What KBC recognises
- Relevant qualifications, modules and previous apprenticeships
- Relevant employer training and professional development
- Current occupational knowledge and applied experience
- Informal or experiential learning that can be evidenced
KBC apprenticeship policy
Recognition of Prior Learning
A fair, evidence-led process that makes sure public funding is used for genuinely new learning, while every apprentice receives an individualised programme that develops the full knowledge, skills and behaviours required for occupational competence.
Completed before substantive learning
Four connected evidence sources
KSB-by-KSB mapping
Learner–employer–KBC agreement
The purpose
Recognise what you already know. Protect what you still need to learn.
Recognition of Prior Learning (RPL) is not a shortcut and it is not a reward for scoring yourself highly. It is a structured assessment of relevant learning and occupational competence that the learner already possesses before the apprenticeship begins.
What RPL may affect
- The learning activities retained, reduced or removed
- The planned off-the-job training hours
- The programme sequence and practical-period duration
- The maximum eligible public funding and agreed price
What RPL never removes
- The requirement to achieve full occupational competence
- Mandatory assessment, gateway or professional requirements
- Learning that has not been reliably evidenced and mapped
- The employer’s duty to provide a suitable role and release time
Important terminology: before enrolment, KBC checks the learner’s Personal Learning Record (PLR) through the Learning Records Service, where available. The Individualised Learner Record (ILR) is the provider’s formal funding-data return and is aligned after the assessment decision. This page uses PLR and ILR in their correct roles.
A high Skills Radar score does not create priority for funding. The Radar is a self-assessment used to identify topics for discussion. Where it is unusually high but the CV, PLR and KSB diagnostic do not show prior learning, the Enrolment Team will contact the learner to explain the purpose of the Radar, recalibrate the responses and make sure the assessment reflects the learner’s genuine starting point.
The four-result model
No single score or document decides the outcome
KBC considers the four results together, then tests any contradiction through professional discussion, employer input and KSB-to-curriculum mapping.
CV and occupational experience
Shows roles, responsibilities, projects, professional training and the learner’s claimed exposure to relevant work.
What KBC checks
Relevance to the current standard, level of responsibility, independent application, recency, examples of work and whether the employer can confirm the experience. Job title or length of service alone is not proof.
Skills Radar
A self-rating against the programme’s knowledge, skills and behaviours, used to structure the assessment conversation.
What KBC checks
Patterns of high and low confidence, inconsistent responses, evidence supporting each rating and whether the learner understood the scale. A high Radar score is not automatic RPL; a low score does not block RPL where reliable evidence exists.
PLR, qualifications and transcripts
Helps identify previous qualifications, apprenticeship learning and formal study that may overlap with the proposed programme.
What KBC checks
The qualification title, level, date, awarding body, transcript, module outcomes and assessment evidence. A similar title does not automatically mean the same KSBs were achieved. An unavailable or incomplete PLR is not treated as proof of no prior learning.
KSB diagnostic and discussion
A proportionate test of depth, currency and practical application through questions, scenarios, work products or targeted tasks.
What KBC checks
Whether the learner can explain, apply and transfer the relevant KSBs at the required level. The coach may review presentations, reports, portfolios or workplace outputs and may seek employer confirmation before mapping any omission.
Evidence-quality test
- Relevant: maps to the current standard and training KBC would otherwise deliver.
- Authentic: belongs to the learner and can be verified.
- Current: remains applicable to present occupational practice.
- Sufficient: demonstrates the required depth and application.
- Traceable: allows an independent reviewer to reproduce the decision.
The central eligibility question
After recognised prior learning is removed, does the apprentice still need significant new knowledge, skills and behaviours and does the remaining programme meet the rules applying at the learner’s start date?
If the answer is no, KBC does not enrol the learner on that funded apprenticeship programme. KBC may discuss a different apprenticeship, professional qualification or alternative development route.
Interactive decision explorer
See how different evidence patterns change the next step
This tool illustrates KBC’s route for investigation. It does not make an eligibility decision and does not replace professional mapping, employer discussion or Compliance approval.
Choose the provisional result from each check
Use the presets or select each result manually. The recommended action updates automatically.
Self-assessment only; never conclusive by itself.
Structured questions, tasks, discussion or work-product review.
