Using Registration & Certification to track programme assessments and EPA

How Reg & Cert can represent assessment progress

At a high level, the qualification record acts as the container for tracking an assessment or assessment stage, while the associated assessment records provide the attempt-level detail.

A typical mapping looks like this:

• Qualification record = the overall programme assessment, EPA, or a specific assessment component

• Qualification status = where the learner is in the assessment lifecycle

• Planned Achieved Date = intended completion date for the assessment or stage

• Achieved Date = actual completion or pass date

• Registration Number = awarding body or EPAO registration identifier, where relevant

• Assessment records = individual assessment events such as attempts, mocks, resits or results

This means providers can use the same core structure for both broader programme assessments and formal EPA tracking.

Example configuration approaches

Providers can configure qualification tokens in different ways depending on how much detail they want to capture.

Option 1: Single overall assessment qualification

Use a single qualification to represent the full assessment journey, for example:

• Programme Assessment – Overall

• Single Overall Registration

Go to Qualifications in Programme Builder and add either a text based Qualifications or use the LARS number, if text is entered it will use the text , if a number is used it will look in the LARS database, example shown below:

This approach supports simpler reporting and is often the best starting point.

It can be used to track:

• pre-assessment planning

• readiness or gateway completion

• registration with an awarding body or EPAO

• overall assessment outcome

• certification claim, receipt and issue stages

Option 2: Separate qualifications for assessment components

Use multiple qualifications to represent individual components, for example:

Go to Qualifications in Programme Builder and add text to break down different type of Assessments

• [Prefix] Assessment – Knowledge Test

• [Prefix] Assessment – Observation

• [Prefix] Assessment – Professional Discussion

• [Prefix] Assessment – Overall Outcome

For EPA, a consistent prefix is recommended to support clearer filtering and reporting.

This model gives greater visibility where providers need to:

• report on each component separately

• manage resits or multiple attempts

• support more detailed quality assurance

• distinguish between component outcomes and overall result

Option 3: Internal or bespoke assessment stages

Providers can also use Reg & Cert for internal or non-regulated stages, for example:

• gateway sign-off

• internal readiness panel

• mock assessment events

• employer review before formal registration

• programme review points

This can be useful where providers want a single approach to tracking both formal and internal assessment activity.

Typical qualification status usage

Qualification statuses can be used to reflect the learner’s progress through the assessment lifecycle.

A typical pattern might be:

• Not Registered – learner is not yet registered for the assessment

• Registered – learner is registered with the awarding body or EPAO

• Ready / Gateway Reached – learner has completed the required preparation stage

• Achieved – learner has successfully completed the assessment

• Certificate Claimed – result confirmed and claim submitted

• Certificate Received – certificate received by the provider

• Certificate Sent – certificate issued to the learner or employer

For EPA delivery, some providers may use:

• Not Registered – learner is not yet registered with the EPAO

• Registered – learner is registered with the EPAO, often in line with the six-month funding requirement rather than at gateway

• Gateway Reached or equivalent local convention – learner has completed gateway requirements

In this model, Registration & Certification provides a clear operational view of where each learner is in the assessment journey.

How tutors and administrators update assessment information

Once the qualifications are configured on the programme, tutors and administrators can update assessment progress directly in Console.

Updating qualification-level milestones

The qualification record is used to maintain the main lifecycle details, for example:

• updating status from Not Registered to Registered

• entering the Registration Date

• entering the Registration Number

• updating the Achieved Date

• progressing certificate-related statuses after completion

This is typically the responsibility of exams, EPA or administrative teams, although tutors may also update some fields depending on local processes.

Updating assessment-level activity

Assessment records are used to capture attempt-level detail, such as:

• gateway sign-off event

• assessment attempt 1

• resit attempt

• mock assessment

• final overall result

For each assessment record, staff can typically record:

• assessment date

• status

• result

• grade

This allows providers to record both progress and outcome, rather than only the final certification stage.

Typical operational split

A common operating model is:

• Tutors or coaches update mock assessments, readiness checks and provisional outcomes

• EPA, exams or administrative teams maintain official registrations, confirmed results and certificate lifecycle stages

• MIS or data teams use the resulting qualification and assessment data for reporting and oversight

Configuration considerations

The following points should be considered when setting up Reg & Cert for programme assessments or EPA tracking.

Existing learners on programme

For existing learners already on programme, the qualifications token will not automatically update if a new qualification configuration is introduced.

Where providers need to apply a revised qualification structure to existing learners, a sub-programme can be used and attached to those learners.

Using sub-programmes

Sub-programmes can be used:

• only for existing learners where a revised structure is needed, or

• for all learners, where providers want a more consistent and flexible way to manage assessment-related qualifications separately from the main programme structure

This can be particularly useful where assessment configuration may evolve over time.

Permissions

The Registration and Certification permission only controls whether administrators and tutors can see the side menu option for the Reg & Cert report.

It does not control whether they can update Registration & Certification fields within the learner profile.

Providers should therefore review role permissions carefully and make sure operational responsibilities are supported by the correct access model.

Export permissions

The Data Export permission is required to export data directly from the Reg & Cert menu.

This export provides single-line data only.

