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A BRIGHTERFUTUREFOR DIGITAL ITAPPRENTICESHIPS
FAQs for Training Providers & Employers
Frequently Asked Questions on theDigital IT Apprenticeship Standards
Making IT good for society
We are BCS
BCS is a unique assessment and awarding organisation.
We are the Chartered Institute for IT, and we are the only assessment and awarding organisation dedicated to thedigital industries.
We’re the experts in steering IT forward and as a non-profit organisation we’re committed to shaping tomorrow’s IT leaders and driving the digital economy to build a better digital future for all.
Overview
This guide has been created to provide further clarity around some of the questions being asked by the wider apprenticeship community.
FAQs for Training Providers & Employers
Getting started
I would like to deliver the new standard (x), but can’t see it listed on your website. Will you be offering it (and when)?
If you are already working with BCS, speak to your Account Manager and check the website for regular updates.
If you are new to BCS please contact us online or call us on 01793 417 446
Can an employer organisation apply to deliver its own in-house apprenticeship training?
The government has produced an Employer-Provider Guide – employer guidance on being an apprenticeship training provider.
Why do I need to sign a NDA?
BCS ask our accredited providers to sign a non-disclosure agreement (NDA) to allow productive, open and honest discussions at our regular training provider forums. By encouraging providers to work in this way, BCS ensures best practice can be shared, whilst maintaining confidentiality for your business.
Why do I need to be accredited?
Through BCS accreditation, you will have met our quality and regulatory requirements, providing you access to guidance materials, bank of Synoptic Projects and ongoing support for your apprentice.
Please also refer to the funding guidelines – you must inform the employer at the start of the programme who will deliver End Point Assessment (EPA) and have shown the provide, apprenticeship assessment organisation (AAO) and employer are in agreement.
Without this accreditation you will not be able to access any knowledge modules or EPA.
What is the accreditation process?
The accreditation application form and proposal will be provided to the training provider at the same time.
It is important to select the type(s) of accreditation or package that would be applicable to reflect the delivery of intended service. This form requires the completion and submission of the various information/documentation requested. On receipt BCS will raise an invoice and review the application.
There may be a requirement to arrange to meet with the training provider as part of this process. A decision is usually achievable within 2 working weeks, but can take up to 4 weeks depending on the accreditation route and the training provider responsiveness to requests for additional information.
What documentation can I access and where?
All accredited training providers will be given access to the BCS systems and the relevant supportive information required to deliver an apprenticeship programme.
Publicly available information can be found via the BCS website.
I am already an accredited organisation with BCS (apprenticeship or education). Do I need to be re-accredited to offer a new or any of the additional standards to those listed on my current BCS contract?
Yes, if you are a BCS accredited provider for other qualifications you will be required to top up your accreditation. A BCS accredited apprenticeship provider will be charged for additional standards they had not expressed an interest in at the time of their initial accreditation.
Submission Application Fee: £350 which can include multiple Apprenticeship Standards.
You will need to consult your BCS Account Manager to amend your existing contract to include any additional standards.
FAQs for Training Providers & Employers
Accreditation
I am an accredited organisation with BCS (apprenticeship or education) do I need to be re-accredited to offer a BCS vendor certification for my apprentice?
Yes
How do I register an invigilator?
There are 2 ways you can ensure your invigilators are registered with BCS:
• Initially at the point of accreditation • An accredited organisation will receive online training on how to register your invigilators.
If you have any trouble registering your invigilators through the online tool, please contact us. Email: [email protected]
What are the ZPROG codes for BCS Apprenticeship Standards?
The ZPROG code is only for apprenticeship frameworks.
You MUST enter the ‘programme type code’ 25 (25 is the code for Apprenticeship Standards)
Followed by the ‘Apprenticeship Standard code’, examples below:
Infrastructure Technician - 82Network Engineer - 01Software Developer – 02
All standards codes can be found on the BEIS website under approved standards or funding bands.
After that you must also enter the QANs for each knowledge module for the respective standard, which can be found on The Hub or the BCS Apprenticeships website under the listed standards.
FAQs for Training Providers & Employers
Registration
What is the registration process?
An apprentice registration template will be provided to the training provider.
This must be returned to BCS, completing all fields for each apprentice, including whether BCS membership is required, and clarifying if the apprentice is being funded by the ESFA for registration. BCS will register the apprentice.
BCS will confirm back to the training provider, advise of any failed registrations with the reasons why.
The registration process is typically completed within 3 working days.
