This article explains how to formally 'stop' an apprentice's record on the Apprenticeship Service portal. It is crucial to only use this function when an apprentice has either withdrawn from their apprenticeship programme or has left your employment.
How to stop an apprentice’s record:
To stop an apprentice's record, please follow these steps:
Sign in to your account on the Apprenticeship Service portal.
Navigate to the "Apprentices" section. This is usually located in the tabs at the top of the page.
Within the "Apprentices" section, click on "Manage Apprentices".
Locate the name of the apprentice whose record you need to stop.
Click on "Edit Status" next to the apprentice's name.
Select the option ‘Stop’ on selected date. You will then be prompted to enter the relevant stop date.
Important Considerations for the Stop Date:
The correct 'stop' date to enter on the Apprenticeship Service portal depends on the specific circumstances of the apprentice's departure:
Withdrawal: If an apprentice withdraws from the programme after completing more than 42 days on it, the last date they provided evidence of learning should be used as the ‘stop’ date. Guidance on finding the last evidence of learning date is detailed here.
Important note: If the apprentice's withdrawal or their last evidence of learning falls on the last calendar day of a month, the ‘stop’ date on the Apprenticeship Service portal must match the following month. For example, if an apprentice's last EoL was on 31/10/2024, the stop date on the portal should be entered as 11/2024.
Non-Starter: If an apprentice never actually started their programme (no-show) or withdrew within the first 42 days, the stop date on the portal can be their last evidence of learning date or, if there is no learning record, you can use the original start date of the apprenticeship as the ‘stop’ date. This is important as the system does not allocate funding for non-starters.
Change of Employer: In cases where an apprentice changes employers, the ‘stop’ date on the Apprenticeship Service portal should reflect the last date of their employment with the previous employer (not their last evidence of learning date). If the apprentice's last day of employment falls on the last calendar day of a month, the ‘stop’ date on the Apprenticeship Service portal must match the following month. For example, if an apprentice's last evidence of learning was on 31/10/2024, the stop date on the portal should be entered as 11/2024.