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🌱 Example used - Operations Departmental Manager Standard (ST0385)
Step 1 - Building a Standard
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From release 5.12.0 you will see the Save & Continue or Save & Exit options available to you.
Step 1 - Building a Standard
The first step to building a Standard on epaPRO, is to select the Standards tab which is under Entity Management
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1. Standards Info | |||
Standard Details Tab  | Mandatory | Description | Example of Text / Dropdown options |
Level | Yes | Select the level of the standard from the dropdown options available to you | Level 5 |
Title | Yes | Free text field - to add the name of the standard | Operations Departmental Manager |
Description | Yes | Free text field - here you add a description of this particular standard to your choosing | Level 5 (ST0385) Operations Departmental Manager |
🆕 Sector | No | Optional - You can create you own sectors within the build of epaPRO, once built within the customer dropdowns the sectors will display within the dropdown | Business Skills |
Planning Meeting Availability Source | Yes | This is selected if you are currently using the planning meeting process where Training Providers can book ‘live available’ slots on epaPRO. If not then leave the option as Default. | Default |
Minimum Programme Duration | Yes | This is how long the Apprentice needs to be ‘on programme’ for before coming through Gateway | 366 Days |
Maximum Assessment Duration | Yes | This is how long an Apprentice has to complete their EPA once passed Gateway (please note that this will validate to show the EPA window - how long and Apprentice has) | 152 days (5 months) as stipulated in the assessment plan |
Last Registration Date | No | This is when you want to close registrations down, this date will stop Training Providers from registering their Apprentices on this standard | Date as required by Customer |
QA Minimum % | No | Minimum QA % for this standard. | 100% |
Planning Meeting Length | Yes | Length of how long a planning meeting (initial meeting will last) for this standard | 30 mins |
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Standards | |||||||||
External Details Tab  | Mandatory | Description | Example of Text / Dropdown options | ||||||
External Standard ID | Yes | This is for use when undertaking tasks that require use of the bulk upload or the epaPRO API. It allows you to identify a unique standard record. This can be an internal reference number alternatively the STO IFATE reference number | STO0385 | ||||||
Standard Version | Yes | The version of the standard you are building | 1.2 | ||||||
Version Earliest Start Date | Yes | As per the 5.01 release these fields will not longer validate, these can be used for reference only, data is available on IFATE website | 01/12/2021 | ||||||
Version Latest Start Date | No | As per the 5.01 release these fields will not longer validate, these can be used for reference only, data is available on IFATE website | |||||||
IFATE ST Reference | Yes | This is the IFATE ST code. This code has the following format ‘ST0000’, where 0000 is any four digit number. This information can be located here: https://www.instituteforapprenticeships.org/apprenticeship-standards/ | ST0385 | ||||||
Publication Date | No | This is not a mandatory however date is available from IFATE website | |||||||
External Subject Reference | Optional | Internal reference number can be used here 🆕 Change to name of field to Surpass Subject Reference
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External Standard Code | Optional | This is used within the ESFA submission integration. This must match the standard code as defined by the ESFA (this is known as the LARS code and is available on the IFATE website) | 104 | ||||||
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Gateway | |||
Gateway Components Tab  | Mandatory | Description | Example of Text / Dropdown options |
Component | Yes | A list of all Gateway Components you have built will be displayed, select the Gateway Components required for this standard. | Level 2 maths (or equivalent) |
KEY | |||
Enable File Upload | Optional | By selecting thisyou will be giving the Training Provider the option to upload evidence against this gateway component | As per example below |
Mandatory File Upload | Optional | Training Providers will have to upload evidence as part of this gateway component (if selected the Training Provider will not be able to progress through gateway until something has been uploaded) for example Functional Skills is a mandatory requirement for upload of evidence at gateway | As per example below |
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Show Questions |
Gateway
Gateway Standards Tab
Optional | By selecting this you will be showing Training Providers questions available to answer at the point of gateway, an example of this can be seen below |
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Gateway | |||
Gateway Standards Tab  | Mandatory | Description | Example of Text / Dropdown options |
Standard | Yes | Select the standard from the dropdown, which this gateway specification relates to (ensuring you select the add standard tab once selected) | As per example below |
