Contents
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Break in Learning (BiL) behaviour
- If a Break in Learning Tracker is used, will this automatically pause all active aims within the ILR?
- How do we report on the "Expected Return Date" in the Break in Learning Tracker?
- I have created a "Break in Learning" Tracker for the learner using the Process Automation Tracker, but I do not have the "Return to Learning" option. Why is this?
- Can I use a past date for the expected return date and next review date for a Break in Learning Tracker?
- Why is a learner's Practical Period End Date not updating in the Programme Details, after they have returned from a break in learning?
- Can you set a "Break in Learning" Process Automation for a date in the future?
- Why hasn't the "Break in Learning" Process Automation stopped all activity on a learning plan?
- We put an apprentice on a "Break in Learning" (BiL) by mistake, using a Tracker. What is the best way to remove the break from the ILR and return the programme status to active?
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Return to Learning (RTL) behaviour
- Why can't I see a "Return to Learning" (RTL) Tracker for a learner returning from a "Break in Learning" (BiL)?
- Why is the Learning Planned End Date in the ILR not updating with the suggested date entered in the Return to Learning Tracker?
- When the learner's record was processed using the "Return to Learning" Tracker, why were some learning plan components not re-planned to the return date?
- When I select "Complete the learner's practical period" in the Completion of Programme Tracker, I see "This option cannot be selected as the learner already has: Actual off-the-job hours". Why?
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Change of Employer (CoE)
- When creating a Change of Employer Tracker, why are we seeing the error message "Last ACT 'Date To' value is going to be populated with value greater than 'Date From'"?
- I used a Change of Employer Tracker for a learner but forgot to modify the working hours, so I raised a second CoE Tracker to rectify them. The hours were updated in the User tab of the ILR, but not in the compliance documents. Why?
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Completion of Programme and Change of Programme Trackers
- I used a Completion of the Programme Tracker to move the learner to "Entered EPA" status. Now when I try to use the Tracker again to close the aims and change the programme status, I'm told "The option cannot be selected". Why?
- When selecting the "Completion of Programme" Tracker, I receive the message: "This tracker type cannot be created for this learner due to the following reasons: All non-generic aims of type 3 have not been closed (actual end date added)". Why is this?
- Why do I get the error message "The Achievement Date must be 7 days later than the Learner's Actual End Date" when submitting a Completion of Programme Tracker?
- Why does the actual end date for the Completion Tracker not populate with the last recorded learning date from the learning plan, like the Withdrawal Tracker does?
- When using the Change of Programme Tracker, the "Intended New Programme" list isn't showing all programmes. Why?
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Withdrawal Tracker
- How is the Last Recorded Learning date in the Withdrawal Tracker calculated?
- Why am I receiving an error message when trying to apply a withdrawn learner back to their programme?
- I have enrolled a withdrawn learner back on to their original programme, but the previous learning plan data is missing. Why is this?
- I would like to return a withdrawn learner to a programme. What will happen to the learner's imported portfolio?
- RPL Tracker
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Programme status and automation rules
- I want to change my learner's programme status to "On a Break" or "Withdrawn" but these statuses aren't available in the programme status dropdown. Why?
- How do I change a learner's programme status from process automation statuses to non-process automation statuses like Active and other editable statuses?
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Other issues
- The ILR Tracker isn't appearing as a Tracker type in the dropdown list. Why is this?
- When you have the option to upload a document to the Additional Learning Support Tracker, does it become visible to the learner?
- Why am I allowed to create duplicate "Return to Learning" and "Withdrawal from Learning" Trackers for learners?
- I am unable to find the option "Additional Learning Support" in the Tracker dropdown on the console. Why is this?
- Why are a learner's off-the-job hours still increasing while they are on a break in learning?
- Text entered in the Notes section of a Job Tracker isn't saving. Why?
- Is it possible to add Trackers for tutors not related to a specific learner?
