What is the difference between archiving and deleting documents from the Onboarding Wizard in the programme builder?
Archiving a document allows you to keep a record of it within the programme while hiding it from newly enrolled learners. Learners who have already acknowledged the document (ticked "I have read and understood this document") will still be able to view it after archiving, but it will not be visible to new learners or those who have not acknowledged it.
Deleting a document permanently removes it from the programme, meaning it will no longer be visible to any learners, and no record of it will be kept.
Archive when you want to retain a document for reference but prevent new learners from accessing it.
Delete when you no longer need the document at all.
When a learner enters into EPA and their programme status changes to 'Entered EPA', can they still submit work?
The 'Entered EPA' programme status will not affect the learner's ability to submit work to their Learning Plan.
How can I see what a trainee assessor has marked on my learner dashboard?
There is a quick filter called Trainee Tutor Feedback Required. When selected, the learners grid will apply the following logic:
- If the logged-in Tutor has the Assessor role, the Learners grid will display all Learners who meet the following criteria:
- They have at least one component with the status Evidence Submitted.
- Within those components, there is at least one piece of evidence with a status of either Trainee Accepted or Trainee Referred.
This quick filter allows Assessors to identify Learners whose evidence has been assessed by a Trainee.
Clicking on these components will reveal the evidence marked by a Trainee assessor.
If we do not have an API to a functional skills platform, can we still collect functional skills exemption evidence via the Functional Skills step in onboarding?
You will not be able to use the Functional Skills Exemption Evidence part of the Functional Skills Onboarding Wizard step without an API.
Without an API to a functional skills platform, the only way you can upload documents into the Functional Skills section of a learner's record is to use the Functional skills section within a review. Within this review section there is an 'Exemptions' section which you can use to upload the exemption files.
Once you select an exemption status, then you will get the option to upload a file.
At what point is a learner registered with NCFE (formerly Skills Forward)?
When the learner's programme has just an onboarding wizard Functional Skills step, they are registered with NCFE (formerly Skills Forward) when they click on any of the assessment links.
When the learner's programme has any NCFE (formerly Skills Forward) Functional Skills learning plan component (Initial assessment or Diagnostic), they are registered with NCFE (formerly Skills Forward) at the moment they are applied to the programme.
In Users Generic Reports, where is the functional skills data taken from?
The IA levels and exemption fields are shown in the user profiles.
Other fields such as Reading, Writing and SLC are taken from the Progress Reviews where the Functional Skills section is turned on.
Is it possible to edit the creation date of evidence after it has been submitted?
No, it is not possible to edit the creation date of evidence once it has been submitted. To find the most recent date when the learner submitted evidence, you can utilise the 'lastsubmission date' field in the OData dictionary.
I had customised my tile order in Classic but it has now reset, why did this happen?
Customised tile order is stored as a local browser setting rather than at Aptem sever levels for individual users. Clearing your browser cache (temporary internet files) will reset them back to the default ordering.
How can I add a Skills Radar (Competency) for a standard to an Onboarding programme?
To add the competency, you'll need to have a delivery programme set up with the standard added in the Learning Plan token. Then proceed as follows:
- Go to the Competencies token from the main start page within classic and click create.
- Add a name and click 'Add from standard/ framework'.
- Select the delivery programme, tick the required standard and click the 'Add Characteristics'.
- Click save to save the Competency.
- You can then go to the Competencies token of your onboarding programme and add the newly created Competency.
- Type in the Competency name, select it and 'Add Competency' and confirm.
If we create an onboarding programme with just the Initial Assessment step and then move the learner to the delivery programme, will the IA results still be visible in their profile?
Yes, the Initial assessment results will be visible in the learning support section of the learner's profile after they are moved to the delivery programme.
Can we get a record for a Part Completion Apprenticeship?
Aptem does not have anything specific for this purpose, but it can be achieved by creating a custom review using the Learner's Progress section, and adding some custom sections.
You can create a custom review by following the steps in this article: A How-To-Guide to building a Review.
What should appear in the Skills Radar Report folder in the learners document section?
The behaviour behind the Skills Radar Report Documents Folder is as follows -
- The "Skills Radar Reports" folder is displayed for learners only. Administrators/Tutors cannot see this folder.
- Only automatically generated Competency reports can appear here and to generate this document the following needs to happen:
- An Administrator assesses the competency and the report will be generated only once all competency characteristics are marked as "Complete". The conditions for a competency to be marked as ”Complete” is as follows -
- Where no goal is set - the highest level is selected for each characteristic within the competency.
- Where a goal has been set - the selected level is higher than the goal level for the characteristic.
- An Administrator assesses the competency and the report will be generated only once all competency characteristics are marked as "Complete". The conditions for a competency to be marked as ”Complete” is as follows -
- Administrators do not have access to the document generated upon their assessment - including from Classic interface; however they have an option to request the report to be generated from the User Profile > Competencies > Report, selecting assessment series they want to build up the report for.
- The learner has access to the report from both Console and Classic ("Documents" tile > "Competencies" folder).
