Featured updates
25/26 ILR migration changes
Created 25/26 Batch File
This release introduces the ability for MI Managers to export both continuing learners and new starts for the 2025/26 funding year, enabling accurate funding claims.
Old schemas removed from the dropdown in Classic
Old ILR schemas are now automatically removed. This will be 6 months from the end of the funding year (31st of July). Therefore 24/25 will be removed at the end of January 2026.
Implemented Migration Rules
The 2025/26 ILR batch file has been updated to support the correct migration behaviour for fields introduced in the 2024/25 academic year. This ensures consistency with the official ILR migration specification and facilitates accurate MI reporting.
Field Name | Field Code | Migration rule |
Tailored Learning Outcome Area | TLOUT | ✅ Copy from 2024/25 if present |
Tailored Learning Purpose | ACL | ✅ Copy from 2024/25 if present |
Net Tuition Fee | NETFEE | ❌ Do not migrate – updated annually |
Gross Tuition Fee | GROSSFEE | ❌ Do not migrate – updated annually |
Removed Framework Code and Pathway from 25/26 collection requirements
Based on the changes to 25/26 ILR migration rules, the following changes have been made to the ILR batch file for 25/26:
- The Framework Code field is no longer included in the export
- The Pathway field is no longer included in the export
- Aims with ProgType values 2, 3, 20, 21, 22, or 23 will not be migrated
This results in all apprenticeship frameworks not being exported in the 25/26 batch files as expected.
Removed Contact Preference entity from 25/26 collection requirements
- The Contact Preference entity is no longer included in the 2025/26 ILR batch file export.
- This change aligns with updated ILR requirements to prevent validation errors during submission.
ILR 25/26: Field changes
Removed Apprenticeship Framework Programme Types, Framework code and Pathway
To help administrators avoid data entry errors and ensure error-free funding submissions, a new validation has been introduced for FundingModel 36 records with a start date on or after 1st August 2025:
- The following Programme Types are no longer collected:
- 2: Advanced Level Apprenticeship
- 3: Intermediate Level Apprenticeship
- 20: Higher Apprenticeship – Level 4
- 21: Higher Apprenticeship – Level 5
- 22: Higher Apprenticeship – Level 6
- 23: Higher Apprenticeship – Level 7+
- Framework Code and Pathway fields are also no longer collected for starts from this date.
Important: Validation checks will use the earlier of the Learning Start Date and Original Start Date when determining if these fields and programme types are permitted.
Added end date to LLDD category
- The LLDD and Health Problem Category (LLDDCat) 15 – Asperger's Syndrome will no longer be available for selection after 31st July 2025. Details:
- LLDDCat 15 is only selectable if the entry date is on or before 31st July 2025.
- This option has been removed from the Primary Health Problem list for dates after the cutoff.
- The update is applied to the User tab of the ILR and the Onboarding wizard in both Classic and Console interfaces.
- The system will validate against the entry date provided by the user to determine availability.
Created English Minimum Hours (EMH) Learner funding and monitoring type
A new field, English Minimum Hours (EMH), has been added to the Admin tab of the ILR for improved tracking of English qualification planning. By default, the field is left blank. EMH is only collected for learners funded under:
- 16-19 excluding Apprenticeships (FundModel 25)
- T Level Foundation Year (FundModel 25, ProgType 30)
- T Level Programme (FundModel 25, ProgType 31)
This enhancement supports accurate reporting and compliance with funding requirements.
Created Maths Minimum Hours (MMH) Learner funding and monitoring type
A new field, Maths Minimum Hours (MMH), has been added to the Admin tab of the ILR for improved tracking of Maths qualification planning. By default, the field is left blank. MMH is only collected for learners funded under:
- 16-19 excluding Apprenticeships (FundModel 25)
- T Level Foundation Year (FundModel 25, ProgType 30)
- T Level Programme (FundModel 25, ProgType 31)
This enhancement supports accurate reporting and compliance with funding requirements.
