What are Knowledge, Skills and Behaviours (KSBs) in an apprenticeship?

KSBs are the core competencies defined in each apprenticeship standard. Knowledge covers what an apprentice must understand, Skills are what they can do, and Behaviours describe how they approach their work. Tutors and assessors use KSBs to structure evidence collection and measure readiness for End-Point Assessment.

What is Off-the-Job (OTJ) training?

Off-the-Job training is the time an apprentice spends learning new knowledge, skills, or behaviours that are directly relevant to their apprenticeship standard, but which takes place away from their normal day-to-day duties. It must total at least 6 hours per week on average and be tracked and evidenced throughout the programme.

What is an End-Point Assessment (EPA)?

End-Point Assessment is the final independent assessment that an apprentice undertakes at the end of their programme. It is conducted by an approved End-Point Assessment Organisation (EPAO) and typically includes a portfolio review, professional discussion, practical test, or similar assessment method depending on the standard.

What is the Individualised Learner Record (ILR)?

The ILR is the data return submitted to the Education and Skills Funding Agency (ESFA) by training providers to report on learner participation, progress, and outcomes. Accurate ILR data is required for ESFA funding payments and must be submitted at defined collection points throughout the academic year.

What is the Growth and Skills Levy?

The Growth and Skills Levy is the successor to the Apprenticeship Levy, transitioning from a narrow apprenticeship-only funding mechanism to a broader skills funding model. Employers with a pay bill over the threshold contribute to the levy, and funds can be used to access approved training and qualifications.

Apprenticeship & training glossary

Plain-English definitions of the terms UK training providers, tutors, and compliance teams use every day — from KSB mapping to the Growth and Skills Levy.