Why is an activity visible only in the case owner’s calendar and not in the learner’s calendar?
When an admin creates an activity in their calendar by clicking on the "create a new task" button, for the activity to appear in both the case owner's and learner's calendars, the "duplicate task for learner" checkbox must be selected during task creation. Please note this feature only exists in the Classic version of Aptem,
Is it possible to move a learner from an apprenticeship based programme to a qualification based programme?
While there is no functionality within Aptem to achieve this, you are able to create a clone of the apprenticeship programme which can be edited to create a qualification based programme. Please ensure that you remove any of the items required by an apprenticeship programme that are not required for funding purposes from the newly created qualification based programme.
Once the qualification version of the programme is completed, you may stop the learner on their apprenticeship programme and apply them to the qualification programme instead.
In the Outstanding assessment tile in Classic on Aptem, why do a number of learners have nothing showing in the "earliest submitted" column?
Please note, this is part of an old functionality so no changes will be made in this area in Classic regarding Outstanding tasks. To confirm, the Earliest submitted date disappears if the due date of the component that the evidence was updated to is changed (either moved into the past or future).
For more accuracy, we recommend using the 'Require Marking' section on the main admin dashboard in Console.
Why do I get an error stating 'An error has occured, please contact administrator.' when saving an action plan?
The fields that can be edited within the action plan have a character limit of 500. If the error persists when the characters entered are below 500, please raise a support ticket.
How can I add tasks to all learners’ programmes as a reminder without having to create a component ?
You can use the Task option in the "Programme requirements" token when creating a Programme.
These will create tasks in the learner's calendar that will look like this:
These can be set up at intervals on the learner programme:
Please note, you will have to have the “Manage Programmes” permission to do the above. We also suggest that you apply the above to test learners before enrolling live ones.
Will changing the training price on a programme affect the programme price of existing users?
Changing the training price of a programme will not affect the pricing for existing learners. The updated price will only apply to new learners who enroll after the price change.
Therefore, existing learners will continue with the original price agreed upon at the time of their enrollment and any modifications in pricing will not impact the learner's Individual Learning Records (ILRs).
Why are there no programmes displaying in the programmes tile?
This happens when the created programmes on the tenant have not been assigned to any groups. To resolve this, navigate to the ‘Groups’ tile, click on the appropriate root group, then click on the Programmes drop down menu, without clicking on any groups, and then select all of the required programmes and apply the changes.
What is the difference between archiving and deleting a programme in Aptem Classic?
Deleting a programme from your tenant will remove the programme and all data associated with it. The option to delete will only be available if learners have never been enrolled on to that programme.
If a programme has previously had learners enrolled on to it, but no longer does, you will have the option to Archive the programme instead of deleting it. This is to preserve learner data on your platform. Once a programme is archived, it is no longer visible in the programmes tile.
To view Archived Programmes, please select the "See Archived" option.
How to unarchive a programme?
An archived programme can be unarchived using the option shown below. You'll need to ensure you have "See archived" ticked so that archived programmes are visible.
How to fill in learner information for learners based outside of the UK?
There is currently no specific option available for Learners who are based outside of the United Kingdom. However, in accordance with the ILR specification guidance available at https://guidance.submit-learner-data.service.gov.uk/, please proceed to the "ILR Specification" for the present funding year. Subsequently, verify the specifications pertaining to "Postcode prior to enrolment" within the designated "Learner" section.”
What we recommend doing in these circumstances, is to have specific postcodes, and National Insurance Numbers, which are applied to any of these Learners, which are kept as a reference, when completing any reporting functions. This is so that you have a code which can be referred to, to identify Learners which are based outside of the UK. Generally, for the PLR number, we would recommend applying multiple numbers, such as multiple 9's. This makes it clear that the ULN number is being used in replace of a real number. You are also able to apply "Markers" to any of these Learners, where you can state that they are based outside of the UK. This will then appear against their account. (This will not be visible to the Learners themselves). Please refer to the below help guide, which explains how to set Markers up: Creating markers for a tenant – Aptem Help Centre.
For the ILRs, these can be marked to be excluded from the batch, when the ILR submissions are made:
Is there any reason I should not use a Numeric format for a custom field used for storing a phone number?
The maximum allowed value by a Numeric/Int32 type field is 2147483647. The phone numbers may exceed this maximum allowed value by Numeric type field and hence we would recommend using type [Phone number] OR [Text] when using custom fields to store phone numbers.
Why am I seeing eligibility message - 'The learner must not be employed for more than 16 hours per week at the start of the programme' on learner's profile?
If one of the aims in the learner's ILR is set as a traineeship in programme type, you will see Eligibility message -'The learner must not be employed for more than 16 hours per week at the start of the programme'on learner’s profile under Programme section.
To address this, you will need to correct this programme type to reflect the correct programme, and you will no longer see the eligibility warning message on the User’s profile.
If you delete a competency, would it be removed from learners that have already completed it?
When a competency has been deleted, it will be removed from all learners including learners that have completed it previously.
