Learner “At Risk” Policy and Procedure

To ensure learners achieve their qualifications in a timely fashion and to also ensure that the need for funding claw back is minimised BCE will monitor learners that become “at risk” of not achieving their training. Assessors with therefore instigate this policy immediately there is a concern of a learner becoming “at risk”.

A learner becomes “at risk” when:

  • They have missed 2 consecutive visits
  • Have not been seen by an assessor for more than 9 weeks
  • Are more than 2 months behind target on their apprenticeship training programme
  • Have been consistently off work and therefore unable to attend visits
  • Have missed a review date
  • Any other issues arise that cause concern over the learner completing their programme of training

Procedure When the assessor identifies the learner as falling into the “at risk” category as defined above they must:

  • Assessor to start to complete the Learner “At Risk” Monitoring form
  • Assessor to notify the Lead IQA and apprenticeship admin that a learner has become at risk and the reasons why
  • Assessor must call the learner and the learner’s manager to establish contact and log this activity on the “at risk” monitoring form
  • In the event contact cannot be made the assessor needs to advise apprenticeship admin to send out “where are you?" letters and diarise these for 5 working days and chase again
  • The assessor is to attempt to contact the learner at least weekly by phone for no more than 4 weeks
  • If there is still no contact after a maximum of 4 weeks of attempts the assessor must complete relevant withdrawal form to remove them off the programme – apprenticeship admin to send the learner a letter to confirm removal and also notify their workplace manager
  • The Lead IQA must be kept apprised of the situation at all stages and notified prior of a learner’s removal of any learner being removed
  • If authorised for removal by the Lead IQA the withdrawal must be sent to the contractor immediately in line with usual contractor’s requirements and practice.