Scheduling a Sample


Scheduling an IQA Sample is the first step of the sampling process, and can be done at any point during an apprenticeship. If you have a traditional sampling plan, you can schedule all of your samples at the start of an apprenticeship. Alternatively, you can conduct samples on an adhoc basis, both options and anything in between work within Bud.  

You can also choose the amount of information you enter when scheduling your sample - you can either just record the date/time that the sample is going to occur, or you can select each of the learning outcomes that are going to be sampled. 

Prefer to watch a video? Click here to watch a webinar on a review of the IQA sampling process as part of our Client Education series. 

User Roles

  • IQA

How to: Scheduling a Sample

Scheduling a sample consists of two steps:

  1. Schedule Sample - recording the date/time of the sample
  2. Select Sample - selecting the learning outcomes to be sampled. Bud recommends only selecting the learning outcomes to be sampled if you are planning to complete your sample immediately as once the sample is selected we'll take a snapshot of the status of all the learning outcomes, criteria and activities. Selecting and starting the sample as close together as possible ensures you have the most accurate insight into what the learner has completed.  

The above steps do not have to be performed together, which is useful if you know when you want to conduct the sample, but not the learning outcomes to be sampled. 

The video below shows how to access the relevant area within Bud to schedule and select a sample. More detailed written steps are also provided underneath the video: 

A sample can be scheduled within the IQA Overview page. Begin by accessing the learner and then in the secondary navigation bar:

  • Select Administration > IQA Sampling which will take you to the IQA Overview page from here you can then schedule and select your sample: 

1. Schedule a Sample

To schedule the sample select 'Create a Sample' which will take you to the first step of scheduling:

You'll need to fill in the first three fields before the sample can be scheduled:

  • IQA - The IQA who's going to perform the sample. This will default to you, if you have the IQA role, but can be changed to any other IQA in your organisation
  • Date - when you intend to conduct the sample
  • Reason for sample - pick a reason from a list

Additionally, you can record a purpose for the sample. This purpose will be displayed on the sample report, at the end of the sampling process. 

Once you've entered this information select 'Save' which will schedule the sample. You'll now see details of which trainer you are sampling, the sample date and time, and status at the top of the page. 

Note this information can be changed before the sample begins. 

2. Select Sample

Once a sample has been scheduled you can choose the learning outcomes that you want to sample. This step does not have to be performed at the same time as scheduling the sample, but it does need to happen before you can begin the sampling process. 

  • From the schedule sample page click Select Your Sample and you'll be taken to the select sample page. 

To make it easier to find the learning outcomes that you want to sample we have split the page up into various tabs:

  • The Standards, Qualifications & Functional Skills will be displayed at the top level
  • The second level will show the specific qualifications, skills, behaviours etc that the learner is completing. 
  • Under these second-level tabs, you will see all the individual learning outcomes, and work aspects, if appropriate. 
  • Note that if a learner isn't completing any of these elements the tab won't be displayed. Therefore for a Framework programme, you will never see the Standards tab. 

Each learning outcome can be expanded to show all of the criteria and activities linked to it. The live status of each learning outcome, criteria and activity will be displayed here:

To include a learning outcome in your sample, simply tick the box and the learning outcome will be added to your sample. If you select a unit or work aspect, then all learning outcomes underneath will be selected (you can then deselect individual learning outcomes). You'll see a count of the number of learning outcomes selected at the bottom of the page update, so you'll know exactly how many learning outcomes are in the sample. 

In this way, you can build up the learning outcomes that you want to sample. Once you've selected all the learning outcomes you want, click 'save' and the sample will be updated. You'll see a summary of the number of different, learning outcomes and activity types selected on the IQA Overview page. 

Once you've selected your learning outcomes you can now move on to 'Conduct Your Sample' or return to the IQA Overview page. 


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