How to move apprentices to a new provider?

This is something you may need to do on occasion, such as when a training provider has ceased trading.

Unfortunately it isn't possible to do this via a bulk update, due to the complexities of apprentices statuses.

Step 1

First you will need to identify all the apprentices that are with the current provider and the status they are at.

Run the Apprentice Details report to gather all the apprentices pertinent data.
Run the Assessment Elements report for that Provider, to check the status of any On Programme/In Assessment apprentices.

For On Programme apprentices Pre-Gateway this process is relatively straightforward, as no evidence needs to be downloaded, retained and re-uploaded. Then go to Step 3

Step 2 For apprentices that are post gateway

You will need to ensure you have downloaded and saved all relevant documents and test results for the apprentices that are past gateway approved with the former Training Provider, so they can be re-uploaded to the new Training Provider.

Irrespective of apprentices status, please continue to step 3

Step 3

You will then need to delete the apprentices manually, unfortunately this cannot be actioned via a bulk update. So is done per apprentice.

Step 4

Using the Create apprentice template and the user details report build your csv to create these apprentices for the new Training Provider

They will then be able to be created/registered with the new Training Provider, ensure that you also use the field for Provider Transfer Date for audit purposes.

Step 5 If you had apprentices past gateway

The files/evidence will need to be re-uploaded to them