Employer Guide to Apprenticeship Progress Reviews

Everything you need to know about supporting your apprentice through their learning journey and progress review process.

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Section 1

Introduction

Kent Business College (KBC) delivers apprenticeship programmes that combine structured training with real workplace experience. A key part of this delivery is the Student Progress Review.

A Progress Review is a structured, formal meeting involving:

  • The apprentice
  • The employer (usually the line manager)
  • The assigned KBC coach

This policy explains:

  • What a Progress Review is
  • Why it is important
  • What will be discussed
  • The responsibilities of each party
  • The Service Level Agreement (SLA)

This document is written to ensure clarity for employers, apprentices and members of the public who may be unfamiliar with apprenticeship frameworks.

Download The Guide

Section 2

What is an Apprenticeship?

An apprenticeship is a paid job combined with structured training.

It includes:

  • On-the-job learning (workplace activity)
  • Off-the-Job (OTJ) training (structured learning outside normal job duties)
  • Development of Knowledge, Skills and Behaviours (KSBs)
  • End-Point Assessment (EPA) to confirm competence

Apprenticeships are funded through public funds and are regulated by the Department for Education. Providers must demonstrate that learning is structured, monitored, and progressing appropriately.

Progress Reviews are a mandatory part of this monitoring process.

The Student Progress Review exists to ensure that:

  • The apprentice is making meaningful progress.
  • The employer is seeing value from the apprenticeship.
  • The training plan remains aligned to the job role.
  • Off-the-Job training requirements are met.
  • The apprentice is progressing towards End-Point Assessment

Progress Reviews protect:

  • The apprentice’s development
  • The employer’s investment
  • Public funding accountability
  • Quality standards required by regulators

Section 3

Purpose of the
Student Progress Review

Section 4

Regulatory Alignment

This policy aligns with requirements set by:
  • The Department for Education (Apprenticeship Funding Rules)
  • The Education and Skills Funding Agency (Funding compliance monitoring)
  • Ofsted (Education Inspection Framework)

These bodies require that apprenticeships are:

  • Regularly reviewed
  • Developmentally structured
  • Employer engaged
  • Evidenced against clear standards

Failure to comply may result in funding clawback or regulatory action.

programme Overview

Section 5

Importance and Justification

Progress Reviews are important because they:

5.1  

Protect Learners
  • Understand their development
  • Receive appropriate support
  • Are not falling behind
  • Are supported in achieving their qualification

5.2  

Protect Employers

  • Structured feedback on apprentice performance
  • Visibility of return on investment
  • Clear next steps
  • Early identification of issues

5.3  

Protect Public Funding
  • Structured monitoring
  • Genuine training
  • Meaningful progress

5.4  

Support Inspection Standards

  • Quality of Education
  • Personal Development
  • Leadership and Management

Section 6

Frequency and Service Level Agreement (SLA)

Kent Business College operates the following standards:

Requirement KBC Standard
Review Frequency Every 10 weeks
Regulatory Maximum Interval No more than 12 weeks
Duration 45–60 minutes
Format Tripartite meeting (Apprentice, Employer, Provider)
Documentation Completion Within 48 hours
Signatures Required All three parties

Section 7

Structure of the Progress Review

Each Progress Review includes:

7.1  
Employment Confirmation
  • Confirmation the apprentice remains employed
  • Confirmation the role aligns to the apprenticeship standard
  • dentification of any role changes

7.2

Off-the-Job Training Review
  • Hours completed to date
  • Evidence of structured learning
  • Application of learning to workplace

7.3  

Attendance and Engagement
  • Live session attendance
  • Submission of work
  • Engagement with learning platform

7.4  

Review of Previous Targets
  • Were targets achieved?
  • What evidence supports achievement?
  • What was the workplace impact?

7.5  

Knowledge, Skills and Behaviours (KSBs)
  • What knowledge has been developed?
  • What skills have been applied?
  • What behaviours have been demonstrated?

7.6  

Employer Feedback
  • Performance observations
  • Development commentary
  • Areas for improvement

7.7  

Safeguarding and Welfare
  • Wellbeing check
  • Workload review
  • Additional support required

7.8  

Forward Action Plan

Clear SMART targets will be agreed for the next review period.

