End-point assessment (EPA) newsletter updates
April 2025 Newsletter – NCFE EPA
Hello and welcome to April’s EPA newsletter.
In this edition, we’ll provide you with updates on supporting apprentices with their end-point assessments, information on updated policies, and a change to business hours. Please read on to discover the latest insights that will help you achieve your apprenticeship goals.
Advice, guidance and support
Getting to know the new Level 2 Administration Assistant apprenticeship
Join Allison Chatten, Product Manager of Apprenticeships at NCFE, and Lucy Hunte, Senior Apprenticeships Development Manager at NHS England, for an overview of the proposed Level 2 Administration Assistant apprenticeship on Thursday 15 May 2025 at 11am.
What this webinar will provide:
- an overview the Level 2 Administration Assistant apprenticeship
- a summary of why the apprenticeship is being developed
- insight into how this new apprenticeship could support employers across different sectors
- what we know so far about the apprenticeship in relation to content and assessment
- timescales and next steps
- Q&A session.
Click here to register your place.
Online assessments
Apprentices can now access their online assessments from the originally scheduled start time, with access remaining open until 11:59pm (midnight) on the day the test is scheduled.
If any issues arise with the assessment links, please contact us at [email protected] or call our Customer Support Team on 0191 240 8950.
Changes to apprentice assessment feedback
Last year, we revised our approach to providing feedback on each assessment component for apprentices. Our feedback forms detail all the KSBs and grading descriptors, along with the grade achieved for each. We’ve further refined this approach based on customer feedback. Going forward, apprentices will receive a summary from the IEPA, highlighting where they met the criteria effectively, with examples of how they achieved this. This enhancement will offer apprentices more insight into their performance. The updated feedback form will apply to grades released from Monday 31 March 2025, issued within five working days of the assessment. It will be available on epaPRO, within the Q&A section on the results page.
Removing the requirement to complete the Plan and Prepare sheet
Based on your feedback, we’re removing the requirement for apprentices to use the Plan and Prepare sheet to record key discussion points for assessments. While we still encourage its use, apprentices who cannot print the template may use a blank sheet of paper or an alternative template to help structure their responses.
Please note that no more than two sheets should be used during assessments, and this will be verified by the IEPA before the assessment begins. Additionally, reading out long, pre-structured sentences will be considered a violation of assessment conduct for presentations, interviews, or discussions.
We’ve also updated the Plan and Prepare sheet and example, which can now be found under the Support Materials tab on epaPRO.
New report available on epaPRO
We’ve added a new report to your available reports on epaPRO.
Report Title: Gateway Status under the Gateway tab
This report will help you to:
- monitor gateway rejections and outstanding actions
- track when apprentices progress to EPA
- analyse the average number of requests submitted per apprentice
- identify common rejection reasons for apprentices.
We can configure this report to be sent to you daily or weekly via email, ensuring you stay informed about rejected learners who have yet to be resubmitted.
Please reach out to your relationship contact or email [email protected] to discuss further.
Updates to the Dental Nurse Integrated standard
The Institute for Apprenticeships and Technical Education (IfATE) has released an update regarding the ST0113 Dental Nurse apprenticeship standard. Version 1.3 will now remain open for new starts only until 31 July 2025.
This is a change from the previously planned end date of 31 August 2025, which has been brought forward due to learners enrolling on the alternative standard, ST1431 Dental Nurse (GDC).
Join the Teaching Assistant Forum
NCFE is hosting a Teaching Assistant Forum event on Thursday 8 May at 5pm. Join our Product Manager, Allison Chatten, to learn more about the new Specialist Teaching Assistant Apprenticeship (STAA).
This new specialist apprenticeship offers three distinct specialist routes: SEND, Social and emotional wellbeing, and Curriculum provision.
Reminders from last month
End-of-year timeline and SLAs
Remember to access our timeline and tips document that covers everything you need to know to ensure your apprentices complete their end-point assessment (EPA) by 31 July 2025. This can be found in the Support materials section on epaPRO.
Making it easier for you to find Support Materials on epaPRO
epaPRO has launched an updated landing page for the Support Materials section, making it easier to locate standard-specific guidance. If you prefer the previous layout, you can easily switch back by selecting the "Old View Support Materials" button in the top right corner of the View Support Materials section.
Delivery
Assessment re-sit/re-takes
As a reminder, if apprentices need to complete a re-sit or re-take, they’ll only be assessed on the criteria they previously did not pass. They’ll have the full assessment duration to provide any additional information. However, if the assessment plan specifies a capped grade, they won’t be able to achieve a higher grade, regardless of any extra content they include.
