Apprenticeship Service: Completed Status

[Laura ESFAKeymaster]

At the start of May 2020, we introduced an additional “Completed” status to help you to manage your apprentice records on the apprenticeship service. You can view and filter the status of all your apprentice records within the Manage your Apprentices section of your account.

Each apprentice record will have one of the following statuses:

•Waiting to start
Apprentices who are waiting to start their apprenticeship training.

•Live
Apprentices who are currently undertaking their apprenticeship.

•Paused
The employer has applied a temporary pause to an apprentice record

•Stopped
The employer has applied a permanent stop to an apprentice record

•Completed
The training provider has returned the Individualised Learner Record (ILR) as completed confirming that the apprentice finished their apprenticeship training and assessment.

Once an apprentice record updates to “Completed”, a completion payment month is displayed on the record. This shows the month that the 20% completion payment to the provider was processed.

The completion payment month may differ from date the apprentice finished their apprenticeship.

Historical apprentice records, where the training and assessment had previously been completed, have also been updated.

Do not stop an apprentice record that has completed.

If you have any queries, then please contact the National Apprenticeship Service on 08000 150 600

[stevehSpectator]

Laura, has the problem of progressing learners been fixed?

Last month providers were complaining that learners moving from L2 to L3, where their start date was in the same month as the Completed date, were DLOCKing as overlapping, even though the specific dates (eg End 9/4/20 and Start 16/4/20) weren’t overlapping…

[Laura ESFAKeymaster]

Hi Steve,

Thank you for your question. I have asked a colleague to look into this and will update you with their response once it comes through.

Thanks,

Laura

[Laura ESFAKeymaster]

Hi Steve,

Sorry that this taking so long – I will follow up again today.

Thanks,

Laura

[stevehSpectator]

Haven’t *heard* of any issues on R10, but that doesn’t necessarily mean it’s fixed 😉 Particularly in The Current Situation where perhaps there are fewer progressions than usual…

[sambernSpectator]

We’re having this issue, any updates would be appreciated.

[VictoriaWSpectator]

I seem to be getting ILR mismatch errors on the AS service. Have raised a ticket with them

[AnamitailorKeymaster]

Hi Steve,

Hope you’re well.

Laura is on AL this week, I have been chasing the relevant contact in regards to your query.

Please bear with us, sorry it has taken a while.

Kind Regards

Anami

[donna1805Spectator]

Hi – Can you please advise how you complete a learner on DAS as a Training Provider, or does the Employer have to do it?

Many Thanks
Donna

[stevehSpectator]

Hi Donna

Pretty sure it updates after you’ve submitted an ILR, so you don’t have to do anything else, it’ll just sort itself out.

[Laura ESFAKeymaster]

Hi all,

Thank you for your patience. Please bear me with a little while longer – a response is forthcoming.

Thanks
Laura

[stevehSpectator]

Is this still happening then?

http://feconnect.education.gov.uk/forums/topic/apprentice-progressing-in-same-month/

[Laura ESFAKeymaster]

Apologies for the delay. I have received this response from the Apprenticeship Service:

We are aware of an issue whereby once a record is marked as completed, it cannot be edited in any way. Therefore if an employer is attempting to add or approve a new record and the start date is after the planned end date of the previous record and the previous record is now marked as completed then the customer gets an overlapping training dates error and as they are unable to edit the planned end date of the previous record they are effectively stuck. We are working to resolve this as a matter of priority and are aiming to provide a resolution before R14. Thank you for your understanding in the interim.

[davonnieSpectator]

I have some learners who are marked as Live, some of which withdrew. How do I get these changed?

[ewilliams3Spectator]

Hi –
Is there a further update ?
With the R14 now creeping up quickly – we have quite a number of these and once the issue is resolved we need to send to the employer and ensure they are approved before the hard close.

What will happen with the income if this does not happen – will we be able to claim it retrospectively through the EAS ?

Thanks,
Elisa.

[Caspar VerneySpectator]

Please see http://feconnect.education.gov.uk/forums/topic/fe-connect-messages-getting-blocked/#post-464930

[BJBSpectator]

I received an e-mail from the app service today saying this issue is still not resolved. Obviously concerned that funds are at risk this close to R14.
Has anyone received any advice as to how we recoup these funds if the issue isn’t resolved pre R14.
The fact they have been working on it since May doesn’t fill me with confidence that it will be resolved within the next 3 weeks.
Thanks
BJB

[Caspar VerneySpectator]

Hi BJB,

I agree with your fears and do not know what the answer is, however I would suggest that you raise this with your Program Manager at the ESFA now (ie before the R14 Hard Close) and that way they have advance warning of your claims.

HTH,
Caspar

[BJBSpectator]

Thanks Casper, will raise it today.

[AnamitailorKeymaster]

Sorry for the delay. Please see the responses below to some of your questions.

Q: With the R14 now creeping up quickly – we have quite a number of these and once the issue is resolved we need to send to the employer and ensure they are approved before the hard close.
What will happen with the income if this does not happen – will we be able to claim it retrospectively through the EAS ?
Is there a further update ?

There was an issue with the completion status showing incorrectly for paused, live or withdrawn learners, but we have now fixed this issue within the service. All the statuses within the service should now be accurate based on the provider’s ILR data and the employer’s information within the apprenticeship service.

Q: I have some learners who are marked as Live, some of which withdrew. How do I get these changed?

If a learner has withdrawn then the employer has the option to set the learner’s record to ‘stopped’. This is managed by the employers.

The status of these learners will also depend on what the provider’s ILR is saying and what information is in the apprenticeship service. There is a breakdown below:

Waiting to start – not approved yet (could also be seen as draft)
Live – agreed by both provider and employer, dates are within the apprenticeship service (start date and planned end date)
Paused – this status comes from when an employer pauses a learner in AS
Stopped – this status comes from when an employer stops a learner in AS
Completed – this status comes from the payments data, so when we see a completion payment has been made

Ahead of R14 – if you have an issue with particular learner’s status then please log a ticket through the service desk: https://help.apprenticeships.education.gov.uk/hc/en-gb

As long as the ILR and AS data match, plus the employer has not paused, stopped or withdrawn a learner then payments should be made to the provider.