Updated Source of Funding (SOF)
The Source of Funding field in the aim modal in the ILR, is updated with new codes:
- 121 - East Midlands Combined County Authority
- 122 - York and North Yorkshire Combined Authority
- 123 - Cornwall council
Description updated for existing codes to read:
- 105 - Adult skills funded
- 107 - 16-19 funded
- 118 - South Yorkshire Mayoral Combined Authority
The logic of not displaying codes that have exceeded their Valid To date using the earlier of the learning start date and the original learning start date is now implemented for the Source of Funding codes.
Added Contract Reference Number to the collection requirements for FM36
This release introduces the ability for MI Managers to enter a Contract Reference Number for apprenticeship learning aims to support funding claims against specific contracts.
Key Details
- Applicable Aims: Only applies to learning aims with Funding Model 36.
- Start Date Requirement: Contract Reference Numbers can be recorded for aims where the earlier of the Aim Start Date and Original Start Date is on or after 01/08/2025.
Created Event Indicator (EVI) Learning Delivery Funding and Monitoring Type
A new Funding and Monitoring (FAM) type – Event Indicator (EVI) – has been introduced to enable MI Managers to record key events occurring during a learner's Skills Boot Camp programme. This supports accurate ILR reporting and funding claims.
Removed the Full Funding Indicator from the collection requirements for Tailored Learning
The 'Full Funding Indicator' field will not be displayed if the funding model is '11 - Tailored Learning' AND the earlier of the learning start date and the original learning start date is on or after 1 August 2025, where ILR Scheme 25/26 is selected.
Updated LDM codes to ILR 24/25
We adjusted the valid date ranges for existing LDM codes to ensure that our customers can accurately report their learners to government funding organizations:
389 | LSIF – Local Skills Improvement Fund – Additionality | 01/09/2023 | 31/03/2026 |
390 | LSIF – Local Skills Improvement Fund – Delivery | 01/09/2023 | 31/03/2026 |
392 | LDD Apprenticeships English and Maths flexibilities | 01/08/2024 |
We have also added LDM codes 399, 400 and 401, valid from 1st August 2024. This change improves the accuracy and compliance of learner reporting, aligning with current government requirements.
ILR 25/26: changes relating to HE
Update Qualification on Entry (QUALENT3) field
We have adjusted the Valid To date ranges for existing Qualification on Entry codes and added new ones to ensure that our customers can accurately enter and report this information to the DfE. The logic of displaying codes that have exceeded their Valid To date using the earlier of the learning start date and the original learning start date is now implemented for Qualification on Entry codes.
Updated Major Source of Tuition Fees
- The Major Source of Funding field in the HE Delivery modal on the aims in the ILR, is updated with new codes:
- 92 - Research council
- 93 - Charitable foundation
- 94 - UK armed forces
- 95 - Overseas funding
- Existing codes updated with Valid To date to be 31/07/2025: 4-9, 11-26, 32, 33, 35-61.
- The logic of not displaying codes that have exceeded their Valid To date using the earlier of the learning start date and the original learning start date is now implemented for the Major Source of Tuition Fees codes.
Updated field names in the Learning Delivery HE entity
The following fields have been renamed for clarity and consistency in the 2025/26 ILR:
- Socio-Economic Indicator → Socio-Economic Classification
- UCAS Application Code → UCAS Scheme Code
- Domicile → Country of Permanent Address
Updates to XML entity names
- UCAS Scheme Code now uses the XML entity name UCASSCHEMECODE in the 2025/26 ILR batch specification.
- The Occupation Code now uses the XML entity name SOC (previously SOC2000) in the 2025/26 ILR batch specification.
- The Country of Permanent Address now uses the XML entity name PERMADDCOUNTRY in the 2025/26 ILR batch file.
Updated Occupation (SOC) field
The Occupation field in the HE Delivery modal on the aims in the ILR, is updated with new codes with respect to ILR specification: 2025 to 2026.
Made Term time accommodation an annual field
When data administrators are managing Learner HE records and need to accurately report Term time accommodation costs for different academic years, they can now use a new field introduced for 2025/26 and future years. This field, located in the Learner HE section, will be empty by default and allows year-specific values to be recorded and included only in the corresponding ILR batch file. Existing 2024/25 values entered before 2025/26 will be retained.