Role, duties, projects, training and evidence of independent application.
PLR, certificates, transcripts and previous apprenticeship learning.
Detailed review
Mixed evidence: investigate before deciding
The evidence suggests some possible prior learning, but the pattern is not strong enough for an automatic conclusion.
KBC next step
- Hold the decision while the evidence is mapped
- Use professional discussion to resolve contradictions
- Agree any individualisation at the commitment meeting
Control: no content or hours are removed until evidence maps to specific KSBs and curriculum activities.
End-to-end workflow
From evidence collection to an approved learning start
Select a phase to see the control, evidence and decision applied at that point. Substantive apprenticeship learning begins only after the final approval gate.
Hold means hold. Missing, contradictory or unverifiable evidence keeps the application at the relevant gate. A cohort date, employer request or completed administration does not override an unresolved eligibility, hours, duration or price question.
Worked decision scenarios
Eight common patterns and how KBC responds
Open each scenario to see the likely control route. These are anonymised illustrations, not learner decisions or promises of a particular reduction.
A All four sources show extensive prior learningHigh Radar + high KSB diagnostic + relevant CV + relevant PLR
Likely route: the Programme Lead maps the evidence against the complete curriculum. If little or no significant new learning remains, or the personalised plan falls below the applicable minimum, the learner is not eligible for apprenticeship funding on this programme.
KBC records the rationale and discusses a materially different programme, professional qualification or another development route. The outcome is evidence-led; the learner is not rejected merely because one result is high.
B Formal learning appears strong, but current competence appears lowCV and PLR high; Skills Radar and KSB diagnostic low
Likely route: hold for a coach–learner–employer meeting. The coach checks whether the prior study is outdated, theoretical, at a different level, not applied in the current role or not materially the same as the new standard.
The final outcome may be no RPL, partial RPL or a different programme. A qualification title alone does not remove a credit, module or hour.
C The Skills Radar is high on its ownNo supporting CV, PLR or KSB evidence
Likely route: the Enrolment Team calls the learner to explain that overrating does not increase funding priority. The Radar is reviewed, examples are requested and the scale is recalibrated where needed.
No RPL hours are awarded from the self-score. If the other evidence remains low, the learner may proceed on the full curriculum, subject to all wider eligibility and job-role requirements.
D The learner underrates themselvesLow Radar; strong KSB test, CV and qualification evidence
Likely route: the coach explores confidence, terminology and the difference between familiarity and competent application. A low self-rating does not prevent RPL where reliable evidence demonstrates relevant learning.
Any recognised content is mapped to specific activities and whole planned hours, with the remaining development clearly retained.
E Strong experiential learning with no formal qualificationHigh applied KSB result and relevant work evidence; PLR shows no overlap
Likely route: KBC considers experiential learning. The learner provides work products and the employer confirms duties, independence and current application. The Programme Lead maps only what is demonstrably achieved.
Formal certification is not required for every RPL decision, but occupational experience must be relevant, authentic, current, sufficient and traceable.
F PLR shows an old or similarly titled qualificationFormal record high; current diagnostic and role evidence low
Likely route: KBC obtains the transcript or module outcomes and tests material overlap. The prior qualification may be outdated, at a different occupational level or focused on academic knowledge rather than current workplace application.
The title or level does not automatically remove training. RPL is awarded only where the actual learning outcomes map to current KSBs and planned KBC content.
G All four sources indicate a genuine development needLow starting point with no relevant prior learning
Likely route: no RPL reduction is indicated and the full approved curriculum is normally planned. The learner still needs to satisfy wider eligibility, role suitability, English and maths, support and employment checks.
The Skills Radar becomes the baseline for measuring progress rather than a mechanism for allocating funding.
H Mixed evidence across different credits or modulesStrong in some areas, clear development gaps in others
Likely route: each programme credit or curriculum block is considered separately. KBC retains the activities still required, removes only mapped duplicate training and converts the approved omissions to whole planned off-the-job hours.
The result is an individualised pathway rather than a blanket percentage reduction across the full programme.
Hours, duration and public funding
The calculation follows the learning removed
KBC identifies the exact curriculum content the learner does not need, converts it to whole planned off-the-job hours and then applies the government’s minimum price-reduction method.
