Record keeping

The EMA scheme is paid for by public funds. As such, it is subject to both internal and external auditing at levels similar to those of other education schemes involving public funds.

The Wales Audit Office and the Welsh Government may carry out validation inspections in all Learning Centres that participate in the EMA scheme.

You must keep all school and college records relating to financial data for at least 7 years. This includes:

• student data
  
  
• EMA Learning Agreements
  
  
• authorised absences
  
  
• attendance evidence
  
  
• correspondence in relation to EMA
  
  
• supporting documentation of eligibility, such as course and academic year
  
  
• management information

This includes electronic and paper-based records.

In compliance with the Data Protection Act 2018, you must keep your records in a secure and suitable format and environment.