Current Year Guided Learning Hours (CYGLH) Data Definition 2008/2009

A_INYR_EXPECTED_GLH, A_INYR_ACTUAL_GLH, L_INYR_EXPECTED_GLH, L_INYR_ACTUAL_GLH

DATA DEFINITION
1. Actual and Expected Current Year Guided Learning Hours (CYGLH).

PURPOSE
2. To identify the Guided Learning Hours (GLH) carried out in the relevant academic year for each aim, and for the learner.

RELEVANT COLLECTIONS

ILR (LR)
ILR (UfI)
ILR (ASL)

SOURCE DATA
3. The following variables from the ILR Aims dataset and also as derived are used as source data for the calculation of Actual and Expected Current Year Guided Learning Hours.

Field Name	Label	Dataset
A17	A17 Delivery mode	Aims Standard File
A31	A31 Learning actual end date	Aims Standard File
A32	A32 Guided learning hours	Aims Standard File
A34	A34 Completion status	Aims Standard File
A_ACTIVE	A_ACTIVE Aim Active for the current academic year	Aims Standard File
A27	A27 Learning start date	Aims Standard File
A28	A28 Learning planned end date	Aims Standard File
TOTACT	TOTACT The actual number of days for the aim	Aims Standard File
TOTEXP	TOTEXP The expected number of days for the aim	Aims Standard File

DERIVED VARIABLES AND DATASETS
4. The definition produces the following derived variable(s)

Field Name	Label	Dataset
A_INYR_ACTUAL_GLH	A_INYR_ACTUAL_GLH Aim Actual current year GLH	Aims Standard File
L_INYR_ACTUAL_GLH	L_INYR_ACTUAL_GLH Actual In Year GLH	Learner Standard Files & Aims Standard Files
A_INYR_EXPECTED_GLH	A_INYR_EXPECTED_GLH Aim Expected current year GLH	Aims Standard File
L_INYR_EXPECTED_GLH	L_INYR_EXPECTED_GLH Expected In Year GLH	Learner Standard Files & Aims Standard Files

DETAILED DEFINITION

The ILR collects the number of Guided Learning Hours (GLH), (A32), in which it is planned to deliver the learning aim. This figure relates to the GLH for the lifetime of the aim, irrespective of the relevant academic year.
The Current Year Guided Learning Hours (CYGLH) determines those GLH that are relevant to the current academic year from the total GLH, by calculating the ratio of time taken for the aim in the current academic year to the total time taken to complete the aim.
The expected CYGLH for an aim (A_INYR_EXPECTED_GLH) are generally calculated using the Total planned GLH (A32) for the aim multiplied by, the ratio of the current year number of days (Learning planned end date (A28) – Learning start date (A27)) of the aim divided by the total year number of days (TOTEXP or TOTACT) for the aim. Aims where the Activity of the aim for inclusion in analysis is set to not included (using A_ACTIVE) are excluded.
This calculation is dependent on the following scenarios:
1. If the aim is not completed the total expected days (TOTEXP) for the learning aim are used. A Start date of 01/08 replaces the start date (A27) if it is before the start of the current year. If the planned end date (A28) is in the current year the planned end date is used, otherwise the date is set to be the end of the academic year 31/07.
2. If the aim is completed the total actual days (TOTACT) for the learning aim are used. A Start date of 01/08 replaces the start date (A27) if it is before the start of the current year. If the planned end date (A28) is in the current year the planned end date is used, otherwise the date is set to be the end of the academic year 31/07.
3. If expected CYGLH (A _INYR_EXPECTED _GLH) for the aim calculated exceeds guided learning hours (A32) supplied in the ILR. Cap to equal GLH (A32).
4. If the learner is absent for the year (A17=4) then the expected CYGLH (A _INYR_ACTUAL _GLH) is set to zero.
The Learner level expected CYGLH (L_INYR_EXPECTED_GLH) is the summation of the aim Expected CYGLH (A_INYR_EXPECTED_GLH) for all the Learners aims.
The expected CYGLH for an aim (A_INYR_ACTUAL_GLH) is generally calculated using the Total planned GLH (A32) for the aim multiplied by, the ratio of the current year number of days (Learning actual end date (A31) – Learning start date (A27)) of the aim divided by the total number of days (TOTACT or TOTEXP) for the aim. Aims where the Activity of the aim for inclusion in analysis is set to not included (using A_ACTIVE) are excluded.
This calculation is dependent on the following scenarios:
1. If the aim is completed the total actual days (TOTACT) are used. A Start date of 01/08 replaces the start date (A27) if it is before the start of the current year. If the actual end date (A31) is in the current year the actual end date is used, otherwise the date is set to be the end of the academic year 31/07.
2. If the aim is not completed and the actual learning end date (A31) is not missing the total expected days (TOTEXP) are used. A Start date of 01/08 replaces the start date (A27) if it is before the start of the current year. If the actual end date (A31) is in the current year the actual end date is used, otherwise the date is set to be the end of the academic year 31/07.
3. If the aim is not completed and the actual learning end date is missing the current expected in year guided learning hours (A _INYR_EXPECTED _GLH) are used.
4. If actual CYGLH (A _INYR_ACTUAL _GLH) for the aim calculated exceeds guided learning hours supplied in the ILR (A32). Cap to equal GLH (A32).
5. If the learner is absent for the year (A17=4) then the actual CYGLH (A _INYR_ACTUAL _GLH) is set to zero.
The Learner level Actual CYGLH (L_INYR_ACTUAL_GLH) is the summation of the aim Actual CYGLH (A_INYR_ACTUAL_GLH) for all the Learners aims.

