Your KBC onboarding and enrolment journey

Your journey normally begins with a one-to-one information session with a KBC coach or a public Eventbrite event. KBC explains the occupational purpose and level of the programme, likely delivery pattern, expected commitment, paid off-the-job training, employer responsibilities, assessment, indicative duration, funding conditions and the effect of prior learning.

• We discuss the proposed programme, your current job role, normal working hours, workplace location, employer support and career objectives.
• We identify early questions about residency, right to work, concurrent study, prior qualifications, job-role suitability, support or accessibility.
• This is an initial pre-screen, not a final eligibility or funding decision.

The employer service agreement establishes the service relationship between KBC and the employer. It is separate from the apprenticeship agreement between employer and apprentice and from the tripartite training plan.

• The employer checks organisational details, authorised contacts, funding route, responsibilities, service terms and required cooperation.
• The employer identifies a genuine line manager who can support learning, workplace application and progress reviews.
• Signing the service agreement allows KBC to progress the application but does not override final compliance approval.

After the employer stage is ready, KBC sends the apprentice an email explaining how to activate the enrolment record, complete the requested forms and book a one-to-one appointment with an enrolment specialist. The specialist can guide the apprentice through uploads, declarations and platform access.

• Use a personal or reliable email address you can access throughout the process.
• Check junk or spam folders for the KBC and Aptem invitation emails.
• Ask for reasonable adjustments, an interpreter, help with technology or an alternative format when needed.

KBC collects enough reliable evidence for an independent reviewer to understand and reproduce the enrolment decision. The exact documents vary with the learner’s circumstances.

• Normally requested from the apprentice: photo ID, National Insurance number, current address, CV, GCSE or equivalent certificates where held, other qualifications, training records and relevant prior-learning evidence.
• Where applicable: residency or immigration evidence, prior address history, overseas qualification information, name-change evidence or a working-location declaration.
• From the employer: employment and PAYE details, job title and description, paid hours, wage, contract term, work location and line-manager confirmation.

KBC verifies relevant English and maths qualifications and uses an appropriate diagnostic assessment to understand the learner’s current skills, readiness and support needs. This is not simply a pass-or-fail admissions test.

• Provide GCSE, Functional Skills or accepted equivalent evidence where available.
• If evidence is not available, KBC explains the options that apply to the learner’s age, programme, standard and funding-rule year.
• For many apprentices aged 19 or over, standalone English or maths study may be optional where the current rules permit and the employer decision is recorded; different requirements can apply to younger apprentices or a standard with specific requirements.
• A decision not to pursue a standalone qualification does not prevent KBC from discussing literacy, numeracy, digital confidence or reasonable support needed to succeed on the occupational programme.

KBC checks the learner, employer, employment arrangement, work location, job role and proposed programme against the rules that will apply at the intended actual start. A tutor or assessor then compares the learner’s existing knowledge, skills and behaviours with the correct occupational standard and KBC curriculum.

• Prior qualifications, work experience, CV, job description, work products, learner self-assessment, employer view and professional discussion are considered together.
• A skills scan or high self-score is a prompt for exploration, not proof that training can be removed.
• Where relevant prior learning is evidenced, KBC maps it to specific KSBs and curriculum content, removes only training the learner does not need, and considers the impact on planned hours, duration and price.
• Where the full curriculum remains necessary, KBC records the evidence reviewed and the reason for no reduction.

The final compliance gate confirms that every mandatory item is present and consistent: learner and employer facts, rule year, standard version, job role, substantive new learning, RPL, personalised duration, planned off-the-job training, employer release, price, funding method and agreements.

• Approve: all pre-start requirements are satisfied.
• Approve with a controlled condition: only a non-material administrative action remains and it cannot affect entitlement or the accuracy of the start.
• Hold or request evidence: the case cannot progress until a gap or contradiction is resolved.
• Refer: specialist or higher-level review is needed.
• Decline or alternative route: the funded apprenticeship is not appropriate or eligible; KBC explains the reason and, where possible, another option.

Before the commitment meeting, the employer must complete the required Apprenticeship Service action so that the learner, provider, agreed programme and funding arrangements can be confirmed. At the same time, the apprentice completes KBC’s onboarding and inclusiveness assessment.

• The employer signs in to the official Apprenticeship Service, confirms organisation and PAYE details, and gives the necessary provider permissions or approves the cohort request.
• The apprentice completes questions about learning preferences, digital confidence, communication, access, neurodiversity or disability, wellbeing, workload, support and work-style or personality indicators.
• The assessment is used to tailor support and delivery. It is not a diagnosis, a personality-based admission test or a way to exclude someone who can be supported.
• Sensitive information is not automatically displayed to the employer. The apprentice can agree which practical adjustment information may be shared, subject to safeguarding and legal duties.

The apprentice, line manager and KBC meet to confirm the final programme and shared commitments. The apprenticeship agreement between the employer and apprentice and the detailed tripartite training plan must be complete, dated and internally consistent before the start is authorised.

• Confirm the correct programme and standard version, job role, working pattern, planned dates, module sequence and assessment route.
• Agree the personalised off-the-job plan, protected paid learning time, evidence expectations, monthly submissions, coaching, progress reviews and workplace application.
• Review relevant RPL decisions, support arrangements and reasonable adjustments.
• Agree the planned first substantive learning activity and the supported start window.
• Demonstrate Aptem, the KBC LMS, modules, learning materials, journal recording and the form used to request hard-copy resources.

KBC normally uses a supported first-learning activity in January, May or September. The coach introduces a core occupational concept—such as project management, project controls or marketing—and sets an applied learner output. The date becomes the actual apprenticeship start only when genuine learning occurred and the evidence is complete.

• Evidence normally includes the dated activity, attendance or participation, the KSB or curriculum link, a learner output such as an applied assignment, and tutor feedback.
• Platform setup, induction, initial assessment, document signing or a missed planned activity is not substituted for learning.
• If the apprentice does not complete substantive learning on the planned date, KBC moves the start to the next genuine learning date and corrects all affected records—never backdating.
• The supported start leads into the London Masterclass and full online induction and teaching launch associated with the February, June or October cycle.