How do I request a new Qualification or Standard that is not currently available in Aptem?

Overview

Before requesting a new Qualification or Standard, first check whether it already exists in Aptem. You can search for it from Settings, or from within a programme's Learning Plan. If you are unable to find the one you need, you need to request this to be built within the system.

Search for Criteria Sets

There are two ways to search for criteria sets in Aptem.

Browse from Settings

Administrators can browse and search every apprenticeship standard and qualification available on Aptem from one screen, without working through a programme's Learning Plan. This is the quickest way to check whether a criteria set already exists before raising a build request.

1. Go to Settings > Standards & Qualifications. You need the Manage tenant settings permission, or the specific Standards & Qualifications view permission if your organisation has assigned it separately, to see this option.
2. Use the search box to find a criteria set by name or reference number.
3. Select a result to open it and see its full structure, including units, knowledge, skills, behaviours, and assessment criteria.

If you have a manage or edit permission, you can also link a criteria set to a programme directly from this screen:

1. Select a criteria set from the grid.
2. Select Add to programme.
3. Choose the target programme and a visibility option.
4. Confirm to save. You will see a confirmation message once this succeeds.

For full details on this screen, see [link to the new "Browsing Standards and Qualifications (Settings)" article once published].

Search from a Learning Plan

To search for criteria sets from within a programme's Learning Plan,

1. Navigate to the Programmes tile.
2. Find the programme you want to assign a criteria set to, and then click the edit 'pencil' icon.
3. Scroll down to the Learning Plan button.
4. Once the learning plan pop up screen is displayed, you are able to search criteria sets by typing in the Select criteria set(s) input field.
5. Type in qualification/apprenticeship standard titles here or key words to dynamically display results from within the system.

Request a new Qualification or Standard

To request for a new Qualification or Standard to be built in Aptem, you must: 

1. Obtain the most up to date content for your criteria set, for example:
   • For Qualifications, use the Awarding Organisation’s qualification specification to gather the following information:
     • Qualification Title
     • Qualification Number
     • Awarding Organisation name
     • Qualification Units
     • Learning Outcomes
     • Assessment criteria
   • For Apprenticeship Standards, use the Institute for Apprenticeship & Technical Education website to gather the following information:
     • Apprenticeship Title
     • Reference Code
     • Knowledge, Skills and Behaviours (KSBs), along with any required amplification or additional requirements
2. Once you have this information, raise a Standard or Qualification Request via the Help Centre. You can access the form directly through https://support.aptem.co.uk/hc/en-gb or you can send an email to support@aptem.co.uk and provide the information gathered. Please be aware that each Qualification/ Standard request must be raised as a separate ticket.
   
3. For any bespoke criteria set builds, raise a support ticket providing all the details regarding how you would like the bespoke build to appear, including title, structure and content.

Note that normally new criteria sets can take around 2-4 weeks to build, depending on their complexities and size.