This article provides troubleshooting guidance for Functional Skills aims, exemptions, diagnostics (BKSB/Skills Forward), and ILR behaviour.
ILR, aims & programme configuration
When adding Functional skills programmes to learners, they show on the learner’s profile but do not appear in the ILR within the Admin tab. Why?
This could happen if learners were enrolled to these Functional skills programmes earlier, and Aims did appear in the ILR when they were enrolled the first time, but later these FS aims were deleted manually.
Please be advised that as per our functionality, if aims are deleted from the ILR, then these aims will not appear in ILR on further re-enrolment of the learner to the same programme. In such cases, aims need to be added manually.
When adding new assessment details for a learner, a qualification is not appearing in the 'Qualification name' drop down field.
Please ensure that the 'Exclude from the batch' option has not been selected against the associated qualification aims in the ILR, as this will prevent the qualification from pulling through.
Why would a learner have duplicate Functional Skills learning aims?
This can be because the learner has two FS aims recorded in their ILR.
If the learner has been added to a sub-programme with a different aim in the ILR template of the sub-programme, and a different FS aim in the qualifications component of the LP, this will cause a duplication.
What you do to correct this depends on what has been done with their ILR.
If the aim has already been claimed in the ILR we believe that you should withdraw the aim you do not wish to claim to start to repay all of the funding claimed to date. If you haven't claimed it, then the aim can be deleted. Please note, we do suggest checking with the DfE to ensure that you are compliant.
If the sub-programme is the wrong aim, you can delete the sub programme which would enable the components to be removed from the learning plan. Please be mindful that deleting the aim from the ILR would also necessitate the return of the aim as withdrawn beforehand. If the ILR is the wrong aim, the learning plan will be fine, you would just need to withdraw the aim not required.
A Functional skills aim has been added to a learner's ILR, despite there being no detail added to the ILR token of the programme. Why is this?
This situation may occur when the learning plan within the programme or the attached sub-programme for the learner includes a qualification component with added functional skills aims. If the "update ILR" option is selected, these aims will be reflected in the learner's ILR.
Is it necessary for Functional Skills to Have an Achievement End Date?
While its not mandatory, we strongly recommend assigning an achievement end date to Functional skills. This will ensure the proper display in the user's ILR, confirming both completion and the specific timeframe of accomplishment.
Why are functional skills criteria still showing on the learner dashboard when the learner is exempt, and the functional skills have been removed from their profile and ILR?
The functional skills criteria will still show on the Learner Dashboard if they have been added in the Programme builder within the Learning Plan token, that the learner is enrolled on.
For example, within the programme that this learner is on - Business Administrator L3 STD (22-23), the Learning Plan token contains the following:
Please note that you cannot remove a criteria set from a programme which currently has learners enrolled on it. You will therefore need to make sure there are no learners currently enrolled onto the programme, before you are able to remove it from the Learning Plan token.
Why am I getting an error message when adding a Functional Skills sub-programme?
Please check to see if these sub-programmes have the 'Review' token disabled in the Programme Builder.
This issue usually occurs if reviews have been created and configured, but the 'Review' token is disabled. If the' Review' token is enabled and you are still receiving this error message, please contact the Support team for further assistance.
Why are the Functional Skills Qualifications showing as 'not exempt' in the training plan, when the learner has been made exempt?
If a learner has had a previous assessment date applied for their Functional Skills, this will prevent the Exemption option from being set to 'Yes' on their training plan. This will be the case, even if this has been amended in the Qualification section of the programme details. Any previous results will be displayed under the Learning Support section of the learner profile.
In order to show Functional Skills exemptions on the Learning Plan, they will need to be made exempt before they start their onboarding.
Results, diagnostics & external integrations
Do the Results fields in the Functional Skills section of a review get pulled from Registration & Certification?
The fields in the Results sub-section need to be added manually.
Why is there a difference in how functional skills diagnostic results are displayed between the Classic and Console interfaces?
The presentation of '-' with only the assessment date in the Diagnostic results is intentional and by design in the Classic interface. In contrast, the Console interface provides an attached assessment report, accessible by clicking 'View Result' (as illustrated below).
There are no intentions to implement alterations in Classic when there is an available alternative in the Console. Therefore, we recommend utilising the Console interface to access the Diagnostic results.
Console Interface
Classic Interface
Why am I unable to manually add Functional Skills results to a User’s Profile? Is this to do with using the Skills Forward or BKSB API?
Once the Skills Forward or BKSB API has been enabled for your organisation, you will be unable to manually enter these results on the User Profile. This will be automated and requires the corresponding components to be available and completed within the Learning Plan. Please ensure FS Diagnostic Components are added to an individual's learning plan, configured, and then synced across to all relevant Learners on the Programme.
Why aren’t the initial assessments from BKSB appearing on the learner’s Functional Skills component?
Have the initial assessments already been collected? Check if the learner has already done the assessments on their Onboarding. If they have, any subsequent leaning plan components will not be needed.
The Functional Skills section is not appearing on a learner's profile in Classic, why?
The Functional Skills section of a learner's profile in Classic will show when at least one of the below conditions apply for the programme that the learner is currently enrolled on:
- There is a review type with the Functional Skills section enabled.
- The 'Functional Skills' step is enabled in the Onboarding Wizard token.
- There is at least one Learning Plan component of the 'Functional Skills Initial Assessment' or 'Functional Skills Diagnostic Revision' types, in the Learning Plan token.
Please note that upon fulfilling any of these conditions there is roughly a 10minute wait time before the Functional Skills section to display on the learner's profile.
Compliance & OTJ behaviour
Should Functional Skills activities appear on the 20% Off the Job (OTJ) record compliance document?
If the Functional Skills have been set up as components (or added from FS sub-programmes) in the Learning Plan, then these activities will pull through to the 20% Off the Job record compliance document, even if 0 hours have been set against them.
If you have the Functional Skills step enabled in your Onboarding Wizard, you can delete the FS components from Learning Plan, which should then remove the Functional Skills from the 20% Off The Job document.
Currently there is no option in the system to exclude Functional Skills components from the 20% Off the Job record compliance document if they have been added as components.
Why have Century initial assessment links not been generated for a learner, even though Century assessments have been added to their programme?
If the Century integration is enabled for your tenant and the required assessments are configured in the learner's programme, but assessment links are not appearing during onboarding, the learner's email address may already be registered in Century under a different training provider.
In this case, contact Century directly to confirm whether the email address is already in use and to request that it be released or made available.
If Century confirms the email address is not registered elsewhere, contact Aptem Support for further investigation.