Remedy your year-end funding headache with our handy RPL calculator

Making that end-of-year funding claim can be a real headache for those without all the necessary information in place. 

In 2024, the year-end funding claim window for apprenticeships opened on the 10th June and closed on 13th June. It was a four-day window to submit a claim if you received funds through the Education and Skills Funding Agency (ESFA) funded adult education budget (AEB) now Adult Skills Fund (ASF) or the advanced learner loans bursary (ALLB). 

And each year, a critical part of the information you submit for your funding claim is the Recognition of Prior Learning (RPL). The apprenticeship funding rules make it very clear: the off-the-job training part of an apprenticeship can be used to develop new skills only - not going back over things the apprentice has already learned.  

It means you need an accurate record of your apprentice's prior learning to prove their learning need, and to unlock those funds to pay for their training programme. Without the right RPL proof in your evidence pack, off-the-job training may not be valid and your claim for funds will be turned down. "Funds must not be used to pay for training for knowledge, skills and behaviours already attained by the apprentice, and we will take action to recover apprenticeship funding where this happens," says the Government. 

And sure enough, a lack of RPL evidence was flagged as a common compliance issue in a recent report by the ESFA. It was common, said the agency, for there to be a 'lack of evidence of an appropriate assessment to confirm the learner's knowledge, skills and behaviours prior to commencing the apprenticeship.' Also, 'assessment outcomes were often lacking the identification of any recognised prior learning (RPL) and what has therefore been considered in the Total Negotiated Price (TNP).' 

It has caught out claimants, says the ESFA. 'Where this (initial) assessment is missing or lacking information, we may be unable to confirm that the TNP is correct and there have been instances where providers have had to retrospectively check the assessment / TNP for a high number of learners and where funding has been recovered.' 

So, getting RPL right is crucial for a training provider. They're not only reviewing it to verify their suitability for a chosen standard and to tailor their training plan; they are also making sure that the funding claim goes without a hitch and they're not potentially paying the price further down the line. 

Ok, the RPL is an important piece of work, so what do you include? Your RPL should contain the following: 

• Formal qualifications - include certificates, transcripts or other official documents for any relevant qualifications the learner already holds. This could include previous degrees, diplomas, or certificates related to the apprenticeship they're currently undertaking.

• Work experience - provide a detailed description of their relevant work experience, highlighting the skills and knowledge they gained. This can include details such as employer names, job titles, dates of employment and specific responsibilities that aligned with the apprenticeship competencies. Letters from previous employers to verify the experience also helps. 

• Training courses - if the learner has completed any relevant training courses outside of a formal qualification, make sure you include certificates of completion or an outline of what the apprentice learned. 

• Self-directed learning - this can be trickier, but you can include things like the learner's online course completion certificates, project descriptions demonstrating acquired skills and membership certificates for relevant professional organisations. 

A good RPL record will map how all this evidence aligns with the specific knowledge, skills and behaviours (KSBs) outlined in your learner's apprenticeship standard. It will be presented professionally, which means clearly and concisely, and outcomes focused. 

Was this your challenge in June? Was it a breeze or did you find the evidence gathering a bit of a pain? Getting all this RPL info together can be a chore, but Onefile has something to make it easier for you. 

Our RPL Funding Calculator helps you to recognise prior learning, adjust funding claims and check the viability of applicants online. It's cost-effective, convenient and compliant - you'll have a set process in place to show the ESFA. 

Click to view our RPL Funding Calculator brochure or book a demo with our friendly team.