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4. Assessment Components Info | Multiple Assessment Components can be built against a standard | ||
Component Details Tab  | Mandatory | Description | Example of Text / Dropdown options |
Name | Yes | Free text field - name of the Assessment Component you are building | Assessment of portfolio of evidence and presentation |
Upload Required | Optional | By ticking the box, you are stating that evidence does need to be uploaded for this assessment component, please note that by selecting this option alerts will display to all users stating evidence is required. | 14 days (this will inform the Training Provider that evidence is required 14 days prior to the scheduled EPA date taking place) |
Upload Advanced | Optional | If selecting the upload required option (as above) you can determine how long the Training Provider has to upload evidence before the EPA event takes place. This will validate against the Apprentices EPA date that has been booked and will alert the Training Provider to upload evidence as part of this assessment component | 14 days |
Record of Component Achievement Template | Optional | If you are wanting to issue Record of Achievement to Apprentices, you can do this by uploading the template of the ROA here, (Please note this is not the ESFA Certificate, its an internal ROA only) | |
External Component ID | Optional | The external ID is used to match an assessment component with an external system | |
First Assessment Component Reminder | Optional | This is the number of days before a scheduled EPA date that the first reminder will be sent to attendees. Setting this at 0 will ensure the reminder is sent on the day of the EPA event | 7 |
Second Assessment Component Reminder | Optional | This is the number of days before a scheduled EPA date that the second reminder will be sent to attendees. Setting this at 0 will ensure the reminder is sent on the day of the EPA event (template for these reminders are within the communications area of epaPRO) | 0 |
Appeal Window | Yes | This is the number of days after a result has been published that an appeal can be made on the element. Please note when using the ESFA API direct from epaPRO the Apprentices will not display until the appeal window has passed) | 10 days |
Notice Period Required For Booking | Yes | The notice period is how long the Training Provider will have before being allowed to book the assessment for; | 7 Days |
Duration Allowed | Yes | How long the EPA event will take (for example the Project Proposal, Presentation and Questioning is 75 mins) | 75 mins |
Grade Profile | Yes | Grades available to use for this assessment component | Pass, Merit, Distinction, Fail |
Alternative Grade Profile | Optional | The number of non-void results before the alternative grade profile (if set up) is used | 1 |
Maximum Number of Resits | Yes | Total number of resits allowed for this component (use 0 if infinate) | 0 |
QA Minimum % | Optional | Note that '0' will result in QA never taking place, unless manually flagged. To ignore this check, please leave this field blank | |
Require Invigilator | Optional | ||
Communication Attachment Name | Optional | Name of the attached document as per below | Supporting Document |
Communication Attachment | Optional | If a file is uploaded here it will be attached to all component invites, reschedule and result emails | File Upload |
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Active/Inactive Toggle | Yes | Toggle to set Assessment Component to be Active or Inactive | Active/Inactive |
Assessment Component | |||
Standards Tab  | Mandatory | Description | Example of Text / Dropdown options |
Standards | Yes | Select the standard the assessment component is related to | as per example below |
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Assessment Component | |||
Assessment Milestones Tab  | Mandatory | Description | Example of Text / Dropdown options |
Milestone | Yes | Free Text Field - Here you can add a description of the evidence which needs to be uploaded | As per example below |
Type | Yes | Select from the drop down menu (options available are; assessment, or file upload) | As per example below |
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Assessment |
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Step 5 - Once you have built all your Assessment Components, you will then need to build the Assessment Schema as shown below
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5. Assessment Schemas Info
Schema Details Tab
Assessment Schemas
Components Tab
Component | |||
External Assessment Tab | Mandatory | Description | Example of Text / Dropdown options |
Name
Yes
Free Text Field - Here you can add the name of the assessment schema
Level 5 (ST0385) Operations Departmental Manager
Description
Yes
Free Text Field - Here you can add a description of the EPA standard
Level 5 (ST0385) Operations Departmental Manager
ROA Template
Optional
If you are wanting to issue record of achievement to Apprentices, you can do this by uploading the template of the ROA here, (Please note this is not the ESFA Certificate its an internal ROA only)
