Occasionally, a learner may be marked as Completed, Withdrawn, or placed into EPA or a Break in Learning by mistake. If this happens, what’s the best way to get them back into learning?
Bud’s workflows include multiple confirmation steps to help prevent errors when changing a learner’s status. However, mistakes can still occur.
Due to the platform’s design and compliance requirements, certain statuses - such as Completed or Withdrawn for example - are locked to protect data integrity and meet funding rules. Reinstating the same record could cause reporting issues, so creating a new record is the safest and most compliant solution.
Here are a few scenarios and what you can do to return the learner to active learning:
If the learner has been withdrawn by mistake (unintended / admin error)
If a learner has been withdrawn in error, create a new enrolment and backdate the start date to match the original record. On the new in-progress record, ensure the ILR toggle is switched on so it is included in the ILR. If you do not want the original withdrawn record included, you can toggle its ILR setting off.
If the learner was withdrawn (intended) but has changed their mind
Re-enrol the learner as a restart, following the process outlined in this article : Restarting apprenticeship learners . This ensures the correct restart indicators are automatically applied to the ILR.
If the learner has been placed on break by mistake
There are two options.
- Recommended: The cleanest approach is to withdraw the learner, re-enroll them, and backdate the start date as needed.
- Alternative: You can return them to learning using the built-in workflow, but this will generate restart aims in the ILR and adjust activity dates on the learning plan. We don't recommend this as it can create additional admin for providers to manually correct and maintain records and it's not something we can offer support with.
If the learner record has been set to complete by mistake:
Create a new enrolment and backdate the start date to match the original record. To exclude the completed record from the ILR, set the ‘Include in ILR’ toggle to off.
If the learner has been placed into EPA by mistake
Follow the EPA retake process outlined in this article : EPA outcome - Failed, and update the ILR as required.
If the learners EPA has been marked as complete by mistake:
If the EPA gateway completion was recorded incorrectly, manually amend the ILR to reflect the correct EPA completion date.