CURRENT YEAR GUIDED LEARNING HOURS (CYGLH) SAMPLE CODE

1. The following pseudo code and SPSS code is provided to illustrate the Current Year Guided Learning Hours (CYGLH) data definition.

A_INYR_EXPECTED_GLH

2. The following table shows the steps required to derive A_INYR_EXPECTED_GLH

Step	Condition	Action/Action if true	Action if false
1	Does A_ACTIVE = 1	Then go to 2.	Set A_INYR_EXPECTED_GLH=0
2	Is A34 <> 2	Go to 3	Go to 7
3	Is A27 < 01 August current academic year	Go to 4	Go to 5
4	Is A28 >= 01 August current academic year and A28<=31 July current academic year	Set A_INYR_EXPECTED_GLH = ((difference in days between A28 and the 1 August current academic year)/TOTEXP) multiplied by A32 Go to 5	Set A_INYR_EXPECTED_GLH = ((difference in days between 31 July and the 1 August current academic year)/TOTEXP) multiplied by A32 Then go to 5
5	Is A27 >= 1 August current academic year	Go to 6	Go to step 12
6	Is A28 >= 01 August current academic year and A28<=31 July current academic year	Set A_INYR_EXPECTED_GLH = ((difference in days between A28 and A27)/TOTEXP) multiplied by A32 Then go to 7	Set A_INYR_EXPECTED_GLH = ((difference in days between 31 July and A27)/TOTEXP) multiplied by A32 Then go to 7
7	Does A34 = 2	Go to 8	Go to 12
8	Is A27 < 1 August current academic year	Go to 9	Go to 10
9	Is A28 >= 01 August current academic year and A28<=31 July current academic year	Set A_INYR_EXPECTED_GLH = ((difference in days between A28 and the 1 August current academic year)/TOTACT)*A32. Then go to 10	Set A_INYR_EXPECTED_GLH = ((difference in days between 31 July and the 1 August current academic year)/TOTACT)*A32 Then go to 10
10	Is A27 >= 1 August current academic year	Go to 11	Go to 12
11	Is A28 >= 01 August current academic year and A28<=31 July current academic year	Set A_INYR_EXPECTED_GLH = ((difference in days between A28 and A27)/TOTACT)*A32. Then go to 12.	Set A_INYR_EXPECTED_GLH = ((difference in days between 31 July and A27)/TOTACT)*A32 Then go to 12.
12	Does A_INYR_EXPECTED >A32	Set A_INYR_EXPECTED_GLH = A32 Then go to 13	Go to 13
13	Does A17 = 6	Set A_INYR_EXPECTED_GLH = 0

