Guide to implementing the new Apprenticeship Functional Skills rules for existing learners

Introduction

The functional skills funding rules are changing, and training providers must take action to ensure compliance before the 1 April 2025 deadline. These changes primarily affect apprentices aged 19+ at the start of their programme, as functional skills training in English and maths is now optional for them.

This guide will walk you through:

• Identifying affected learners using Aptem’s PowerBI funding report.
• Reviewing options with apprentices and employers.
• Withdrawing or continuing functional skills training while ensuring compliance.
• Updating training plans and documentation in line with the new rules.

Identifying Affected Learners

Age-Based Functional Skills Requirements

Using PowerBI to Identify Learners

Providers can identify affected learners using Aptem’s funding PowerBI dashboard by following these steps:

1. Go to the Funding Data tab on Funding PowerBI.
2. Select all historic years to generate a full list of learners.
3. In Category, select Apprenticeship.
4. Download learner aims, status, and funding data (underlying data).
5. Use the following columns to filter and sort the data:
   • Column I – Age at start of programme
   • Column AH – Filter for Functional Skills (FS) aims
   • Column AW – Filter to show only learners in learning and those on Breaks in Learning (BIL)
   • Other useful columns:
     • Columns E-G – Learner name
     • Column K – Employer
     • Column O – Case owner
     • Column AG – Programme
     • Columns BC & BD – Aim start and end date

Reviewing Options with Apprentices & Employers

Providers must schedule a meeting with both the apprentice and their employer to discuss their options for continuing functional skills training. This meeting must take place by 1 April 2025.

• Sub-Programmes: If delivering functional skills via sub-programmes, add the review to your sub-programme so it is available for all learners.
• Main Programmes: If delivering via the main programme, create a review and copy it into all relevant programmes.
  • Note: Reviews cannot be copied between main programmes and sub-programmes.

Functional Skills Review Template

A suggested template should include:

• Learner’s details (including age at start date)
• Functional skills subjects enrolled in (English and/or maths)
• Last day of learning for both subjects
• Agreement on whether to continue or withdraw
• Signatures from all parties (apprentice, employer, and provider representative)

There is an example review template structure here for information but this can be amended to suit your business needs.

Withdrawing from Functional Skills Training

If an apprentice decides not to continue with English and/or maths:

1. Use the ILR tracker to notify the MIS team to process the withdrawal.
2. Withdraw the relevant aims back to the last recorded day of learning (funding stops after this date).
3. Remove English and/or maths content from the training plan.
4. Regenerate the training plan, with signatures reset, for all parties to sign.
5. Consider using the Functional Skills section of the training plan to document the decision. This can be populated for each learner that decides to withdraw.

This will then show a written statement on the training plan to back up the removal of the future dated learning plan activities for English and maths.

Updating the Learning Plan

• Sub-Programmes: Deleting a sub-programme removes all future planned activities but retains completed ones.
• Main Programmes: English and maths activities must be deleted individually.
• ILR Updates: Do not automatically update the ILR when deleting a sub-programme. The ILR must be updated manually to withdraw rather than delete aims.

Note: Funding can only be claimed up to the last recorded date of learning.

Continuing Functional Skills Training

If an apprentice decides to continue with English and/or maths:

• They must attempt their assessment prior to gateway.
• Use the Assessment grid in Registration and Certification in Aptem to track booked assessments and results. More information can be found in this help centre article.
• Assessment results are visible in the learner profile and in OData reporting tables.
• You could consider using markers within Aptem to indicate when a learner has declined to continue functional skills training. This will help with reporting and compliance tracking.

Compliance with Apprenticeship Funding Rules (v2 February 2025)

Key Considerations

• Level 1 and Level 2 Functional Skills: Level 2 apprentices aged 19+ who wish to continue studying functional skills can do so.
• 1 April 2025 Deadline: All discussions and decisions must be documented before this date.
• Evidence Requirement: Provide a signed template or a confirmation email to the employer and learner.
• If a learner withdraws after initially opting in, they must be withdrawn back to the last evidenced date of learning.
• Non-compliance risks: Irregular patterns in retention or missed deadlines could lead to discussions under the Apprenticeship Accountability Framework.

19+ Learner Functional Skills Options

Training Plan Compliance

• Employers and learners must sign updated training plans no later than the next progress review.

Breaks in Learning (BIL)

• If a learner is on a break and cannot decide before 1 April, defer the decision until they return but confirm their choice as soon as possible.

Age Criteria

• Restarting an apprenticeship after turning 19 does not change the learner’s original age-related criteria.

By following these steps and ensuring all actions are well-documented, providers can remain compliant with the new functional skills rules while supporting apprentices effectively.