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 please 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• Withdrawn (w/o funding)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

Please note that if you've employed process automation to update the programme status, manual changes will not be possible. You'll need to utilise process automation to change the status.

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 will only appear for programmes that have been specified as Apprenticeships. This can be done 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 will be displayed when enrolling the learner.

Why am I seeing an error when trying to enroll 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 and if it is, there are 2 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.

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

Please 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).