September 2025 release notes

Manual checkpoints for learners in onboarding programmes

When a tutor is using the checkpoint functionality, they can now create a manual checkpoint for learners in onboarding programmes as part of their initial assessment. Administrators must ensure that the checkpoint functionality is enabled for learners, either at individual learner level or via the checkpoint token in the onboarding programme (as per current functionality in delivery programmes). Tutors can then use the 'Create checkpoint' button in the 'Checkpoint' section of the learner profile to send a checkpoint to the learner.

As onboarding programmes do not have associated criteria sets (these are managed via the learning plan token, which is not available in onboarding), tutors can select the standard from a list of standards. The standards displayed are those available in the tenant (via criteria sets in delivery programmes) and which have checkpoint questions generated. Once the standard is selected, the KSBs (Knowledge, Skills, and Behaviours) will become available to select. Tutors can then configure the checkpoint as normal, selecting the number of KSBs, theory, and scenario questions to generate.

The learner will receive the checkpoint, and once completed, it will display in the reporting screen at both learner and programme level, as per delivery programmes.

If there are no standards available for checkpoint in the tenant, the following message will be displayed:
“Checkpoint is currently unavailable for this programme.”

The programme reporting page will display the first standard that a checkpoint was created for, though there may be multiple standards within the same onboarding programme. This behaviour will be removed in a future release.

Admin view of all marking aid exercises 

When an administrator is using marking aid and wants an overview of all exercises and learners’ components, they can now access a new left-hand menu item called 'Marking aid'.

The new exercises grid acts as a single source of truth for marking aid exercises created via both Programme Builder and learners’ learning plans. Selecting a row opens the learners drilldown, containing learner component data linked to the exercise.

The new grid is accessible to administrators with the new role 'Manage marking aid exercises'. This is automatically enabled for marking aid customers.

Link a new version of the same exercise for a learning plan component in Programme Builder

When administrators update an exercise in Programme Builder, they can now create a new version. This ensures that changes to the exercise content apply only to newly enrolled learners, leaving existing learners’ progress unaffected.

Further information:

• This action creates a copy of the original exercise, allowing safe editing.
• Feedback, rubrics, and AI learning are automatically carried over to the new version.
• Existing learners continue with their original version.

Link a new version of the same exercise for a learning plan component in Console

When administrators update an exercise in a learner’s learning plan, they can now create a new version specific to that learner.

Further information:

• This action creates a copy of the original exercise for safe editing.
• Feedback, rubrics, and AI learning are carried over automatically.
• Only the selected learner has access to the new version.
• This is automatically enabled for Marking Aid customers.

Added a programme filter to marking aid exercise admin screen

When an administrator uses the marking aid exercise admin screen to find specific exercises, they can now filter by programme.

This new filter makes it faster to locate exercises, particularly in accounts with many programmes. No follow-up actions are required. This is automatically enabled for Marking Aid customers.

When a learner or employer uses the 'Meeting Summary' section, they can now view previous meeting summaries to recap actions and notes from earlier meetings.

Funding dashboard – updated to current academic year

Administrators now see 2025/26 data by default, with access to the previous five academic years. This change updates the dashboard and academic year filters to reflect the current reporting period, ensuring users immediately see the latest information on opening the dashboard.

This may impact reports, KPIs, and year-to-date comparisons, and users may need to adjust filters when reviewing historical performance.

Funding dashboard – learners now display only in lowest group

Learners now appear only in their lowest hierarchy group, removing duplication. This may impact group-level reporting views, and users may need to adjust any manual counts or exports that previously included duplicated learners.

Quality Dashboard – handling of overdue breaks in learning

Learners returning late from a break are now included in both original and resumed aims in line with DfE QAR 2024/25 rules. 

This change ensures these learners are now included on both their original and resumed aims, and counted in the applicable hybrid years, aligning the dashboard with current QAR guidance. This may impact QAR rates and hybrid year reporting, and users may need to review historic learner records to understand any shifts in reported figures.
 

Updated logic for UGR last review date 

When a compliance manager uses the Users Generic Report (UGR) to report on review dates, the Last review date column now shows the date the review was completed, providing a more logical and accurate calculation.

RPL tracker – compliance updates for 25/26 funding rules

When a compliance manager uses the RPL Tracker, they now benefit from updates aligned with the 2025/26 apprenticeship funding rules:

• Minimum duration warning – updated to reflect the new hard limit of 8 months (previous calculation no longer valid).
• Automation of RPL data entry – RPL hours entered in the tracker now automatically populate the programme, removing the need for manual re-entry.
• Minimum planned hours calculation – updated to apply the DfE-published figure minus RPL hours, capped at a minimum of 187.
• Calculation transparency – the tracker now displays a breakdown of the minimum planned hours calculation, giving full visibility of how RPL affects the final figure.

These changes apply only to apprenticeship starts from 1 August 2025.

