Programme Builder: Troubleshooting guide

Contents

1. Does renaming a user custom field in a programme update the field for the learners currently enrolled on the programme?
2. I've created an assignment task type component without a completion date via Aptem Classic. When I try to mark this component as complete, why does it revert to a status of 'not started'?
3. Why is the skills radar in Aptem Console displaying as blank for learners even after completing a skill scan?
4. Learners are unable to see a criteria set even when this setting has been enabled in the Programme Builder. Why is this?
5. Can competencies be restricted to specific learners, or managed learner by learner?
6. Changing EPA length in the Programme Builder (Programme Requirements Token) has updated the apprenticeship end date for all the learners on the programme. Is it possible to do this for new learners only?
7. Is it possible to add more than one standard to the same programme?
8. How can I remove an incorrect standard or criteria set from a programme?
9. Why am I unable to delete a programme?
10. I'm trying to copy a review from another programme, but the copied version hasn't appeared. Why is this?

Does renaming a user custom field in a programme update the field for the learners currently enrolled on the programme?

Yes, updates to a custom field via the programme configuration pull through for every learner on that programme.

Note: this also applies the change to learners on other programmes if those programmes use the same custom field.

I've created an assignment task type component without a completion date via Aptem Classic. When I try to mark this component as complete, why does it revert to a status of 'not started'?

For an Assignment task type component, a 'Complete By' date must be set when creating this component in Programme Builder via Aptem Classic. This date serves as the due date for the task. Without this date, the system cannot auto-create the associated task. The component can only be marked as complete once the task has been created and completed.

Further details can be found at: Why is an assignment task still showing as 'Not Started' when evidence has been submitted by the learner?

Why is the skills radar in Aptem Console displaying as blank for learners even after completing a skill scan?

This issue may arise when there are no competencies configured in the 'Competencies' token of the programme build to which the learner is enrolled.

To resolve this, follow these steps:

1. Access the programme build in Aptem Classic.
2. Navigate to the 'Competencies' token.
3. Begin typing the competency's name in the search box.
4. Select the required competency, then select the '+Add Competency' button.

After updating, check the learner's profile in Aptem Console. The skills radar will now show the competencies configured in the programme.

Note: the skills radar only shows competencies associated with the learner's current programme. To view competencies completed on previous programmes, add them to the current programme using the same steps.

Learners are unable to see a criteria set even when this setting has been enabled in the Programme Builder. Why is this?

The programme attribute 'Show criteria set to learners' is applied to a learner only once, at the point they are first enrolled on the programme.

If the criteria set was not set to be visible to learners at the time of enrolment, learners who are already enrolled will not see it. Changing the visibility setting after enrolment does not retrospectively show the criteria set to learners who are already enrolled.

You can control criteria set visibility at learner level through the learning plan in Aptem Classic:

1. In Aptem Classic, select the learner profile from the Users tile.
2. Select 'Learning plan overview' next to the programme.
3. At the top of the learning plan, each available criteria set has a 'Show to learner' checkbox. Select it for each criteria set you want that learner to see.

Can competencies be restricted to specific learners, or managed learner by learner?

No. Any competencies added to a programme are automatically available to every learner enrolled on that programme. You cannot restrict the visibility of an individual competency to specific learners, or assign competencies learner by learner.

Note: competencies behave differently from criteria sets. Criteria set visibility can be controlled per learner through the learning plan in Aptem Classic. Competency visibility cannot.

Changing EPA length in the Programme Builder (Programme Requirements Token) has updated the apprenticeship end date for all the learners on the programme. Is it possible to do this for new learners only?

Changes at programme level for EPA duration will impact all learners (including existing learners). This is by design.

If you want an EPA duration change to apply only to a specific set of new learners, create a new programme (we recommend cloning the existing programme) with the required EPA duration set, then enrol those learners onto the new programme.

Is it possible to add more than one standard to the same programme?

No. Only one standard or framework can be associated with a programme.

If you try to select a second standard or framework, Aptem shows the message "Multiple standards/frameworks cannot be selected for delivery".

How can I remove an incorrect standard or criteria set from a programme?

This depends on whether the programme has live learners enrolled.

If there are live learners on the programme:
You cannot remove a standard or criteria set directly. Raise a support ticket or speak to your Customer Success Manager, who can assist with removing the incorrect standard.

If there are no learners on the programme:
You can remove the standard or criteria set from the programme configuration directly in Aptem Classic. Navigate to the programme in Aptem Classic and edit the relevant settings.

Why am I unable to delete a programme?

If you see an error when trying to delete a programme, it is likely because the programme is currently set as the default programme for one or more groups.

To resolve this:

1. Navigate to the Groups tile in Aptem Classic.
2. Identify any group where this programme is set as the Default Programme.
3. Remove the programme from the Default Programme field for each affected group.
4. Once the programme is no longer set as a default for any group, you will be able to delete it.

I'm trying to copy a review from another programme, but the copied version hasn't appeared. Why is this?

If the review you're copying has the same title as a review that already exists in the programme, the copy isn't added. Aptem identifies reviews by their title, so it treats the review as already present.

To fix this, give the existing review in your programme a unique title. Once its title is different, copy the review again and it will be added.

Note: each review in a programme must have a unique title for the copy function to work.