Step	Condition	Action/Action if true	Action if false
1	Does A_INYR_EXPECTED_GLH contain a value	None	Set A_INYR_EXPECTED_GLH = -1

3. The following SPSS code illustrates how to derive A_INYR_EXPECTED_GLH

MATCH FILES /FILE=’..aims file’
 /TABLE=’………..learner file’
 /BY L01 L03.
/* CYGLH ROUTINE***.
/* There are two CYGLHs, expected and actual,
/* The expected CYGLH is equal to the expected time spent on the aim in the current year divided by the total expected time to be spent on the aim, multiplied by the total GLH for that aim.
/* Follows a similar methodology to previous years, but doesn't use census dates
/* Uses the dates for the current academic year, i.e. 1 Aug to 31 July.
comp A_InYr_Expected_GLH=-1.
comp totexp=datedif(a28, a27, “days”)+1.
comp totact=datedif(a31, a27, “days”)+1.
do if A_Active=1.
/* Sandwich courses. Modify the total expected duration if the sandwich course is greater than the period 365 days,/* assumes that they have spent some time on work experience, i.e. not with the provider.
 do if A17=4 and totexp>365.
 comp totexp=totexp-rnd(totexp/3).
end if.
/* Expected CYGLH.
   /* When the aim hasn’t been completed the total expected days are used, 
   /* but when the aim has been completed, the total actual days are used.
 do if A34<>2.
   /* If the start date is before the start of the current year, used 1/8 in the calculation.
  do if A27<date.dmy(1,8,current academic year).
   /* If the expected end date is in the current year use expected end date, if not use 31/7.
   do if A28>=date.dmy(1,8,current academic year) and A28<=date.dmy(31,7,current academic year+1).
   comp A_InYr_Expected_GLH=((datedif(A28,date.dmy(1,8,current academic year),”days”)+1)/totexp)*A32.
   else.
   comp A_InYr_Expected_GLH=((datedif(date.dmy(31,7,current academic year+1),date.dmy(1,8,current academic year),”days”)+1)/totexp)*A32.
   end if.
  else.  /* If the start date is within the current year use that in the calculation.
   do if A28>=date.dmy(1,8,current academic year) and A28<=date.dmy(31,7,current academic year+1).
   comp A_InYr_Expected_GLH=((datedif(A28,A27,”days”)+1)/totexp)*A32.
   else.
   comp A_InYr_Expected_GLH=((datedif(date.dmy(31,7,current academic year+1),A27,”days”)+1)/totexp)*A32.
  End if.
 End if.
Else.  /* aim has been completed so the total actual days are used.
  do if A27<date.dmy(1,8,current academic year).
   do if A28>=date.dmy(1,8,current academic year) and A28<=date.dmy(31,7,current academic year+1).
   comp A_InYr_Expected_GLH=((datedif(A28,date.dmy(1,8,current academic year),”days”)+1)/totact)*A32.
   else.
   comp A_InYr_Expected_GLH=((datedif(date.dmy(31,7,current academic year+1),date.dmy(1,8,current academic year,),”days”)+1)/totact)*A32.
   end if.
  else.
   do if A28>=date.dmy(1,8,current academic year) and A28<=date.dmy(31,7,current academic year+1).
   comp A_InYr_Expected_GLH=((datedif(A28,A27,”days”)+1)/totact)*A32.
   else.
   comp A_InYr_Expected_GLH=((datedif(date.dmy(31,7,current academic year+1),A27,”days”)+1)/totact)*A32.
   End if.
  End if.
 End if.
if A_InYr_Expected_GLH>a32 A_InYr_Expected_GLH =A32.
   /* If the aim is set to absent for the year then both expected and actual are set to zero.
 do if A17=6.
 comp A_InYr_Expected_GLH=0.
 end if.
End if.

