Aptem helps training providers design a seamless enrolment process that takes an apprentice from first identification through to their first day of learning, while keeping every step compliant. It separates onboarding from delivery, captures the data needed for funding, checks eligibility and suitability in one place, and moves a learner onto their delivery programme with the right compliance documents in place. Everything is held in the platform, with no need for external spreadsheets.
This article explains how to structure the process, how to check eligibility and suitability, and how to move a learner onto their delivery programme.
Onboarding and delivery, kept separate
Aptem distinguishes between an onboarding programme, where a learner activates their account and completes the information and documentation needed to confirm they can start, and a delivery programme, which is the structured framework for managing learning plans, changing circumstances, and progress once they are enrolled. Keeping the two separate means a provider only commits a learner to a delivery programme, and to the ILR, once eligibility and suitability are confirmed.
The onboarding wizard is the configurable, self-serve set of steps that sits within the onboarding programme. It lets apprentices complete what a provider needs from them in their own time, rather than through one-to-one data-gathering meetings.
Capturing the right data early
A well-designed onboarding wizard captures regulatory and funding data at the outset:
- The ILR and extended ILR steps capture the data needed for funding and for the eligibility checks set out in the funding rules, and can be extended with custom questionnaires for suitability questions.
- Functional skills initial assessments establish a learner’s starting point in English and maths. Although functional skills are no longer a mandatory requirement for all apprenticeships, most providers still run an initial assessment to make sure a learner is on the right programme.
- The personal learning record can be captured through the Learning Records Service integration, and learners can upload certificates for their prior qualifications.
- The cognitive assessment in Aptem Assess helps identify additional learning support needs early, so support can be arranged before a learner starts.
- The skills radar assesses prior knowledge and skill, and can be built module by module, which makes it easier to identify where off-the-job hours or whole modules might be exempt.
Custom text steps and questionnaires, including HTML content, let providers shape the journey around their own process and the learner experience.
Checking eligibility and suitability
It helps to separate two questions. Eligibility is the set of black-and-white funding rules, such as age and residency, that determine whether a learner can do an apprenticeship at all. Suitability is whether a specific apprenticeship standard is right for that learner, taking into account prior learning and experience, which may point to a different standard or a reduced programme.
An eligibility and suitability review brings the relevant information into one place, pulling through the personal learning record, functional skills results, skills radar scores, and custom questionnaire responses, so the reviewer does not have to hunt for it. Decisions made in the review flow onward: recognition of prior learning recorded here, such as removing a module, carries through to the training plan and adjusts the duration, cost, and off-the-job hours. The review is signed by the apprentice, the employer, and the provider, giving a clear evidence record for audit.
Moving onto the delivery programme
Once a learner is confirmed as eligible and suitable, the provider stops the onboarding programme and progresses them onto the delivery programme. A short welcome step can introduce the learner to the platform, and providers can choose to resurface earlier information to confirm it is still correct, which is useful where there has been a gap between application and enrolment.
Compliance documents are then generated with the correct dates, reflecting any recognition of prior learning already agreed, and signed by all parties. Throughout, dashboards and real-time reporting show where each learner is in the process and flag outstanding actions, so providers can stay on the right side of compliance.
Frequently asked questions
What is the difference between an onboarding programme and a delivery programme?
The onboarding programme is where a learner activates their account and completes the information and documentation needed to confirm they can start. The delivery programme is the structured framework for managing learning, progress, and changing circumstances once they are enrolled.
What is the difference between eligibility and suitability?
Eligibility is whether a learner meets the funding rules, such as age and residency. Suitability is whether a specific apprenticeship standard is right for them, taking into account prior learning and experience, which may indicate a reduced programme.
How does the eligibility and suitability review save time?
It pulls the personal learning record, functional skills results, skills radar scores, and custom questionnaire responses into one place, so the reviewer does not have to search for them. Decisions such as recognition of prior learning flow through to the training plan automatically.
How does a learner move from onboarding to delivery?
Once confirmed as eligible and suitable, the provider stops the onboarding programme and enrols the learner onto the delivery programme, where compliance documents are generated with the correct dates and signed by all parties.
Watch the video or book a demo to learn how Aptem can support your apprenticeship delivery.