- I am trying to allocate a Tracker to a fellow administrator. Why can't I see all of my colleague's administrator accounts?
- I am unable to assign a Tracker to an admin. Why is this?
- A learner has changed from full-time to part-time. Why can't I update their hours in the Tracker?
This guide explains common validation errors, funding-rule constraints and behavioural outcomes when using Process Automation Trackers.
Break in Learning (BiL) behaviour
If a Break in Learning Tracker is used, will this automatically pause all active aims within the ILR?
Yes. All active aims, including Functional Skills and other sub-programme aims, are updated and set to an inactive status (for example, completion status is "Learner has temporarily withdrawn from the aim due to an agreed break in learning" and outcome is "No achievement"). This applies to all aims, except for ones marked as "Excluded from the batch".
The only exception is where the learner's ILR contains at least one aim of Funding Model = 25 or 82 and Completion Status = 1. In this instance, none of the ILR aims are paused.
How do we report on the "Expected Return Date" in the Break in Learning Tracker?
When you create a Break in Learning Tracker, it captures essential information including the Last Learning Date, Expected Return Date, and Next Review Date.
To help keep these dates accurate, the Next Review Date set during Tracker creation adds a task to the case owner's diary. This task is a reminder to review the break and discuss the return, including the Expected Return Date. If needed, you can edit the task to change these dates, since this isn't possible via the Tracker itself. For example:
You can then report on the UserAutomationInfo_LastBIL field, available in OData via the Users table, which shows the Expected Return Date. For example:
I have created a "Break in Learning" Tracker for the learner using the Process Automation Tracker, but I do not have the "Return to Learning" option. Why is this?
The Return to Learning Tracker option is only available when the ILR token is enabled for the programme.
To activate the Return to Learning option, check the programme configuration and make sure the ILR token is enabled.
Can I use a past date for the expected return date and next review date for a Break in Learning Tracker?
No, this Tracker can't be used retrospectively. The next review date set when creating the Tracker can't be in the past, since it schedules the review of the break and the discussion of the Expected Return Date.
Where the learner has already returned, the Tracker isn't suitable for that scenario.
Why is a learner's Practical Period End Date not updating in the Programme Details, after they have returned from a break in learning?
The Break in Learning and Return to Learning automation Trackers must both be used for a learner in order for their Practical Period End Date to update. If these specific Trackers haven't been used, the date needs to be updated manually instead.
Can you set a "Break in Learning" Process Automation for a date in the future?
The system won't allow a BiL Process Automation to be created with a future date. This is by design: the last learning date (and the date the BiL is applied from) needs to reflect the last interaction with the learner, and it isn't possible to predict when this will be.
If you try to use the Tracker for a future date, you'll see an error that the last learning date can't be in the future, and you won't be able to save the Tracker.
Dated within the last four weeks
If you enter a date within the last four weeks, you'll get a warning that the last learning date is less than four weeks ago. A break in learning may not be needed at this stage. This is a warning only and won't stop the BiL Tracker from saving.
Why hasn't the "Break in Learning" Process Automation stopped all activity on a learning plan?
You've used the Break in Learning Process Automation, but:
- The learning plan components continue to move to overdue status.
- The learner keeps receiving reminders for these overdue components.
- The expected off-the-job hours keep increasing.
The Break in Learning Process Automation doesn't stop the overdue and off-the-job hours process, or notifications to the learner.
However, when you apply the Return to Learning Process Automation, Aptem re-plans the due dates for any components that haven't been started, and you can also manually adjust the due dates of any components that are incomplete.
We put an apprentice on a "Break in Learning" (BiL) by mistake, using a Tracker. What is the best way to remove the break from the ILR and return the programme status to active?
If the Tracker still has a status of New, you can just reject it, and nothing changes in the ILR.
If the Tracker was processed, you can create a Return to Learning (RTL) Tracker instead. This adds the break and then returns the aims to the ILR.
