Recording a learner’s redundancy in Aptem

We always recommend taking advice from the DfE helpdesk and checking the latest apprenticeship funding rules before updating ILR data for a redundancy. This article gives examples of best practice for recording a learner's redundancy in Aptem.

Once the redundancy is confirmed, confirm the next steps for the learner. This could include continuing in learning where possible, or withdrawing the learner if they can't continue in learning or a new employer can't be found within 12 weeks of the redundancy.

We recommend creating an initial Redundancy Review template. In the review, confirm whether:

1. the apprentice is within six months of the final day of the apprenticeship practical period, or

2. the apprentice has completed at least 75% of the apprenticeship practical period in the apprenticeship agreement, or

3. the apprentice has completed less than 75% of the practical period and the remaining training is six months or more.

For points 1 and 2, confirm that all the remaining training, including the end-point assessment, can still be delivered.

For point 3, confirm that all the remaining training, including the end-point assessment, can still be delivered without the apprentice being employed under an apprenticeship agreement. Funding under the existing conditions continues for up to 12 weeks where this can be evidenced, or until a new employer and agreement are confirmed.

For an employer-provider, the apprentice must confirm whether they want to continue training with an organisation they no longer work for. Where a new employer is confirmed, a new provider must also be found.

1. Open the learner's ILR and go to the Learner tab.

2. In the employment status section, set Employment status to code 11, "Not in paid employment, looking for work".

3. Select The learner has been made redundant (OET1). This checkbox only shows once code 11 is selected, and isn't selected automatically.

4. Save the ILR.

For the field definitions, see DfE's ILR guidance on the Employment status field.

• Record the change in employment status in the ILR, as above.

• Continue to submit the learner's ILR.

• Continue to support the apprentice through to the end of the apprenticeship, including recording progress and assessment in the learning plan.

• Make reasonable efforts to find the apprentice a new employer. You could record this in a review. If the advice and jobs functionality is turned on in the learner's profile, you can use it to support the learner.

• Where a new employer is confirmed, update the learner's ILR using the Change of Employer process automation tracker.

• Where a learner can't continue in learning, or a new employer isn't found within 12 weeks, record the apprentice as withdrawn by reason of redundancy.

Before withdrawing the learner, give them a record of apprenticeship part-completion to help them find new employment. As a minimum, it should include:

• details of the apprentice

• details of the apprenticeship (level, subject, start date and planned end date)

• the percentage of the apprenticeship completed

• a summary of the knowledge, skills and behaviours the apprentice has developed and evidenced

• for apprenticeships with mandatory qualifications, the qualification, or units of it, achieved.

We recommend creating a review that captures the key details of the learner's part-completed programme. Include these review steps:

• Learning Progress: programme details, including planned and actual off-the-job hours, practical activity completed and the percentage of the apprenticeship completed.

• Skills Radar and Learning Plan: a record of the knowledge, skills and behaviours (KSBs) completed.

• Functional Skills: details of qualifications achieved.

• Custom Sections: tutor feedback on the learner's personal and professional progress, to support job applications and soft skill development.

• Provider Comments: support, advice and guidance on next steps.

• Employer Comments: evidence of the reason for redundancy, and signatures from everyone involved.

• Custom Sections: learner comments or programme satisfaction feedback, and a statement from the learner confirming the information is accurate.

We also recommend downloading the learner's portfolio and keeping it on file. If the learner moves to another training provider, you can share it with them.

• Keep evidence of the apprentice's redundancy and upload it to the learner's documents as part of the evidence pack. This could be a copy of the dismissal notice giving redundancy as the reason. Without one, other evidence that reasonably shows the apprentice was made redundant is acceptable, for example an email telling employees the business is closing.

• Make sure payments from the relevant apprenticeship service account stop, including where the apprenticeship is funded by a transfer. The dates must match the date the apprenticeship agreement ended.

• If the apprentice finds a new employer where they can complete their apprenticeship, the new employer takes on all outstanding liabilities and benefits from that point, under a new agreement with the main provider.