ILR 25/26: T-level changes
Added work placements to the collection requirements for T-Level and study programme provision
The ability to add a work placement has been added to ILR aims where learners are on T-Level Programmes (Prog Type 30 or 31 + Fund Model 25) and study programmes (Fund Model 25) for starts from the 1st of August 2025 (using the earlier of the learning start date and the original learning start date, from the ILR aim), and where ILR schema is 25/26.
Added GCSE maths and English qualification grades to the collection requirements for T-Level provision
As part of the 25/26 ILR schema changes, the following updates have been implemented:
- GCSE English and Maths qualification grades are now collectable for T-Level provision, specifically where:
- Funding Model (FM) is 25, and
- Programme Type (Prog Type) is 30 or 31
- These fields continue to be collectable for Study Programmes (FM25).
- The relevant fields appear on the User tab in the ILR when the above conditions are met.
- The collected values are included in the ILR batch file as part of the Learner entity.
Enhanced Reviews
Review summarisation
We’re pleased to announce that after a successful beta trial, our powerful new review summarisation feature will be exclusively available to all Enterprise customers as of 25 June 2025.
What’s new?
With just one click, tutors can generate high-quality review summaries with a single click directly from meeting transcripts. They can also see previously generated summaries within the current review. This enhancement reduces administrative tasks and frees your team to focus on more meaningful conversations.
How does it work?
The review summarisation feature will appear in the Reviews form in Aptem. You can take advantage of it in just two simple steps:
- Get the transcript: Either through your Communications Connector with Microsoft Teams, or by uploading the transcript directly.
- Summarise: Once the transcript is available, simply click the ‘Summarise’ button for an instant, AI-generated summary.
Summaries will export to the Reviews PDF and will be available in the Review Responses OData feed.
For more information, please see Review summarisation for tutors. Please contact your Customer Success Manager if you’d like to get access to this feature.
Please note, for existing Enterprise customers, this exciting new feature will be enabled across all reviews for all programmes alongside the 25 June release.
Review summary displayed at beginning of next review
As a tutor, I can now access summaries from previous reviews within the current review. A "Previous Meeting Summary" section will be displayed at the top of each review where the “Meeting Summary” section is enabled.
The previous meeting summary will default to the last available summary of that review type. Tutors will be able to select alternative reviews from the dropdown list. The dropdown list will display review name and the date the review was completed to enable tutors to easily select the correct review. Only reviews where previous summaries are generated will be displayed in the dropdown list. If there are no previous summaries available, the dropdown list will display a message to that effect. If there are no previous summaries of that review type available, no default will be selected but tutors can select an appropriate reviews from the dropdown list.
Previous review summaries are not exported to OData or the review PDF. Previous meeting summaries are not saved to the section - the default will return when tutors navigate away from the page. This means that when viewing reviews, including completed reviews, tutors or administrators can always navigate toward an appropriate review.
This enhancement provides tutors with quick reference to past discussions, enabling more effective preparation for the current review session.
Summaries in Reviews are reportable
As a Curriculum or Compliance Manager, when I want to report on Meeting Summaries, this will now be available in the Review Responses OData feed under “Meeting Details”. The summary will display in the feed where Review Summarisation and Review Responses are enabled for the tenant.
Note: information either uploaded to the section or pasted into the “Meeting notes” field will not be exported to OData, as it is anticipated these will be large transcripts.
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Marking Aid
These features will be available for early adopters of Marking Aid from 28th July, to allow for the changes to the current process to be rolled out to users. Customers that have marking aid enabled after the 25th June release, will have these features enabled as standard.
Updated the link to exercises from programme level to learning plan level
When an admin is using Program Builder to configure Marking Aid exercises for Learning Plan components, configured links are following default Learning Plan component configuration behaviour, that is configured links will appear for new enrolments, but will not affect components created previously before the linking has happened. This is a change in behaviour, as previously configured link automatically appeared for all the components in learner’s learning plans.
Ability to link a Marking Aid exercise to an ad-hoc component within Console
When Tutors or Admins are using Console to manage a Learner's Learning Plan, they can now create an ad-hoc component and link it to a Marking Aid exercise without affecting other learners. This allows for personalised exercise workflows, where the linked exercise can be submitted by the learner and successfully marked, with all standard Marking Aid functionality preserved.
