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When and how should I complete my Gateway forms?

What to expect from your Gateway meeting, how to complete your Gateway forms, and what to do if a form is missing or needs correcting.

Summary

At the end of your apprenticeship, you will take part in a Gateway meeting with your Apprentice Manager and your Coach. This meeting confirms you are ready for your End Point Assessment (EPA) and marks the end of your formal on-programme learning. Two forms must be completed and signed at this meeting.

Your Gateway forms

On the morning of your Gateway meeting, Multiverse automatically sends two forms by email to you, your Apprentice Manager, and your Coach.

Both forms must be completed and signed during the meeting.

The Gateway Form

The Gateway Form confirms you are ready to move from on-programme learning to your End Point Assessment. You, your Apprentice Manager, and your Coach must all sign this form.

The Off-the-Job Declaration Form

The Off-the-Job (OTJ) Declaration Form records your Off-the-Job training hours. You and your Apprentice Manager must both sign this form.

Completing your forms accurately

Your Unique Learner Number (ULN) is required to complete your Gateway Form. Your ULN can be found in your Multiverse learner profile. If you cannot locate it there, contact the Multiverse support team before your meeting. Do not wait until the day of your Gateway.

Review all details on both forms before signing. Any error found after signing requires the form to be corrected and re-signed by all parties. Your Coach can help you review the forms during your Gateway meeting.

Key notes on your forms

The following notes cover specific scenarios and exceptions you may encounter.

  • If the additional learning need (ALN) adjustments field is unticked and no adjustments are needed, the form does not need to be resubmitted.

  • You must sign the Gateway Form even if your employment ends before your EPA date.

  • If you have opted out of Functional Skills (Maths, English, or both), your Apprentice Manager must tick the relevant opt-out boxes and sign the section. Leaving these boxes unticked will require the form to be reopened and re-signed by all parties.

  • An abbreviated manager name (for example, an initial and surname) is acceptable on the OTJ Declaration Form.

  • If you are completing a resubmission Gateway, the OTJ Declaration Form is not required. Contact your Coach about Off-the-Job hour requirements during the resubmission period.

  • If your Apprentice Manager is updated in Multiverse's system, the forms are sent automatically to the new manager.

  • If your Gateway meeting is covered by a different Coach, the forms will still go to the originally assigned coach's email address. Contact the Multiverse Support Team in advance to have the forms redirected to the covering Coach.

Frequently Asked Questions (FAQs)

Questions

Answers

Question: I have not received my Gateway forms.

Answer: Check your junk or spam folder first. If the forms are still missing, contact the Multiverse support team and they will arrange for the forms to be reissued. Direct links can also be shared with you, your Apprentice Manager, or your Coach if the original emails have not arrived.

Question: I have signed my Gateway form but need to make a change.

Answer: Signed forms cannot be edited directly. Contact the Multiverse support team. They will reopen the form so the necessary changes can be made. All parties must then re-sign the form.

Question: My forms have been sent to the wrong person or an outdated email address.

Answer: Contact the Multiverse support team as soon as possible. They can redirect the forms or share direct links with the correct recipients so your meeting can proceed as planned.

Question: My Gateway meeting has been rescheduled. What happens to my forms?

Answer: The original forms must be cancelled before new ones can be issued for the rescheduled date. Contact the Multiverse support team to cancel the existing forms. Once cancelled, new forms will be generated and sent ahead of your new meeting date.

Question: I cannot access the link in my pre-Gateway email, or I am unsure which platform holds my gateway checklist.

Answer: If you are on My Multiverse and the link in your pre-Gateway email does not work, this is a known issue. You do not need access to the Applied platform to complete your Gateway meeting. If you were previously on the Applied platform and are unsure which platform holds your gateway checklist, contact your Coach. They will confirm the correct location for your programme.

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