04. Apprentices

How to Add A Single Apprentice

STEP 1 OF 3

 

There are two ways to add an apprentice – one at a time using the form or a bulk upload via a CSV file. To add a single apprentice, ensure that you are in the Entered Tab, click Add Apprentice button.

 

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STEP 2 OF 3

 

The Apprentice record is now ready to be completed:

 

— Basic Information

— Employer Details

— Identifiers (NI Number and other unique identifiers in relation to the apprentices, the ACE number is generated by the system once the record is created)

 

If the apprentice is over 19 and has completed the Apprenticeship in less than 12 months you will need to ensure that you select the RPL field. Once you have done this you will have to declare that you have the appropriate evidence for the apprentice RPL and claimed appropriately with an Awarding Organisation.

 

Once all of the mandatory fields have been completed (these are marked with a * ) select Create Item . This will then reveal 3 new tabs:

 

— Framework

— Status

— Certification Evidence

 

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STEP 3 OF 3

 

FRAMEWORKS

Select the frameworks and the components completed by the apprentice (you can either select the framework from the drop down list or start typing the framework name which will reduce the list. So for office management frameworks, typing office in the framework box will bring up a list of office management frameworks both blueprint and SASE). You will also need to complete the ERR and PLTS declarations where possible.

 

STATUS

This tab shows the Status of the Apprentice. When you add an Apprentice it will automatically be given the status Entered.

 

CERTIFICATION EVIDENCE

The framework and the components selected will determine which evidence is required for certification. There is further explanation of uploading certificate evidence in Adding Evidence.

 

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Bulk Upload Apprentices

The Bulk Upload facility allows you to add multiple apprentices at once, auto-filling the apprentice and employer details.

 

There are two file types available, a CSV or Excel file. We recommend the use of the Excel file as this is generally easier to enter the data. This must be saved as a CSV file before loading to ACE. For more detailed guidance please refer to the training manual for Bulk Uploads.

 

Once the file has been loaded to ACE you will need to enter the framework details for the each apprentice.

 

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Searching For An Apprentice

Across all of the top level tabs you will be able to search for apprentices. In order to do this you will need to open the search facility by selecting the tab ‘show advanced search’ which will reveal the search facility.

 

There are a variety of search options available, using both text and drop down menus. This allows you to set the required search criteria. You can search by:

 

. Apprentice Forename/Surname

. Date of Birth (range)

. Identifiers (ACE No. or NI No.)

. Status (any or specific)

. Framework/Pathway

. Entered date (range)

. Certification Date

 

When you have set your required search criteria click the Search Button. If you have made any errors with the search criteria you can select the reset fields option. You can hide the search facility again by selecting the hide advanced search facility button.

 

Or click the Magnifying Glass ‚to reveal the Find option. The drop down menu allows you to search by:

 

• Surname

• Forename

• NI Number

 

Once you have entered your search criteria you must then press the enter key to initiate the search.

 

To navigate between pages you can use the blue arrow keys or type in the white box area to specify a page.

 

The displaying information text shows how many items there are in total and what page is showing.

 

searching for an appren

Adding Evidence

The Certificate Evidence tab provides a list of all evidence requirements based on the framework selection under the frameworks tab.

 

Evidence needs to be loaded separately next to each stated requirement and to do this select the browse/choose file (dependent upon browser used) at the bottom of the page. A pop up will open where you can select the appropriate file

from your system and click on the open button. At this point you will need to select where you

would like this evidence to sit. Some evidence may be used multiple times (such as PLR or GCSE certificates) and where this is the case please select the relevant boxes under the action column‚. Once the boxes have been selected, press the upload buttonƒ. This will ensure that the evidence is loaded against these requirements.

 

REMEMBER
Please note the maximum file size is 3Mb. Any larger and the system will not accept the upload.

 

adding evidence

Submit An Apprentice For Certification

Once you have uploaded all evidence, go to the Status tab and change the status to Pending Certification. This will open a validation box where you can check:

 

— Mandatory fields have been completed.

— All evidence has been uploaded.

— Completion date has been entered.

— Any missing information will be highlighted in red.

 

The 10-day turnaround time starts from the date the apprentice is submitted for certification. You can view this int the days elapsed column on the Pending Certification page.

