Checking a programme before generating Apprenticeship Documents for signature

Before generating and sending apprenticeship documents for signature, it is important to ensure all required learner and programme information has been completed and is accurate. Missing or incorrect information can cause errors when the documents are generated.

1. Check Learner Details

1. Open the learner programme clicking on Learners in the top menu and then Open Program in the Actions column.
2. Next, click the Edit Learner button at the top of the page. A pop-up window will appear.
3. In the Learner tab, check all required fields are completed.
4. Go to the Prior Learning tab and complete all required fields.

 

2. Check Employment History

Go to the learner's Employment History tab to check there is a valid employment record.

Note: The employment start date must be before the apprenticeship start date. If the employment start date is after the apprenticeship start date, an error will occur when the documents are generated.

 

3. Check the Learner Programme

Once the learner information has been completed, close the Edit Learner window and go to the Programme Details tab inside the learner programme.

Ensure the following information is complete:

• Main Training Provider Supervisor – this is the person the documents will be sent to.
• Main Employer Supervisor – this is the person the documents will be sent to.
• Start date
• Training costs
• RPL Percentage
• Highest qualification level

Note:  If you completed an assessment in Assess, follow the steps outlined here for how to add the RPL % and any planned hours adjustments from the assessment.

If the learner is exempt from Maths and/or English, ensure the relevant exemption is detailed (select from the English / Maths Exemption Reason dropdown) and that supporting evidence has been uploaded.

Duble-check that all information is:

• Complete
• Accurate
• Consistent across the learner and programme
• Supported by evidence where required

Pay particular attention to the Start Date, EPA Cost, Learner Cost, Total Price, RPL Percentage, highest qualification level, Maths/English exemptions and assigned supervisors.

4. Change the Programme from Draft to Active

At the top of the Learner Programme, click the Draft button and set the status to Active in the dropdown, then click Save.

Next, proceed to Generate / Regenerate Apprenticeship Documents for a Learner Program.