No new roles have been created and therefore this functionality will be visible if:
- Marking aid is enabled for a tenant
- "Learning Plan" token is enabled on Account Programme, users of type Admin can manage components in learners' Learning Plans in Console, and the option to link/unlink/edit an exercise will be available:
- for non-finished ad-hoc components;
- for non-finished programme-level configured components, if admin has "Advanced Delivery Management (Edit)" role assigned;
- for finished ad-hoc components, if admin has either “Supervisor” or "Edit/delete finished components" role assigned;
- for finished programme-level components, if admin has "Advanced Delivery Management (Edit)", as well as either “Supervisor” or "Edit/delete finished components", roles assigned.
Link/edit a marking aid exercise for an existing component within the learning plan in Console
Tutors or admins using the Console to manage a learner’s learning plan, can add, remove, or re-link new exercises to existing ad-hoc components without affecting other learners. Also, they can edit the exercise configuration directly from the learner’s learning plan.
Notes:
- Clicking 'Save' in the Marking Aid exercise editing window saves your changes, regardless of any 'Cancel' action taken in the activity.
- If an exercise link is being updated for a component, and a Learner has already submitted their evidence for the currently linked exercise, the Admin is informed about there being a submission present, so that outstanding marking can been completed or any feedback present addressed. Once exercise link change is confirmed:
- Evidence type linked to the exercise being removed will be transformed to appropriate evidence type in Aptem:
- If evidence has been marked and pdf-file downloaded, evidence type will be transformed to Document
- If marking was not completed, evidence type will get transformed to Note and access to data submitted against exercise will be lost.
- New submission will need to be provided by learner and marked accordingly against newly linked exercise for component to be complete.
- Evidence type linked to the exercise being removed will be transformed to appropriate evidence type in Aptem:
- The behaviour of the Marking Aid Learning Plan component is now aligned with that of regular components. Adding or removing a Marking Aid exercise at the programme level will no longer impact the learning plans of existing learners. These changes will only apply to newly enrolled learners.
Expanded the sync functionality in Console to include marking aid exercises
When an admin is using Learning Plan Synchronisation tool and they want to add or change linked Marking Aid exercise for component(-s) of multiple learners on a programme they can now amend such component(-s) and then transfer the update to the rest of the learners as per usual synchronisation process.
When ‘Apply ONLY changes’ synchronisation mode is selected, Criteria mappings and Documents will now be synchronised only if they were amended by the logged in admin prior to initiating synchronisation - just like any other Component field.
Notes
- If an exercise link is being updated for a component, and synchronizing the change across multiple Learners, and any Learner has already submitted their evidence for the currently linked exercise, the Admin is informed about there being a submission present, so that outstanding marking can been completed or any feedback present addressed. Once exercise link change is confirmed:
- Evidence type linked to the exercise being removed will be transformed to appropriate evidence type in Aptem:
- If evidence has been marked and pdf-file downloaded, evidence type will be transformed to Document.
- If marking was not completed, evidence type will get transformed to Note and access to data submitted against exercise will be lost.
- New submission will need to be provided by learner and marked accordingly against newly linked exercise for component to be complete.
- Evidence type linked to the exercise being removed will be transformed to appropriate evidence type in Aptem:
Confirmation upon synchronizing change to components having data submitted
Checkpoint
Periodic Triggering in Checkpoint
As a tutor, when I am setting up checkpoints with a periodic trigger, the periods are now based on each individual learner’s start date instead of the start date in the periodic checkpoint configuration. This is so that each individual learner can receive a checkpoint at a time which is most appropriate to them based on their start date.
Start Date and End date are removed from the periodic checkpoint configuration page. The checkpoint configuration message has been adjusted to reflect that the trigger will be based on the learner’s start date. The behaviour of triggering is still based on completion of learning plan components with a minimum of 3 KSBs mapped within in the period specified, as per today’s behaviour.
Example: A periodic checkpoint configuration is created for “1 month” with no expiry. Learner A’s start date is 01/06/2025 and Learner B’s start date is 15/06/2025. Checkpoints will be created for Learner A on the 1st of each month, and Learner B on the 15th of each month, where they have completed learning plan components with at least 3 KSBs in the previous month. Checkpoints will be generated within these parameters until the learner’s end date, or on deletion of the periodic trigger settings.
