Introduction
In this article we will explain how you can return a learner from a Break in Learning (BIL) in Bud. We have a two-step return process that requires one user to request a return and another to process the return.
In this article, you will find information on:
- Users that can request and process returns from a BIL
- How to Request a return from a BIL
- How to Process a return from a BIL
- Bud recommendations
The video below shows how to access the relevant area within Bud to return a learner from a break:
User Roles
Depending on your role, you can request, reject, or process a return from a Break in Learning.
| Scenario | Role Required |
| Request a return to learning from a BIL for a learner |
Trainer Operations Manager |
| Reject a request a return to learning from a BIL for a learner | General Administrator |
| Process a request a return to learning from a BIL for a learner | General Administrator |
Request a Return from Break in Learning
When a learner is on a break you may want to return them to learning. To request a return from Break in Learning, follow these steps:
1. Find the Learner
Navigate to the learner's record in Bud, ensuring that their status reflects they are on a break in learning. You can verify this in their learning plan status and break history.
2. Initiate the Return Request
Open the learner's Break in Learning tab
Click on "Return to Learning" in the learner’s current break in learning record.
3. Enter the Return Details
Date of Return: Enter the date the learner will return to their learning.
Supporting comments: Provide comments to support the learner’s return to learning request.
4. Submit the Return Request
Once the details are completed, submit the request by clicking on "Request Return". The learner’s status will now be updated to 'Return Requested.'
Process a Return from a Break in Learning
Another user will need to process the return from a Break in Learning. That can be done by following the steps below:
1. Process by an authorized User
Only users with the general administrator role can process the return.
If you are logged in as a tutor, you must request that a user with the general administrator role log-ins to process the request. You need two unique users to complete the return process.
2. Locate a learner with a Return Request
You can filter the learner list to show learners who have requested a return to learning, similar to how you can filter for learners on a break.
4. Process or Reject the Return Request
To Process: Click "Process Return to Learning" to approve the return.
To Reject: Click "Reject Return to Learning" and provide a reason for the rejection.
5. Completion
Click on "Submit". Once processed, the learner’s learning plan status will be updated to 'In Progress.'
The break history will be updated with the return date, and the status will reflect the completion of the approval process.
Please note:
- Learning plan access restriction: While the learner is in the 'Return Requested' state, you can access and update their learning plan. This allows you to start preparing activities and re-planning their learning before the return is officially processed.
- ILR Update: Once the return is processed, the ILR will automatically update to show the learner is officially back in funded learning.
- Learning Plan: Whilst this will update the programme end date in the ILR and the learning plan, it will not change the due dates on any activities that may have been set. These will need to be manually updated.
To view the calculations used when returning a learner from a break please view the following article: Learning Planned End Date Calculations on return to learning
Bud Recommends
On retuning from a break in learning the provider must revise the training plan to take account of the duration of the break and to make it clear that there have been multiple episodes of learning.
You can edit an application after a learner has returned from a break, when you view the Apprenticeship Agreement and Training Plan (formerly Commitment Statement) Bud will show details of the break. This includes the break start date and the date the learner returned to learning, together with the duration.