RECODE A_INYR_EXPECTED_GLH (SYSMIS=-1)

L_INYR_EXPECTED_GLH

4. The following table shows the steps required to derive L_INYR_EXPECTED_GLH

Step	Condition	Action/Action if true	Action if false
1	(Aggregate) Where the Provider (L01) and Learner (L03) are the same.	Set L_INYR_EXPECTED_GLH= sum(A_INYR_EXPECTED).	Go to 2

StepConditionAction/Action if trueAction if false1Does L_INYR_EXPECTED_GLH contain a valueNoneSet L_INYR_EXPECTED_GLH = -1

5. The following SPSS code illustrates how to derive L_INYR_EXPECTED_GLH.

agg out *
   /brea=l01 l03
   /l_InYr_Expected_GLH=sum(A_InYr_Expected_GLH).

RECODE L_INYR_EXPECTED_GLH (SYSMIS=-1).

A_INYR_ACTUAL_GLH

6. The following table shows the steps required to derive A_INYR_ACTUAL_GLH

Step	Condition	Action/Action if true	Action if false
1	Does A_ACTIVE = 1	Then go to 2.	Set A_INYR_ACTUAL_GLH to 0
2	Is A34 = 2	Go to 3	Go to 7
3	Is A27 < 01 August current academic year	Go to 4	go to 5
4	Is A31 >= 01 August current academic year and A31 <= 31 July current academic year	Set A_INYR_ACTUAL_GLH = ((difference in days between A31 and the 1 August current academic year)/TOTACT)*A32. Then go to 5	Set A_INYR_EXPECTED_GLH = ((difference in days between 31 July and the 1 August current academic year/TOTACT)*A32 Then go to 5
5	Is A27 >= 1,8,current academic year	Go to 6
6	Is A31 >= 01 August 06 and A31<=31 July current academic year	Set A_INYR_ACTUAL_GLH = ((difference in days between A31 and A27)/TOTACT)*A32. Then go to 7	Set A_INYR_ACTUAL_GLH = ((difference in days between 31 July and A27)/TOTACT)*A32 Then go to 7
7	Does A34 <> 2	Go to 8	Go to 13
8	Is A31 Not Missing	Go to 9	Go to 13
9	Is A27 < 01 August current academic year	Go to 10
10	Is A31 >= 01 August current academic year and A31 <= 31 July current academic year	Set A_INYR_ACTUAL_GLH = ((difference in days between A31 and the 1 August current academic year)/TOTEXP)*A32. Then go to 11	Set A_INYR_ACTUAL_GLH = ((difference in days between A31 and the 1 August current academic year)/TOTEXP)*A32.Then go to 11
11	Is A27 >= 1,8,current academic year	go to 12	Go to 13
12	Is A31 >= 01 August 06 and A31<=31 July current academic year	Set A_INYR_ACTUAL_GLH = ((difference in days between A31 and A27)/TOTEXP)*A32.Then go to 13.	Set A_INYR_ACTUAL_GLH = ((difference in days between 31 July and A27)/TOTEXP)*A32Then go to 13.
13	Is A31 Missing	Set A_INYR_ACTUAL_GLH = Set A_INYR_EXPECTED_GLHThen go to 14	Then go to 14
14	Does A_INYR_ACTUAL_GLH >A32	Set A_INYR_ACTUAL_GLH = A32Then got to 15	Go to 15
15	Does A17 = 6	Set A_INYR_ACTUAL_GLH = 0

Step	Condition	Action/Action if true	Action if false
1	Does A_INYR_ACTUAL_GLH contain a value	None	Set A_INYR_ACTUAL_GLH = -1

