Ben James

Retake after hard close

Created

If a learner has failed their EPA and we've recorded it on the ILR as such (2/3, with EPA date as 'achievement' date).. but they then resit and pass after hard close, will updating the Outcome to reflect the fact they've now passed (but not the dates) present issues?

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Martin West

See the following guidance from the PSM.

https://guidance.submit-learner-data.service.gov.uk/psm/article/recording-apprenticeship-outcomes-and-completion

This does not cover your scenario as you have already completed the Programme aim but my interpretation is you should not do as the EPA is not completed due to the learner resitting.

The following may apply:

Where this apprentice is identified as needing further support or additional learning in order to pass the assessment, a new learning aim should be recorded as a restart. However, if no further learning is required and the apprentice is only resitting the assessment, then a new aim must not be recorded.

If additional learning is required then this should be recorded as a restart, but where not and this is down to an administrative error in completing the programme should be carried over to the next year so you can update the outcome to reflect reality.

HTH

Ben James

Appreciated, as always! The only issue I've got is I'd argue the learner did complete the EPA period by it's definition, they took it and failed - their electing to resit doesn't retrospectively re-open the same EPA period, surely, as not all apprentices will resit? It's just an added 'period' on top, even where (in this case) no new learning is required. I've read this thread many times, where the consensus towards the end was that you'd just update the Outcome once the resit result is known.. I was just a bit curious as to whether amending the Outcome after hard close would have any impact or not.

(Edited)

Martin West

The completion status represents completion of the Apprenticeship not completion of an EPA period.

Martin West

The only impact if you later update the outcome and completion date is that this could change the hybrid year that it is reported in the QAR.

Ben James

Hmmm.. but the PSM states;

In order to be recorded as ‘Completed’ (Completion status code 2), both the training and end point assessment activities for the programme must be completed. An end point assessment that has resulted in a failed outcome can be classed as complete as long as the learner reaches the end of the end point assessment period, rather than withdrawing.

Learners who take the EPA and fail, regardless of their intention to resit, have reached the end of the EPA period. Electing to resit doesn't change the fact they've taken, and failed, an EPA.. so surely we should record this failure, along with appropriate dates, and then if the EPA is retaken, update the Outcome accordingly? Feedback from the Service Desk suggested that;

"If a learner fails EPA and achieves on resit only, then the outcome only can be amended to show that they have now achieved. No other fields are to be amended and a new aim is not required."

(Edited)

Martin West

It’s a case of resits or retakes for the EPA are not included in any guidance, normally these are interpreted in FE as for aims, it is a restart when the resit has training but if no further learning is required and the apprentice is only resitting the assessment, then a new aim must not be recorded.

Its just not in the guidance.

Ben James

So would you say that rather than just reporting the data 'as it happens' (i.e. recording an EPA failure as a failure the instant they fail, regardless of an intention to resit) providers should probably formalise asking the apprentice if they intend to resit.. and if they do, don't update the completion status/achievement date until they've either re-sat and passed, or chosen not to resit anymore.. at which point you would update the fields accordingly?

Martin West

Yes that goes back to my if they intend to resit then they have not completed the Apprenticeship.

Ben James

Appreciate that, and often I'll defer to your judgement. Just wish it was a bit more explicit in the PSM! 

Martin West

I expect in practice that most Providers want to draw down the funding at the earliest opportunity and then just change the outcome after a resit, it is only the QAR hybrid year that may be incorrectly reported if the achievement date is not updated which is not what the service desk suggest.

Ben James

Just as a follow-up - I got this back from the Service Desk which echoes what you were saying about resits not really being in any of the guidance to any useful degree;

Hi Ben,

Please record the completion along with the outcome failed when a learner does not achieve on their original End Point Assessment.

If they achieve on a resit only then the outcome will remain the same for now whilst investigation is ongoing.

Kind regards

ESFA Customer Service

(Edited)