KBC credit-planning guide: eligibility is reviewed credit by credit. One KBC programme credit or curriculum block normally represents about four months of study and approximately 130 planned off-the-job hours. These are internal planning values, not a statutory national definition. The exact figure may differ by programme, standard version, delivery model and intake, and the controlled curriculum baseline always takes precedence.
This is not an employer bill. The calculated reduction lowers the maximum amount of eligible apprenticeship funding for training and assessment. It is not automatically the amount the employer must pay. Any employer co-investment, levy treatment, above-band amount or separately agreed commercial cost is determined under the rules and agreement applying to that employer and learner.
RPL cannot be reverse-engineered from a price. KBC does not choose a preferred discount and then invent hours to match it. Hours follow evidenced omitted learning; price follows the approved personalised plan.
Illustrative RPL funding calculator
Change the values or apply the KBC credit guide. The official calculator and live rule year are used for an actual learner decision.
Apply the KBC credit-planning guide
This only pre-populates an illustration. Actual omitted hours must come from approved curriculum mapping.
Illustrative result
Remaining planned hours710
RPL percentage (P)15.48%
Minimum reduction percentage (PR)7.74%
Minimum monetary reduction£2,090
Revised public-funding cap£24,910
Illustrative remaining duration22 months
Current-rule illustration: remaining plan passes the 187-hour and 8-month minimum gate.
1. Evidence and KSB mappingWhat training is genuinely unnecessary?
2. Individualised programmeContent, whole OTJ hours and duration
3. Financial alignmentReduced public-funding cap and agreed price
Commitment meeting
The learner, employer and KBC see the same evidence and agree the same plan
In every case, the coach presents the prior-learning assessment before the apprenticeship starts. The discussion makes the decision transparent and gives the learner and employer an opportunity to question, clarify or provide further evidence.
Evidence reviewed
Skills Radar, CV, PLR, qualifications, transcripts, occupational evidence and KSB diagnostic findings.
Starting point explained
Confirmed strengths, development gaps, confidence issues and any contradictions between the four results.
Significant new learning
Why the selected standard and level remain appropriate and what new KSB development is required.
Programme personalised
Credits, modules and activities retained, reduced or removed, with the direct hours and duration impact.
Funding and price presented
No-RPL hours, RPL hours, funding-band maximum, minimum reduction, final proposed price and any separate employer contribution.
Agreement and actions
Learner, employer and KBC agree the plan, responsibilities and evidence actions before Compliance approval.
The coach’s presentation includes
- Learner, employer, job role, standard, version, level and pathway
- A clear summary of every evidence source considered
- The Skills Radar clearly labelled as self-assessment
- KSB and curriculum findings, including content retained and omitted
- Normal and revised OTJ hours and practical-period duration
- Government funding-band reduction and proposed total price
- Employer release, workplace opportunities and review responsibilities
- Outstanding evidence, questions, amendments and the approval status
What the employer and learner can do
- Correct an inaccurate description of the learner’s job role or experience.
- Provide additional certificates, transcripts, work products or employer evidence.
- Challenge the proposed mapping, hours, duration or price and ask for an explanation.
- Confirm whether the remaining training can be supported in the workplace.
- Agree the final individualised training plan or ask for a documented review.
Evidence still governs the outcome. Agreement is essential, but neither the learner nor employer can require KBC to remove unsupported content or approve an ineligible funded programme.
The final commitment record must show: the evidence discussed; significant new learning; modules and activities retained, reduced or removed; OTJ hours and duration; funding and price; employer amendments; KBC’s response; learner, employer and KBC agreement; and named actions with due dates.
Governance and evidence
A decision must be reproducible, approved and consistent across every record
The evidence pack should enable a suitably knowledgeable independent reviewer to understand how KBC reached the outcome without relying on staff recollection.