7. The following SPSS code illustrates how to derive A_INYR_ACTUAL_GLH.

MATCH FILES /FILE=’..aims file’
 /TABLE=’………..learner file’
 /BY L01 L03.
/*  CYGLH ROUTINE***.
/* There are two CYGLHs, expected and actual,
/* The actual CYGLH is equal to the actual time spent on the aim in the current year divided by the total actual time spent on the aim, multiplied by the total GLH for that aim.
/* Follows a similar methodology to previous years, but doesn't use census dates
/*  Uses the dates for the current academic year, i.e. 1 Aug to 31 July.
comp A_InYr_Actual_GLH=0.
comp totexp=datedif(a28, a27, “days”)+1.
comp totact=datedif(a31, a27, “days”)+1.
do if A_Active=1.
/*  Sandwich courses. Modify the total expected duration if the sandwich course is greater than the period 365 days,
/*   assumes that they have spent some time on work experience, i.e. not with the provider.
 do if A17=4 and totexp>365.
 comp totact=totact-rnd(totact/3).
 end if.
/*  Actual CYGLH.
  /* For cases where the aim has been completed total actual days are used.
 do if A34=2.
  /*  If the start date is before the start of the current year, used 1/8 in the calculation.
  do if A27<date.dmy(1,8,current academic year). 
  /*  If the actual end date is in the current year use actual end date, if not use 31/7.
   do if A31>=date.dmy(1,8,current academic year) and A31<=date.dmy(31,7,current academic year+1). 
   comp A_InYr_Actual_GLH=((datedif(A31,date.dmy(1,8,current academic year),”days”)+1)/totact)*A32.
   else. /*  If the start date is within the current year use that in the calculation.
   comp A_InYr_Actual_GLH=((datedif(date.dmy(31,7,current academic year+1),date.dmy(1,8,current academic year),”days”)+1)/totact)*A32.
   end if.
  else.
   do if A31>=date.dmy(1,8,current academic year) and A31<=date.dmy(31,7,current academic year+1).
   comp A_InYr_Actual_GLH=((datedif(A31,A27,”days”)+1)/totact)*A32.
   else.
   comp A_InYr_Actual_GLH=((datedif(date.dmy(31,7,current academic year+1),A27,”days”)+1)/totact)*A32.
   End if.
  End if.
 else.  /*  For cases where they haven’t completed use the total expected days instead
  /*  For cases where there is an actual end date.
  do if not MISSING (A31).
   do if A27<date.dmy(1,8,current academic year).
    do if A31>=date.dmy(1,8,current academic year) and A31<=date.dmy(31,7,current academic year+1).
    comp A_InYr_Actual_GLH=((datedif(A31,date.dmy(1,8,current academic year),”days”)+1)/totexp)*A32.
    else.
    comp A_InYr_Actual_GLH=((datedif(date.dmy(31,7,current academic year+1),date.dmy(1,8,current academic year),”days”)+1)/totexp)*A32.
    end if.
   else.
    do if A31>=date.dmy(1,8,current academic year) and A31<=date.dmy(31,7,current academic year+1).
    comp A_InYr_Actual_GLH=((datedif(A31,A27,”days”)+1)/totexp)*A32.
    else.
    comp A_InYr_Actual_GLH=((datedif(date.dmy(31,7,current academic year+1),A27,”days”)+1)/totexp)*A32.
    End if.
   End if.
  Else. /*  For cases where there isn’t an actual end date and they haven’t completed then actual = expected.
   comp A_InYr_Actual_GLH=A_InYr_Expected_GLH.
  End if.
 end if.
if A_InYr_Actual_GLH>a32 A_InYr_Actual_GLH =A32.
  /*  If the aim is set to absent for the year then both expected and actual are set to zero.
 do if A17=6.
 comp A_InYr_Actual_GLH=0.
end if.
RECODE A_InYr_Actual_GLH (SYSMIS=-1)
End if.
RECODE A_INYR_EXPECTED_GLH (SYSMIS=-1)

L_INYR_ACTUAL_GLH

8. The following table shows the steps required to derive L_INYR_EXPECTED_GLH

Step	Condition	Action/Action if true	Action if false
1	(Aggregate) Where the Provider (L01) and Learner (L03) are the same.	Set L_INYR_ACTUAL_GLH= sum(A_INYR_ACTUAL)	Go to 2

Step	Condition	Action/Action if true	Action if false
1	Does L_ INYR_ACTUAL_GLH contain a value	None	Set L_ INYR_ACTUAL_GLH = -1

9. The following SPSS code illustrates how to derive L_INYR_ACTUAL_GLH.

agg out *
  /brea=l01 l03
  /l_A_InYr_Actual_GLH=sum(A_InYr_Actual_GLH).

RECODE l_InYr_Actual_GLH (SYSMIS=-1)

Date last modified: 21 March 2011