Learner Overview - Managing Breaks in Learning

 

Introduction

Within Bud, it is possible to place a learner onto a Break in Learning (BIL). We utilise a 3-step process to ensure that the break is properly and appropriately checked. Once placed on a break, the break can be periodically reviewed before the learner is either returned to learning or withdrawn from the apprenticeship. 

Prefer to watch a video? Click here to watch a webinar on breaks in learning and withdrawal process as our Client Education series. 

User Roles

Please note that to put a learner on a 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.

Request a Break:

  • Trainer
  • Operations Manager

Approve a Break:

  • Operations Manager

Process a Break:

  • General Administrator

How to: Manage Breaks In Learning

1. Request Break

  • The first step is to request the break, which can be done within the 'Overview' page for the learner.
  • From the ‘What would you like to do?’ drop-down, select 'Break in Learning'.

The video below shows how to access the relevant area within Bud to request a BIL:

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

2. Approve or Reject the Break

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.

  • To approve the break, access the learner and expand the break record. At the bottom of the record, you will see the Approve and Reject buttons.
  • Select the option and then confirm your choice.

If you reject a break the learner will be updated back to a status of 'In Progress' and can continue learning. If a break is rejected you will have to follow the original steps to create a new break in learning request rather than editing the rejected one. 

If you approve a break the learner’s status will be updated to 'Break Approved', which will then allow a user to process the break. Whichever option is taken, a note will automatically be added detailing who approved/rejected the break and when.

Once the learner is a status of 'Break Approved', the learning plan will become read-only. This means that whilst 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

3. Process Break

Once the break has been approved, the status of the learner will be updated to 'Break Approved'. 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.

  • To process the break, access the learner and expand the break record. At the bottom of the record, you will see the Process and Reject buttons.
  • Select the option and then confirm your choice. 

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:

  • Bud sees 'Date of Break' as the break and starts the date from this date. However, it is the ‘Date of last activity’ field that is automated into the ILR and this remains fixed unless it is manually overridden by an ILR administrator.
  • 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.

4. Edit a Break

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. 

Bud Recommends:

Consider running a review on the Date of Break, where possible. This can then be recorded as the Date of Last Activity and helps ensure both the date of the break and the date of the last activity, automated into the ILR is the same. It also helps ensure progress is reported as accurately as possible, ahead of the break.

5. Reviewing a Break

Once a learner is on a break you can periodically review the break, return the learner to learning, or withdrawal 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. 

6. Return to Learning

When a learner is on a break you may want to return them to learning. This can be done by:

  • Accessing the learner on a break and viewing the break information.
  • Select 'Return to Learning' which will display the return form. You will have to enter the date of return, which will be used to update the programme end date.

Please note that 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. 

Once the learner has returned to learning you will still be able to view details of the break (any other previous breaks) in the Learner Overview page. 

Bud Recommends:

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.

This means users with relevant permissions can edit and resign the Apprenticeship Agreement and Training Plan after a learner returns from a Break in Learning. This removes the requirement to capture additional documentation and upload it into Bud, saving time and effort, and improving compliance. It also helps ensure you capture the most up to date version of such documents.

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