Section 8

Responsibilities

Each Progress Review includes:

8.1

Coach Responsibilities

The coach must:
  • Prepare thoroughly
  • Review progress data
  • Facilitate professional discussion
  • Challenge and support appropriately
  • Document accurately
  • Identify risks early
  • Escalate concerns where necessary

8.2

Employer Responsibilities

The employer must:

  • Attend Progress Reviews
  • Provide honest performance feedback
  • Support Off-the-Job training time
  • Facilitate workplace application of learning
  • Notify KBC of role changes

8.3

Apprentice Responsibilities

The apprentice must:

  • Attend all scheduled reviews
  • Engage honestly in reflection
  • Complete agreed learning tasks
  • Log Off-the-Job hours accurately
  • Inform KBC of any changes affecting progress

Section 9

Non-Attendance and Escalation Procedure

Each Progress Review includes:

If the Apprentice Fails to Attend

Stage 1 –

Contact within 48 hours

Stage 2 –

Formal reminder and reschedule

Stage 3 –

Employer notified

Stage 4 –

Escalation to Programme Lead

Stage 5 –

Formal review of apprenticeship continuation

If the Employer Fails to Attend

Stage 1 –

Review rescheduled

Stage 2 –

Formal email to employer

Stage 3 –

Escalation to Employer Engagement Officer

Stage 4 –

Senior Leadership notification

Section 10

Risk Management

Risks identified during reviews may include:

  • Off-the-Job hours deficit
  • Poor attendance
  • Insufficient portfolio progress
  • Employer disengagement
  • Risk of EPA failure

Action plans must be agreed and documented immediately.

Section 11

Documentation and Audit

All reviews:

  • Must be recorded using the official KBC template
  • Must be stored securely
  • Must be retrievable for inspection
  • Must demonstrate impact and progress
Reviews are subject to internal quality assurance sampling.

Section 12

Data Protection and Confidentiality

All information discussed in Progress Reviews:

  • Is confidential
  • Is handled in line with GDPR requirements
  • May be shared with regulatory bodies if required

Section 13

Quality Assurance

Kent Business College conducts:

  • Monthly review sampling
  • Coach performance monitoring
  • Continuous improvement feedback
  • Compliance audits
Findings inform staff development and training.

Policy Review

This policy will be reviewed annually or sooner if regulatory requirements change.

Section 1

Introduction

Thank you for employing an apprentice with Kent Business College (KBC).

Apprenticeships are a partnership between: 
  • The employer 
  • The apprentice 
  • The training provider 

A key part of this partnership is the Progress Review. 

This guide explains:

  • What a Progress Review is 
  • Why it is important 
  • What you can expect 
  • Your responsibilities as an employer
  • How it benefits your organisation 
Download The Guide

Section 2

What is a Progress Review?

A Progress Review is a structured meeting that takes place approximately every 10 weeks.

It involves: 

  • The apprentice 
  • The employer (usually the line manager) 
  • The KBC coach 
The purpose is to formally review: 
  • The apprentice’s development 
  • Workplace performance 
  • Off-the-Job training progress 
  • Progress towards End-Point Assessment 

Progress Reviews are a mandatory requirement of
apprenticeship funding regulations. 

stratigic-managment

Section 3

Why Are Progress Reviews Important? 

Progress Reviews protect:

3.1  

Your Organisation
  • You are receiving value from the apprenticeship 
  • The apprentice is developing skills relevant to your business 
  • Training aligns with real workplace objectives 
  • Performance gaps are addressed early 

3.2  

The Apprentice
  • Structured feedback 
  • Clear development goals
  • Support and guidance 
  • A clear pathway to qualification 

3.3  

Public Funding
Apprenticeships are publicly funded. The government requires structured monitoring to ensure high-quality delivery and proper use of funding. 

Section 4

What Happens During a Progress Review?

