EPA results received
- EPA grade confirmed from EPAO
- Grade recorded in learner's e-portfolio
- Learner notified of result
- Employer notified of result
Apprenticeship end-of-programme completion checklist
The mirror of the learner onboarding checklist — everything your team needs to do after EPA results are received to close a learner's record correctly. Covers ILR achievement recording, ESFA notification, certificate collection, employer notification, file archiving, and post-programme follow-up.
ILR achievement recording
Certificate collection
File archiving
Employer notification
Published: 4 March 2026. Format: CSV workbook starter.
Completion stages covered
ILR record update
- Actual end date updated in ILR
- Outcome code set correctly (e.g. outcome 1 — achieved)
- Achievement date recorded
- Grading outcome field populated
Certificates and documentation
- Apprenticeship certificate ordered from IfATE
- Functional skills certificates retained on file
- EPA certificate received and filed
- Prior learning certificate copies retained (if applicable)
File archiving
- Learner file archived per retention policy (minimum 3 years post-completion)
- E-portfolio record locked or archived
- Employer portal access reviewed (deactivate or retain per agreement)
- Personal data reviewed against GDPR retention schedule
Post-completion actions
- Update the ILR and submit in the next available window — do not let achievement records sit unsubmitted.
- Check ESFA's apprenticeship service shows the completion status updated — employer levy accounts need to reflect the completion for their own records.
- Confirm the apprenticeship certificate has been ordered (via the apprenticeship service or IfATE portal as applicable).
- Send the employer a completion notification letter — some employers require formal documentation for HR records.
- Conduct a post-programme review with the employer: what worked, what could improve, and whether they want to start more apprentices.
Common errors at completion
- ILR not updated after EPA results — learner remains "active" in ESFA systems, affecting funding reconciliation.
- Wrong outcome code used — check current ILR spec; outcome codes change between academic years.
- Certificates not collected — creates gaps in the learner's record that can be flagged in audits years later.
- File archived before GDPR retention period is confirmed — data deleted too early is an enforcement risk.
Automate completion workflows?
Prentice triggers end-of-programme workflows automatically when EPA results are received — updating records, notifying stakeholders, and flagging outstanding steps so nothing is missed in the completion process.