OData Episodes feed - RPL field added

When customers use the OData Episodes feed to create learner reports, they can now access a new Recognised Prior Learning (RPL) field.

• Located next to PlannedEmployabilityHours.
• Included in the updated OData Dictionary.
• Improves compliance reporting by making RPL values available for analysis.

This may impact reporting datasets and automated workflows. Users should review and update reports or queries that consume this feed.

When a learner completes an initial assessment via Century, the Aptem LearnerID is now stored in the external ID field in the Century API. This will support customers with reporting via Century.

Tenant-level configuration for password policies 

When an administrator configures password policies via Console>Tenant settings>Security tab, they can now define tenant-specific password requirements.

This introduces a new password policy page where administrators with the 'Manage tenant settings' permission can define rules for minimum length, uppercase, lowercase, special characters, and numbers. Users see updated validation messages when creating or updating passwords.

Created the apprenticeship agreement v5

This update is available for all tenants, but administrators must enable and create the new version in their programmes. This update drives consistency with the 2025/26 funding rules. Administrators can use 'Valid from' and 'Valid to' dates on compliance templates to define usage. Refer to Compliance Documents Template Version Control for further information.

When an apprentice reviews their apprenticeship agreement, they now see version 5 (v5), which provides clearer and more detailed guidance on commitments.

Changes from v4:

• Note 2 of training plan: minimum duration reduced from 12 months to 8 months.
• Note 5 of training plan: replaced to clarify the mandatory nature of off-the-job training (OTJT), specifying:
  • apprentices must undertake published minimum OTJT hours, adjusted for recognised prior learning;
  • OTJT can be delivered flexibly;
  • planned hours must be agreed with the training provider and documented in the training plan, referencing apprenticeship funding rules.

Added ILR planned hours to the training plan

This update is available for all tenants, but administrators must enable and create the new version in their programmes. This update drives consistency with the 2025/26 funding rules. Administrators can use 'Valid from' and 'Valid to' dates on compliance templates to define usage. Refer to Compliance Documents Template Version Control for further information.

When an administrator reviews a learner’s training plan, they now see version 2.1 (v2.1), which introduces a new field 'ILR planned hours', displayed below 'Duration of practical period'.

This allows administrators to identify mismatches between ILR and learning plan data, improving compliance and accuracy.

Training Plan v2.1 – editable End Point Assessment section

When a compliance manager prepares a Training Plan template, they can now edit fields in the End Point Assessment section to suit different delivery models.

• Section title: editable, simple text input, up to 38 characters (mandatory, default = End Point Assessment).
• Description field: multi-line text box with basic editing options (mandatory, defaults to current content).
• Labels: editable text inputs (mandatory, up to 46 characters):
  • End Point Assessment Organisation (EPAO)
  • Estimated Gateway Meeting Review Date
  • EPA Period

This flexibility helps providers adapt Training Plan v2.1 to different apprenticeship models.

Training Plan v2.1 – editable EPA organisation details

When a compliance manager prepares a Training Plan template, they can now add End Point Assessment Organisation (EPAO) details without adding the EPA learning plan component.

Editable fields include:

• EPA Organisation – single-line text (max 100 characters).
• EPAO Registration Number – single-line text (max 7 characters, format: EPA/d{4}).
• Address – single-line text boxes for Address 1, Address 2, City, Region, Country, Postcode (max 255 for address fields; max 16 for postcode).
• Telephone – single-line text with standard telephone regex.
• Website – single-line text (max 200 characters).

All fields are optional. If all fields are left blank, the system uses existing functionality to display EPAO details from the EPA learning plan component. If any are populated, only the entered values display.

• RTL tracker: When managing a learner’s return from a break in learning, updating the return date now automatically updates the revised end date to match the suggested end date, fixing data inaccuracies.
• EmployerGroups OData feed: Administrators can now see all employer groups, including those without users, improving reporting accuracy.
• ILR exports: Administrators can now select the 24/25 schema. Fixes an issue where the schema was prematurely removed on 31 July 2025.
• Learning plan component preview: Learners can now preview all component details, including instructions for progression and completion.
• ILR 25/26 export: The Net Tuition Fee (NETFEE) and Gross Tuition Fee (GROSSFEE) values from the HE Learning Delivery entity are now included, ensuring full data accuracy in submissions.

We are introducing a new way to track and monitor actions in reviews. The new section will allow users to set time-bound actions for the learner, monitor these at each review and mark them as complete when necessary.

We're excited to announce that we have begun 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 functionality will also offer improved oversight and reporting for providers. We're actively engaging with customers at this point. Customers who wish to be involved with the upcoming beta program should reach out to their IC or CSM.

We are working on a feature that enables exercise cloning across components. This means administrators will save time by reusing existing content, feedback and rubrics, while preserving AI-driven learning for faster, smarter feedback.