Minor updates and fixes
Transition from ESFA to DfE
- The description of Funding Model 99 has been updated to‘99 - Non-funded (includes indirect DfE funding)’, where ILR schema is 25/26.
- Replaced ESFA and Apprenticeships logos with the DfE logo in the OtJ Log header to reflect the correct funding agency.
- A new version of the Written Agreement (Written Agreement V1.1) has been introduced to ensure accurate representation of the Department for Education (DfE) as the programme funder.
- The updated learning declaration in the ILR document clarifies that the programme is funded directly by the Department of Education (DfE), enhancing transparency for learners. This change only applies to newly applied templates as this is a field that can be freely edited by customers and could contain other wording.
- A new version of the Training Plan: Training Plan v1.1 has been created. We have updated the wording to reflect the change in funding body from ESFA to DfE for improved clarity to programme signatories. These changes ensure all references reflect the Department for Education (DfE) as the appropriate authority. Changes made:
- In the ‘The main provider will:’ section, updated point 10 to read: “Effectively manage subcontractors, in accordance with DfE due diligence rules, including ensuring the prompt payment of funds to the sub-contractor.”
- In the ‘Resolving Problems’ section, replaced the ESFA reference to: “If the problem or complaint remains unresolved by the training provider, then the apprentice or employer should contact the Apprenticeship Service Support on 0800 150 600 or helpdesk@manage-apprenticeships.service.co.uk.”
- Updated the UVAC - Components Plan v3. All instances of “ESFA” (Education and Skills Funding Agency) have been replaced with “DfE” (Department for Education) across relevant sections of the apprenticeship agreement document to ensure accurate representation of the programme's funding source. These changes will only apply to newly created templates as the changes affect the editable sections where customers may have added their own text.
Other updates to Marking Aid
Enable Learners to add marking aid exercise as evidence for their portfolio
Marking Aid attempts appear as individual pieces of evidence
When learners are submitting evidence for a Marking Aid exercise attempt, each attempt will be saved as a separate line in the Learning Plan Component evidence list. The Marking Aid evidence title will be appended with the attempt number.
Aptem Apprentice can attach a file to Marking Aid evidence
When using Aptem Apprentice, users can view a PDF version of the exercise, including feedback marked by the tutor. These pieces of evidence appear individually in the learning plan. Aptem Apprentice processes documents and attaches them to learning plan evidence associated with Marking Aid. The PDF summary is downloadable from the portfolio once accepted by the tutor. This functionality conforms to standard behaviour expected from Aptem Apprentice.
Marking Aid evidence documents published
When a Marking Aid exercise is marked in Apprentice, the exercise report PDF file is generated and makes it available in the Learning Plan via a clickable link on the evidence, and for download in the Portfolio Export.
NOTE: The file version can experience short delays when generating and may not be available immediately. Users can intermittently refresh their screens to check when this is available to view.
Carry out the QA process for Marking Aid components
When an Aptem Apprentice user with the Internal Verifier role wants to quality assure a marking aid learning plan component, the Quality Assure button visibility and the QA processes follow the normal QA process, conforming to standard behaviour expected from Aptem Apprentice.
Users with the Internal Verifier role will have access to view the marking aid exercise content via the file version.
Improved user experience when editing a Marking Aid exercise
Admins using the Marking Aid exercise editing feature can now experience an improved editing process. Specifically:
- When selecting to edit an exercise, they will be presented with a more streamlined ‘Edit Assignment’ screen.
- Upon saving changes to an exercise, the editing window will now close automatically (or prompt for closure), improving workflow efficiency.
- Changes to the title will be correctly reflected in both Classic (programme builder) and Console.
Note: Clicking 'Save' in the Marking Aid exercise editing window saves your changes, regardless of any 'Cancel' action taken in the programme builder.
Reporting
- When an Admin is reviewing data in the Learner details table on pages of the Caseload report and they want to quickly access a specific Learner's dashboard to validate data or take action, they can now use the new Profile URL field. This field provides a direct hyperlink to the relevant Learner's dashboard, allowing Admins to seamlessly navigate without needing to leave the report or manually search for Learners elsewhere in the system.
