Recording a learner’s redundancy in Aptem

Overview

We would always recommend taking advice from the DFE Helpdesk and consult the latest apprenticeship funding rules with regards to updating ILR data for redundancy; there are some examples of best practice for recording a learner’s redundancy using Aptem functionality.

Initial steps

Following confirmation of redundancy, the first thing to do is to confirm the next steps for the learner.

This could include continuing in learning where possible or withdrawing the learner if they cannot continue in learning or a new employer cannot be found within 12 weeks of redundancy.

We would recommend creating an initial Redundancy Review template, here are some points to include in an initial review:

• You will need to confirm if:

1. 1. the apprentice is within six months of the final day of the apprenticeship practical period.
      OR
   2. have completed at least 75% of the apprenticeship practical period specified in the apprenticeship agreement.
      OR
   3. the apprentice has completed at less than 75% of the apprenticeship practical period specified in the apprenticeship agreement and the remaining training represents a training duration of six months or more.

• For point 1 or 2 above, you will need to confirm that all the remaining elements of the apprenticeship training, including the endpoint assessment, can still be successfully delivered.
• For point 3 above, you will need to confirm that all the remaining elements of the apprenticeship training, including the endpoint assessment, can still be successfully delivered without being employed under an apprenticeship agreement. Funding under existing conditions would continue for up to 12 weeks where this can be evidenced, or until a new employer and agreement is confirmed.
• In the case of an employer-provider, the apprentice must confirm if they wish to continue to train with an organisation that they no longer work for. Where a new employer has been confirmed, a new provider must also be secured to continue with the apprenticeship.

Actions to consider in Aptem

• Record the change in employment status in the ILR employment status section on the User tab
• Continue to submit the learner record in 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. This could be recorded in a review, where the advice / jobs functionality is activated in the learner's Aptem profile this could be used to support the learner.
• Where a new employer has been confirmed, update the learner ILR record using the ‘Change of Employer’ process automation tracker
• Where a learner cannot continue in learning or where new employer is not found within 12 weeks, the provider must record the apprentice as withdrawn (by reason of redundancy)

Prior to withdrawing the learner, you must issue the apprentice with a ‘record of apprenticeship part-completion’ to support them to find new employment to provide as a minimum:

• 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 that the apprentice has developed and evidenced during their time on the apprenticeship
• in the case of apprenticeships with mandatory qualifications the qualification, or units thereof, achieved.

We recommend creating a review that captures the key details of the learner’s part-completed programme. This should include the following review steps:

• Learning Progress – to outline programme details, including planned vs. actual Off-the-Job (OTJ) and practical activity completed and the percentage of the apprenticeship completed.
• Skills Radar and Learning Plan – to provide a record of Knowledge, Skills, and Behaviours (KSBs) completed
• Functional Skills – to provide details of qualifications achieved
• Custom Sections – to enable Tutor feedback on the learner’s personal and professional progress, which can support job applications and soft skill development.
• Provider Comments - including support, advice, and guidance on next steps.
• Employer comments - to evidence of the reason for redundancy, and signatures from all relevant parties.
• Custom Sections – for Learner Comments or Programme satisfaction feedback and a confirmation statement from the learner verifying that the information is accurate.

Additionally, we recommend downloading the learner’s portfolio and keeping it on file. If the learner secures a new position with another Training Provider, this can be shared with them.

Other requirements

• You must have evidence of the apprentice’s redundancy and upload this to the learner’s documents to include as part of the evidence pack. This may be a copy of the apprentice’s dismissal notice (which cites the reason for dismissal as redundancy). In the absence of this, other evidence which would allow one to reasonably conclude that the apprentice has been made redundant is acceptable (e.g. an email informing employees that the business is closing / has closed).
• Ensure payments from the relevant apprenticeship service account stop, including where the apprenticeship is funded by a transfer. These dates must match the date the apprentice’s apprenticeship agreement was terminated.
• If the apprentice finds a new employer where they can complete their apprenticeship, then the new employer assumes all outstanding liabilities and benefits from that point under a new agreement with the main provider.