Here are some common questions and scenarios you might encounter. Click on each heading to view guidance related to that topic.
Signatures, updates & document access
Template & data population
Why isn’t data prepopulating into the learner’s Training Plan?
There are a number of reasons why this can happen.
It may be that changes have been made to the Training Plan template. If so, the easiest way to resolve this issue is to click on the ‘Update’ option to make sure any changes that have been made to the Training Plan template are pulled through to the individual document.
If this does not work, and there are blank sections in the Learner’s Training Plan , this could be the result of the template missing the information at the time that the learner's document was created. Templates specified at the programme level only apply the first time the document is created, so if the information was missing, and then the document was created, you will see blank sections in the created document.
In this situation, you will need to firstly ensure that information is added to the template, so that new learners on the programme have this information available. This information will then need to be added manually to any Training Plan that this has affected. Please use the update option, and copy and paste the relevant data into the correct fields.
The Training plan document does not contain the learning plan components with the planned OTJ (planned modules), why is this?
The behaviour is such that whatever configuration is present for the compliance document at the time of enrolment is the one reflected in the learner's profile. This is the case even if changes are made to the programme build after the learner has been enrolled.
So in this case, despite the current absence of configuration in the programme build, the pre-populated text was initially present in the learning plan section of the Training Plan when the learner was enrolled in the programme.
Learners enrolled to the programme after the removal of pre-populated text from the programme build do not have the text in their Training plan. However, those who were enrolled when the pre-populated text existed will have it in their Training Plan.
To eliminate this text, you can easily go to the learner's profile, update the training plan, remove the text, and save. This action will reinstate the off-the-job modules in the learning plan section of the Training Plan.
Why are the Learning Plan components not pulling through to the Learning Plan section of the Training plan?
If you have added custom text to the Learning Plan section of the Training plan, this will prevent any Learning Plan component data being pulled through to this section automatically.
If you would like the Learning Plan component data to be visible in this section of the Training plan, please ensure that custom text is removed. This can be done by editing the Programme and amending the Training plan from the Compliance documents token. Please note, this can also be actioned on an individual learner’s document, and not just the programme template.
Why is a different formula for planned learning hours being used on the training plan?
This is caused when the Training plan within the main programme builder is replaced with the updated 'TrainingPlan / UVAC - Components Plan v2' document compared to the previous 'CommitmentStatement / UVAC-Commitment-Statement-2020-Components-Plan' document. The new v2 document contains an updated formula to calculate the planned learning hours.
Why am I seeing two exemption statuses displaying for the same qualification aim in the Training plan?
The issue can occur when there is actually a space in the Aim reference within the Programme Builder ILR template.
When a space is present after the aim reference, the system interprets it as a new aim, resulting in a different exemption status being displayed.
To resolve this issue, navigate to the Programme Builder and remove the 'space' characters from the ILR template.
Content display & structure
Where do reviews appear in the Training Plan?
Reviews appear under the Progress Reviews section, underneath the Learning Plan element of the Training Plan (assuming that the reviews are in the learning plan).
Why is the End Point Assessment Gateway Review not showing in the Training plan?
If an End Point Assessment Gateway Review is not showing in a Training plan under the Progress Reviews section, check the settings for the Review.
Go to 'Programmes' tile, click the 'Review' token, and check that the Review type has at least one active check box from either 'Employer' or 'Participant'.
In what order will the Learning Plan components in the Training plan be in?
The Learning Plan components in the Training plan will appear in the order that they have been created in the Learning Plan template, and not in chronological or alphabetical order.
In the Training plan, where is the information for Qualifications pulled from?
The information for the Qualifications section of the Training plan is pulled from the ILR template, where the programme aims are specified:
Data for the Qualifications will only appear in this section if specified as aim type 3:
How do we populate the ‘Recognition of Prior Learning’ section within the Training plan?
To populate this section of the Training plan document you would need to create a review with the 'Prior Learning' section and then complete this section and the review:
Once these have been completed the Training Plan will need to be updated via the Classic UI for this information to pull through.
How can I change the primary contact information that is pre-filled in the training plan?
The primary contact information displayed in the training plan under section ‘1.3, titled "Training Provider Contact Details’, is retrieved from the primary contact field of the training organization associated with the learner.
To update the primary contact details for any organization, please follow these steps:
- Navigate to the Organisations Tile in Classic.
- Select the training provider organization linked to the learner.
- Proceed to edit the primary contact field on the Edit Organisation page.
Once the primary contact is updated in the Organization's profile, the revised contact details will then appear in the training plan for all learners linked to this organization when you Update their training plan document.
Where does the Primary Contact’s position under the section 'Training Provider Contact Details' get pulled from in the Training Plan?
The Primary Contact Position is obtained from the Primary Contact of the Training Provider Organisation linked to the learner.
Dates, hours & calculations
Why is there a difference in the minimum required hours showing on a learner's Dashboard in console and in their Training Plan?
If all the main aims are excluded, the system will automatically default to using the 20% OTJ calculation. To obtain the accurate value, please ensure that the aims are not excluded.
Why is the "Estimated End Date" blank for English & Maths qualifications in the UVAC Training Plan?
This issue occurs when the 'Qualification' component for English & Maths within the learning plan lacks a 'Complete By' date. As a result, the 'Estimated End Date' is displayed as blank in the training plan.
Section from UVAC training plan
For detailed criteria and related information on functional skills qualifications section in the UVAC training plan, please refer to “Section B.2 – English & Maths Plan” in the help guide: UVAC - Training Plan Summary v1.
To resolve this issue, please set a completion date by updating the "Complete By" field in the qualification’s component. Then, update the training plan to reflect the latest changes.
Why is the incorrect Apprenticeship Start Date in the Training Plan being displayed after updating a Learner's Start Date?
After updating a learner's start date, the apprenticeship start date in the Training Plan may not match.
Changing a learners' start date does not automatically update the learner's Training Plan document and this will need to a manual intervention.
To update and display the correct apprenticeship start date, you must do the following:
- Access the compliance section on the learner's profile in Classic interface.
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Select "Update" on the Training Plan.
- Verify that the correct dates are now displaying after this action.
By following these steps, the apprenticeship start date should reflect the updated information correctly.
How do you edit the target start dates for qualifications in the Training plan?
The target start dates for qualifications in the Training plan are pulled in from the ILR aims.
To edit any of these dates, you will need to find the learning aim in the ILR, click the edit button, and then change the ‘Learning start date’.
Signatures, updates & document access
The Training plan shows that it still requires the employer's signature, even though the employer has already signed it. Why is this happening, and how can it be fixed?
This issue occurs when the employer and learner sign the Training Plan at the same time. Since the employer cannot sign compliance documents before the learner, the latest version may only display the learner's signature.
To resolve this, the employer does not need to sign the document again. Instead, an admin can click 'Update' on the compliance document within classic which will ensure signatures are pulled through correctly.
Is it possible to download a blank copy of the training plan as shown in the programme builder?
No, the training plan seen in the programme builder is an HTML version of the document and this cannot be downloaded. Some alternatives availble to you are:
- Contact the DfE and request a copy from them.
- Refer to the sample available on our help centre: https://support.aptem.co.uk/hc/en-gb/articles/12269073249938-DfE-Training-Plan-v1
- Create a test learner and place them on the programme, generate the required document for them, and download the generated document.