January 2025 EPA newsletter

Updated on [15/01/2025]

January 2025 EPA newsletter

Advice, guidance and support 

Gateway changes 

As part of the integration activities, we’ve reviewed the full end-point assessment (EPA) journey. We’d like to thank all of our customers who have provided feedback over the last 12 months, as this is vital in supporting us to improve our efficiency and support. 

As part of this, we’ve reviewed the gateway process to ensure it is streamlined and we’ve looked at how we can reduce the administrative burden for customers to support apprentices entering EPA in a timely manner. We’ve focused on the below key areas which we hope will support you when interacting with the gateway process: 

Portfolio upload 

We recognise that portfolios containing voice recordings and videos can pose challenges at present, during the upload process due to their larger file sizes. To resolve this: 

• We’re collaborating with epaPRO to increase the allowable file size. 
• As a temporary solution, if the file sizes remain too large even after zipping, we will accept recordings and videos via a file-sharing link, your e-portfolio system, or a company SharePoint link. Please note that this exception applies only to recordings; all other evidence must still be uploaded directly to the gateway checklist on epaPRO. 

We’ll keep you informed on progress and updates from epaPRO to increase the file sizes.  

Images and video recordings within the portfolio of evidence 

We understand that apprentices strive to showcase well-rounded evidence that effectively demonstrates their knowledge, skills, and behaviours (KSBs) within their portfolio of evidence and thoughtful selection of this evidence is considered for achieving success in EPA. 

Apprentices often include evidence such as images and recordings of their sessions with service users. While we encourage all images to be redacted where possible, we acknowledge that there may be instances where this isn’t feasible. 

To ensure compliance with safeguarding measures, we trust that you and employers have strict protocols in place, including signed permissions for using such materials with third parties. To reinforce this, we’re incorporating the following statement within the gateway declaration form: 

• All submitted evidence has been approved from a safeguarding/GDPR perspective and is provided with the consent of those depicted. This includes any submissions containing images and videos as evidence. 

Whilst we continue to request that apprentices make every effort to redact faces where possible, portfolios with unredacted evidence will not be rejected at gateway. However, we ask you to remain mindful of safeguarding considerations, particularly for evidence involving protected children. 

Reflective accounts and self-assessments 

Whilst some assessment plans stipulate apprentices cannot include reflective accounts and/or self-assessments, we understand that certain pieces of evidence may contain minimal reflective references. Moving forward, we will accept such evidence; however, Independent End-Point Assessors (IEPAs) will discount these reflective references when preparing questions for the apprentice during their assessment. 

It’s important to note that portfolios must still meet the required minimum number pieces of evidence at gateway. If a portfolio includes a full reflective account and this causes the total number of evidence pieces to fall below the minimum threshold, the portfolio will not be accepted at the gateway stage. 

This approach ensures that we maintain compliance with gateway requirements while accommodating evidence that provides value without relying heavily on reflections. 

Invoicing 

We’d like to share some information with you regarding upcoming changes to our billing process. 

Changes to our billing process – consolidated invoicing 

We’re making improvements to our billing process that will simplify and streamline your experience with us. From early 2025, we’ll be transitioning to consolidated invoicing for all our customers across all areas of our business including awarding, end-point assessment (EPA) and skills assessment. We’ll confirm the exact date for the changes to take effect shortly. 

Please note that if you only work with NCFE for EPA, you’ll need to amend your payment details when this change comes into effect as they will be different to the ones you usually use. See below for more information. 

What is consolidated invoicing? 

Consolidated invoicing combines all monthly orders into a single, comprehensive invoice. This means that instead of receiving separate invoices for each business unit, you will now receive one consolidated invoice per month that summarises all your charges within a specific billing period. 

What are the benefits of consolidated invoicing? 

• Simplified billing: You’ll receive one convenient, easy-to-understand invoice covering all your transactions. 

• Improved visibility: You’ll gain a clearer overview of your spending patterns and transactions with us. 

• Streamlined payment: You can now make a single payment to one bank account for all your charges, reducing the risk of missed or late payments. 

How does it work? 

