headline in Power BI, SSRS or another tool, through fefunding2526.vw_CoF_Headline or the all-years view, keep these meanings intact.

• DataYear is the year of the report, not the affected allocation year. Show both: 2025 to 2026 data affects 2027 to 2028 allocations.
• IsLatestDataYear marks the greatest year present, whatever its status. It is not a verified current year, not the latest valid year and not the latest snapshot. A failed latest year still shows as the latest year, with its status and unavailable figures. Do not show an older year's figures under a current-year heading.
• IsPublishable means the data is valid under the checks the toolkit implements. It does not establish full compliance, resolve unknown cases or verify delivery. Always show AssessmentStatus, the unresolved cases and the key assumption alongside it.
• Percentages are on a 0 to 100 scale: divide by 100 before applying a percentage format. The all-years view rounds them to two decimals, so never decide a breach by comparing the rounded figure with 2.5. Use the supplied status and the unrounded money figures.
• NULL means unavailable, not zero. Do not replace it with 0 in a visual.
• ReturnLabel is supplied by whoever takes a snapshot. It does not prove which return the source tables held. Load, validate, then snapshot, and decide which snapshot reports show when a return is saved more than once.
• One provider per source. The all-years view is not a multi-college consolidation tool. If included sources declare different UKPRNs, the build fails; a source with no declared UKPRN shows PROVIDER NOT DECLARED and is not publishable.
• Live and snapshot results are different things. The views are live: they show whatever the source tables hold now. Snapshots keep a result after each return. Do not label live results as frozen R14 history, and keep older source tables if you want the live view to show historical years: a snapshot cannot rebuild data that has already been overwritten.
• Check completeness before every refresh. Run EXEC fefunding_all.usp_CoF_Check_Completeness;. It stops with an error unless every expected year is VALID or VALID WITH UNRESOLVED and has exactly one source. A successful build on its own is not enough.

Each year in the all-years view carries one of these source statuses; any status other than the first two has NULL figures:

• VALID
• VALID WITH UNRESOLVED
• INVALID DATA
• BLOCKED
• NO DATA
• SOURCE MISSING
• SOURCE ERROR
• DUPLICATE SOURCES
• PROVIDER NOT DECLARED
• NOT INSTALLED

SELECT *
FROM fefunding_all.vw_CoF_Headline_AllYears
ORDER BY DataYearStart;

EXEC fefunding_all.usp_CoF_Snapshot_Headlines
    @ReturnLabel = 'R04',
    @DataYear = '2026-27';

Snapshots are saved in fefunding_all.CoF_Headline_History, and the newest for each year is in fefunding_all.vw_CoF_Headline_LatestSnapshot. A snapshot stops with an error if nothing would be saved, a year is blocked, invalid or incomplete, or the return label is empty, unless you deliberately ask it to save non-publishable years with their status and NULL figures.