Large bulk registrations should be discussed in advance to minimise delays. (Invoices per registration are raised).
Will my vendor certifications be funded?
Vendor certifications are eligible for funding as long as they are listed against the standard. Additional training not listed on the standard may be eligible for funding, but the registration and certification for these will have to be paid for by the employer.
Is there a funding tool?
Each funding band has been allocated to cover delivery with up to 20% for the EPA cost and external moderation fees. Funding guidance.
FAQs for Training Providers & Employers
Funding
Does an apprentice have to be in learning on day one for funding?
No, this is not required by BCS.
BCS understands that as soon as a QAN (Qualification Accreditation Number) is authorised by Ofqual and the apprentice has been registered, funding can be drawn down from the date registered.
However, training providers should make their own independent confirmation with the ESFA, as funding regulations lie outside the scope of BCS’ role.
Should the apprentice be employed to achieve reflective discussion/interview?
The apprenticeship contract should cover the duration of the apprenticeship including the End-Point Assessment (EPA).
FAQs for Training Providers & Employers
Apprentice Employment
Does the apprentice need to be employed for longer than 12 months?
The apprentice should be employed for the duration of the apprenticeship, including the EPA.
How can we utilise the supporting documentation to guide our business coaches/skills coaches?
BCS believe that employing business coaches will enhance the apprentice experience to help them achieve their desired objective within the apprenticeship programme.
BCS can offer business coach training at a separate cost, but it is up to the training provider to apply the business coach guidance and set out their roles and responsibilities, in respect of supporting the apprentice throughout their journey.
What is the apprentice/invigilator ratio for knowledge modules?
We recommend that the following invigilator to apprentice ratio for exams is 1:25.
All staff members who are involved in the management or invigilation of apprenticeships must be registered with BCS.
At least two members of staff must be registered at all times with BCS to retain centre approval.
You must also have a minimum of two invigilators registered.
Staff members may be registered with us in one or more staff role, as long as the quality assurance requirements are met.
BCS will conduct quality assurance checks and request supporting evidence to demonstrate compliance.
FAQs for Training Providers & Employers
Knowledge Modules / Vendor Certifications
Will all knowledge module exams be multi-choice?
Yes
Can a trainer be an invigilator?
According to Ofqual: A trainer who has delivered the knowledge element cannot invigilate an exam for the same knowledge as this creates a conflict of interest.
While Ofqual has no authority over training centres, they would look to the Awarding Organisations to ensure that there is sufficient degree of separation between the trainer and the invigilator and conflicts of interest are accounted for and monitored.
How do I check if the vendor qualifications listed in the Assessment Plan are correct?
Only those approved by BEIS are listed in the standard or Assessment Plan. If you are unsure, please ask your key account manager at BCS.
What is the expected Total Qualification Time (TQT) for the apprenticeship and knowledge modules?
These are specific to each standard and will be published on the BCS website, in the relevant syllabus for every available and approved standard delivered by BCS. Individual knowledge module TQT can be found in the relevant syllabus.
If you are an accredited organisation delivering Digital IT Apprenticeships, you will have the opportunity to review the draft syllabus to confirm if our SME’s have projected their estimations correctly.
Which module should I choose for the standard knowledge module vs, prof/ vendor certification?
Each Apprenticeship Standard currently has different rules and combinations for knowledge modules. Where knowledge modules can be replaced by vendor certificates, only those listed on the Apprenticeship Standards can be used.
Any additional certificates offered and not listed against the Apprenticeship Standard would mean that funding cannot be used for registration and certification costs. If you seek further clarification please contact your Account Manager.
FAQs for Training Providers & Employers
Knowledge Modules / Vendor Certifications
What is the marking turnaround time for the marking of multi-choice knowledge module exams?
Apprentices’ taking the test will get a provisional result at the time of taking the exam.
The final result and certificate are not available until around 5 days later; due to BCS’ quality assurance procedures for ratification and release of final results.
Once the final result has been ratified, the apprentice will be notified via the email address provided for their exam.
If they have passed, the email will provide a link for them to access the system and download their certificate.
How are the exams organised for knowledge modules?
Exams are delivered through BCS’ online examination platform.
The training provider will receive credentials and training to access this system following accreditation.
Within the online platform, the training provider can:
• schedule exams • book apprentice onto an exam • manage the exam schedule per their needs
Exam sessions must be booked in advance of the examination. Apprentices are assigned to the exam session at least 2 days prior to the exam sitting.
Will the training provider be notified of the exam results?
