Apprentice Registration Policy

Purpose

This outlines the procedures for registering apprentices and collecting registration details, documents and assessments through the Ace360 platform. The aim of this procedure is to ensure that all apprentices are registered accurately and efficiently, and that the collection and storage of all relevant documents meet legal and privacy standards.  

Scope

This procedure applies to all apprentices registered onto the Ace360 platform.  

Procedure

1. The registration of apprentices onto the Ace360 platform is the responsibility of the training provider. However, the employer must confirm the identity of each apprentice registered to Railway Competence before the apprentice is added to Ace360.  

1. All apprentice registration details, including personal information and any special considerations, will be collected through the Ace360 platform.  

1. Ace360 will assign a unique assessment number to each apprentice and provide an area for uploading the required documents.  

1. Railway Competence Group will check the uploaded evidence against the Gateway requirements to ensure compliance with the necessary standards.  

1. The platform will connect to an API to notify the Education and Skills Funding Agency of successful completions.  

1. All documents uploaded to Ace360 will be stored according to Data Retention and Privacy requirements.  

1. Prior to assessments, apprentice identification will be checked to prevent the use of false identification, corroborating evidence provided on ACE360.  

1. Any apprentices/training provider found to be applying for end point assessment using false identification will be barred from further applications. RCG will report the matter to the appropriate regulatory bodies. 

Responsibility

It is the responsibility of the training provider to register the apprentice onto the Ace360 platform. It is the responsibility of the employer to confirm the apprentice's identity with Railway Competence Group. It is the responsibility of the training provider to ensure that all uploaded documents are valid and accurate.  

Railway Competence Group will review all documents following Gateway, prior to approval for end point assessment.