1. Standards Info

Mandatory

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

Standards

Mandatory

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

Surpass Subject Reference

Optional

Internal reference number can be used here

We have changed the name of field to Surpass Subject Reference rather than “External” in release 5.13.0

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

Ofqual Qualification Number

Optional

An optional field to enter the Ofqual Qualification Number, this will also appear on the Standards Report

Gateway Component Tab

Open

Mandatory

Example of Text / Dropdown options

Component Name

Yes

Free text field - add the name of the Gateway Component

Level 1 maths (or equivalent)

Component Description

Yes

Free text field - add a description of the Gateway Component (will be visible to Training Providers where uploading Gateway evidence, so can be used to provide information to your Training Providers on what evidence is required to be uploaded)

Equivalent to a GCSE Grade E-D (2-3)
Note that if the certificate is in a different name then suitable evidence must also be supplied e.g. marriage certificate

Mandatory

Example of Text / Dropdown options

Specification Name

Yes

Free text field - name of the gateway specification you are building

Level 5 End-point Assessment for ST0385/AP03 Operations/Departmental Manager -

Description

Yes

Free text field - here you can add a description of the standard.

An Operations or departmental manager is someone who manages teams and/or projects, and achieving operational or departmental goals and objectives, as part of the delivery of the organisations strategy.

Single Sign Off

Optional

By selecting this you will allow the Training Provider to come through gateway without the need to confirm their gateway uploads

Require File Uploads or E-Portfolio Link

Optional

Option to be able to upload E-Portfolio links or File Uploads as additional evidence (if part of the EPA and is required to be uploaded at gateway). Once toggled on, those items selected for mandatory file upload will need to have either a file upload OR an e-portfolio link

Confirm Mentor, Address and Apprentice Details

Optional

By selecting this option the Training Provider will be prompted to check the Apprentice details, a new screen will display showing all Apprentice details provided at registration, Training Provider will simply toggle to confirm information is correct (should any information need to be corrected the link to ‘edit’ Apprentice details will be provided)

Declaration

Yes

Free text field - Here you can bespoke a declaration that the Training Provider will need to sign off (electronically) before submitting an Apprentices gateway

I confirm that the apprentice has passed the employer gateway review, and there are accurate and authentic records that the apprentice:

1. Has completed a minimum of 12 months and 1 day on-programme.

Start Date

Yes

This is the date that Apprentices can come through Gateway, it is advised that you use the ‘approved for delivery date’ as stipulated on the IFATE website, (by choosing the date you as an EPAO gained approval, will restrict registering those Apprentices who have an ‘on programme date, prior to the date added here) as this date will validate against an Apprentices 'on programme date’

1st June 2016

End Date

Yes

This is the date where you will no longer allow Apprentices to come through gateway, we would recommend adding a date well into the future to ensure that this does not become a blocker for registrations

1st June 2040

Mandatory

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 this you 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

Show Questions

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

Mandatory

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

Mandatory

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;
So for example by adding 7 days here, this will mean that the Training Provider has to give 7 days notice before the event is booked, they will not be able to book the event within 7 days. (This functionality is particularly useful if you allow your Training Providers to book their Apprentices EPA dates directly into epaPRO using the assessment booking process).

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

Active/Inactive Toggle

Yes

Toggle to set Assessment Component to be Active or Inactive

Active/Inactive

Mandatory

Example of Text / Dropdown options

Standards

Yes

Select the standard the assessment component is related to

as per example below

Mandatory

Example of Text / Dropdown options

Method of Assessment

Yes

Drop down box will display all options available

as per example below

Assessment Centres

Yes

This option is where you want to use the functionality of Assessment Centres (different venues)

as per example below

Description

Yes

Free Text Field - Here you can give a description of the assessment that needs to be undertaken by the Apprentice

as per example below

Mandatory

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

Mandatory

Example of Text / Dropdown options

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

• External Test Reference

• Alternative External Test Reference

• External Test Reference Description

• Alternative External Test Reference Description

ABC01DE234567

ABC01DE234567

Online Test

Online Test

Mandatory

Example of Text / Dropdown options

Add Question

Optional

Questions can be added to the Assessment Component, these are reportable too.

see image below

Mandatory

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

Mandatory

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

Mandatory

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.
Description: -

Exercise 1 - show competency in hanging a door

Mandatory

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:-

• Advanced Site Carpentry

• Advanced Architectural Joinery

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

Mandatory

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

Mandatory

Example of Text / Dropdown options

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