This guide is for employers. It explains how Multiverse manages three changes to an Apprentice's status: the Education and Skills Funding Agency (ESFA) probationary period known as the First 42 Days, permanent withdrawals, and temporary Breaks in Learning. Understanding these changes helps the employer protect the levy investment and support each Apprentice.
The First 42 Days: Probation and Non-Starts
The first 42 days of an apprenticeship are an ESFA probationary period. During this period Multiverse monitors engagement closely to find any Apprentice at risk of not completing the programme. The aim is to help the Apprentice overcome early challenges. If the programme is not the right fit, or engagement is not maintained, the best step is often to non-start (withdraw) the Apprentice and welcome them back once the challenges are resolved.
What the First 42 Days means for the employer
Question: If an Apprentice leaves in the first 42 days, is levy funding drawn?
Answer: No. If an Apprentice withdraws within the first 42 days, no levy funding is drawn. The employer's funds stay protected for future use.
Question: How does Multiverse decide to non-start an Apprentice?
Answer: Multiverse uses predictive data to identify risk early. If support interventions do not work, Multiverse decides to non-start the Apprentice, and welcomes the Apprentice back once they are set up to complete the programme.
Timeline of the first six weeks
Weeks 0 to 4 (early risk assessment): the Coach monitors engagement through the Learner Performance Dashboard, including Off-the-Job (OTJ) percentage and attendance, and provides support.
Week 5 (decision point): if low engagement continues despite support, Multiverse may decide to non-start the Apprentice. Multiverse communicates this to the Apprentice and the Apprentice Manager.
Week 6 (finalisation): Multiverse sends a summary of any non-start decisions to the employer's point of contact. The employer then updates the Digital Apprenticeship Service (DAS) records.
The employer's role in the probationary period
Monitor: the employer reviews Apprentice engagement, such as OTJ percentage, through the Learner Performance Dashboard.
Support: the employer ensures line managers actively support any at-risk Apprentice.
For questions or support, contact [email protected].
Apprentice Withdrawals
A withdrawal happens when an Apprentice permanently leaves the programme after the probationary period. Reasons include leaving the employer, a change in personal circumstances, or deciding the programme is no longer the right fit.
The withdrawal support process
Multiverse coaches work to prevent withdrawals wherever possible. If all support and interventions do not succeed, a withdrawal is recommended. When an Apprentice decides withdrawal is necessary, the process is:
Apprentice and Coach discussion: the Apprentice discusses the intention to withdraw, and the reasons, with the Multiverse Coach.
Internal escalation: the Coach escalates the information to the relevant programme management team.
Notification to the employer: Multiverse contacts the employer with instructions to update the Apprentice's status to "withdrawal" on the Digital Apprenticeship Service (DAS).
Re-joining the programme
Question: Can an Apprentice who withdrew re-join later?
Answer: Sometimes. Re-enrolment is possible in some cases but is not guaranteed. It depends on factors such as changes to standards and the Apprentice's readiness to re-engage.
Break in Learning (BIL)
A Break in Learning (BIL) is when an Apprentice temporarily steps away from the programme because of unforeseen circumstances.
What counts as a Break in Learning?
Answer: A BIL is an authorised pause in training lasting more than 30 consecutive days. It is usually caused by significant personal or medical challenges. Limited exceptions may apply in the UK at Multiverse's discretion.
Key points:
A break in training usually happens alongside a temporary break in employment.
The decision must be the Apprentice's. Both the employer and the Apprentice must intend a return to the same programme.
During the BIL, a designated Multiverse case handler keeps regular check-ins with the Apprentice.
What is a Provisional Break in Learning?
Answer: A Provisional BIL is applied automatically when an Apprentice's record shows no Evidence of Learning (EoL) for more than 60 days.
If Multiverse notifies the employer of a Provisional BIL, prompt action is essential. The employer works with the Apprentice and Multiverse to do one of the following:
Submit evidence: ensure missing Evidence of Learning (EoL) is submitted and recorded promptly.
Agree a formal BIL: decide whether the Apprentice's situation warrants a formal, agreed Break in Learning.
Withdraw: if neither is possible and the Apprentice cannot re-engage, withdrawal for non-compliance may be necessary.
The return to learning process
One month before the return date, Multiverse holds a Return to Learning meeting to agree the conditions for reintegration. Conditions may include:
Confirmation of fit to study, if the break was due to a medical condition.
Cohort or Coach changes, to match the Apprentice's current stage of learning.
A catch-up plan for missed content or assessments, particularly for degree apprenticeships.
Compliance and timeline adjustments
Question: Does a Break in Learning extend the apprenticeship end date?
Answer: The break pauses the original timeline. The total programme duration and the required Off-the-Job (OTJ) training hours stay the same. The calendar end date moves later by the length of the break.
On return, the Multiverse Compliance team updates the Individualised Learner Record (ILR) and training plan to record the break, sometimes called "multiple episodes of learning". The Compliance team sends an updated training plan and apprenticeship agreement with the new end date. The Apprentice and the Apprentice Manager must sign the updated document.