Return to Learning (RTL) behaviour
Why can't I see a "Return to Learning" (RTL) Tracker for a learner returning from a "Break in Learning" (BiL)?
If you can't see the RTL Tracker for a user, check whether their programme status shows as On other Break, since this means the break was processed manually.
To proceed with the RTL Tracker, you'll first need a Break in Learning Tracker for the user. To do this, update the user's programme status to Active: in Aptem Classic, locate the user, go to the Programme tab, select their status, and change it to Active. Once that's done, follow the guide below to create a Break in Learning Tracker for the user, specifying the dates from when they started the break to their expected return date: Break in Learning.
Once that's set up and confirmed accurate, you can create an RTL Tracker for the user. Follow the linked guide for instructions: Return to Learning.
Why is the Learning Planned End Date in the ILR not updating with the suggested date entered in the Return to Learning Tracker?
This happens because of how Aptem calculates the planned end date for non-programme aims, specifically Aim Type 3. For these aims, Aptem calculates the Learning Planned End Date based on the Trackers that have been raised.
The Learning Planned End Date is based on the period of remaining learning (the range between Learning Planned End Date and Learning Actual End Date on the original aim), added to the date of return to learning provided by the RTL Tracker. This calculation always happens for non-programme aim types. You can manually edit the date if it's incorrect, by amending the Learning Planned End Date on the selected non-programme aim in the learner's ILR episode.
When the learner's record was processed using the "Return to Learning" Tracker, why were some learning plan components not re-planned to the return date?
This Tracker only updates components that are Not Started.
When I select "Complete the learner's practical period" in the Completion of Programme Tracker, I see "This option cannot be selected as the learner already has: Actual off-the-job hours". Why?
This message appears when the Actual off-the-job training hours field on the learner's ILR programme aim already holds a value. The field must be blank for the "Complete the learner's practical period" option to be available.
The Tracker automation is designed to populate Actual off-the-job training hours on the ILR programme aim once the practical period aim is approved. If a value is already there, Aptem treats that step as done and blocks the option.
To resolve this, clear the hours from the field on the learner's ILR programme aim. Once the field is blank, you can select "Complete the learner's practical period".
Change of Employer (CoE)
When creating a Change of Employer Tracker, why are we seeing the error message "Last ACT 'Date To' value is going to be populated with value greater than 'Date From'"?
You'll see this error if the Apprenticeship Contract Type (ACT) record on the learner's latest ILR aim has a Date From that's earlier than the date you've entered in the Date changes apply field for the Change of Employer Tracker.
To resolve this, check the ACT Date From for the latest aim in the learner's ILR, and make sure it's earlier than the date entered in the Date changes apply field.
I used a Change of Employer Tracker for a learner but forgot to modify the working hours, so I raised a second CoE Tracker to rectify them. The hours were updated in the User tab of the ILR, but not in the compliance documents. Why?
This usually happens because of two employment records in the ILR with the same date but different working hours, both created by the Trackers. One record still holds the incorrect working hours from the first Tracker, and the compliance documents are currently pulling from that one. To fix this, delete the incorrect employment record and regenerate the documents.
Completion of Programme and Change of Programme Trackers
I used a Completion of the Programme Tracker to move the learner to "Entered EPA" status. Now when I try to use the Tracker again to close the aims and change the programme status, I'm told "The option cannot be selected". Why?
When the Completion of Programme Tracker is processed, it sets the completion status to 1 and the outcome to 8.
If you've manually updated the completion status of the programme aim to 2, you'll get a warning that the option can't be selected, because the learner doesn't have outcome 8 and completion status 1.
Change the completion status of the aim back to 1, and you'll be able to use the Tracker again. Avoid manually updating the completion status in future to prevent the same issue.
When selecting the "Completion of Programme" Tracker, I receive the message: "This tracker type cannot be created for this learner due to the following reasons: All non-generic aims of type 3 have not been closed (actual end date added)". Why is this?