Where providers need more detailed or historical-style reporting, other reporting routes may be more suitable.

Reporting on programme assessments and EPA

Providers can report on assessment progress using both Aptem’s in-system views and external reporting tools.

In-system reporting

The Qualifications grid can be used to monitor:

• learners with assessment qualifications in Not Registered status

• learners registered for assessment or EPA

• learners at certificate claimed, received or sent stages

• planned and achieved dates for assessment-related qualifications

The Assessments grid can be used to monitor:

• component attempts

• failed assessments requiring resit

• assessments awaiting grade or confirmation

• outcomes by qualification, date, result or grade

This is often sufficient for day-to-day operational management.

OData reporting

For more detailed reporting, providers can use OData and BI tools such as Power BI.

Multi-line data is available in the following OData tables:

• AwardingBodyQualifications

• AwardingBodyQualificationsAssessmentHistory

These can support reporting on:

• assessment readiness pipelines

• learners due for assessment or EPA

• component-level success and resit rates

• overall outcomes

• achievement rates by programme, standard, employer or cohort

CSV exports

There is also a CSV option for Qualifications and Assessments that providers may choose to use.

This may be useful in some scenarios, but it should be used with care. Providers should ensure they understand:

• what data is included

• how frequently it is refreshed

• whether the format meets their reporting requirements

• any limitations around manual handling or interpretation

It may be helpful to provide a separate article covering CSV export use, good practice and cautions in more detail.

Example usage scenarios

Example 1: Simple overall assessment tracking

A provider wants a straightforward way to track who is due for assessment, who has been registered, and who has achieved.

Configuration

• Add one qualification to the programme, for example Programme Assessment – Overall

• Set assessment level at qualification level

• Use assessment records to capture result events where needed

Usage

• at enrolment: status = Not Registered

• before assessment: set Planned Achieved Date to the target month

• when registered: update status and add registration details where relevant

• after completion: add an assessment record for the result, then populate Achieved Date and progress certificate stages if required

Best for

• providers that want minimal setup

• operational pipeline tracking

• overall outcome reporting

Example 2: Component-level assessment tracking

A provider needs visibility of each component and resit activity.

Configuration

Add multiple qualifications, such as:

• Assessment – Knowledge Test

• Assessment – Professional Discussion

• Assessment – Observation

• Assessment – Overall Outcome

Usage

• each qualification tracks the status and dates for that component

• assessment records capture each attempt, including resits

• the overall outcome can be tracked separately if required

Best for

• providers with detailed quality assurance requirements

• component-level reporting

• resit management

• programmes with distinct assessment parts

Example 3: Internal readiness and gateway tracking

A provider wants to track readiness stages before a formal assessment or EPA registration.

Configuration

• use a qualification or assessment records to represent internal readiness checks, mock assessments or gateway sign-off

• combine this with the main assessment or EPA qualification record for the formal lifecycle

Usage

• tutors record readiness activity in assessments

• once the learner is ready, administrative teams update the main qualification to Registered

• reporting can then distinguish between learners approaching assessment and learners already in it

Best for

• providers that want early visibility of assessment pipeline risk

• teams that separate readiness activity from formal registration

• EPA or gateway-led delivery models

Key limitations and considerations

Providers should be aware of the following when designing assessment tracking in Reg & Cert.

1. Status coverage is generic, not assessment-specific

Reg & Cert status values are designed to support qualification lifecycle tracking broadly. Some assessment-specific scenarios may not have dedicated statuses, such as:

• deferred

• extended

• partially achieved

• void due to malpractice

• no attempt

Where this applies, providers should define and document consistent local conventions.

2. Historical reporting is limited

Reg & Cert and OData reflect the current state of data. They do not natively provide point-in-time snapshots for historic reporting, such as year-end or funding return positions.

Providers that need audit-grade historic reporting should plan to take external snapshots or use a data warehouse approach.

3. Export routes serve different needs

Direct export from the Reg & Cert menu is limited to single-line export data and requires the Data Export permission.

Where providers need more detailed or multi-line reporting, they should consider:

• OData

• CSV options for Qualifications and Assessments

• external BI tools

4. Programme design should remain as simple as possible

It is technically possible to create detailed qualification and assessment structures, but over-complicating the design can make it harder to maintain, train staff on, and report against.

In most cases, providers should start with the simplest model that answers their operational questions.

5. Existing learner setup may need separate handling

Where assessment-related qualifications are introduced or changed after learners are already on programme, providers should plan for how those learners will be brought into the updated structure.

Using a sub-programme is one way to do this.

6. Package access may vary

Reg & Cert and some reporting capabilities may depend on the provider’s Aptem package, permissions or additional modules.

Recommended approach

For most providers, the recommended approach is to:

• decide whether overall-only tracking or component-level tracking is genuinely needed

• configure assessment-related qualifications on the programme in a clear and consistent way

• use qualification records for lifecycle milestones such as readiness, registration and certification

• use assessment records for attempts, outcomes and resits

• decide how existing learners will be handled if new qualification structures are introduced

• keep naming conventions and prefixes consistent to support reporting

• build reporting around the key operational questions the provider needs to answer

• document any local conventions for unsupported statuses or special scenarios