Guidance for recording the apprenticeship learner and delivery fields
Contents
Additional guidance for apprenticeship standards recorded on Funding model 36
All funded apprenticeship programmes (including both frameworks and standards) started on or after 1 May 2017 are recorded on Funding model 36.
Source of funding (SOF) 105 must be recorded in the Learning Delivery FAM fields on all funded aims for these apprenticeships.
For apprenticeship programmes started on or after 1 May 2017, the collection requirements for some ILR fields are affected by the contract you have for delivery of the apprenticeship. The contract will be either:
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A contract for services with the employer (an employer on the apprenticeship service or an employer which has had levy transferred to them for that apprentice) This will occur where the employer who has employed the apprentice has a pay bill over £3million and is consequently required to contribute to the apprenticeship levy.
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A contract for services with the Education and Skills Funding Agency (a non-levy paying employer without an account on the apprenticeship service when the apprenticeship started). This will occur where the employer who has employed the apprentice does not have a pay bill over £3million and so is not required to contribute to the apprenticeship levy.
The Funding adjustment for prior learning field may be used, if applicable, for English and maths learning aims. The funding adjustment is applied to monthly funding instalments, including balancing payments were applicable.
The following guidance should be read alongside the apprenticeship funding and performance management rules and the apprenticeship technical funding guide for starts from May 2017.
Funding model 36: Unique learner number and National Insurance number
For apprenticeships funded through a contract for services with the employer (identified by recording Learning Delivery FAM code ACT1), you must have a ULN for the apprentice at the point you record them on the ILR. You cannot record a temporary ULN of 9999999999 for these apprentices.
You must also complete the NI number for these apprentices (where Learning Delivery FAM = ACT1).
The completion of these fields is enforced by validation rules.
Funding model 36: Learning Delivery FAM Eligibility for enhanced apprenticeship funding
For apprenticeships funded through Funding model 36, the Learning Delivery FAM type ‘Eligibility for enhanced apprenticeship funding’ (EEF) should be used to indicate eligibility for additional payments.
EEF code 2
Entitlement to 16-18 apprenticeship funding where the learner is 19 or over.
Record EEF code 2 when:
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the apprentice is restarting a programme on or after their 19th birthday and was aged 16 to 19 when they originally started.
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the apprentice is aged 19-24 and has an EHC plan.
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The apprentice has transferred to a new apprenticeship pathway within the same framework, was aged 16-18 at the start of the programme, and is aged 19+ when they transfer to the new pathway. This only applies when the original programme was funded through Funding model 36.
EEF code 4
Entitlement to extended funding for apprentices.
Record EEF code 4 when the apprentice has been in the care of the local authority as defined in the Funding Rules.
If an apprentice started their programme aged 18 and then is 19+ when they start one of their component aims within the programme, an EEF code is not required.
If an apprentice is recorded with the FAM type EEF due to restarting their programme, then the Restart indicator (RES) must also be recorded in the Learning Delivery FAM fields.
Apprenticeship contract type (ACT)
The apprenticeship contract type identifies the contract type under which an apprentice is being funded and the party with which you have a Contract for Services to deliver the apprenticeship programme.
From 1 April 2021, all new apprenticeship starts will be funded through the apprenticeship service.
For starts prior to 1 April 2021, the contract will be with either an employer with an account on the apprenticeship service or a contract with the ESFA, without an account on the apprenticeship service (a non-levy paying employer).
The Apprenticeship contract type (ACT) FAM type must be recorded on all apprenticeship programme aims, and English and maths component aims. You must also complete the Date applies from field; the Date applies from for the first ACT record must be the same as the Learning start date. The Date applies to field should only be completed when either:
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you need to add a new ACT record with a later Date applies from, or
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the aim has been closed and the Learning actual end date returned.
If there is a change in the Apprenticeship contract type during the programme, then a new ACT record must be added in the Learning Delivery FAM fields:
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Return the ‘Date applies to’ field on the previous ACT record with the date that day before the change in contract type came into effect.
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Create a new ACT record on the programme aim and English and maths component aims with a ‘Date applies from’ of the day after the ‘Date applies to’ on the previous ACT record.
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Do not amend the learning aim record.
The ACT records for the programme aim and English and maths aims for the same apprenticeship programme must all have the same FAM code (either ACT1 or ACT2). At any point in time, an apprentice cannot be recorded on both ACT1 and ACT2: the codes recorded on their aims must be the same.
Example
An apprentice starts their apprenticeship on 1 September 2020 with a planned duration of 13 months, and with an employer on the apprenticeship service through a contract for services with the employer.
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A Learning Delivery FAM record will be recorded with code ACT1, the Date applies from will be 1 September 2020.
On 4 December 2020, the apprentice changes employer to an employer that is not on the apprenticeship service and is funded through a contract for services with the ESFA non-levy paying employer,
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a Date applies to of 3 December 2020 is recorded on the existing ACT record. A new ACT record with code ACT2 is added, the Date applies from is recorded as 4 December 2020.
The apprentice is also taking an English aim as part of their apprenticeship, this aim starts on 10 January 2021 and is planned to finish at the end of the programme.
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A Learning Delivery FAM record will be recorded on this aim with code ACT2, the Date applies from will be recorded as 10 January 2021.
If there are multiple ACT records on a learning aim, then they must have consecutive Date applies to and Date applies from dates.
Additional payments
Additional payments, as defined in the funding rules, are automatically calculated from your ILR records: you do not need to record any extra information to generate these payments.
If you receive any additional payments, these must not be recorded in the Apprenticeship Financial Record.