During this webinar, James Lett (Implementation Consultant) takes you through the options within Aptem to enrol learners onto apprenticeship programmes.
Summary of key topics covered:
- Collecting learner information
- Completing initial assessment requirements
- Eligibility checks and reviews
- Compliance documents
The webinar considers the different methods to collect learner information, and explores how to check and verify the information to maintain compliance.
The session explores how to use existing Aptem functionality to complete robust initial assessment in line with the proposed funding rules for 2022-23, and how to evidence the detailed discussion of RPL with the individual and the Employer.
There is a practical demonstration of the learner journey when enrolling learners, and the steps that we recommend you consider when designing your enrolment journey.
The session also covers how Aptem can be used to generate compliance documents and where this information pulls from within the Aptem programme set up.
Q and A transcript
The following is a transcript of the questions asked during the webinar, along with the answers provided by product experts. For any further information, do contact your Implementation Consultant, Customer Success Manager or Aptem Support.
For BKSB can we add a tick box for learner to tick when completed or Admin to tick to show completed?
Currently this not a feature of the system. We will raise this idea as a suggestion with our product team.
Will the hours and time be linked to eligibility review, or would you need to note what is stated to select in programme?
There is no link between the review and the learning content, you would need to refer back to the review or the Commitment Statement (Learning Plan).
Is there a specific order in which the reviews need to be signed, i.e. admin / employer / learner
There is no specific order that Aptem requests signatures to be applied.
Would you be able to use an RPL tracker to amend the dates?
RPL tracker does not adjust start and end dates of programmes.
When will these updates be available?
Templates to support customers are being developed and will be made available as soon as they are finalised.
When you say latest funding rules, are you referring to the 22/23 draft?
Yes, we are referring to the draft 22/23 rules.
If we have eligibility & sustainability review added to our system would every employer have to complete it or could we set it for certain learners/grades?
We would suggest that your eligibility reviews be signed by all parties.
Can we use "Century" for diagnostic instead of BKSB?
You could use century, but there is no API, so you will need to add these results manually.
Is there a guide on how to add an image onto an onboarding text step?
The page setup here for onboarding is using the HTML templates which can be found in the Aptem Help Centre. You will need to host images externally.
Will we be able to pull down the eligibility form you have built in this demo or do we have to build it ourselves?
We have created an eligibility template in the Aptem Help Centre that you can use. See: Outline template for eligibility review.
If the eligibility form needs to go to more than one person within the institution can this be done?
Yes, assuming they have the correct admin permissions to be able to do so.
In the eligibility form the employer response on the skills radar was not showing, will this be changed?
It should show if the employer has done this themselves.
How do we access the eligibility and suitability review. Has it been built and available to import into our onboarding programmes, or do we build this ourselves based on this webinar?
You will need to configure this manually, but we are more than happy to share with you how we built this demo for today.
How can a review be completed within an onboarding programme?
You can go directly to the learner's review page and create a review.
The system allows a learner to progress without a national insurance number. Surely it shouldn't allow completion with it blank?
Not all learners have an NI number at time of application and so some providers have a need to be able to move learners along whilst the NI number is being obtained.
Would the employer's assessment not show on that review document?
Yes, if your employer completes the responses or you allow them to also add to it in advance.
Would the review block the employer completing sections that the provider completes?
You can give the employer the opportunity to contribute in advance, or alternatively you can record their responses.
Is there an additional charge to Aptem clients for the integration of Cognassist into their onboarding programmes?
There is no charge for the Cognassist integration
When compiling a skills radar in Classic view there is a section to add additional information, to help describe the scoring matrix. However, this doesn't seem to appear in console. Will this feature be migrated over, or will we need to revisit the scoring descriptors?
This is currently being looked at by our product teams to see how we can enhance this for our customers.
Can we report on functional skills, prior learning and eligibility when enrolling larger cohorts?
You can use UGR to report on Functional Skills results. We can explore this further with your CSM to understand your reporting requirements and ensure that a suitable solution is found.
Is it possible to use this version to add BIL, withdrawals, new starters?
If referring to the console view, you can use console to apply withdrawals and BILs, but new users must still be added using classic at the moment.
Does everyone have access to the Cognassist assessment tool?
There are few steps that you need to set up in advance, you can find further guidance to this in the Aptem Help Centre. Search for Cognassist to find full instructions. There is no charge to set Cognassist up in the system.
Does the Cognassist assessment populate the Commitment Statement?
Not currently, it displays the results into the learner profile pages ready for you to action.
Is there a way of sharing the reviews you have built for us to look at in the system?
Most of our reviews are custom built to a customer need, however we are planning to share this review on display today.
I am also interested in the ability to require evidence when a learner assesses themselves at the highest level in the skills radar.
A learner can add notes and upload evidence for each question on a skills radar.
Have you reconfigured the Commitment Statement in Aptem and renamed it the training plan?
This is currently being developed for the new rules, so in short yes, coming very soon.
How do we mandate that they MUST provide evidence?
Currently you cannot mandate it. When you review the skills radar and work through the answers with the learner and employer you can then add the evidence should you require it. Alternatively, you could add a text step in advance of the skills radar expressing the need to add supporting evidence.
Is it possible to bulk enrol onto a programme in the console view?
Currently you can only bulk upload to programmes via Classic at present.
How it the timeline produced?
This is HTML content that is web-hosted and created in the onboarding wizard using the HTML editor function. More support can be found on the Help Centre.
Can the employer see the timeline?
The employer does not see the learner's onboarding wizard.
How do we go about adding the Cognassist assessment to our on-boarding wizard? Is there an additional fee for this?
No additional fees for this. You do need to get some information from Cognassist themselves. You can find details of how to do this in our Help Centre. Search for Cognassist and you will find all the details you need.
Other then reviews, how else can Recognition Of Prior Learning info be populated into the compliance doc?
You could manually add this into the compliance document without using the review step.
Can the learner move onto the step after the ILR page, without signing?
This is not possible to do - The learner can save the ILR page and return to confirm, but they cannot move past the ILR step without signing.
Can we generate a report based on Program Status Selector status?
Yes - You can set up a UGR to report on this, but this is also seen within the Tutor Dashboard view.
For those learners with prior learning, the learning plan needs to be amended prior to the training plan being signed by apprentice/employer. This can be quite time consuming if amending KSBs and planned hours in each component, and has to be done quickly before compliance documents are created. Other than turning off automatically creating these documents at programme level, is there any way of delaying compliance documents for individual learners until the APL amends have been completed?
Aside from the solution you have mentioned of turning off auto-generation of Compliance documents, there is no alternative method of delaying the release of the compliance documents.