The YOT Data Recording Guidance 2010/11 has been published and comes into effect on 1 April 2010. The 2009/10 guidance was the first to bear this name, and replaced the YJB Counting Rules 2008/09. The introduction of the Youth Justice Management Information System (MIS) [opens in new window] has marked a significant change to the way data is shared by YOTs and the YJB, which is reflected in this change in name.
Additional guidance will be published when necessary, to provide clarification or correction of the Data Recording Guidance. Note that it is the intention of the case-level recording guidance to serve as a benchmark and to align recording practice in certain areas, but not to force changes in recording practice without good reason. Where the Data Recording Guidance provides guidance which differs from current practice, YOTs should email informationteam@yjb.gov.uk for advice.
The YJB will continue to work with software suppliers towards making good some gaps in the reports needed to populate some web-forms. Guidance and reports needed for the limited National Standards data submission scheduled for January 2011 will be made available later in good time. There may also be a need for additional web-form submissions in relation to Scaled Approach monitoring, and further information will be made available in due course.
The YOT Data Recording Guidance for 2009/10 and the updated version of the 2009/10 guidance, published in November 2009, are available below. All documents will open in a new window.
2010/11
2009/10
2008/09
Click for guidance on Originating young person ID, Transfer dates and Local/other status.
Click for prevention data returns guidance.
Submission procedures
The summary-level data required must be submitted via web-forms, which can be accessed from the Submissions area of the Youth Justice MIS website [opens in new window]. Themis will no longer be used for data returns, though resubmission of data prior to April 2009 may still be done via Themis. The summary-level submission will remain the key submission for the immediate future.
YOTs are required to make the case-level submission as well. However, although the quality of the case-level data already collected in Youth Justice MIS is high, work remains to be done before it can replace the summary-level data. YOTs are however urged to adopt recording of the Originating young person ID and Transfer in and out dates as soon as possible, as these items are of high importance.
This is an opportunity for YOTs to review local data quality procedures in the context of the new tools available to them and the additional time hopefully obtained from the reduction in summary-level reporting. Work towards improving the quality of mandatory case-level data will be an on-going process, and YOTs are advised to continue to use established methods as the basis for assuring data quality, and only seek to make increasing use of new data quality tools to the extent that they are able. Data cleansing of historic data is not required.
Submission dates and summary-level data requirements
The table below gives details of all submissions YOTs must make in relation to the 2010/11 period. YOTs must make a case-level submission by each of the dates listed relating to the quarter ending a month before the deadline date, and also submit all the summary-level tables listed by the deadline date. These dates must be adhered to unless exceptional circumstances apply and the Information Team is informed in advance.
Note that from the 2010/11 Q1 submission, the return of NI 46 data for YOTs in England is discretionary, following the removal of this measure from the National Indicator set. The web-form will remain in place following feedback from a significant number of YOTs that they would prefer to continue to return this data.
Draft counting rules for the 2010/11 National Standards audit have been shared with software suppliers with the aim that local reporting can be made available to YOTs by 1 November. This draft is made available to YOTs here for their information. Feedback on the detail of the rules is welcome, however the overall approach will not be subject to change.
| Deadline |
Summary-level tables required for 2009/10 period |
| 30 July 2010 |
- NI 43, 45, 111 (England) or WYJI 1, 3, 4, 5, 6 (Wales)
- P1, 1a, 1b, 3, 4; Q4a, 4b, K1a, 1b, 2; D1, 2, 3, 4, 5; B5, 7, 8; I1-5
- (plus tables NI 19 or WYJI 2, P2 and D6 for 2009/10)
|
| 29 October 2010 |
- NI 19, 43, 45, 111 (England) or WYJI 1-6 (Wales)
- P1, 1a, 1b, 2, 3, 4; Q4a, 4b; K1a, 1b, 2; I1-5
|
| 31 January 2011 |
- NI 19, 43, 45, 111 (England) or WYJI 1-6 (Wales)
- P1, 1a, 1b, 2, 3, 4; Q4a, 4b; K1a, 1b, 2; D5, 6;I1-5
- NS 8.18, 8.24, 8.37
|
| 29 April 2011 |
- NI 19, 43, 44, 45, 111 (England) or WYJI 1-6 (Wales)
- P1, 1a, 1b, 2, 3, 4; Q4a, 4b; K1a, 1b, 2; I1-5
|
| 29 July 2011 |
- NI 19 (England) or WYJI 2 (Wales)
- D6
- P2
- (plus data for 2011/12 Q1)
|