Learner transferred to new standard - Minimum duration error

P323 Where an apprentice is moving versions, there will be no change to how their standard is recorded on the ILR; you must continue to record them on the ILR on the standard that they started on.

Martin West Do you know if this would be the case for standards that have been retired?

The helpdesk told us to record it as follows:

Learner transfers to a different learning aim with the same provider
173. If a learner transfers to another learning aim after the funding qualifying period, then the 
original learning aim record(s) must be closed and new learning aim(s) recorded as in Table 
4. You must not amend the details on the original learning aim(s) except to update the Date 
applies to field on an Apprenticeship contract type FAM record, if applicable. For a closed 
aim, the Date applies to field on the latest Apprenticeship contract type FAM record must 
match the Learning actual end date of the aim

If it is a different standard code or ST number then it is a new start and not a version change and the minimum duration will apply.

Thanks Martin West How do we get around this? Do we have to bring the start date of the new aims back (and will this affect payments?) or can we extend the planned end date to reach minimum duration (I am assuming not)

Thanks,

Claire

A few things will need clarification first:

Is it a new version of the standard? (that is where the ST number remains the same)

You have said ‘we have withdrawn the original aims (completion status 6 - withdrawal reason 40)’ but completion status 6 is for a BIL not a withdrawal which is 3?

Hi Martin West

It is a completely separate standard (different ST number) - It is the Nursing Associate programme.

Sorry I did mean status 3 (withdrawn)

Many thanks,

Claire

As it is a new Programme the minimum duration rules apply, see guidance from the PSM@

Transfers to a different apprenticeship with the same provider

If the apprentice changes to a new framework, standard or pathway you must:

Close the programme aim and any learning aims that the apprentice is no longer continuing with. Refer to the Closing aims in guidance for recording a learner transfer to a new learning aim within the same provider. Update the Date applies to for any Apprenticeship contract type FAM Record on these aims.

If applicable, record repayments of employer co-investment using AFinType = PMR and AFinCode = 3.

Create a new programme aim, and new learning aims if required. Record the new framework/standard/pathway as applicable. Refer to guidance below for recording new aims when an apprentice transfers to a different apprenticeship programme.

At least one price record must be returned on the new programme aim using AFinType = TNP.

If the apprentice is continuing with any of their existing component aims as part of the new programme, then these learning aims do not need to be closed. The learning start and planned end dates for these aims should not be amended. These continuing aims should be updated as follows:

For framework programmes: The Framework code and Apprenticeship pathway fields should be amended to the new framework/pathway.

For standard programmes: The Apprenticeship standard code should be amended to the new standard.

Recording new aims when an apprentice transfers to a different apprenticeship programme

Learning start date

Programme aim: Date on which the apprentice starts the new programme

Component aim: Date on which the apprentice starts the new learning aim

Original learning start date

Programme aim: Data not returned

Component aim: Data not returned

Learning planned end date

Programme aim: Planned end date for the new programme

Component aim: Planned end date for the new aim

Framework code

Programme aim: New framework code (framework programmes only

Component aim: New framework code (if applicable)

Pathway

Programme aim: New apprenticeship pathway code (framework programmes only)

Component aim: New apprenticeship pathway code (if applicable)

Apprenticeship standard code

Programme aim: New apprenticeship standard code (standard programmes only)

Component aim: New apprenticeship standard code (if applicable)

If the apprentice is continuing on the same framework but has changed pathway, the Learning Delivery FAM type and code EEF2 (Eligibility for enhanced apprenticeship funding) may need to be recorded

Hi Martin West

Thank you this, it is really helpful.

Can I just check, the start date of the new learning aims then will need to be brought forward to allow for the minimum duration (their planned end date was October 2021) If we record the new start dates as September 2020, I am concerned that this would result in a financial clawback, as it is in the previous financial year?

Feels like we are stuck either way in this scenario.

Many thanks,

Claire

As they have transferred to a new standard the practical period start date on the Apprenticeship Agreement, on DAS and on the ILR must match and if this was in the previous contract year it would result in clawback of funds for the previous Standard.

The minimum duration will apply.

HTH