Updating to use the 2022 Training Plan and New Apprenticeship Agreement
Index
Selecting compliance documents for a programme
No existing document in the programme
Prepopulating the compliance documents
Issuing documents to apprentices
Introduction
The compliance document templates available within Aptem have now been updated to reflect the recent ESFA changes and requirements for the 22/23 funding rules.
The following compliance documents have been updated:
- ESFA - Training Plan v1.0
- UVAC Training Plan Summary v2.0
- UVAC Components Plan v2.0
- Apprenticeship Agreement v2
This document sets out how to update your programme’s compliance document templates so that these are presented to applicants within the onboarding wizard.
Please note that any changes you make to your compliance documents at programme level will impact all learners currently enrolled on the programme. The new documents have been designed to comply with the funding rules for 22/23, therefore we recommend that a new programme with the new documents should be created in Aptem for learners with a start date from August 1st, 2022 onwards. If you replace the documents at programme level without creating new programmes, this will mean that all learners on the programme will need to generate and resign the new documents before being able to continue with their learning.
To ensure compliance with the 22/23 funding rules, a data migration has been put in place so that all customers have the relevant document enabled in their tenant. This will allow you to update your programmes with the new Training Plan / Apprenticeship Agreement documents. New templates will only be enabled if the previous version of the document was enabled on the account programme.
For example, for a tenant that has ESFA-CommitmentStatement-2020 document enabled, administrators will see a new option entitled 'ESFA - Training Plan v1' when creating or editing a programme. For a tenant that has ESFA-CommitmentStatement-2020 document disabled, administrators will not see a new option entitled 'ESFA - Training Plan v1'.
Similarly, tenants who have the following enabled will see new versions of the compliance documents available:
- UVAC-Commitment-Statement-2020-Components-Plan document
- UVAC-Commitment-Statement-2020-Summary-Plan document
- Apprenticeship Agreement document
If you cannot see the new documents you require on your tenant, please request this either via your Implementation Consultant or through the Aptem Support Team.
Selecting compliance documents for a programme
As part of your programme build you may select the compliance documents that you wish learners to be presented with at the end of the onboarding wizard for signature.
Please note that only programmes with the type ‘Delivery’ will present documents for signature at the end of the onboarding wizard. There is also the option in the onboarding wizard to not automatically generate compliance documents – in this instance they will need to be manually generated and signed before a learner will be able to access their learning plan in Console.
- Sign in to your administrator account and select the ‘Programmes’ tile.
- Locate the programme for which you would like to change the compliance documents. Click the pencil icon to edit.
- Scroll down to the ‘Compliance Documents’ token and click to edit.
- Make sure this is enabled in the top right-hand corner.
Commitment Statement
- If you already have the Commitment Statement present in your programme, click the pencil icon against the document name to edit. You can rename the document folder at this stage if required.
- Click the drop-down list as shown above, and select ‘Training Plan’ in the first drop down and ‘ESFA – Training Plan v1.0’ in the second. Then click ‘Apply’.
- If you are using the UVAC Training Plan then follow the steps above and select the relevant version of the UVAC Training Plan.
Apprenticeship Agreement
- If you already have the Apprenticeship Agreement present in your programme, click the pencil icon against the document name to edit.
- Click the drop-down list as shown below, and select ‘Apprentice Agreement v2 in the second. Then click ‘Apply’.
No existing document in the programme
If you do not currently have compliance documents set up for this programme follow the steps below:
- Select ‘Add’.
- Document Name: give the document a name.
- Select 'Training Plan' from the drop-down list and then select the relevant training plan from the second drop-down list.
- Select 'Apply'.
- Repeat for any other compliance documents you wish to be available on the programme.
Once you have finished adding your compliance documents, click ‘Confirm’ and then ‘Confirm’ again on the main screen to save these changes.
Before you save all changes you should complete the pre-defined sections of the documents so that they pull through when issuing to learners. For more information see the section below.
Prepopulating the compliance documents
Both the Apprenticeship Agreement and Commitment Statement have pre-definable sections that can be populated on a programme by programme level.
- Select the ‘Programmes’ tile.
- Locate the programme for which you would like to change the compliance documents. Click the pencil icon to edit.
- Scroll down to the ‘Compliance Documents’ token and click to edit the token.
- Select ‘Prepopulate’ against the document you wish to edit.
ESFA – Training Plan v1
The Training Plan can be prepopulated with the following information:
- Functional Skills
- Summary of any identified support required
- Learning support (note that this can also be populated from a review)
- Summary of learning support assessment made
- Summary of learning support agreed
- Commitment to the Programme (note that sample text is provided, but can be edited)
- The main provider will..
- The employer will..
- The apprentice will..
- The subcontractor will..
- Additional information
- Resolving problems
- Learning Plan (note that there is the option to either enter high-level detail in the template, or pull the information from the programme-level Learning Plan)
- Progress Reviews – use this section if you do not pre-populate a plan for reviews within the Learning Plan template.
UVAC – Training Plan
The Training Plan can be prepopulated with the following information:
- Apprenticeship details
- Apprenticeship review schedule and attendees
- Further support and guidance
- Key university & apprenticeship policies
- Roles and responsibilities (note that sample text is provided, but can be edited)
- the Apprentice agrees to..
- the Employer agreed to..
- the University agrees to..
- Additional considerations
- Individual Learning Plan
- Employer impact/outcomes/objectives
- Apprentice impact/outcomes/objectives
- Apprenticeship Individual Learning Plan & schedule (summary plan only)
Issuing documents to apprentices
Once the documents have been updated in the programme tile, all learners will be presented with the new documents at the end of their onboarding wizard if this option has been selected in your programme build. New documents can also be generated in the learner profile in Classic or signatures page in Console.
Note that all learners on a programme where templates have been changed will need to have new versions of the documents generated and signed. If you do not want existing learners to sign the new version of the document, this is best achieved by having new versions of your delivery programmes for the new academic year.
Learner's access to their Learning Plan will be restricted until the new compliance documents (ESFA Training Plan v1.0 or UVAC Training Plan and Apprenticeship Agreement v2.0) have been signed by the learner. If the new documents have not been signed, the learner will see the existing holding page UI when they try to access their Learning Plan.
If you have generated new documents for existing learners, these will be available when the learner clicks 'Review & Sign'. Once the Training Plan has been signed, the Apprenticeship Agreement will be presented for signature.
If documents have not yet been regenerated, the learner can return to their onboarding wizard and click finish on the last step. The system will then regenerate the new versions of the documents automatically.
Learners finishing the onboarding wizard are required to sign the compliance documents in this order (if all were added to one programme):
- ESFA - Training Plan v1.0 or UVAC Training Plan
- Old Commitment Statement
- Apprenticeship Agreement v2(New)
- Apprenticeship Agreement (original)
It is not anticipated that learners will have both versions of the documents attached to their programme; you should select the most appropriate version or both the Commitment Statement / Training Plan and Apprenticeship Agreement (original and v2) based on the learners on each delivery programme and their start dates.
Points to remember
- It is recommended that you have a new programme for the new academic year so that only learners who started on or after 1st August 2022 are assigned the new compliance documents.
- The documents need to be selected at Programme level and prepopulated prior to issue to learners.
- Documents can either be automatically generated at the end of the onboarding wizard of the delivery programme or manually generated in either the learner profile in Classic, or signatures screen in Console.
- If new versions of the documents are not required at this stage, you could upload a verified version of the document into the relevant compliance document area in Classic. This will remove the need to immediately regenerate documents to access the Learning Plan.
- Learners will not be able to access their Learning Plan until there is a signed or uploaded version of each current compliance document in their current programme.