This error appears because the Completion of Programme Tracker needs all component learning aims (non-generic aims) to be closed before it can automate the completion process for the learner.
To resolve this, go to the learner's ILR and add an actual end date to every non-generic aim. Leave the actual end date blank for the programme aim.
Once all non-generic aims are closed, you can create the Completion of Programme Tracker.
Why do I get the error message "The Achievement Date must be 7 days later than the Learner's Actual End Date" when submitting a Completion of Programme Tracker?
The period between the actual end date and the achievement date is the assessment period. During this period, the apprentice should be carrying out their end-point assessment (EPA), a summative assessment that measures the apprentice's ability to apply the knowledge, skills and behaviours (KSBs) they've learned during their apprenticeship.
The DfE funding rules state that the assessment period must be at least seven days long, to give the apprentice enough time to prepare for the EPA and be fully ready to demonstrate their skills and knowledge.
If the assessment period is less than seven days long, the apprentice won't be eligible for funding.
Why does the actual end date for the Completion Tracker not populate with the last recorded learning date from the learning plan, like the Withdrawal Tracker does?
The last recorded learning date won't be the same for a completed apprenticeship, since the apprentice's last learning date falls before the end-point assessment (EPA), while the final end date of the apprenticeship comes after the EPA. So Aptem would be wrong to assume the last learning date in this case.
When using the Change of Programme Tracker, the "Intended New Programme" list isn't showing all programmes. Why?
Check the programmes that have been made available at the group level.
Only the groups available at group level will show in the Intended New Programme list.
If the group has a parent group, the programmes also need to be available at the parent group level.
Withdrawal Tracker
How is the Last Recorded Learning date in the Withdrawal Tracker calculated?
The Last Recorded Learning date is when the learner last submitted evidence.
Evidence submitted by a tutor isn't counted.
The Last Recorded Learning date shown in the Tracker has no impact on the calculation of the learner's actual off-the-job hours.
Why am I receiving an error message when trying to apply a withdrawn learner back to their programme?
This error, like the one shown below, is usually caused by a discrepancy in the ILR programme aims.
If you check the ILR for this learner, you'll likely see that the Episode Hours table hasn't been generated. Below is an example of what this table normally looks like:
To enrol the learner onto the programme successfully, you'll need to generate the Episode Hours table by amending the learner's Learning Start date. In the screenshot below, the aims have a start date in the future and an actual end date in the past, which is invalid:
Correcting these dates generates the table, which should let you enrol the learner back onto the programme.
I have enrolled a withdrawn learner back on to their original programme, but the previous learning plan data is missing. Why is this?
Check that the learner has been enrolled back onto their original programme. If they've been incorrectly enrolled onto a programme with a similar name, they won't have access to their previous learning plan data.
I would like to return a withdrawn learner to a programme. What will happen to the learner's imported portfolio?
Note: no data is lost as long as the learner returns to the same programme. Aptem remembers the learner's progress.
Note: you'll need to flag the learner as a restart in the ILR.
See the following Help Centre guide for more information: How do I reapply a learner to a programme after they have been withdrawn?
RPL Tracker
The new RPL calculator isn't adjusting the learning plan components' "Complete By" date. Why is this?
The new RPL calculator Tracker doesn't automatically adjust the learning plan component's Complete By date.
The expected workflow is that the administrator manually adjusts the learning plan components and then runs the new RPL Tracker.
When configuring an RPL Tracker, why am I unable to remove a range that I have set?
You can only remove a range if more than one is already set up. The Upper Limit percentage must also be at least 1% lower than the Maximum eligibility score.
Once you've lowered the percentage and added another range, the remove icon appears.
Why isn't the RPL calculator showing despite the Tracker being enabled?
This can happen when the bandings and the Maximum eligibility score haven't been set for the learner's programme.
Here's an example of how these can be set:
Go to the Tracker section of your Programme builder, and check that this area is configured correctly.
