Below is some information on the main change being made to Modern Apprenticeship records only and the process to follow, when necessary, to ensure your MA trainee records validate successfully.

CURRENT VQ       To ensure that where MA frameworks require the achievement of both the level 2 and level 3 VQ and in conjunction with the validation process of SQA, we have added new fields to the Training System.  You will note that there are now fields entitled CURRENT VQ and FINAL VQ/Final VQ level.  Where 2 VQs are required for the Modern Apprenticeship, you must now enter the level 2 VQ in the CURRENT VQ field and the level 3 in the FINAL VQ field.  This is so that when the link with SQA is made, and the trainee has not yet moved on to the level 3 units, SQA.net recognises the VQ that is currently registered with SQA and will validate the trainee record, allowing payment of milestone claims to be made. 

Once the level 2 has been completed, providers MUST update the Training System through the Change of circumstances process to update the CURRENT VQ field with the level 3 details.  If this field is not updated validation of the outcome will fail with SQA and any claim for payment of the VQ3 will be rejected.

Where the achievement of only one VQ is required for the Modern Apprenticeship, the CURRENT VQ field must always hold a valid VQ reference number; and the Training System will default this VQ number into the FINAL VQ field.

To achieve the above, there are 2 differing procedures require – 1 for those already in training within the system, and 1 for new starts.

Trainees in Training:

1. To enter the current & final VQ information – click on ‘Change of Circumstances.
2. Select ‘Other Change of Circumstances’ from the drop down menu
3. ‘Current VQ’ is the 5^th field on the screen which opens. This should be changed from the VQ3 to the VQ2 IF your trainee has not yet gained the VQ2. If they have already passed the VQ 2 stage of their Modern Apprenticeship, leave this field as the VQ3 information.
4. 'Final VQ' and 'Final VQ level' are the 7^th and 8^th fields on this screen. Please enter the VQ 3 (or higher) reference number in the ‘to’ field. Please enter the numeral 3 (or above as appropriate) in the ‘to’ field.
5. Click on the ‘select’ button to the right of the VQ reference. You will now be in the screen entitled Edit Trainee Details/Enter Awarding Body – change the VQ level from 3 to 2 and click on the ‘save’ button. – Your assignment will now be in amendment requiring LEC approval of the new ‘current’ VQ reference.
6. When your trainee completes the VQ2 portion of their MA, repeat the above process for steps 1 and 2 .
7. In the ‘Current VQ’ ‘to’ field, enter the final VQ reference number and click on the ‘select’ button to the right.
8. Once again you will be taken to the Edit Trainee Details/Enter Awarding Body screen. Amend the VQ level from 2 to 3 and save again. As before, your assignment will now be in amendment awaiting LEC approval.

New Trainee assignments

1. When entering a new start for a trainee, the ‘final VQ’ and ‘final VQ level’ fields will appear on Modern Apprenticeship records only, underneath the MA Framework field. If your trainee is doing only 1 VQ, DO NOT enter any data into these 2 fields at this time – the system will populate them automatically when the VQ information is entered on the next screen.
2. If your trainee will be undertaking both the VQ 2 and VQ 3 (or higher) in their Modern Apprenticship, enter the VQ 3 (or higher) reference number and level into these 2 fields.
3. In the ‘Enter VQ Reference’ screen, enter the reference number of the initial VQ 2 the trainee is undertaking. Enter the appropriate level for this VQ also.
4. When you are taken to the trainee assignment screen, please check that the Current VQ fields and Final VQ fields are complete with the correct data – either the VQ 2 and VQ 3, or both with the VQ 3. Assignments sent to the LEC for approval with the VQ 2 data in both fields, or VQ3 in both where a VQ 2 is required, will be returned for amendment prior to approval.