Each review typically lasts 45–60 minutes and covers:

4.1

Confirmation of Employment
  • The apprentice remains employed 
  • The role continues to align with the apprenticeship standard 
  • Any changes to responsibilities are discussed 

4.2

Off-the-Job Training
Off-the-Job training refers to structured learning that takes place outside of normal job duties. 
  • Hours completed
  • Types of learning undertaken 
  • Application of learning to workplace tasks

4.3

Review of Previous Targets

We will discuss: 
  • What was agreed at the last review 
  • What has been achieved
  • Evidence of progress 
  • Impact on business performance

4.4

Knowledge, Skills and Behaviours (KSBs)

Every apprenticeship standard includes: 

  • Knowledge (what the apprentice understands) 
  • Skills (what they can do) 
  • Behaviours (professional standards and conduct) 

We review how these are developing in the workplace.

4.5

Employer Feedback
Your contribution is essential.  We will ask:
  • Has performance improved? 
  • What strengths are emerging? 
  • Where does further development remain? 
  • Is the apprentice adding value? 

4.6

Safeguarding and Welfare

We will check: 

  • Workload balance 
  • Wellbeing 
  • Any support needed 
This ensures apprentices are supported appropriately. 

4.7

Forward Planning
We will agree:
  • SMART targets 
  • Workplace application activities 
  • ff-the-Job learning plans
  • Preparation steps for End-Point Assessment

Section 5

Your Responsibilities as an Employer

Under apprenticeship funding rules, employers must: 

  • Support application of learning 
  • Inform KBC of role changes 
  • Maintain open communication 
  • ttend Progress Reviews 
  • Provide honest performance feedback 
  • Allow time for Off-the-Job training 

Employer engagement is not optional. It is a core part of apprenticeship delivery. 

stratigic-managment
Key Topics Covered

Section 6

What If You Cannot Attend? 

Progress Reviews require employer participation.  If you cannot attend:

  • Notify the coach in advance 
  • Nominate an appropriate representative 
  • Arrange a rescheduled date promptly
Persistent non-attendance may affect programme compliance. 

Section 7

What Are the Benefits
to Your Business?

When Progress Reviews are used effectively, they:
  • Strengthen retention
  • Provide structured workforce development 
  • Demonstrate commitment to staff investment 
  • Improve employee performance 
  • Increase productivity 
  • Develop leadership capability 
Many employers report that apprentices become high-performing contributors when structured reviews are used consistently. 
Project manager

Section 8

Preparing for a Progress Review

Before the meeting, you may wish to consider:

  • What improvements have you observed? 
  • What responsibilities could be expanded? 
  • What business challenges could the apprentice support? 
  • What behaviours need strengthening? 
Your preparation enhances the quality of discussion. 

Frequently Asked Questions

No. It is more of a structured development conversation that protects funding and drives performance. 

Approximately 45–60 minutes every 10 weeks. 

Yes. Apprenticeships are employer-led programmes. Your engagement is required. 

The review allows early identification and support planning before issues escalate. 

Final Note

Kent Business College is committed to: 

Apprenticeships succeed when there is strong collaboration between employer, apprentice and training provider.

Progress Reviews are NOT a formality. They are
the engine room of apprenticeship success. 
We appreciate your partnership in delivering high-quality professional development.

Our Commitment

Kent Business College is committed to: 
  • Transparent communication 
  • Professional review processes 
  • Clear documentation 
  • Supporting both employer and apprentice success 
  • Meeting all regulatory requirements

Find Us At :

Safeguarding Lead: 

If you have any questions regarding 
Progress Reviews, please contact: 
Employer Engagement Team

Section 1

Introduction 

Welcome to your apprenticeship with
Kent Business College

An apprenticeship is more than a qualification, it is: 

  • A job 
  • Structured training 
  • Professional development 
  • Preparation for End-Point Assessment (EPA) 

A key part of your apprenticeship journey is the Progress Review. 

This guide explains: 
  • What a Progress Review is 
  • Why it matters 
  • What will be discussed 
  • What is expected from you 
  • How it supports your success 
Download The Guide

Section 2

What Is a Progress Review? 

A Progress Review is a formal meeting that takes place approximately every 10 weeks. It involves: 

  • You (the apprentice) 
  • Your employer or line manager 
  • Your Kent Business College coach 

It is a structured conversation about: 

  • Your development 
  • Your performance at work 
  • Your learning progress 

Progress Reviews are required under government apprenticeship regulations and are a mandatory part of your programme. 

