Certificate Processing and Guidance
Apprenticeship certificates are applied for online through different systems managed by the Federation for Industry Sector Skills and Standards (FISSS).
- England: Certification is via the Apprenticeships Certificates England (ACE) System
- Certification Bodies have up to 10 Working Days to process a certificate (once set to pending on ACE)
- We are currently processing ACE certification claims within:
5 working days
- Wales: Certification is via Apprenticeship Certification Wales (ACW)
- Certificates are processed every Friday
- Scotland: Certification is via Modern Apprenticeships Online
- Registrations and Certificate claims are processed every Wednesday
How to make a successful claim
Although there is no actual charge for rejections, FISSS have estimated a single rejection costs the network around £4. So to save users time and money guidance has been created on how to make a successful claim, this can be found on the ACE website. The below links are particularly useful sources of information:
- ACE Website: how to make a successful ACE claim. Here you have information on how to use the ACE system, with videos and downloadable guidance documents
- Transferable Skills: there are two sets of documents for transferable skills, please refer to the correct one depending on the learners start date, for new starts from 6th April 2015 and starts up to 5th April 2015. These documents outline the qualifications and grades we can accept
- Consent Form: annotated consent form to assist with completing the form correctly
- ACE Video Guides: short videos created to show how to make a successful claim and how to use the reporting functionality
In addition to the above guidance we have also created the following ACE System Process Map which shows how each section on a claim is linked to another, highlighting potential areas where a claim can be rejected if the incorrect information is supplied.
How to request a replacement certificate
Is a Level 1/Level 2 Certificate in English Language/Mathematics acceptable?
This qualification will almost always refer to an International GCSE qualification. If you are unsure whether the qualification is an IGCSE please compare the qualification number against the following IGSE list. IGCSE qualifications can be accepted; however there are some requirements that need to be met. For guidance regarding IGCSE qualifications and how they can be identified please visit the IGCSE guidance page on the ACE website.
Will you accept a certificate claim where the learners name varies on the certificate evidence?
Certificates ideally should have the same name on them. However due to individual circumstances this is not always the case. A learner may have officially changed their name via a deed poll or through marriage, if this is the case then a marriage certificate or deed poll should be provided on the claim. If official documentation is not available then we do accept statements as evidence.
The statement must explain the difference in the learners name and must confirm how the learner would like their name to appear on the final apprenticeship certificate. The statement needs to be signed and dated by the learner and someone in authority (this cannot be the training provider, but can be the learner’s employer). The person in authority must also provide their full name, job role and company name. For further information please see the basic amendment page on ACE.
Where can I find framework documents?
Current and archived framework documents are held on the Apprenticeship Frameworks Online (AFO) website. You can search for a framework document under the frameworks library.
Are transferable skills required for Higher Apprenticeships?
To view the transferable requirements for an apprenticeship please refer to the framework document (see point above) for your apprenticeship. This document will tell you which skills are required or not.
For Higher Apprenticeship, due to the inability to change the format of the framework documents there is some confusion when it comes to transferable skills requirements. To view the requirements please refer to the ‘Transferable Skills’ section of the framework document.
Are pre 2006 certificates acceptable?
What is the ERR portal and how do I use it?
Instructus Skills elearning portal is the 'must have' resource for Training Providers offering the Employment Rights & Responsibilities (ERR) component for apprenticeships.
- Most competitively priced ERR workbook/answerbook
- Easy to sign up and use for providers and apprentices
- Instructions for our elearning portal can be found here
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