The training provider can interrogate the BCS online systems available to view the passes and fails for any exams that they have scheduled. Only the apprentice will be provided access to download their certificate(s).
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Can the knowledge modules be sold as stand-alone training courses?
The knowledge modules could be used for stand alone training, but are only certificated against apprenticeships.
They are not funded courses and only uploaded on the Ofqual register as funded towards Apprenticeship Standards.
FAQs for Training Providers & Employers
Knowledge Modules / Vendor Certifications
What is your online test system?
BCS use Question Mark https://www.questionmark.com/ for the provision of exams.
Training on how to register your apprentice for an exam and details on how to access the exam are provided following accreditation.
Can an apprentice resit a paper?
Yes, an apprentice will be afforded 4 additional opportunities to pass a paper, following the 1st attempt.The following rules must be adhered to when retaking a knowledge module:
• Resit attempt number one – 5 full working days from first attempt
• Resit attempt number two – 10 full working days from resit one
• Resit attempt number three – 1 full calendar month from resit two
BCS recommends that the recommended directed learning hours are spent on the module before the first paper is attempted. Time is allowed between papers to allow for further study before the next attempt is made.
(Continued.)
FAQs for Training Providers & Employers
Summative Portfolio
Is there any restriction on the date of evidence which can be included in the Summative Portfolio?
Can any item dated after the apprentice’s registration be included?
Any relevant activity from the date that the apprentice has been registered can be included. However, only the best pieces of evidence should be submitted to showcase work that demonstrates the totality of the outcomes on the Apprenticeship Standard. Large numbers of evidence will not necessarily demonstrate best practice or their best pieces of work.
In order that the assessment process can be conducted, without undue delay, we strongly recommend Portfolio’s are reviewed by the training provider with the apprentice, prior to submission. This will ensure that quality assurance has taken place and clear representation of the apprentice’s development and achievements are uploaded.
Will BCS accept simulated evidence as part of on-programme learning?
BCS will accept simulated evidence for standards, to demonstrate on-programme learning for apprentices in. Instances where apprentices cannot be given the opportunity by their employer within the workplace to demonstrate that capability, or in instances where employers specifically request additional support from the training provider, to facilitate a project to demonstrate capability. (i.e. data recovery).
BCS would expect a reasonably high proportion of real world evidence to be supplied for the majority of their on-programme learning.
If there are few opportunities for the apprentice to complete real work, it would indicate they are on the wrong standard for their job role.
Evidence should be captured in the usual way (video, reports, photographs etc.) and will be evaluated as part of the End-Point Assessment.
FAQs for Training Providers & Employers
Summative Portfolio
Is the Summative Portfolio a pre-requisite for the Synoptic Project?
Yes, the Summative Portfolio, any knowledge module certificates & Employer Reference should be ready to be submitted as part of the Gateway confirmation - meeting the Gateway requirements will trigger the payment process for EPA – the apprentice will then be able to access the full Synoptic Project and following that, have their EPA interview scheduled
Can the Summative Portfolio be prepared prior to the gateway threshold and when is the earliest this can be submitted (day 365 or 366)?
The Summative Portfolio can be and should be prepared before the Gateway threshold, but cannot be uploaded to BCS until all the Gateway threshold has been met
An apprentice must have completed 12 months and two days of their apprenticeship, before they can commence with the Synoptic Project, therefore technically they could meet the Gateway requirement and upload the required evidence before this date.
Can BCS articulate the quality standards we require for the Summative Portfolio?
BCS will provide a Standard Specific Guide for each standard that we offer.
This guide helps the training provider understand what the apprentice needs to do, to meet and exceed the standard, by describing the technical competencies and levels of responsibility required of the apprentice. It also suggests professional development activities, and provides guidance on typical types of evidence expected, as well as project and portfolio evidence checklists, to assist with the structure and development of the portfolio.
This guide also includes a number of useful documents, to support the training provider in meeting their responsibilities in managing the apprenticeship from the training plan, through to end point assessment.
The Summative Portfolio (excluding the other items above) needs to:
• provide evidence against the totality of the standard, based on application of knowledge, competence and behaviours to real world projects in the work environment
• articulate this evidence in a digestible
format: the use of checklists is proposed to associate/linking competencies and levels of responsibility, with the evidence items which are being provided to support them.
A form of content/index is necessary.We also suggest that maintaining a diary of activities/evidence gathered against competencies over the course of the apprenticeship, to make this process easier for the apprentice at the end.
Any extraneous notes, records which do not offer evidence of competency, should be excluded from the portfolio, to facilitate a swifter review by independent assessors.