Product
Early Years Educator v1.4 - new assessment plan
IfATE has released an updated assessment plan for the Early Years Educator standard.
Early Years Educator v1.4 went live on Thursday 27 March. Any new apprentices who start on programme on or after this date need to be enrolled on this version.
We have uploaded the Guidance materials to epaPRO. The only change is confirming that the observation with questioning must be carried out face to face
We have set the standard up on epaPRO ready for registrations.
Facilities Manager v1.2 - new assessment plan
IfATE has released an updated assessment plan for the Facilities Manager standard.
Facilities Manager v1.2 went live on Monday 24 April. Any new apprentices who start on programme on or after this date need to be enrolled on this version.
We’re currently reviewing the changes and developing our approach, and we aim to have our guidance materials available by the end of June. We’ll set the standard up on epaPRO ready for registrations by the end of June 2025.
Reminders from last month
New standards
The following standards are now live for registrations on epaPRO and the guidance materials can be found within the Support Materials section on epaPRO.
|
EPA standard |
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Team Leader v1.4 |
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Operations Manager v1.4 |
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Senior Healthcare Support Worker v1.6 |
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Customer Service Specialist v1.2 |
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Specialist Teaching Assistant v1.0 |
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Early Years Educator v1.4 |
Quality and Compliance
Updates to the EPA Re-sit/Re-take Policy Appendix A
We've updated Appendix A of the EPA Re-sit/Re-take Policy, presenting it in a clearer format to make the rules for re-sits and re-takes easier to understand. The updated policy can be found on our website.
Reasonable adjustments
When submitting a request for a reasonable adjustment for an apprentice, please remember to upload a completed EPA Reasonable Adjustment Request Form which is available on epaPRO, along with any relevant supporting evidence.
EPA NEWSLETTER ARCHIVE
Explore our past EPA updates.
March 2025 EPA newsletter
Advice, guidance and support
Apprentice assessment feedback
Last year, we updated our feedback approach for apprentices, providing detailed insights for each assessment component. Our feedback forms now include all relevant Knowledge, Skills and Behaviours (KSBs), grading descriptors, and the achieved grade. Based on customer input, we’ve further refined this process.
Starting from Monday 31 March 2025, apprentices will receive a summary from the Independent End-Point Assessor (IEPA), outlining where they met the criteria, supported by specific examples. This enhancement aims to offer apprentices a clearer understanding of their performance. For any results released from Monday 31 March 2025, the feedback form will include the enhancements and will be available on epaPRO within the results page's Q&A section.
Plan and Prepare document
In response to valuable customer feedback, we are removing the mandatory use of the Plan and Prepare sheet for recording key discussion points during assessments. While we still recommend its use, apprentices who are unable to print the template may opt to use a blank sheet of paper or a similar template for structuring their responses.
Please be aware that no more than two sheets may be used during assessments. The IEPA will confirm compliance with this rule before the assessment begins. Additionally, reading long, pre-structured sentences will be considered a breach of assessment conduct for presentations, interviews, or discussions.
An updated version of the Plan and Prepare sheet, along with an example, is now accessible under the Support Materials tab on epaPRO.
End-of-year timeline and SLAs
We recently announced a reduction in Service Level Agreement (SLA) durations for some standards where assessment plans allow. These revised SLAs are aligned with the end-of-year schedule, providing you with sufficient time to meet important deadlines.
To help you plan effectively, we’ve created a comprehensive timeline and tips document, offering all the necessary information for completing end-point assessments (EPAs) by Thursday 31 July 2025. This resource can be found in the Support Materials section on epaPRO.
Support Materials on epaPRO
epaPRO has introduced an updated landing page for the Support Materials section, making it easier to find standard-specific guidance. If you prefer the previous layout, you can revert by selecting the 'Old View Support Materials' button located in the top right corner of the 'View Support Materials' section.
Delivery and assessments
Assessment re-sit/re-takes
If apprentices need to complete a re-sit or re-take, they’ll only be assessed on the criteria they didn’t pass previously. They’ll have the full assessment duration to provide any additional information. However, if the assessment plan includes a capped grade policy, they’ll not be able to achieve a higher grade, regardless of any extra content they submit.
Portfolios within assessments
We’ve noticed an increase in apprentices attending assessments without their portfolios. Access to portfolios during an assessment is often a key requirement outlined in assessment plans, as it supports apprentices in demonstrating their best performance during their end-point assessment. Therefore, we strongly encourage all apprentices to bring their portfolios to their assessments.