Breaks in Learning BIL: A formal pause in an apprenticeship programme agreed between the provider, employer, and apprentice. OTJ hours stop accruing during a break in learning, and the programme end date adjusts accordingly. Breaks must be reported in the ILR and managed carefully to avoid funding issues. See our breaks in learning guide.
Bulk Learner Data BLD: A data submission format used alongside the ILR for ESFA funding purposes. Providers submit BLD to report on learner participation and progress. Accurate BLD is critical for correct funding allocation.
Deep Dive (Ofsted): A focused inspection activity where Ofsted inspectors follow a subject or theme through an organisation's curriculum, training, and learner experience. For apprenticeship providers, a deep dive typically examines how well learners are developing knowledge, skills, and behaviours on a specific standard. Providers need evidence-rich portfolios, tutor subject expertise, and clear curriculum intent to perform well. See our Ofsted inspection checklist.
Digital Apprenticeship Service DAS: The ESFA's online service used by employers and providers to manage apprenticeship funding, register learners, approve payments, and manage levy accounts. Providers must be on the Register of Apprenticeship Training Providers (RoATP) to receive funds through the DAS.
Education and Skills Funding Agency ESFA: The government body responsible for funding education and skills training for children, young people, and adults in England. The ESFA funds apprenticeships through the Digital Apprenticeship Service and sets the rules for provider reporting through the ILR.
End-Point Assessment EPA: The independent assessment conducted at the end of an apprenticeship programme by an approved EPAO. EPA tests whether the apprentice has achieved the full standard. Common EPA methods include professional discussions, portfolio-based interviews, practical tests, and written assessments, depending on the standard. See our EPA readiness guide.
End-Point Assessment Organisation EPAO: An organisation approved by the Institute for Apprenticeships and Technical Education (IfATE) to deliver End-Point Assessments for specific apprenticeship standards. Employers and providers must select an approved EPAO for each standard they deliver.
Employer Provider: An employer who is also registered as a training provider and delivers apprenticeship training to their own employees. Employer providers can access levy funds directly and have both delivery and employer responsibilities under the apprenticeship rules.
Functional Skills: Qualifications in English and maths (and sometimes ICT) that apprentices may be required to achieve if they do not hold equivalent prior qualifications (typically GCSE grade 4/C or above). Functional Skills Level 2 is the most common requirement for higher-level apprenticeships. See our functional skills compliance guide.
Gateway: The formal point at which an apprentice is deemed ready to proceed to End-Point Assessment. The employer, provider, and apprentice must all confirm gateway readiness. Criteria include completing all on-programme requirements, achieving minimum OTJ hours, passing any required Functional Skills qualifications, and having a portfolio that demonstrates competence against the KSBs. Use our EPA gateway readiness checker.
Growth and Skills Levy: The successor to the Apprenticeship Levy, expanding eligible training beyond apprenticeships to a broader range of approved skills and qualifications. Large employers contribute a percentage of their pay bill, and funds can be used via the Digital Apprenticeship Service. The transition from the Apprenticeship Levy to the Growth and Skills Levy is being phased in from 2025 onwards. See our Growth and Skills Levy guide.
Individualised Learner Record ILR: The primary data return submitted by providers to the ESFA. It contains detailed information about each learner, including their programme type, start date, expected end date, funding model, and outcomes. Accurate and timely ILR submissions are required for funding payments and must align with evidence held on the e-portfolio and MIS. See our ILR reporting tracker.
Internal Quality Assurer IQA: The person or team responsible for sampling and monitoring the quality of assessment decisions made by tutors and assessors within a provider. IQA processes ensure consistency, fairness, and accuracy of learner evidence and grading. A robust IQA sampling plan is a key indicator of quality for Ofsted inspections.
Institute for Apprenticeships and Technical Education IfATE: The arm's-length body responsible for developing and approving apprenticeship standards, T-Level qualifications, and other technical education routes. IfATE works with employer groups (trailblazers) to create and review standards.
Knowledge, Skills and Behaviours KSBs: The core competency framework defined in each apprenticeship standard. Knowledge describes what the apprentice must know and understand; Skills describe what they can do; Behaviours describe how they conduct themselves at work. All on-programme evidence should be mapped to relevant KSBs to demonstrate progress and support gateway readiness. See our KSB mapping guide.
Management Information System MIS: Software used by training providers to manage learner records, ILR submissions, funding claims, and operational reporting. Common MIS systems in the UK apprenticeship market include ProSolution, Unit-e, and Maytas. Some platforms (such as Aptem) integrate MIS and e-portfolio functions; others are used alongside a separate e-portfolio system.
Off-the-Job Training OTJ: Structured learning time that takes place away from the apprentice's normal day-to-day duties and contributes to the knowledge, skills, and behaviours in their apprenticeship standard. OTJ must total at least 6 hours per week on average, be logged and evidenced throughout the programme, and is audited by the ESFA. See our OTJ hours guide. Use our OTJ calculator.
On-Programme Assessment: Assessment activities that take place throughout the apprenticeship, including progress reviews, evidence submissions, and formative assessments. On-programme assessment is distinct from End-Point Assessment and is managed by the training provider rather than the EPAO.
Progress Review: A tripartite meeting held at least every 12 weeks between the apprentice, their employer/line manager, and the training provider. Progress reviews assess how the apprentice is developing against the KSBs, track OTJ hours, set SMART targets, and identify any support needs. Reviews must be documented and retained as evidence. See our progress reviews guide.
Recognition of Prior Learning RPL: A process that allows providers to formally assess and credit an apprentice's existing knowledge, skills, and qualifications towards their apprenticeship programme. RPL can reduce the minimum duration of an apprenticeship below the standard 12-month minimum, provided it is evidenced and documented appropriately. See our RPL guide.
Register of Apprenticeship Training Providers RoATP: The official list of organisations approved to deliver apprenticeship training in England and receive ESFA funding. Providers must apply to be on the RoATP and meet ongoing due diligence requirements to remain listed.
Apprenticeship Standard: The occupational profile and assessment plan developed by employer groups (trailblazers) and approved by IfATE for a specific job role or occupation. Standards define the KSBs an apprentice must achieve and the EPA method used to assess them. Standards have largely replaced the older framework-based apprenticeships.
Subcontracting: An arrangement where a lead provider contracts with another organisation (the subcontractor) to deliver part or all of the training for their apprenticeship starts. ESFA rules place strict limits on subcontracting and require lead providers to maintain oversight and quality assurance of all subcontracted delivery. See our subcontracting rules guide.
Training Provider: An organisation on the Register of Apprenticeship Training Providers (RoATP) that delivers apprenticeship training to employers and their apprentices. Training providers are responsible for curriculum design, tutor delivery, evidence collection, ILR submission, and quality assurance throughout the programme.
Trailblazer: An employer group that works with IfATE to design and develop a new apprenticeship standard or revise an existing one. Trailblazers define the KSBs, assessment plan, and grading criteria for the standard. Employers, professional bodies, and sector organisations all participate in trailblazer groups.

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Apprenticeship & training glossary

Managing KSBs, OTJ, and compliance in one place

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