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FAQs for Training Providers & Employers
Gateway
Can the Employer Reference be prepared prior to the Gateway threshold and is this element a pre-requisite for the reflective discussion?
Yes, using the template available to BCS accredited training providers.
It should be noted that this should be once the employer agrees that the apprentice is ready for the EPA.
The Reference will be used by the independent assessor during the interview stage.
What are the Gateway/checkpoints during the process?
BCS Operations will look to engage with you at a frequency we jointly agree. Apprenticeship results will be communicated with you at regular intervals.
However, we ask that you provide as much notice as possible, to arrange the EPA interview which should be conducted within 6 weeks of completion of the Synoptic Project and submission of the EPA pack (depending on all parties’ availability).
All EPA Gateway applications will need to include a declaration from the training provider, employer and the apprentice, that evidence submitted is in line with the published Apprenticeship Standard.
FAQs for Training Providers & Employers
End Point Assessment (EPA)
What is the sequence of activities involved in the EPA?
Once the Employer Reference, Summative Portfolio and knowledge modules (if listed in the standard) certificates are uploaded to the Gateway, the following takes place:
The Synoptic Project is undertaken.
The interview booked in advance and conducted once the Synoptic Project has been completed.
The assessor prepares for this interview by previewing this content in advance of the hour-long interview.
The remote interview conducted between the assessor and the apprentice takes into account the details provided within the portfolio, reference and project.
How will EPA certificates be provided?
On successfully passing the apprenticeship, BCS will apply to the ESFA for the certificate. This will be sent to the employer.
When can the EPA be commenced?
An apprentice may only commence their EPA once a minimum of 372 days on programme, and the appropriate knowledge modules and or vendor or professional certifications, Summative Portfolio and Employer Reference have been completed.
The following Gateway requirements will need to be satisfied:
• Has the apprentice met the Gateway requirements• Has a minimum of 12 months on-programme learning been conducted• Has the apprentice and the employer confirmed readiness
Is it the accredited provider, or employer’s responsibility to provide a virtual platform for the apprentice to undertake their Synoptic Project using the list of requirements provided in the Synoptic Projects overview?
These requirements will vary substantially depending on the need of the project. Our aim will be to make the equipment/facility burden as light as possible, whilst retaining sufficient realism in the assessment for it to be a valid demonstration of skills.
The term ‘virtual platform’ does not imply a simulation system. Simply a proxy for reality – i.e. a patch panel used in a project does not need to be the live patch panel on employer core systems or infrastructure.
FAQs for Training Providers & Employers
End Point Assessment (EPA)
Can we see examples of the EPA projects for a standard before we go ahead with accreditation?
No, projects are only visible on the BCS platform for those accredited.
What is your EPA approach?
Our current EPA model is built on the basis of using the outcome on the two-page standard and linking these to the SFIA (Skills Framework for the Information Age) IT competency framework. By using the expanded content held in SFIAplus (which is researched, developed, and maintained by BCS, The Chartered Institute for IT) that includes relevant skills, work activities and level descriptors.
This then provides us with a competency based Grading Framework, which will be used as the basis for our assessors to review the apprentice’s Summative Portfolio, Synoptic Project and Employer Reference and prepare a tailored interview with the apprentice.
The additional evidence provided by the interview will then be taken into account by the assessor to provide the apprentice with their grade.
To ensure a reliable, comparable and valid approach to grading, tools and guidance are available for our assessors, as well as to the apprentice, employer and training provider, to assist them in providing a complete Summative Portfolio, Reference and Synoptic Project by detailing the technical competencies and business skills looking to be demonstrated by each tool, as well as, where possible, examples of evidence that can be provided.
Our Synoptic Project approach additionally provides the link between the standard and SFIAplus based Grading Framework.
How will the end-point assessor access the learner’s portfolio?
Will you need access to the e-portfolio or is there a portal the training provider will upload their work to?
Evidence from the learner’s portfolio will need to be uploaded to the BCS Gateway. This will be the learner’s best pieces of work along with the Employer Reference and any certificates of achievement against the knowledge modules. All documents will be uploaded to the BCS online platform and locked down.
This will enable the independent assessor to access the information and prepare for the interview.
On completion of the Synoptic Project this will also be uploaded to the same area.
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Does the interview require third part supervision (i.e. invigilation)?
No, unless the training provider has requested a reasonable adjustment for the apprentice – all interviews will be recorded and take place during normal business hours, at the apprentice’s place of work, away from their normal working environment or at their training providers location.
