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Integration
Updated on [19/11/2024]
In April 2024, we shared the decision to integrate the NCFE and Active IQ end-point assessment organisations (EPAOs) into a single EPAO, regulated through NCFE. This integration combines our strengths to offer a more streamlined experience for customers and learners, and we’ve been working closely with our regulators to ensure this transition is as smooth as possible for everyone.
Please see below the key information that you need to know about the integration, including:
- changes to our EPA management platform
- changes to pricing
- where you can find the new Resources Library
- continuous improvements including enhanced apprentice assessment feedback forms, new ‘plan and prepare’ templates, apprentice statements of achievement and forms that are no longer required.
Changes to our EPA management platform
We’ve changed our EPA management platform and transitioned NCFE customers to epaPRO, a leading EPA platform management service. More information on the transition for Active IQ customers can be found in the transitioning section below.
What are the benefits of epaPRO?
Benefits of epaPRO include:
- all EPA documentation will be held within one platform
- it will remove manual activities such as completing webforms for special considerations, resits and retakes
- you can receive notifications within the system, keeping you updated every step of the way
- you can access insightful and useful reports
- you'll get wider visibility of learner management
- integration with other systems such as Aptem and Surpass
- it provides you with a Statement of Results certificate.
Transitioning to epaPRO
What does this mean for you?
As an NCFE customer…
NCFE customers transitioned to epaPRO on Monday 28 October 2024. SEPA access is no longer available.
Active IQ and NCFE customers...
Where customers work with both Active IQ and NCFE, we transferred all learners currently registered on SEPA across to epaPRO in preparation of the system going live on Monday 28 October 2024.
All learners already registered on Active IQ epaPRO will be transferred to NCFE epaPRO, in preparation for the system going live on 2 December 2024. For Active IQ customers, apprentices that enter Gateway prior to 29 November 2024 will continue their EPA with Active IQ under the Active IQ epaPRO account.
EPA pricing – new registration fee
We've made the decision not to raise our EPA prices for a second year and will commit to honouring our current prices until 31July 2025.
As a further improvement to our payment processes, we'll be introducing a registration fee from 2 December 2024, which will separate our charging points for EPA customers. This will bring our processes in line with other EPAOs. We'll charge an upfront registration of up to 15% of the full EPA fee which is amongst the lowest in the sector. The balance of our charges will remain as invoiced at Gateway.
See more details on the fee structure below – as you can see, the overall EPA cost will determine the registration fee that you pay:
|
EPA fee |
Registration fee |
|
£0-£500 |
£50 |
|
£501-£750 |
£75 |
|
£751-£1000 |
£100 |
|
£1,001-£1,250 |
£125 |
|
£1,251-£1,500 |
£150 |
|
£1,501-£1,750 |
£175 |
|
£1,751- £2,000 |
£200 |
We understand that the introduction of this fee represents a change to our ways of working. To help you prepare for this, any registrations made before 2 December 2024 will not incur any charges. We hope that this is helpful and as always, we’re here if you have any questions or concerns.
Resources Library
We know how important it is for you to have a one-stop shop for all of your materials. That’s why we’re now hosting all the specification and guidance materials for each standard as well as all other EPA-related support materials on epaPRO. You’ll benefit from one single log-in account for the entire EPA journey for customers.
Continuous improvements – you said, we listened!
Saving you time – forms that are no longer required
You’re no longer required to upload the Gateway declaration form as the declaration will be built into the system when EPA is requested. The booking form is also removed, as the epaPRO Gateway checklist will capture the same information. What’s more, epaPRO now has fields to capture the employer, line manager and assessor email addresses so that they can be copied into all communications sent to the apprentice.
Enhanced apprentice assessment feedback forms
We’re delighted to introduce our new enhanced assessment feedback forms. The forms will be available for each assessment component, outlining all the KSBs / grading descriptors and providing a summary of the grade achieved for both. Each form will be released within 5 working days of the assessment being taken and will be uploaded on epaPRO along with the assessment grade (previously the grade would just be released for individual assessments).
Introducing our new ‘plan and prepare’ template
In response to customer feedback and as part of our commitment to continuous improvement, we’re pleased to share that our new ‘plan and prepare templates’ are now available to download from the Resources Library.
Feedback from apprentices who have undergone their end-point assessments shows that the process can be stressful, and important information may sometimes be overlooked during the assessment. This innovative tool is designed to assist apprentices in preparing for their EPA assessments (excluding knowledge tests/online tests and observations, as these assessments do not allow the use of this document), ensuring they record key points in advance and don’t forget to share this information with the Independent End-point Assessor (IEPA) during their assessment.
While using the template is not mandatory, apprentices who do wish to jot down key information to aid them during their assessments should use the template provided. Please note:
- any information included must be concise or in bullet point form
- we would expect no more than two preparation sheets to be used within each assessment
- the document should not contain detailed responses related to knowledge, skills, or behaviours (KSBs) or any criteria from grading descriptors.
Before the assessment begins, apprentices must present their template to the IEPA. The IEPA will verify that the document can be used if the apprentice has followed the guidelines mentioned above. We hope that this supports your apprentices to have positive EPA experiences!
Apprentice statement of achievement
Any apprentices whose overall grade is being released on epaPRO will receive a statement of achievement from NCFE which will be available to download to share with the apprentice and celebrate their success.
Further support and future updates
If you have any queries, please contact our EPA Relationship team via email at [email protected].