ESF Supplier Information

This web page provides information and forms for use by organisations selected to deliver European Social Fund (ESF) Co-financed and match funding projects in Luton.

Supplier organisations will be expected to provide Luton Borough Council with new starter and leaver forms for all participants on their funded activities. These original of these forms must be signed by the participant. This information can be entered electronically or downloaded in MS Word format (see attachments below) and sent by email to esf@luton.gov.uk .

The information to be provided includes:

• New starter information, giving the participant’s name and address as well as information on gender, age, employment status, ethnicity, sexual orientation, religion, disability, and educational level. There is also a section to record the participant’s perception of his/her “soft skills” such as self confidence and level of motivation.
• Leaver information on completing the project, showing whether a participant has completed the agreed programme of activities, his/her employment / education status on leaving and what outcome was achieved. There is again a section on “soft skills” to measure progress in this area.
• Leaver information six weeks after completion of the project, showing if the employment status has changed, and if any job outcome has been maintained.
• Record of the activities and support provided to the participant must be kept by the supplier. These will use the supplier’s own recording methods, but they must be in an accessible format that can be checked on request by the Council’s or ESF auditors. Information retained for each participant could include (for example) individual learning plans, log of activities undertaken, a diary of all training or support provided, signed  attendance sheets, certificates awarded, etc. For formal interventions such as a training course or a one-to-one mentoring session, then the attendance record must be signed off by both the participant(s) and the training provider / mentor.
• Proof of outcomes must also be provided. For formal education qualifications such as an NVQ, this should be a copy of the certificate. For informal qualifications, this would be shown by the participant records as described above. If people have obtained paid employment following the intervention (or within six weeks of leaving the programme), then proof could include a copy of the job offer letter / a letter of confirmation from the employer / a copy of the first payslip. For those returning to education or entering training, then this outcome should be confirmed by the school / college.

ESF participant registration form
ESF participant information update form
ESF participant form on leaving the project
ESF participant form six weeks after leaving the project

Claims for ESF activities should be submitted every three months for the periods March to May, June to August, September to November, and December to February. Payments will be based on outputs achieved, as evidenced by the new starter and leaver forms, and proof of job or training outcomes. Organisations should have been provided with a claim form or they can download a blank claim form below.

For any queries or for further information, please contact the CFO team on 01582 546270 or email esf@luton.gov.uk