Enrol learner on to a programme

In this article:

1. Overview
2. Getting started
   1. The planned hours field
   2. Add a sub-programme
   3. Notes about adding a sub-programme
   4. Assign a sub-programme to a tutor
   5. Key summary
   6. Aims and qualifications
3. Stopping a programme
4. If you enrol a learner by mistake
5. Moving a learner from an apprenticeship to a qualification programme
6. Related articles

Overview

As a tutor or administrator, you can add a programme and the relevant details for a learner you are managing, so you can record and update what they are working towards.

Getting started

To enrol a learner onto a programme, go to the Learner profile and select the Programme details tab.

If the learner is already on an onboarding or delivery programme and you want to assign them to a different one, you must first stop the earlier programme. See Stopping a programme below.

Where the learner hasn't yet been assigned a programme, you see the following screen:

Select the programme you want to enrol the learner on from the Target programme dropdown.

If the dropdown is empty, check that the group the learner is assigned to has a programme associated with it. See Add a programme to a group.

The target programme is saved against the learner. A confirmation message, "Target programme updated", appears at the bottom left of the screen.

Select Add programme details. The Add programme details screen opens.

Select the Programme type. You can choose onboarding programme or delivery programme.

For onboarding programmes and non-apprenticeship delivery programmes, the Programme details form includes the following fields:

• Programme type
• Programme
• Start date
• End date

Select the programme from the dropdown. The list is filtered by the programme type you selected. The start date is populated automatically once you select a programme. If the programme template includes a duration, the end date is also populated automatically. You can edit this if needed. If the end date isn't pre-populated, enter a date using the date picker.

If you select a delivery programme configured as an apprenticeship, the form shows three additional fields:

• Employer start date
• Working hours
• Planned hours

If the employer start date and working hours were already captured during onboarding, these fields are pre-populated. If not, you can enter them manually. Both fields must be populated for the values to be saved to the learner record.

These fields are optional at this stage, but completing them shows the minimum required off-the-job (OTJ) hours for this learner based on the programme duration.

Minimum required OTJ hours are calculated as follows:
(X weeks (minus statutory leave) × Y hours) × 0.2

Where X weeks is the duration of the programme, statutory leave is 5.6 weeks a year, and Y hours is contracted hours per week. For current DfE funding guidelines, see Apprenticeships: off-the-job training (GOV.UK).

The planned hours field

The planned hours field is pre-populated with the total planned hours from learning plan components across the delivery programme and any sub-programmes. How this is calculated depends on the enrolment scenario:

Case 1: initial enrolment

If the learner is being enrolled onto the selected delivery programme for the first time, and sub-programmes are added at the same time:

• Planned hours are calculated from the combined total of learning plan components across the delivery programme and any associated sub-programmes.
• These hours are recorded in the learner's Individualised Learner Record (ILR) and used in all future interactions related to programme details.

Case 2: adding a sub-programme to an ongoing enrolment

If the learner is already enrolled onto a delivery programme and a new sub-programme is added later:

• Planned hours in programme details don't change.
• This is because the planned hours are already recorded in the learner's ILR, and the system reads from the existing ILR data rather than recalculating.

Case 3: re-enrolment onto a previous programme

If the learner is being re-enrolled onto a delivery programme they were previously on, the system applies the same logic as Case 2. Planned hours are pulled from the existing ILR episode and aren't recalculated from the learning plan.

Manual override

The planned hours field determines what is recorded in the ILR against the main programme aim. It's also used to populate the Apprenticeship Agreement and Commitment Statement where Aptem templates are in use.

You can keep the default value or enter a different number of hours manually. This may be necessary where the planned hours from the programme are insufficient to meet the learner's minimum required OTJ hours for their apprenticeship.

If you change the default value, make sure the planned hours in the learning plan are updated to match what you are reporting in the ILR.

Add a sub-programme

On the Programme details screen, scroll to the Sub-programmes section and select Add sub-programme.

Select a sub-programme from the dropdown list.

Select Add to confirm.

If sub-programmes are added at the same time as the learner's initial enrolment onto a delivery programme, the Planned hours field includes hours from both the delivery programme and the sub-programmes.

If a sub-programme is added after the learner is already enrolled onto a delivery programme, the planned hours from the sub-programme aren't included. The planned hours are already recorded in the learner's ILR and the system reads from there.

Once added, the sub-programme start date, end date and case owner are shown in the Sub-programmes section. You can edit the dates, change the case owner, or delete the sub-programme.

Notes about adding a sub-programme

1. The sub-programme start and end dates must fall within the parent programme's start and end dates. A sub-programme can't start before, or end after, the Skills Delivery programme dates.
2. When a sub-programme is added after enrolment, any qualifications and aims it contains are shown and added to the ILR and awarding qualifications section.
3. If the sub-programme contains qualifications or aims that already exist in the grid, duplicates may occur. You need to manage any overlapping qualifications or aims manually.
4. Where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, the skills radar shows all competencies from the programme and sub-programmes combined.
5. Where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, the learning plan shows a consolidated view of components from both the programme and sub-programmes.
6. Where a learner is enrolled onto a Skills Delivery programme and one or more sub-programmes, the reviews list shows a consolidated view of reviews from both the programme and sub-programmes.

Assign a sub-programme to a tutor

You can select the tutor delivering the sub-programme and assign their learning plan activities to that tutor.

Changing the case owner updates and overrides all existing learning plan activity links for activities that haven't been completed or quality assured.

Key summary

For apprenticeships, you can view the key summary, which shows key milestone dates, minimum required off-the-job hours, and the planned hours that will be reported in the ILR.

The key summary only shows for programmes set up as apprenticeships. If it doesn't show, check the ILR template in the programme's ILR token in Programme Builder:

• Programme type is set to 25 Apprenticeship Standard
• At least one aim is added.

Once both are set, the key summary shows when you enrol a learner. For more on the ILR template, see A how-to guide for completing the ILR template.

Aims and qualifications

Where programmes or sub-programmes have qualifications added as ILR aims or as qualifications in the programme template, these are shown in this section.

You can exempt individual items. Exempted items aren't included in the ILR or in registration and certification.

Select Enrol to complete the enrolment. You are redirected to the Programme details page on the learner profile.

Stopping a programme

If a learner is already on an onboarding or delivery programme and you want to assign them to a different one, you must first stop the earlier programme.

Go to the Learner profile screen and select the Programme details tab. Select the options icon (⋮) on the far right and select Stop programme.

For Aptem Classic, see Stopping a programme and applying a new programme.

If you enrol a learner by mistake

You can't remove a programme from a learner's record once it's been applied. Aptem keeps an audit trail of every programme a learner has been enrolled on, whether intentionally or by mistake. To move the learner to the right programme, stop the programme and enrol them on the correct one. Depending on the programme added, you may also need to remove any ILR aims that have been added. Please reach out to the Aptem support team if you have a specific query.

Moving a learner from an apprenticeship to a qualification programme

There's no option to convert a learner's apprenticeship programme into a qualification programme. Instead:

1. Clone the apprenticeship programme and edit the copy into a qualification-based programme. Remove anything only needed for apprenticeship funding. See A how-to guide to Programme Builder.
2. Stop the learner's apprenticeship programme, you will need to follow your withdrawal from learning process, as ILR aims may remain open if you do not.
3. Enrol the learner on the qualification programme.

Related articles

• Add a programme to a group
• A how-to guide for completing the ILR template
• Stopping a programme and applying a new programme
• A how-to guide to Programme Builder
• Enrolling learners onto a programme: troubleshooting guide