We understand that preparing for an assessment can be challenging, so we have adjusted our approach to ensure every apprentice has the opportunity to access their portfolio if needed.
At the beginning of each assessment, there is a 15-minute window for apprentices to join, receive an overview, and prepare. If an apprentice does not have their portfolio, they may use this time to retrieve it. Alternatively, they can choose to proceed without it.
However, if an apprentice wishes to use their portfolio but cannot obtain it within the 15-minute window, the assessment will be stopped and rescheduled as a re-sit. If this is the apprentice's first attempt, the re-sit will not be subject to a grade cap.
Product and resources
New standards
The following standards are now live for registrations on epaPRO and the guidance materials can be found within the Support Materials section.
- Team Leader v1.4
- Operations Manager v1.4
- Senior Healthcare Support Worker v1.6
- Customer Service Specialist v1.2
Sports Coach - project outline template and project report template
We’ve recently introduced a project outline template and project report template for apprentices to complete to present at gateway and once they have carried out their project. This ensures apprentices capture all key information.
Quality and compliance
We've updated Appendix A of the EPA Cancellation, Re-sit and Re-take Policy, presenting it in a clearer format to make the rules for re-sits and re-takes easier to understand. The updated policy can be found on our website.
September 2024 EPA newsletter
NCFE and Active IQ EPAO integration update
In April 2024, we shared the decision to integrate the NCFE and Active IQ end-point assessment organisations (EPAOs) into one single EPAO, regulated through NCFE. We’re sharing more information about this on a regular basis so please look out for emails coming from our Relationship team about platform changes, key dates and support.
Gateway and bookings
Education and Skills Funding Agency (ESFA) Apprenticeship Funding Rules 2024-2025
The ESFA has recently published the 2024-2025 Apprenticeship Funding Rules that came into effect from 1 August 2024.
The rule (equivalent gradings) has been updated to reflect the latest gov.uk guidance. The grading change clarifies that GCSE grade D to G or 3 to 1 are equivalent to a Level 1 qualification, and therefore apprentices holding these grades have met the requirement to hold a Level 1 in English and maths. This change will apply to both new starts from 1 August 2024, and apprentices who are currently on-programme.
The ESFA has confirmed they will be updating the English and maths requirements in apprenticeship standards at level 2 and above in due course.
Delivery and assessments
Business Administrator evidence tracker
We’d like to remind you to use the updated evidence tracker stored on the Resources Library, released in March 2024, to reflect the Business Fundamentals criteria no longer being assessed within the portfolio-based interview. You can download the latest version of the evidence tracker from the Resources Library.
Employability Practitioner assessments
Remind your Employability Practitioner apprentices during their Gateway preparation meeting that they need to complete the Q&A session after the observation. The Q&A session must be completed in a room that is quiet and free from distraction, so the assessment can be conducted under exam conditions.
Clinical Coder and Prosthetic and Orthotic Technician
We’ve decided to withdraw from the apprenticeship provider and assessment register (APAR) for the following standards from 1 October 2024:
- Clinical Coder
- Prosthetic and Orthotic Technician.
Please get in touch with the Relationship Team if you have any further questions at [email protected].
Quality and compliance
Reasonable adjustments
Read our top tips to support you when completing reasonable adjustment forms, to avoid delays and ensure you’ve shared all the information we need. You should include:
Details of the reasonable adjustments being selected: These should match the SEPA drop down list.
- A description of the apprentice’s disabilities and/or conditions where appropriate: This should include the type of disability and how it affects the apprentice.
- Relevant supporting evidence: We require the supporting evidence that the apprentice has available historically, and/or during EPA. The apprentice may have had previous support plans such as an EHCP, a SEN or a medical consultant report. If there are no supporting documents, please share with us information on what measures have been put in place on programme to support the apprentice. Types of evidence that could be submitted are support plans or cognitive reports. Unfortunately, we cannot accept a self-diagnosis or a statement confirming that an apprentice may benefit from a reasonable adjustment.
- Information on how reasonable adjustments are currently used: The apprentice will most likely have had support in assessment either historically or during the on-programme element of their apprenticeship. The use of reasonable adjustments could also be in use in the apprentice’s workplace. This section covers what they have done during the on-programme element and how this reasonable adjustment currently supports the apprentice. The details must evidence what the reasonable adjustment is, how it is currently used, and how it’ll support the apprentice in assessment. Knowing what kind of disability or condition the apprentice has will help us to understand what methods they can be used in, and how we can support.
If you have any queries on reasonable adjustments, please contact our Relationship team.