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Claire Marshall

Clarification on managing learners beyond planned end date

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Hi,

I’m looking for confirmation on the correct, compliant way to manage apprentices who continue beyond their original planned end date.

We understand that the ILR planned end date must remain unchanged, as it reflects the programme duration agreed at the start. However, our system (Aptem) only allows changes to the training plan/apprenticeship agreement if the ILR planned end date is also updated, which we believe would not be compliant.

Our proposed approach is:

  • Keep the original planned end date in the ILR and original training plan.
  • Create a separate extension / revised expected end date document that includes:
    • Original planned end date
    • Revised expected end date
    • Reason for extension
    • Remaining learning and OTJ activity
    • Confirmation the apprentice remains in active learning
  • Have the apprentice, employer, and provider sign or digitally acknowledge this.
  • Use ongoing reviews and OTJ records to evidence continued learning after the planned end date.

Could you confirm whether this approach meets funding-rule requirements, especially regarding evidence of continued eligibility for funding past the planned end date?

Are there any additional audit expectations we should build in to ensure full compliance?

Many thanks,
Claire

Replies

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Rebecca Drury

Hi Claire,

Regarding the compliance paperwork in Aptem, yes leave the ILR with the original planned end date, but I believe if you amend the programme end date on the learner's record (outside of the ILR) and press update next to the TP/AA, it should generate with both dates - if the ILR dates differ to the programme dates then the documents should show both. Clicking on Reset Signatures also means that all parties can then sign for the udpates.

Depending what version of TP you use in Aptem as well, you may be able to add the rationale to the TP, possibly removing the need for an additional document, then continuing to monitor via reviews and OTJ records as normal.

If you haven't already, it's worth reaching out to your Customer Success Manager at Aptem as this was raised some time ago and they were working on a way to support with it.

Paul Rogers

Agree with Rebecca on this one.  The only time you are permitted to update the planned end date is when a learner comes back from a break in learning or when you assess them as a new start.  You never change the original planned end date for a ZPROG001.

Ruth Canham-James

We have a form that we complete and get signed to fulfil this rule:

66.4. The agreement must be extended if the programme is extended.

We then record the new estimated end date in some non-ILR field. If we go past that, we get another one signed and extend that date. The form contains basically what you've listed 😊 I can't speak about Aptem as I've never used it, but the approach sounds right.

 

Claire Marshall

Thank you all so much!

 

Ruth, so you use your form and don't do any updates to your AA/TP?

 

Thanks,

Claire

Ruth Canham-James

We treat it as an addendum to the AA and TP, and it explicitly says that on the form. I think sometimes the TP gets changed too.

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