Section 3

Why Are Progress Reviews Important? 

Progress Reviews help you: 

3.1

Stay on Track 

They ensure you are: 
  • Completing your Off-the-Job training hours 
  • Developing the required Knowledge, Skills and Behaviours (KSBs) 
  • Making progress towards EPA 

3.2

Understand Your Development 
They give you: 
  • Clear feedback 
  • Recognition of achievements 
  • Identified areas for improvement 
  • Structured development targets 

3.3

Avoid Problems Later 

If you are falling behind, struggling with workload, or unsure about expectations, the Progress Review is the place to raise this early. Early discussion prevents bigger issues later. 

3.4

Prepare for End-Point Assessment 

Your apprenticeship ends with an End-Point Assessment. Progress Reviews monitor your readiness so that you approach this stage confidently

Section 4

What Will Be Discussed? 

Each review usually lasts 45–60 minutes and covers: 

4.1

Your Employment 

We will confirm: 
  • You are still employed 
  • Your job role still aligns with your apprenticeship standard 
  • Any changes to responsibilities 

4.2

Off-the-Job (OTJ) Training
Off-the-Job training is structured learning that happens outside your normal job duties. 
  • How many hours you have completed 
  • What learning activities you have undertaken 
  • How you applied your learning at work 
You are required to complete your OTJ hours as part of your apprenticeship. 

4.3

Review of Previous Targets 

We will discuss: 

  • What targets were agreed last time 
  • Whether they were achieved 
  • What impact they had in your workplace 

4.4

Knowledge, Skills and Behaviours (KSBs) 

Every apprenticeship includes: 

  • Knowledge – what you understand 
  • Skills – what you can do 
  • Behaviours – how you conduct yourself professionally 

We will explore how you are developing in all three areas. 

4.5

Employer Feedback 

Your line manager will share feedback about: 

  • Your performance 
  • Improvements observed 
  • Areas for development 
  • Workplace impact 
This is an important opportunity to receive professional feedback. 

4.6

Safeguarding and Wellbeing 

We will check: 

  • Your workload balance 
  • Any wellbeing concerns 
  • Any additional support needed 
If you are struggling, this is a safe and appropriate space to raise concerns. 

4.7

New Targets 

Before the meeting ends, we will agree: 

  • Clear SMART targets 
  • Learning priorities 
  • Workplace application tasks 
  • Off-the-Job learning focus 

These targets guide your next 10 weeks. 

Section 5

Your Responsibilities
as an Apprentice 

You are expected to: 

  • Attend all scheduled Progress Reviews 
  • Engage honestly and professionally 
  • Log Off-the-Job hours accurately 
  • Complete agreed assignments 
  • Apply learning in your workplace 
  • Inform your coach of any issues affecting your progress 

Failure to attend reviews or engage may result in escalation procedures and could affect continuation on the programme. 

Section 6

How to Prepare for
Your Progress Review 

Before your meeting, consider: 
  • Attend all scheduled Progress Reviews 
  • How have I applied this in my job? 
  • What am I proud of? 
  • What am I finding challenging? 
  • What support do I need? 
  • Am I on track with Off-the-Job hours? 
Preparation helps you get maximum benefit from the discussion. 
Project manager

Section 7

Frequently Asked Questions  

No. It is a professional development conversation designed to help you grow.
The purpose is constructive feedback. You should expect honest but supportive discussion. 
Yes. Progress Reviews are a safe space to raise concerns about workload, support, or development. 
Yes. Consistent engagement and progress are required to reach End-Point Assessment. 

Section 8

How Progress Reviews Support Your Career

When used properly, Progress Reviews help you: 
  • Build professional confidence 
  • Improve performance 
  • Strengthen communication skills 
  • Demonstrate leadership behaviours 
  • Achieve higher EPA grades 
  • Enhance career progression 

Final Message 

Your apprenticeship is a partnership.  The Progress Review is your opportunity to: 

  • Reflect 
  • Improve 
  • Be challenged 
  • Be supported 
  • Stay on track 

Take it seriously, prepare for it, and use it to your advantage. 

Kent Business College is committed to supporting you throughout your journey. 

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