| Role | Primary responsibility | Control boundary |
|---|---|---|
| Learner | Completes the declaration and Radar honestly; provides complete evidence; participates in testing and discussion. | A self-score, CV claim or preference for a shorter programme is not proof of RPL. |
| Enrolment / IAG | Explains the process, gathers documents, identifies contradictions and arranges clarification. | Does not promise funding, a particular reduction or an accelerated completion date. |
| Coach / occupational assessor | Conducts the KSB diagnostic and professional discussion; tests depth, currency and application. | Cannot be the only approver of omitted curriculum, financial values and final system records. |
| Programme Lead | Maps evidence to the current standard and curriculum; confirms significant new learning and full occupational competence. | Only approved curriculum activities and whole planned hours can be removed. |
| Employer / line manager | Confirms role suitability and experience; reviews the personalised plan, release time, workplace opportunities and price. | Agreement cannot turn unsupported prior learning into eligible RPL. |
| Compliance, Finance and MIS | Check the rule year, minimum gate, funding calculation, price, approvals and consistency across the evidence and systems. | Any unresolved material issue results in hold, correction, further evidence, escalation or a not-eligible outcome. |
Evidence pack
- Prior-learning declaration and Skills Radar
- CV, job description and employer evidence
- PLR, certificates, transcripts and previous learning
- Diagnostic outputs and professional-discussion notes
- KSB and curriculum mapping with omitted whole hours
Decision and agreement
- Significant-new-learning and material-difference rationale
- Normal and revised curriculum, hours and duration
- Funding calculation, modular price and any separate discount
- Coach presentation and commitment-meeting record
- Learner, employer and KBC approvals
One source of truth
- Aptem and the individualised training plan
- Employer agreement and Apprenticeship Service record
- ILR planned hours, dates and price fields
- Finance records and employer contribution, where applicable
- Controlled evidence repository and audit trail
Non-negotiable stop conditions include: no reliable evidence; no significant new KSB development; a remaining programme below the applicable minimum; hours that do not trace to omitted curriculum; unreconciled price or system values; missing learner or employer agreement; an unsuitable job role; or suspected falsification, backdating or deliberate misrepresentation.
Frequently asked questions
Clear answers before you commit
Will a degree or higher-level qualification automatically make me ineligible?
No. KBC examines the actual modules, outcomes, recency and practical application. A learner can undertake an apprenticeship at the same or a lower level where the programme is materially different and substantial new occupational learning remains. A qualification title or level alone does not decide the outcome.
Can a high Skills Radar score disqualify me?
Not by itself. It triggers discussion and a request for evidence. Where the Radar is high but all other evidence is low, the Enrolment Team explains the scale and purpose so the learner can rate their starting point accurately. Only corroborated, mapped prior learning can remove training.
Why does KBC check my Personal Learning Record?
The PLR helps identify prior qualifications and recorded learning, including information that may have been omitted from an application. KBC reconciles it with the CV, certificates and transcripts. Where the PLR is unavailable or incomplete, alternative reliable evidence may be requested.
Does recognised prior learning exempt me from the apprenticeship assessment?
No. RPL removes duplicate training that KBC does not need to deliver; it does not remove the requirement to demonstrate full occupational competence or satisfy mandatory gateway, assessment and professional requirements that apply to the standard.
Does one recognised credit always remove exactly 130 hours and four months?
No. Approximately 130 hours and four months is KBC’s planning guide for a typical credit or curriculum block. The actual adjustment must be based on the controlled programme baseline and the exact activities the learner no longer needs. A credit may be retained, partly individualised or removed only where the mapping supports that outcome.
Is the funding reduction the amount my employer must pay?
No. The RPL calculation reduces the maximum eligible government or Apprenticeship Service funding for the individualised apprenticeship. Employer co-investment, levy treatment, any amount above the funding band and other agreed charges are separate matters governed by the applicable funding rules and contract.
Can I provide more evidence or challenge the assessment?
Yes. The learner or employer can provide additional relevant evidence and ask KBC to review the mapping, hours, duration or price. The final decision and rationale are documented. KBC’s complaints and review routes remain available where the parties cannot resolve the matter through the assessment and commitment process.
When can apprenticeship learning start?
Only after the initial assessment is complete, the learner and employer have agreed the individualised plan, Compliance has approved the case, and Aptem, the training plan, Apprenticeship Service, ILR and financial records are aligned. Enrolment administration or induction alone does not establish the substantive learning start.
Start with an informed conversation
Discuss your starting point before the programme is agreed
Bring your current CV, relevant certificates or transcripts and a clear description of your role. A KBC coach will explain the programme, the prior-learning evidence required and how any individualisation may affect content, hours, duration and public funding.
