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Apprentice Levy Documenting Learning

Apprentice Levy Documenting Learning

Apprentice Levy Documenting Learning

Documenting apprentice learning represents simultaneously one of the biggest challenges, and biggest opportunities of the apprentice levy programmes.

Continuing the Apprentice levy advice theme, we’re going to briefly discuss 3 topics:

  1. The necessity for documenting the learning
  2. The risks from not doing it
  3. How to make documenting learning it easy.

1 – The Necessity for Documenting learning.

The Apprentice – documenting learning provides proof that new skills have been developed, but also as evidence to support a recognised qualification at the end of the apprenticeship. Any documents can also help reinforce the learning, as they act as a reference, which can be consulted when the situation requires. For the learners, it is vital that they not only construct their individual portfolio of evidence, but that they also have Personal Development Plans and Learning Logs.  Both can either be created by the learner to suit their style or follow organisational specific forms.

The employer – needs to have some record that new skills have been developed, to be confident that the apprentice can step up to the new role, equipped with the tools essential for success. Documenting learning is also a great way of monitoring and supporting progress. Without a regular progress record, the apprentice may be quietly struggling. Sharing a development record allows line managers to provide any extra support that might be needed.

The Provider – needs to use the same evidence to demonstrate both proof of delivery and attainment of learning outcomes. This evidence is essential when it comes to audits and inspection from Ofsted and the ESFA.

2 – The Risks from not Documenting Learning

The Apprentice – if learning isn’t documented, then in all likelihood the apprentice will not complete their programme, as they will lack the evidence to complete their End Point Assessment. Any ambitions of achieving a recognised qualification would also be lost.

The employer – not documenting learning leaves the organisation open to functional and financial risks. If the employer places the apprentice in the new position, but doesn’t have the record of learning, what is there to guarantee that the individual is equipped to perform. In addition, the levy funds that were allocated to support the learner, without evidence of learning, would be re-claimed and with the possibility that access to future funds be frozen for a while.

The Provider – without documentary evidence of learning, levy funding would not only be cut, but could also be reclaimed back, retrospectively. Therefore, it is in the provider’s interest to ensure not only that programmes are delivered, but that there is evidence to support the delivery.

3 – How to make Documenting Learning Easy.

Technology can provide the solution to turn documenting learning from a challenge into an opportunity. Providers who complement their programmes with an online learning portal can add enormous value to both the apprentice and the employer:

  • Recording and documenting learning activities
  • Storing information which can be referred to at a future point
  • Connecting apprentices together in a network of learning and business support
  • Putting apprentices in touch with facilitators, apprentice providers to answer questions
  • Uploading source material for the programme, videos, audio, online workbooks.
  • Providing the evidence for the End Point Assessment

When researching an apprentice provider, it is worthwhile taking time to understand how they will support the of the apprentice learning journey. If the provider can also offer an e-learning platform, that would clearly be a bonus.

For more information on how to document learning, or what to look for in an e-learning platform,  or to have an informal conversation with one of our experts, please get in touch either by calling us on 015395 67878, email us at or visit our dedicated website

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