 

Once you have submitted the apprentice you will be unable to amend any of the information within the record unless the request is rejected. If you need to make any changes at another status you will need to contact the Certification Body.

 

It may be that they will need to reject the claim in order for you to rectify any issues that you have noticed as we are no longer able to reset requests to the entered status.

 

In order to submit certification requests your organisation will need to have set up a Finance User profile on the Central Payment System. If you do not have an account or need further guidance please email: cps@fisss.org

 

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When the Certification Body has reviewed the submission, they will change the status to one of the following:

 

• CERTIFICATE AUTHORISED

 

This means that the Certification Body is satisfied that all of the components within the Apprenticeship Certificate claim have been successfully completed by the apprentice. The certificate is now ready to print, once the certificate has been printed the apprentice record will be removed from this tab and the status will say certificate printed.

 

• REJECTED

 

This means that the Certification Body is not satisfied that all of the components within the Apprenticeship Certificate claim have been successfully completed by the apprentice. The reason for the rejection will be e-mailed to the main Centre Admin User and the person who submitted the submission. Refer to Manage Rejected Apprentices for further information.

 

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REMEMBER:
Please note it is important to keep email addresses up to date on the system so you don’t miss the notifications.

Print / Exporting Apprentice Data

Once you have completed a search in any status tab, you may have a list of apprentices. You can use the drop down to select a number of apprentices to print (up to a maximum of 100).

 

• Select Print View ‚to print the list view of the selected number of Apprentices

 

• Select the Export All button ƒto export the apprentices listed on screen. This will open as an Excel spread sheet.

 

REMEMBER

We recommend that you limit the list for printing or exporting to 100 apprentices as anymore may slow the system down.

 

print export data

Manage Rejected Apprentices

The Rejected tab allows you to view all of the Apprentices that have been rejected for certification, by the Certification Body. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

• To view a rejected Apprentice, double click on their name and their record will open‚.

 

• Click on the Status Tab ƒand the Status History will be displayed.

 

• Click on Rejected Request „and the date of, and reason for rejection will be recorded.

 

• Once changes have been made, return to the Status tab.

 

• You are able to add additional comments to the rejection history in the comment box and select Add Comment …before navigating away from the page.

 

• Once the changes have been made, re-submit the apprentice in the Status tab.

 

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Manage Apprentices Awaiting Certification

The system prevents two users editing an apprentice’s record at the same time. This will appear as being Locked. The second user to open the record will be presented with a read-only view‚.

 

You can see who has the record open under the apprentice tab. If that person is unavailable then please contact the ACE Support Team to unlock the record.

 

 

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View Pending Certification

• The Pending Certification tab  allows you to view all of the Apprentices that are awaiting certification. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.
You will be able to see how many days have elapsed since submission in line with the 10-day turnaround‚.

pending cert tab

 

 

Checking Evidence & Changing The Status

If there are queries raised by either the Centre or Certification Body regarding certain pieces of evidence the Federation have the final say.

 

The Federation will look at the evidence on the system and if accepted will add a note under the individual evidence to provide clarity on why the evidence has been accepted and this will be locked so that the Centre is unable to amend the evidence once accepted. This could happen prior to the Certification Body reviewing the evidence but you will be able to see the comment added by the Federation.

View Certificate Approved

• The Certificate Approved Tab allows you to view all of the Apprentices that have been authorised for certification and waiting for their certificate to be printed. The number in brackets on the tab indicates the number of Apprentices that are currently in this category.

 

View Certificate Printed

• The Certificate Printed tab will give you the option to see when the apprentice has been certificated. This status may also be referred to as the archive status as once here the apprentices records will remain in this status.

ACE Operational Support – Notifications

In order that you are kept up to date with current support and guidance the Federation will inform you of changes to both the ACE system and the certification process via Notifications.

 

These can be found at the top of the page and when you have unread messages the number of unread messages will appear in red. A pop up will also appear when you login to let you know that you have new or unread messages.

 

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REQUIRE MORE HELP?

 

If you experience problems while using the system, the ACE support team are available to help:

 

Telephone: 0300 303 4444

E-mail: ace.helpdesk@fisss.org