Overview
This article answers frequently asked questions about system access when preparing for an external inspection such as Ofsted, DfE, EPA (End-Point Assessment), or EQA (External Quality Assurance).
Can I give external parties such as Ofsted inspectors access to Aptem?
Yes. If they need to view learner work and feedback, you can set up an account for them. We recommend the following steps:
- In your group structure, create a parallel group named Ofsted, DfE, EPA, or similar.
- Create an administrator account using either a generic email address or the inspector's own email address so they can register with Aptem. You may want to set up a test account first to confirm that your chosen roles give the external party the visibility they need.
- Restrict access to the parallel group only.
- Assign permissions. View All in Assigned Group and Trainee Assessor are recommended for an Ofsted inspector. Additional roles may be required for different visit types, such as a DfE audit where access to ILR (Individualised Learner Record) data is needed (see below).
- Enable console access only, not Aptem Classic, unless the external party needs to access ILR information.
- Activate the account and verify the permission level.
- Add the learners the inspectors want to view to the parallel group in addition to their main group. This ensures that tutor and employer access is not affected during the visit.
- Once the visit is complete, disable the accounts and remove the learners from the parallel group.
Will external parties be able to see all learners?
No. By setting up a parallel group and restricting access to that group, inspectors can only view learners who have been added to it. Assign the View All in Assigned Group permission, as inspectors will not have direct case owner responsibility for the learners. Remind the external party to select View all learners in the console filters rather than My learners.
Can I give inspectors access to everything in Aptem?
You can, but we recommend limiting access to only the learners they have requested to sample and assigning only the permissions their role requires. Broader access increases the risk of accidental changes, particularly if they are new to Aptem. A member of your team will also need to show them how to use the system. Limiting access makes this process simpler and keeps the focus on the data they have asked to see.
Why should we limit access to the console only?
Console-only access gives inspectors the best experience. They can view learner details, work, and feedback from within the console without needing to navigate Aptem Classic, keeping the process straightforward.
What if inspectors ask to see reporting?
We recommend either having a member of your team demonstrate the reporting functionality in Aptem, or exporting the relevant reports yourself from Power BI, UGR (user generic reporting), or OGR before the visit.
What if inspectors want to see all learners?
The simplest approach is for a superuser to run a system demo, explaining the group and filter structure. If you do need to grant access to all learners, we still recommend limiting the roles assigned to prevent accidental changes to the system.
What happens when the inspection is over?
If you used a generic email address, you can leave the account active but consider changing the password in account settings. Alternatively, cancel the subscription and reactivate it when needed. If you used the inspector's own email address, cancel their subscription and archive the account. You can also remove the parallel group from learners' accounts after the inspection and keep the group available for future visits.
What about other types of external audit?
For other audits such as external verification or DfE audits, follow the same process. Create a parallel group named, for example, EV visit or DfE audit, and assign the same permissions. For a DfE audit, you may also need to assign the Manage ILR permission and enable access to Aptem Classic so the ILR can be viewed. If so, assign only the Manage ILR permission alongside the two standard permissions mentioned above.
Ensure that the ILR records for any learners being sampled have been quality assured (QA verified). This locks the ILR records and prevents the auditor from making accidental changes to your data.