Standard
Yes
Select the standard this assessment schema relates to from the options available to you from the dropdown available
Level 5 (ST0385) Operations Departmental Manager
Start Date
Yes
This is the date where EPA bookings can be taken from
01/06/2016
End Date
Yes
This is the last date from where EPA bookings can take place
01/06/2024
Review Date
Optional
Date of review
Version
Optional
The Assessment Plan version which can be found on the IFATE website
AP02
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Available External Assessment Types | Optional | You can select external assessment methods here - the choices being Surpass and/or Other or Nothing Selected | Surpass/Other/Nothing Selected |
Yes if Surpass selected on above selection | If Surpass is selected you need to enter in the following fields
| ABC01DE234567 ABC01DE234567 Online Test Online Test |
Assessment Component | |||
Question Form Tab | Mandatory | Description | Example of Text / Dropdown options |
Add Question | Optional | Questions can be added to the Assessment Component, these are reportable too. | see image below |
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Assessment Component | |||
ProctorU Tab | Mandatory | Description | Example of Text / Dropdown options |
Enabled Toggle | Optional | By default toggle is off | |
Permitted Resources | Optional | List of allowed resources from a prescribed list | online_calculator, notepad |
Other resources | Optional | free text option for items, limited to 255 characters | |
Assessment Component | |||
Additional Proctoring Tab | Mandatory | Description | Example of Text / Dropdown options |
Centre Assessed Option | Optional | Enabling this toggle allows the centre assessed proctoring for this component | |
Other Options | Optional | Enable to allow other proctoring options to show for this component | |
Assessment Component | |||
Exercises Tab | Mandatory | Description | Example of Text / Dropdown options |
Create Exercise button | Optional | As a simple example - Advanced Carpentry & Joinery - your apprentice needs to perform certain exercises as part of the Practical component e.g. Create a dovetail joint, hang a door etc as part of the assessment, you can create an exercise to ensure that you detail this in the Component Invitation | Title - Exercise 1. Exercise 1 - show competency in hanging a door |
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Step 5 Build Assessment Schemas
Step 5 - Once you have built all your Assessment Components, you will then need to build the Assessment Schema as shown below
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5. Assessment Schemas Info | |||
Schema Details Tab | Mandatory | Description | Example of Text / Dropdown options |
Name | Yes | Free Text Field - Here you can add the name of the assessment schema | Level 5 (ST0385) Operations Departmental Manager |
Description | Yes | Free Text Field - Here you can add a description of the EPA standard | Level 5 (ST0385) Operations Departmental Manager |
ROA Template | Optional | If you are wanting to issue record of achievement to Apprentices, you can do this by uploading the template of the ROA here, (Please note this is not the ESFA Certificate its an internal ROA only) | |
Standard | Yes | Select the standard this assessment schema relates to from the options available to you from the dropdown available | Level 5 (ST0385) Operations Departmental Manager |
Specialism | Optional | Select the relevant specialism where appropriate | e.g. for ST0263 Advanced Carpentry & Joinery you have:-
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Start Date | Yes | This is the date where EPA bookings can be taken from | 01/06/2016 |
End Date | Yes | This is the last date from where EPA bookings can take place | 01/06/2024 |
Review Date | Optional | Date of review | |
Version | Optional | The Assessment Plan version which can be found on the IFATE website | AP02 |
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Assessment Schemas | |||
Components Tab | Mandatory | Description | Example of Text / Dropdown options |
Components | Yes | Select the assessment components, which need to undertaken by the Apprentice for this standard (they will display in the drop down tab) | As per example below |
Order | Yes | Then select the order of assessments that the Apprentice needs to take them in | As per example below |
Manage Milestones | Optional | If used this will allow you to create a milestone that will appear on the Assessment Progress checklist | As per example below |
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Assessment Schemas | |||
Support Materials Tab  | Mandatory | Description | Example of Text / Dropdown options |
Components
Yes
Select the assessment components, which need to undertaken by the Apprentice for this standard (they will display in the drop down tab)
As per example below
Order
Yes
Add New Support Materials | Optional | Available only when initially setting up an Assessment Schema (prior to apprentices being on this schema) you can add any relevant support materials. Can be set up as a Draft version, scheduled - to be active during a set period, Live or archived. | As per example below |
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