For more information on configuring the RPL Tracker, see: RPL calculator (classic).
Programme status and automation rules
I want to change my learner's programme status to "On a Break" or "Withdrawn" but these statuses aren't available in the programme status dropdown. Why?
The On a Break and Withdrawn programme statuses can only be assigned to learners via automation Trackers, and can't be changed manually.
Create an automation Tracker to put learners into the On a Break or Withdrawn status. See the Help Centre guides below for the BiL and Withdrawal Trackers:
- Withdrawal from Learning Tracker: Withdrawal from Learning
- Break in Learning Tracker: Break in Learning
How do I change a learner's programme status from process automation statuses to non-process automation statuses like Active and other editable statuses?
If Process Automation is enabled for your organisation, you'll need to create a Process Automation Tracker to update the programme status. Use the relevant Tracker for the change you need. For example, to change the status to On a Break, you'd raise a Break in Learning Tracker.
Note: Process Automation is also required if you've manually updated a learner's ILR record to show a break or return to learning, and you want to update the programme status to match.
Other issues
The ILR Tracker isn't appearing as a Tracker type in the dropdown list. Why is this?
Check the Programme builder to confirm whether the ILR token has been enabled. This Tracker is system-based and needs the ILR token enabled for it to be raised for learners.
When you have the option to upload a document to the Additional Learning Support Tracker, does it become visible to the learner?
The document is only accessible in the Tracker itself, so it isn't visible to the learner.
Why am I allowed to create duplicate "Return to Learning" and "Withdrawal from Learning" Trackers for learners?
Aptem allows duplicate Trackers to be created if the first one isn't set to Processed and the learner's status hasn't changed. Aptem won't allow duplicates if the learner's status shows they're withdrawn or have returned to learning.
I am unable to find the option "Additional Learning Support" in the Tracker dropdown on the console. Why is this?
This Process Automation only applies to learners with an Active programme status. It's also limited to delivery programmes only, since that's where funding rules require changes to be monitored.
Why are a learner's off-the-job hours still increasing while they are on a break in learning?
If a learner is enrolled on a workshop that takes place during their break in learning, the workshop still goes ahead. Aptem automatically generates the associated evidence for the linked learning component after the workshop date, and the off-the-job hours linked to that workshop are added to the learner's total, even though they're on a break.
The break in learning automation pauses programme status and ILR fields, but it doesn't unenrol learners from scheduled workshops. To stop a workshop contributing off-the-job hours during a break:
- Open the learner's profile.
- Go to any workshops scheduled within the break in learning dates.
- Remove the learner from each workshop that falls during the break.
- Re-enrol them on the relevant workshops once they've returned to learning.
Text entered in the Notes section of a Job Tracker isn't saving. Why?
The Notes section field clears to allow for new notes, and previous notes are saved in the audit history when you select Save.
Is it possible to add Trackers for tutors not related to a specific learner?
It's currently not possible to allocate Trackers to tutors instead of learners. The Trackers functionality is a learner-level function and must be added to each learner in turn.
However, you can assign the Tracker item to another administrator, or to yourself.
I am trying to allocate a Tracker to a fellow administrator. Why can't I see all of my colleague's administrator accounts?
An administrator can only access the administrator accounts allocated to their group, so they can't allocate a Tracker to anyone outside that group.
You can change the group access for an administrator, but be aware they'll then also be able to view all learners in those groups.
I am unable to assign a Tracker to an admin. Why is this?
This can happen if the learner is assigned to the entire parent group, while the admin is only assigned to a few sub-groups within it. For the admin to appear in the assignee dropdown, they need to be at the same level or higher in the hierarchy as the learner.
A learner has changed from full-time to part-time. Why can't I update their hours in the Tracker?
The Tracker process can't be used for changes that exceed a 50% reduction in hours. Any such changes must be applied by manually updating the learner's record.