- When an admin is exploring learner demographics on the map view and want to gain insights at a regional or group level without being overwhelmed by individual data points, they can now use the new clustered view to quickly identify concentrations and patterns across locations. This improves usability, especially in areas with high learner density, and supports faster, more strategic decision-making.
Other update to Reviews
When an administrator is updating review templates in the programme builder their changes will now be reflected in the Review Responses OData feed so that they can accurately report on all data even where there has been a change. Amendments to question titles will be reflected for reviews in all statuses including “in progress” reviews. Where a new question or section is added to an existing review template, these will only appear in OData for reviews which are “not started” when the change to the review template is made.
Virtual Assistant performance improvements
In response to user feedback and detailed performance analysis, we’ve enhanced the Virtual Assistant to deliver quicker and more relevant responses. The assistant now focuses on the most recent parts of your conversation, rather than reviewing the entire chat history.
This targeted approach improves response times, enhances collaboration, and ensures a more streamlined and efficient user experience.
Fixes
- When a learner is navigating the document signing page using a keyboard and wants to access the "View & Sign" action, they can now use the Tab key to reach and activate the button as expected. The previous div element has been replaced with an accessible Foundry button component, ensuring full keyboard support and improved accessibility compliance.
- The "Do you have a permanent address?" question no longer defaults to "No" in Console. Learners have to either select 'No' or select 'Yes' and confirm the address. This prevents the issue where the address details could be removed by accident.
- As a tutor, when I upload a file with less than 50 characters, I will receive an error message to alert me that the file is too small for summarisation for all file types available. Previously, the error message was only shown for .doc file types.
- We have fixed a defect whereby the search function would not work for multiple learners with the same name in the Signatures and Trackers pages. Tutors can now search for learners with the same name, and when they select the learner, it will display the relevant learner’s documents or trackers. Previously, only the first learner in the list would appear when selecting the learner.
- The issue with Primary health problem dropdown not being populated automatically when 15 - Asperger`s syndrome valid to 31/07/2025 option selected in “Health problem category” drop down is fixed now.
- Admins viewing learner data in the Caseload by assessor tab under Caseload while filtering by funding status, they can now use the updated Learner funding status filter and ensure that correct learner data is displayed.
- When an admin wants to manage user visibility across multiple group hierarchies in the Power BI Caseload dashboard, they can now use the updated Groups user filter, which supports parallel structures. This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
Upcoming features - within the next three releases
Based on the work we have completed in the past feature sprint(s), we have the following features lined up for release in the near future.
Marking aid and Feedback assistant
We are working towards our next iteration of the Aptem Enhance Marking aid and Feedback assistant features.
Checkpoint in Onboarding
We are introducing manual Checkpoints in onboarding to support initial assessment of apprenticeship KSBs.
Enhanced Hours Logging
We're excited to announce that we'll soon begin development on a brand-new Off-the-Job Hours logging feature. Our goal is to provide a more intuitive and efficient way for apprentices to record all their learning hours, making it easier to track progress and ensure compliance. This enhanced functionality will also offer improved oversight and reporting for providers. We're actively engaging with customers through design review sessions, and there will be further opportunities to get involved and provide your valuable feedback as development progresses.
Preparing for Funding Year 25/26
The 2025/2026 Apprenticeship Funding Rules introduced significant changes, particularly around programme duration, Off-the-Job Training (OTJT) calculations, and the evidencing of English and Maths (EM) functional skills.
Our dedicated Compliance Board and engineering teams have been working diligently to translate these new requirements into practical, seamless updates within the Aptem platform. All changes are scheduled for release as part of our July 23, 2025 update, in time for the new rules coming into effect for apprenticeships starting on or after August 1, 2025. For more information, please refer to these articles.
Deprecation of CBC-Based Cipher Suites
To ensure customer connections to Aptem remain secure and to keep up with industry best practices, we will be deprecating the following TLS 1.2 cipher suites used by older browsers, as of 1st August 2025:
- TLS_ECDHE_RSA_WITH_AES_128_CBC_SHA256
- TLS_ECDHE_RSA_WITH_AES_256_CBC_SHA384
For more information, see: Deprecation of CBC-based cipher suites.