Pre-start (before day 1)
- Eligibility and prior learning checks
- Employer account, PAYE and funding route checked
- Apprenticeship agreement prepared for employer and apprentice
- Broad training plan content agreed before training
Apprenticeship learner onboarding checklist
A current checklist for taking an apprentice from eligibility and initial assessment to evidenced learning and the first progress review. It covers the training plan (formerly called the commitment statement), apprenticeship agreement, ILR, apprenticeship service approval, safeguarding and employer induction.
Training plan
ILR setup
Employer approval
Safeguarding
Updated: 15 July 2026. Format: CSV workbook starter. Apply the funding rules for the apprentice's actual start date.
Onboarding stages covered
Day 1 — sign-up
- Apprenticeship agreement signed by employer and apprentice
- Training plan signed where possible, or virtual/email agreement retained
- ULN obtained and verified
- Actual learning start and learner details recorded in the ILR
First 42 days — setup
- Fully signed training plan in place by the end of day 42 where initial agreement was virtual or by email
- English and maths decision documented using the apprentice's age and prior attainment
- Employer reviews and approves the ILR-generated record in the apprenticeship service
- Safeguarding induction and Prevent awareness completed
Programme platform setup
- Learner account created on e-portfolio platform
- Employer portal access set up
- Assessment organisation route checked against the applicable assessment plan
- First progress review scheduled within the required timetable
Training plan requirements
The provider develops and agrees the training plan with the apprentice and employer. Its broad content must be agreed before training is delivered. A signed plan should be obtained before delivery where possible; if initial agreement is virtual or by email and a signed version cannot yet be obtained, retain evidence of that agreement and secure the fully signed plan by the end of the 42-day qualifying period. Funding can only be claimed from the first evidenced apprenticeship learning activity documented in the plan.
- Apprentice, employer, provider, job role and normal working hours
- Apprenticeship standard and assessment-plan version
- Initial-assessment outcome and relevant prior learning
- Practical-period duration: for starts from 1 August 2026, at least eight months after prior-learning adjustment, or longer where the standard or assessment plan requires it
- Planned off-the-job training hours, at least the published standard minimum after any valid prior-learning adjustment
- Content, delivery schedule, responsibilities and progress-review approach
- English and maths arrangements where mandatory or agreed
- Roles and responsibilities for all parties
- Complaint and concern escalation process
The training plan and apprenticeship agreement are separate. The provider signs the training plan, but the apprenticeship agreement is signed by the employer and apprentice. For 2026/27 starts, apprentices aged 16–18 at the start without a suitable equivalent must include English and/or maths; for apprentices aged 19+ at the start it is optional where the employer agrees, unless a mandatory qualification requires it.
Common onboarding errors
- Forcing the ILR learning start date to match an employment or agreement date instead of recording the first evidenced learning activity.
- Starting training without evidence that the broad plan was agreed, or missing the signed-plan deadline at the end of day 42.
- Prior learning not formally recorded and reflected in price, duration, content and off-the-job training where required.
- Applying a blanket English and maths assessment or qualification rule without checking age, prior attainment and employer agreement.
- Employer approval left outstanding in the apprenticeship service, so payment is withheld.
Current rules to check
This checklist reflects the DWP 2026/27 apprenticeship funding rules. Starts before 1 August 2026 remain subject to the rule set for their own start date. Validate ILR fields and deadlines against the current ILR technical guidance.
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