Withdrawing an apprentice from ACE360 is a straightforward process, but there are important points to consider to ensure compliance and accurate record keeping.
When Can You Withdraw an Apprentice?
You can withdraw an apprentice at almost any stage in the programme. However, once the final EPA grade has been awarded and the status is set to Grade Determined, the record can no longer be withdrawn.
If you do not see the option to withdraw, the apprentice is likely already in the Grade Determined phase and cannot be removed from the system.
How to Withdraw an Apprentice
Open the Apprentice’s Record
Go to the apprentice’s profile in ACE360.
Select ‘Withdraw Apprentice’
Click the Actions button and choose Withdraw Apprentice. If this option is missing, check the apprentice’s status as they may already be past the withdrawal stage.
Enter the Reason for Withdrawal
A prompt will appear requesting the reason for withdrawal. Enter the relevant details and the reason will be visible on the record after withdrawal.
Confirm the Withdrawal
Click Withdraw to finalise the action. You will see a reminder that, after withdrawal, the record will be locked and you will no longer have access to any files or evidence associated with that apprentice.
What Happens Next?
The apprentice’s record will move from Live Records to the Archived Records tab in ACE360.
In the archived record, you will see a banner indicating the reason for withdrawal, the date, and the user who carried out the action.
If the apprentice is withdrawn within 90 days of their Apprenticeship Start Date, the system will automatically credit one token back to your account. Withdrawals after 90 days do not qualify for a token refund.
To view or review a withdrawn apprentice’s details, go to the Archived Records tab within Apprentice Records. Click on the relevant record to see all withdrawal details.
For more information on withdrawing apprentices you can read the article here.