How do the calculations work in the Recognition of Prior Learning for the Maximum eligibility score?
It's the highest allowed percentage before the learner would have too much prior skills and experience.
An example would be a skills scan with 40 questions using a a 1-5 scale. If they scored 80%, that would imply an average score of 4 out of 5. Of course they could have 20 3's and 20 5's. The key thing is this is an average. It is also worth noting that the minimum score will be 20% as the lowest possible score is 1 out of 5.
So the discount range(s) could be:
- 0% to 40% with no reductions
- 41% to 50% with a small reduction
- 51% to 60% with a medium reduction
- 61% to 70% with a large reduction
Maximum Eligibility Score 71% as anything above this would be too large a reduction and would knock the programme below the minimum OtJ and/or duration.
How can I find the learning aim reference number for a qualification?
You can use the following website to search for the qualification and find the reference number: https://findalearningaimbeta.fasst.org.uk/
Answers are going missing when we transfer apprentices from the eligibility programme to the delivery programme. Why?
Answers collected in onboarding will be displayed in the delivery programme only if the same questions/title fields which were added in Onboarding are selected when configuring these questions in delivery programme.
While configuring custom questions in the delivery programme, it is recommended to select the existing title suggested by the system from the dropdown. If the system suggested field is not chosen, then a new field with same title gets created in system which causes this issue.
How do I amend a Learner's ULN?
A Learner’s ULN can be amended from the ILR page. Please select “edit ILR” on the User profile to access this page.
Please note, the ULN cannot be left blank. You can enter 9999999999 in situations where the ULN does not need to be specified.
Why can I not find a programme on the Programmes tile?
If you are unable to find a programme when you search for it on the Programmes Tile, please check that it has not been removed from the root group on the Groups Tile.
If programme restrictions are set for any group, users can only view the programmes associated with the groups they belong to.
Why do I see "unexpected result occurred" when trying to generate a PLR for a Learner?
If a message stating that an ‘unexpected result has occurred’ appears when you try to generate a PLR for a Learner, this may be due to brackets ( ) being used around a Learner’s name, such as their middle name. This can result in the system being unable to locate the Learner in question.
Please check the Learner’s name and either remove the brackets, or remove the Learner’s middle name, and then attempt to generate the PLR again. This should then resolve the issue.
Why isn't a qualification showing on the Awarding body qualifications tile?
An Awarding Body Qualification record can be created in two ways:
1. After the Learner is enrolled on a programme, the qualification records will be created from the aims on the programme’s ILR template.
2. After a new LP Qualification component with "Aim reference number" and with ticked checkboxes "Update ILR" and "Track awarding body registration" is created, a new aim will be added to user ILR and an Awarding Body qualification record will be created.
If these are not showing in this section:
1. Check if the ILR template contains the missing aims. If they are not there, please add them and save the programme. This will mean that they will then show for all new learners
2. For any existing learner, it is possible to add these manually via the Registration & Certification section:
What do the Practical Period, Planned End Date and Apprenticeship End Date show?
Depending on the start date of the Apprenticeship, the Practical Period is the period in which the Learner is completing their Learning Journey, and for new starts on or after August 2019, must not include the End Point Assessment period. For starts prior to Aug 2019, the Learning Planned End Date must include both the training and end point assessment period for continuing learners.
Please note, the Planned End Date is fixed in the ILR at the start of the programme, and should not be changed (except for genuine error correction).
The Apprenticeship End date is the end date including the EPA period.
Please refer to current DfE funding guidance for more information.
I have tried to upload a new signature mandate but Aptem will not save/retain the mandate.
For any Admins who have a signature mandate set up, this will always populate automatically as an additional attachment on any Learner’s compliance documents, which they have signed:
If the signature mandate is not appearing, please check if the Learner has applied their own signature on the compliance document. If not, the mandate will not be visible, even though it is available. The new mandate will be visible once the Learner has signed the compliance document.
Why has editing a custom question in one programme changed it in all other programmes ? How do I avoid this?
Custom questions will change on all instances if you edit them in one programme. Instead of editing the text of the custom question, delete it entirely and type the new text from scratch. By doing this, Aptem knows that this question is for just this one programme and is not an amendment for all programmes.
What actions are required when a standard is updated?
If the update applies to new learners only, please see Option 1. If there are existing learners that the new standard is also applicable for, please see Option 2.
Option 1: For when the updated standard applies to new Learners only
- Clone the existing delivery programme and replace the criteria in the cloned programmes’ learning plan to the new version on the updated standard.
- Remap the learning plan to the new criteria from the updated standard and use this programme for new learners only.
Option 2: For when the updated standard applies to existing learners
- If the update is not extensive, this can be handled without creating a separate criteria. Please review the learning plan mapping at the programme level and adjust as necessary.
- If mapping has been adjusted, please also make amendments in one existing learners’ learning plan and sync to all existing learners on the programme.
- Please note that if mapping has been adjusted for existing learners, the evidence attached to the components affected will need to be reassessed to ensure that the new criteria has been evidenced.