Introduction
Within Bud, it is possible to place a learner onto a Break in Learning (BIL). To do this, we utilise a 3- step process which consists of requesting a break, approving a break and processing or rejecting a break. In addition you will be able to edit and review the break periodically before returning to learning. If the learner chooses not to continue after their break, you can also withdraw the learner from a break in learning.
In this article, you will find information on:
- User Roles required for requesting and processing BILs
- How to Request a Break
- How to Approve or Reject a Break
- How to Process a Break
- How to Edit a Break
- How to Review a Break
The video below shows how to access the relevant area within Bud to request a BIL:
User Roles
Please note that to put a learner on a break, and return them from break you will need to have the correct permissions. Below are the permissions needed at each stage of the process, so if you can't see the option to perform the functionality detailed below, you won't have permission.
Bud does not allow a Trainer with Operations Manager permission to approve their own request, this is to ensure the workflow is followed and a separate person reviews each request.
| Scenario | Role Required |
| Request Break In Learning (BIL) for a learner with in progress status |
Trainer Operations Manager |
| Approve BIL Request | Operations Manager |
| Reject BIL Request | Operations Manager |
| Process Approved BIL Request | General Administrator |
| Reject Approved BIL Request | General Administrator |
| BIL History can be viewed |
Trainer Operations Manager General Administrator ILR Administrator IQA Compliance Administrator |
| Complete a Break Review |
Trainer Operations Manager |
| View Break Review History |
Trainer Operations Manager General Administrator |
| Request Withdrawal from breaks page |
Trainer Operations Manager |
Requesting a Break in Learning
1. Locate the Learner
Go to the learner list and find the learner you want to place on a break.
2. Navigate to the Break in Learning Section
Once the learner's learning plan details are displayed, go to the Administration tab.
In this tab, you will find the option "Break in Learning". Click on it to proceed.
3. View Existing Breaks
In the learner's Break in Learning tab, you can view the learner’s previous break and return from learning histories, along with all associated notes.
If the learner is not currently on a break, you can proceed with starting a new break request.
4. Start a New Break Request
Click "Start Break Request".
A break request form will be shown.
5. Enter Break Information
Date of Last Learning: Enter the date the learner last engaged in learning. This will be recorded as the actual end date in the ILR (Individualised Learner Record).
Reason for Break: Enter the reason for the learner’s break, which is required for reporting purposes.
Confirm that the break has been agreed upon with both the learner and the employer.
Note: Failing to confirm this will prevent you from progressing with the break in learning request as agreement is required from all parties.
6. Enter Additional Break Details
Expected Date of Return: Specify the date the learner is expected to return to learning (for reporting purposes).
Date of Next Review: Enter the date when you will next contact the learner to review their break status.
Date of Notification: Record the date when you were notified of the break request by the learner or trainer.
You can also add any Additional Notes related to the break request.
7. Upload Supporting Evidence (Optional)
If applicable, you can upload any supporting evidence to justify the break request.
8. Submit the Break Request
Once all the necessary information is entered, click "Request Break".
The learner’s status in the learning plan will now be updated to 'Break Requested.'
A break in learning history will be created, showing that the break is in a requested state.
Once you've filled out the break form, you can then request the break. If any information is missing or invalid Bud will highlight this before you can request the break.
Bud does not request signatures for such a request, providers have the ability to upload further evidence to the request, this is sometimes used to upload an existing request form, e-mail confirmation amongst other things.
It is possible for a Break in Learning date to be entered that is within the first 42 days of an Apprenticeship programme.
Approving or Rejecting a Break in Learning Request
Once the break has been requested, the status of the learner will be updated to 'Break Requested'. This doesn't have any impact on what the learner or trainer will see, it's just a handy way to highlight it for a user.
The video below shows how to access the relevant area within Bud to approve and process a break in learning:
1. Find the Learner
Navigate to the learner whose break in learning request you wish to process.
The learner’s status will be displayed as "Break Requested."
2. Access the Learner's Learning Plan
Click through to the learner’s learning plan.
Navigate to the Administration tab, then select the Break in Learning section.
3.Review the Break in Learning Request
Under this section, you can view both previous break histories and the current break request.
Review the details, including the dates entered for the break request.
4. Approve or Reject the Break Request
If the details are correct and match your business processes, proceed to "Approve" the break in learning request.
If you are not satisfied with the request details, you can "Reject" it. If rejecting, you will be required to provide a reason for the rejection.
Once rejected, the learner’s status will return to "In Progress", and any notes you added will be visible to the trainer.
5. Submit the Break Request Approval
If you have the necessary permissions (Operations Manager), click "Submit" to approve the break in learning.
After submitting, the learner’s status will change to 'Break Approved.'
Please note:
Once the learner is a status of 'Break Approved', the learning plan will become read-only. This means that while users will still be able to view the record, they won't be able to do anything to it, such as completing or setting activities
Processing a Break in Learning
1. Process the Break Request
At this stage, the break in learning is approved but not yet processed (i.e., no ILR changes or status change to "On Break" has been committed).
If you have general administrator permissions, you can proceed to "Process" the break in learning.
NB: If you do not have the required permissions, another user with the correct permissions must sign in and complete this step.
2. Finalize the Break in Learning
Once you are ready to process the break, click Submit.
The learner’s status will now reflect that they are officially on a break, and the break will be marked as starting from the last learning date to the current date.
If you reject a break the learner will be updated back to a status of 'In Progress' and can continue learning.
If you process a break the learner’s status will be updated to 'On a Break', which will update the ILR record showing that the learner is on a break from the apprenticeship, meaning you will no longer receive funding for them.
Whichever option is taken, a note will automatically be added detailing who processed/rejected the break and when.
Please note:
It is the responsibility of the Administrator to check this date is still correct and no further activity has taken place since the request. Last Submission is reportable and is also visible on the Learning Plan. Last Review is also reportable and visible within Learner Review.
Editing a Break in Learning
Once requested, and before it's been processed, it is possible to edit a break.
- View the learner and expand the break record and you'll see the 'Edit' button at the bottom of the page.
- Selecting 'Edit' will open the break record and allow you to edit any of the details, upload new files and delete existing ones (you will have to enter notes when editing the record).
- Once any edits have been made you can save the changes and continue processing the break record as per above.
Reviewing a Break in Learning
Once a learner is on a break, you can periodically review the break, return the learner to learning, or withdraw the learner. Once on a break, you will be able to see details of the break within the learner overview page. To review the break:
- Select 'Review' which will display the review form. When reviewing, you can amend the date of the return, the date of the next review, and additional notes, together with any files you may have.
- Once the review has been added, it will be displayed within the break information. You can add as many reviews as frequently as required.
Bud Recommends:
- If a learner has been mistakenly returned to learning and you need to place them back on break, we would advise matching the Date of Last Learning on the new BIL form, with the Date of Return from their previous BIL. This is to avoid the overlapping duration of both the breaks being added together twice when the new end date is calculated.