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 you can follow the process withdrawing a learner who is on a break in learning

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.

How to: Manage Breaks In Learning

1. Request Break

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

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

2. Approve, process 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.

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

Process the 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.

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. 

5. Reviewing a Break

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. 

6. Return to Learning

When a learner is on a break you may want to return them to learning.

The video below shows how to access the relevant area within Bud to return a learner from a break:

Request a return to learning

1. Find the Learner

Navigate to the learner's record in Bud, ensuring that their status reflects they are on a break in learning. You can verify this in their learning plan status and break history.

2. Initiate the Return Request

Open the learner's Break in Learning tab

Click on "Return to Learning" in the learner’s current break in learning record.

3. Enter the Return Details

Date of Return: Enter the date the learner will return to their learning.

Supporting comments: Provide comments to support the learner’s return to learning request. 

4. Submit the Return Request

Once the details are completed, submit the request by clicking on "Request Return". The learner’s status will now be updated to 'Return Requested.'

Process a return to learning request

1. Process by an authorized User

Only users with the general administrator role can process the return.

If you are logged in as a tutor, you must  request that a user with the general administrator role log-ins to process the request. You need two unique users to complete the return process.

2. Locate a learner with a Return Request

You can filter the learner list to show learners who have requested a return to learning, similar to how you can filter for learners on a break.

4. Process or Reject the Return Request 

   To Process: Click "Process Return to Learning" to approve the return. 

   To Reject: Click "Reject Return to Learning" and provide a reason for the rejection.

5. Completion 

   Click on "Submit". Once processed, the learner’s learning plan status will be updated to 'In Progress.'

The break history will be updated with the return date, and the status will reflect the completion of the approval process.

Please note:

• Learning plan access restriction: While the learner is in the 'Return Requested' state, you can access and update their learning plan. This allows you to start preparing activities and re-planning their learning before the return is officially processed.
• ILR Update: Once the return is processed, the ILR will automatically update to show the learner is officially back in funded learning.
• Learning Plan: 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. 

To view the calculations used when returning a learner from a break please view the following article: Learning Planned End Date Calculations on return to learning

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.