Managing a successful End Point Assessment (EPA) journey starts well before gateway. It relies on early preparation, accurate data, and ongoing communication.
From creating apprentice records and submitting purchase orders to confirming standards and planning assessments, each step plays a crucial role in avoiding delays and ensuring a smooth process.
This guide outlines the core actions you should take to stay on track, meet your timelines, and work effectively with us here at EAL so that your apprentices are fully supported and ready for assessment.
Key Steps
Create Apprentice Records Early
Don’t wait until the last minute. Create records in ACE360 as soon as the proposal is signed - at least 6 months before gateway. This gives everyone (you, the apprentice, the employer, and us, the EPAO) time to prepare and plan properly.
Confirm Standards, Pathways & Versions
Triple-check the apprentice is on the correct standard, version, and pathway in ACE360. If your Standard Offerings aren’t updated, you won’t be able to select them.
Ensure EPA Dates Are Accurate
Incorrect dates throw off gateway planning, assessment availability, and invoicing. Check that expected EPA dates reflect a realistic timeline of completion.
Share Purchase Order Numbers Early
Submit PO numbers at least 3 months before gateway to avoid invoicing delays and ensure assessments aren’t held up.
Keep Contact Details & Forms Up to Date
Complete and return documents like:
Contact Request Form
VAT Declaration Form
These ensure we’re contacting the right people and invoicing correctly.
Let Us Know About Specific EPA Requirements
If your assessment involves:
Reasonable Adjustments
Security Clearances
NDAs or site-specific restrictions
Tell us as early as possible so we can plan accordingly.
Use Our Support Tools
Read our communication emails and Knowledge Hub articles
Schedule check-in calls with your EPA coordinator or CX Consultant
Ask questions - we’re here to help
Plan Your EPA Timeline in Advance
Book a planning meeting with your EPA coordinator around 3 months before gateway. This lets us map your timeline, confirm requirements, and lock in availability.
Read Your Assessment Plans and Standard-Specific Documentation
Ensure you read your assessment plans and standard specific documentation to see what is required to plan EPA effectively for your learners. Each standard will have it's own submission requirements so ensure you familiarise yourself with these on ACE.
Submit Gateway Evidence ASAP
Don’t let admin delays slow you down. Once the apprentice is ready, submit documentation as early as possible - ideally well before the deadline.
Stay in the Loop & Share Feedback
Tell us what’s working and what's not working. Give us feedback on support, scheduling, and results to help us continuously improve your EPA experience.
Need more help? If you need further assistance, we suggest taking a look at the range of EPA articles available in our Help Centre. You may find the answers to your queries in these resources.
Alternatively, if you require additional support, please contact our friendly Customer Experience - EPA Team who will be more than happy to assist you.