information about how you use ‘Get help with ESFA services’. We use this information to make the
website work as well as possible and improve government services.
You have accepted all cookies. You can change your cookie settings at any
This is a new service – your feedback will help us to improve it.
Created 10 January 2022 11:27
Where we have identified a change is needed on an apprentices commitment statement and apprenticeship agreement, do we need to update the original document or would it suffice to have a discussion with the learner documented and uploaded to confirm the changes?
We use an Eportfolio system that creates documents but the way the system is designed it is not always possible to update the original electronic document. I would like to avoid having to recreate the whole document in docusign and send out if possible and would prefer to just explain the individual change.
Thoughts would be much appreciated
No one has replied to this post.
It says in the funding rules that the commitment statement must be kept up to date with any materialchanges (e.g. as a result of changes agreed at a progress review). I don't think a documented discussion would suffice at audit.
10 January 2022 12:27
You can use any documentation for recording changes to the commitment statement but these would need to be approved, agreed and available by the Employer and Apprentice.
10 January 2022 12:31
Thank you both,
Different thoughts which is the problem I have, sometimes wish we could just speak directly to an auditor!
I was leaning towards your thinking Martin and would make sure a discussion was agreed with both learner and employer and then a copy of this uploaded to the eportfolio so it was available to all. As we can't change the original actual electronic document I can't see any other option but always interested to hear peoples thoughts.
10 January 2022 13:51
10 January 2022 16:59
We could Kelly but its a lot more work having to download PDFs, try and edit and then send out docusigns so was hoping to avoid that if possible. As long as we have discussed the changes and recorded and made available I am hoping this will suffice. There is a webinar next week with the auditors through AELP so will ask the question.
11 January 2022 08:34
You could have a simple change record that you reissue after any change is agreed.
11 January 2022 08:50
Love that suggestion, thank you Martin!
11 January 2022 09:09
Hi was just looking through and we have actually just done this, we use DocuSign for all paperwork therefore hard to amend as date stamped etc we designed an update sheet agreed with the employer and learner and again used docusign for the update - but will in future use Martin's suggestion - much clearer and cleaner audit trail
20 January 2022 23:34