To ensure consistency with changes previously introduced to the review and OST enrolment document signing processes we are updating the signature capture mechanism for Apprenticeship enrolments.
The updated signature mechanism will have the following options:
- Add signature online (if logged in as the appropriate user)
- Request signatures via email
- Confirm signature has been obtained offline
The main driver behind the change is improved compliance and security on signatures, meaning that Learners and Employers will have to log-in to Bud to add their signature to enrolment documents if requested by a training provider user. Training provider users will no longer be able to apply the online signature on behalf of the Learner or the Employer.
The new signature mechanism is also far more accessible, ensuring that keyboard-only users can add a typed signature. The signature box can also be picked up by screen-reading devices.
Please note that the new signature method will not require you to re-capture any signatures already added to in-progress enrolments. Where enrolment documents have already been signed, the old-style signature will be presented.
Example workflow (Apprenticeship summary document)
The training provider user will complete the initial enrolment details and once all required information is present they will be able to click onto the applicant summary document button.
Requesting learner signatures
The applicant/learner will then be requested to sign the summary doc. At this point there are two options available to the provider:
1. Request the learner signature via email
2. Confirm that they have signed the paperwork outside of the Bud platform and can evidence this at audit.
If the provider chooses to request the signature via email, then clicking on "request via email" will send an email to the learner requesting them to log into Bud to sign the document.
If the learner already has a bud account then then they will be instructed to log into it to see the outstanding signature request.
If the learner does not have a bud account then they will follow the process detailed here: https://support.bud.co.uk/hc/en-gb/articles/4412324112529-Registering-for-the-Bud-Learner-Portal
Learner document signing
Once the learner logs into Bud, if they have a document to sign they'll see a list of their unsigned documents on the main page as soon as they log in:
Documents will have to be signed in the order of Application Summary, Training Plan, and Application Funding. The screenshot above shows this order, as the user can only view the Training Plan and Application Funding, whilst the Application Summary remains unsigned. As soon as the Application Summary is signed the Training Plan would be unlocked and available to sign.
As part of the signature upgrade process the the signature functionality in the learner and employer portals have also been updated to use the "type to sign" technology (shown at the bottom of this page) ensuring consistency with the main bud application.
Employer document signing
The process for signing documents as and employer is detailed here: https://support.bud.co.uk/hc/en-gb/articles/4412319461265-Signing-Application-Documents-as-an-Employer
Training provider signing
For documents where the training provider is required to sign, and providing they are logged in as a trainer user, the they will be able to sign the document by typing their name and choosing 1 of 2 font styles available. The training provider also has the option to Confirm that they have signed the paperwork outside of the Bud platform and can evidence this at audit.