FAQs for Training Providers & Employers
End Point Assessment (EPA)
How will the interview be conducted?
It is expected that interviews will be conducted remotely using appropriate technology, unless the training provider has requested a reasonable adjustment, or if the apprentice’s place of work, doesn’t allow for the use of the technology to communicate externally e.g. GCHQ.
For the End-Point Assessment. What are the rules and criteria for invigilation?
o Can a trainer be an invigilator?
o What is the time period for the validation of the invigilation exam?
Yes, a trainer can be responsible for the controlled environment for the EPA.Invigilated exams/knowledge modules are all multiple choice. The provisional score is immediately available at the end of the test. These are delivered throughout the apprenticeship and before EPA takes place. There are no exams for EPA, only a Synoptic Project and interview.
At the end of the interview there will be a 48-hour delay prior to the provisional grading being issued. After 5 days, the full moderated result will be issued.
Sample exam papers are available to view on the BCS website - is there a similar question bank for the EPA interview that we can see?
o How is the EPA interview structured?
o Will the EPA interview be recorded? Will this be made available to the provider and the apprentice after grading?
There are no example questions for the EPA interview.
The interview will be a two-way conversation to establish the breadth and depth of the knowledge, skills and behaviours of the apprentice and the approach to tasks.
This is to re-emphasise work submitted in the portfolio, comments from employer and the approach to the synoptic assessment.
Yes, the interview will be recorded. This is to enable the assessor to have a conversation with the apprentice and not be continually recording answers. It will also be used should there be an appeal on the grading decision.
This recording will not be made available to the provider or apprentice.
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Can training providers be assessors for Awarding Organisations?
Yes, but independence needs to be ensured. BCS would look to use training provider assessors to assess other organisations and not their own.
Are there minimum durations for each Synoptic Project?
Each project is expected to take 3-5 working days, although this doesn’t have to be over consecutive days, the duration is different for each standard and is listed in the Assessment Plan.
FAQs for Training Providers & Employers
End Point Assessment (EPA)
Who can invigilate a Synoptic Project?
While BCS would be looking to apply Ofqual regulated principles across the breadth of the programme, including the unregulated elements of the contract, the Synoptic Project is intended to test the learner’s breadth of knowledge gained from the workplace, as well as learning from knowledge modules.
A conflict of interest would only arise, should the trainer/employer directly influence the outcome of the Synoptic Project. Where possible we are asked to take a sensible approach to invigilation of a Synoptic Project in a ‘controlled environment’.
All invigilators and trainers must be registered at point of accreditation.
Does the training provider need to supply an invigilator
Apprentices will complete their project off-the- job, so that they are away from the day-to-day pressures of work and in a ‘controlled’ environment, which may be on the employer’s or the training provider’s premises.
The requirements for the `controlled environment’ will include a quiet room, away from the normal place of work, with a dedicated work-station.Access to all the required equipment and with someone responsible for the controlled environment, to ensure it is their own work and to respond to any questions in a consistent way.
As an accredited provider, could we get access to an end-point assessor to discuss an apprentice’s readiness or to gain advice (in the same way an EV would support a provider delivering frameworks)?
No, access to the assessor will not be possible as this ensures there is true independence.
Once you have uploaded your evidence to the Gateway, an assessor will be allocated, prior to this any contact will be through your key account manager or service delivery.
(Continued.)
FAQs for Training Providers & Employers
End Point Assessment (EPA)
What are the overall costs for EPA through BCS?
What are the resits costs for EPA?
Cost of EPA is £975 plus any external moderation costs.
£650 for resits.
Does BCS charge VAT on any of its apprenticeship products?
Does VAT apply to accreditation fees and EPA?
There is no VAT charge for knowledge modules.
Yes, there is VAT applied to the cost of Accreditation with BCS.
There is no VAT on the EPA.
If you would like to become a BCS Accredited Training Provider contact us online or call us on 01793 417 446
If you are a BCS Accredited Training Provider, please contact your dedicated Account Manager or [email protected]
If you would like more information about the end-point assessment process or have any questions concerning the new Digital IT Apprenticeship Standards, please speak to a member of our dedicatedapprenticeship team.
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BCS The Chartered Institute for IT First Floor Block D North Star House North Star Avenue Swindon SN2 1FA T +44(0)1793 417 417 www.bcs.org© BCS, The Chartered Institute for IT is the business name of The British Computer Society (Registered charity no.292786) 2017 If you require this document in accessible format please call +44 (0) 1793 417 600 L&
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