From the change date (to be confirmed), your monthly invoice will include all sales orders and cancellations accrued during that time. The consolidated invoice will continue to be sent electronically in two parts, including: 

• summary invoice detailing the monthly period and invoice amount 

• backing document that provides full details of each individual order for your reference and transparency. 

What are the next steps? 

We’ll be in contact early in the new year to confirm the date that you’ll receive your first consolidated invoice. If you have any questions or need further information, please speak to your Account Executive or email our Customer Support team at [email protected]. You can also view our consolidated invoicing FAQs. 

Important: Check or change payment details 

Please check that you’re using the following payment details for all payments to NCFE: 

Bank Details for payments via BACS 

As stated above, if you only work with NCFE for EPA, please update these details when the invoicing change comes into effect as they'll be different to the ones you usually use. If you require support in validating these bank account details, please contact [email protected]. 

UCAS tariff points allocated to apprenticeships 

UCAS has recently announced that from the 2026 cycle, UCAS tariff points will be allocated to Level 3 apprenticeships. The aim of this new initiative is to position apprenticeships across the UK as a recognised pathway into higher education, alongside A Levels, T Levels and other Level 3 /SCQF Level 6 as part of UCAS’ broader aim to support a diverse range of progression routes into university or college.  Further information about the announcement can be found here.  

Gateway and bookings 

When submitting a request for EPA, please ensure you include or update the details for both the on-programme assessor and the workplace mentor. These colleagues will receive automated notifications through EPA Pro and throughout the booking process. 

If this information is left blank, only the colleague who submitted the EPA request on behalf of the apprentice will be included in the notifications. 

Quality and compliance 

We’ve recently completed our annual review of our EPA policies and as part of this process, we’ve made some changes to ensure that these policies: 

• are aligned with the system change to epaPRO 

• reflect our regulatory requirements to deliver EPA efficiently and effectively 
• streamline the process for you as our customers. 

When did the policies come into effect? 

The updated policies will come into effect from 2 December 2024. 

Where can you access the new policies? The policies have been updated on the NCFE website. 

What has changed within the policies? We've summarised the changes that have been made and you can access this summary here. 

Further support Please remember to refer to the epaPRO user guide, stored on epaPRO, for support on how to apply for Reasonable Adjustments, Special Considerations, and Enquiries and Appeals. 

Products and resources 

The following standards are now live for registrations on epaPRO along with the guidance materials:  

Specialist Teaching Assistant 

We’re excited to announce that we’ve submitted our application to Ofqual for approval to become an EPAO for the Specialist Teaching Assistant standard in December 2024. We’ll keep you up to date as we get further information on the stages of approval. Further information on the standard and assessment plan can be found here.  

Specification and guidance materials  

We are currently updating all standard specifications and guidance materials to remove references to the Resources Library and SEPA, aligning them with epaPRO. We will keep you informed of our progress.

Associate Project Manager  

We’ve recently been informed by Ofqual, that IfATE has published changes to ST0310 Associate Project Manager (Version 1.3) assessment plan. The changes, which did not result in a version change, were as follows: 

We’ve updated our guidance materials which can be accessed under the Support materials tab on epaPRO. We’ve also contacted apprentices who have assessments scheduled in and increased the assessment durations in line with the assessment plan changes.  

Aspiration Awards 2025 

Could your apprentice be the next Apprentice of the Year? 

Do you know an apprentice who has taken innovative approaches to their work or gone the extra mile? If so, we want to hear from you! 

What will they win?  

If your apprentice is chosen as the winner, they’ll receive:  

• a prize worth up to the value of £250* (or £100 if they’re highly commended in this category) 

• the opportunity to be featured in a video case study celebrating their success 

• a certificate of recognition – great for their CV or other applications!  

Don’t miss out!  

Time is running out to get your nominations in, as the window closes on Friday 21 February 2025. For more details on categories, nomination guidelines, and submission deadlines, visit our Aspiration Awards webpage. 

Nominate your apprentices 

*Terms and conditions apply. The learner must be completing a qualification awarded or accredited by NCFE or be completing an apprenticeship with NCFE as the end-point assessment organisation.