Skip to main content

Updating or Changing an Apprentice’s Standard Version

C
Written by Christopher Wootton
Updated this week

Before you start

  • Confirm the apprentice genuinely needs to move to a different standard or version.

  • Check you have the correct standard and version available in the system.

  • Be aware that you may need to re-map Gateway components after the change.

Step-by-Step Guide

1. Filter to apprentices in training

  1. From the dashboard, select the In Training status to display only learners that can be updated.

2. Open the apprentice record

  1. Use the search bar to find the apprentice by name or reference number.

  2. Click the apprentice’s name to open their record.

3. Start the change process

  1. In the top right corner, click Action.

  2. Select Change Standard from the menu

4. Check the current details

In the new window, review the apprentice information displayed, such as:

  • Name

  • Current standard and version

  • Current Gateway components

  • Number of Gateway evidence items

Tip: Double-check that you are updating the correct apprentice before proceeding.

5. Select the new standard and version

  1. Under Select New Standard, choose the correct standard from the dropdown list.

  2. Select the correct version.

  3. Enter a clear reason for the change, for example Updated to correct apprentice version.

  4. Click Next.

6. Map components if required

If there are differences between the old and new standard versions, you may be prompted to map Gateway components:

  • Follow the on-screen instructions carefully.

  • Map each old component to the equivalent new component if applicable.

  • Click Next to continue mapping through all items.

7. Review and confirm

  1. Review the summary showing both the old and new standard details.

  2. Ensure all apprentice details and mappings are correct.

  3. Click Confirm to finalise the update.

What happens next

  • The apprentice record will update to reflect the new standard and version.

  • Mapped components will be retained as per your selections.

  • Your reason for change will be stored for audit purposes.

Troubleshooting

  • Change Standard option not available: Ensure the apprentice status is In Training and that you are logged in as a Super Admin.

  • Unsure which version to use: Contact EPA Services or your EPA lead before making any changes.

  • Mapping screens blank: This can occur when the new version has a different structure. Continue once reviewed and confirmed.

Did this answer your question?