Enrolling learners onto a programme: Troubleshooting guide

Here are some common questions and scenarios you might encounter.

We have enrolled a learner on to a programme by mistake, is it possible to remove this programme from their record?

It is not possible to remove a programme from a learner's record once it has been applied.

This is because Aptem keeps an audit trail of all programmes a learner has been enrolled on, whether intentional or by mistake.

Why is the programme selection box empty when I try and add a new learner from onboarding to a delivery programme?

This issue is related to groups. You need to ensure that the groups the learner is assigned to have the programme associated with them.

For more information on adding learners to groups, see this article: Add a programme to a group.

Is it possible to set custom programme statuses?

No, it is not possible to set custom programme statuses; the only statuses available are those listed below.

You can select one of the provided statuses when changing the programme status.

• Onboarding
• Ready to enrol
• On probation
• Active
• Non starter
• Under review
• On maternity break
• On illness break
• On other break
• Entered EPA
• Completed
• Withdrawn (w/o funding)
• Early Leaver (funded)
• Not Eligible
• Imported

Note: if you've used process automation to update the programme status, manual changes aren't possible. You'll need to use process automation to change the status instead.

The 'Key Summary' box is not showing when enrolling learners onto a programme. Why is this?

This could also be because the ILR template in the ILR token of the programme build does not yet have the Programme type and an aim populated.

The Key Summary page only appears for programmes that have been specified as apprenticeships. You can do this by selecting option 25, Apprenticeship Standard, in the Programme type field of the ILR token.

Once this information has been entered, the Key Summary box appears when enrolling the learner.

Why am I seeing an error when trying to enrol a learner onto a programme?

You may be seeing this error because there are review components included in the learning plan configuration, while the review token has been disabled in the programme builder. Check the programme builder to see if this is the case. If it is, there are two options to resolve it:

Enable the review token in the programme builder and configure the appropriate review types for the review components in the learning plan configuration.

OR remove all review components from the learning plan configuration.

Why am I seeing the message "Planned OTJT hours must be equal to or greater than the minimum OTJ hours" when enrolling a learner onto a programme?

This message can appear when an incorrect LARS code for the apprenticeship standard has been entered in the Apprenticeship Standard Code field of the learner's ILR Programme Aim.

To resolve it:

1. Open the learner's ILR and go to the Programme Aim.
2. Check the code in the Apprenticeship Standard Code field against the correct LARS code for the standard.
3. If the code is wrong, enter the correct LARS code and save the ILR.

You can then enrol the learner onto the programme.

If the LARS code is correct and you still see this message, contact the Support team.

If you change a programme, will it affect existing learners or just new learners?

See the table below for details of changes to the programme that will affect learners, and whether this will affect only new learners or all learners (including those already on the programme).