5 Top Tips for Managing Apprentices Through EPA in Peak Periods

Insights and Practical Advice from NQual, Your Awarding Organisation of Choice

As the summer draws to a close and we reflect on another successful 'peak period', we at NQual wanted to share some of the lessons we’ve learned, and the tips we’d offer, to help training providers navigate the busiest time of the apprenticeship calendar.

Between 1st May and 31st July 2025, NQual supported record numbers of apprentices through their End-Point Assessments (EPA), across a wide range of standards and sectors. A big thanks to the collaborative efforts of our internal and external assessors, EPA managers, and administrative teams, we were able to meet and exceed demand, all while maintaining a high-quality, learner-first experience.

Whether you're planning for next summer or looking to refine your EPA processes year-round, here are NQual’s five biggest tips for managing apprentices and getting them through EPA during busier periods with real examples from our recent success.

NQual work across a range of sectors, each providing it’s own challenges. The education sector offers one of the clearest examples of the importance of timing. Particularly for standards within the Education and Early Years sector with term time settings, on-site observations must be completed before settings close, for summer term this is typically around 18th July. That creates a narrow window for EPA for apprentices often approaching Gateway in late May or early June.

🔍 NQual in Action:

This year, we worked with dozens of providers to map out observation schedules as early as April, particularly in schools and early years settings. We prioritised face-to-face bookings where necessary and used hybrid or remote assessment methods where the standard permitted it. A clear understanding of last workable observation dates and term-time restrictions helped providers and employers prepare apprentices properly and avoid delays or deferrals.

✅ Provider Tip:

Use your curriculum planning sessions to identify hard deadlines by standard and sector. Then work backwards to set realistic Gateway targets and coordinate with your EPA Manager early, especially for standards with limited observation opportunities.

We all know the summer months come with increased annual leave for both employers and apprentices. Family holidays, school breaks, and staffing gaps in care or education settings can disrupt even the best-laid EPA plans. But while holidays can’t be avoided, they can be planned around.

🔍 NQual in Action:

Your dedicated EPA Manager made it a priority to discuss holiday schedules with providers in April, May and June, gathering information about apprentice availability and likely periods of unavailability. By building this into our scheduling process, we were able to offer assessment windows that worked, rather than chasing missed bookings or rescheduling at the last minute. Our unique booking approach is driven by apprentice availability, taking into account holidays and leave. On average we turnaround Gateway confirmations and bookings in less than one working day, meaning booking dates are secured quicker, with less possibility of cancellation.

✅ Provider Tip:

During apprentice reviews or Gateway readiness checks, ask about planned time off. Submit Gateway forms early, and communicate clearly with your EPAO about when apprentices are (and aren’t) available for assessment. The more notice we have, the more flexibility we can offer. Aim to submit your Gateway forms as soon as possible after the Tri-partite meeting, to prevent the proposed dates being taken by other priorities.

At NQual, we don’t wait until we’re at capacity to increase it. Our approach to 'peak' is proactive, planned and highly structured. From internal workforce planning to external assessor contingency, everything is designed to provide certainty, flexibility and responsiveness.

🔍 NQual in Action:

• 75% of our assessments are delivered by assessors directly employed by NQual, giving us greater control over workload, quality and availability.

• We pre-booked internal assessor cover days specifically for busier periods, allowing us to manage urgent cases, cancellations, and last-minute registrations.

• We also secured over 200% expected capacity in external assessor slots to increase availability and resilience.

• Our admin team guaranteed completion by 31st July for all apprentices registered by 1st May, giving providers and employers peace of mind.

This structured and prepared approach allowed us to respond to both forecasted demand and unexpected spikes in registrations, with confidence.

✅ Provider Tip:

Ask your EPAO about their 'peak period' planning. Do they hold back-up capacity? How do they manage cancellations or urgent bookings? The answers can make a big difference when time is tight.

One of the reasons NQual was able to deliver such a successful 'peak period' was our deep, data-informed collaboration with training providers. We didn’t just wait for bookings, we worked with you to create capacity plans, track readiness, and set targets for completion with the industry leading ACE360 platform.

🔍 NQual in Action:

Our dedicated EPA Managers held review meetings with each provider during April and May. In these meetings, we discussed:

• Which apprentices were nearing Gateway

• What your internal expectations were for completions

• Where and when you might need face-to-face vs remote assessments

• Any known constraints (school term dates, learner holidays, employer leave)

With this information, we put clear, personalised action plans in place, which were supported by regular updates from our admin and scheduling teams. The result? Dozens of apprentices completed earlier than expected, and booking timelines were cut down significantly.

Take this real example:

Even when last minute provider panic sets in, an Early Years Educator apprentice, registered on 2nd July, was completed on 25th July with a face-to-face observation successfully arranged within 23 days of registration.

That level of responsiveness only works when the provider and EPAO are fully aligned.

✅ Provider Tip:

Don’t wait until Gateway to engage your EPAO. Use account management support to plan proactively, especially if you have multiple apprentices approaching Gateway at once. Share your own internal targets and timelines, the more information we have, the more support we can offer. Use the EPAO System to register and share gateway dates. At NQual we pay for your ACE360 token, so there is no cost to you, meaning you can register nice and early.

Finally, perhaps the biggest game-changer during Peak is how early and strategically apprentices are registered. The earlier we receive registrations, the sooner we can plan assessments, particularly for high-demand standards or hard-to-access geographic areas.

🔍 NQual in Action:

Thanks to forward-thinking providers, our registration pipeline in April and early May was strong, enabling us to plan assessments throughout June and July. Even so, we maintained flexibility:

• Fast-tracking bookings for priority learners

• Holding weekly booking reviews to identify gaps, risks and urgent needs

• Using our national face-to-face network to cover even rural or remote areas with minimal delay

This approach helped us guarantee completions for all apprentices registered by 1st May, even in sectors requiring physical observations. And for those registered last minute, like our Coaching Professional, Business Administrator, and Lead Adult Care Worker apprentices, we were still able to complete in July. Thanks to careful prioritisation and daily communication between teams.

✅ Provider Tip:

• Register sooner rather than later. To help us plan effectively and secure assessor availability, we ask that you register as early as possible—at least 90 days before your Gateway. Early registration ensures a smoother process for everyone involved.

• Include expected Gateway dates and apprentice availability notes in your Gateway form.

Communicate if any apprentices are at risk of not completing before a holiday or employment end date, we can often help with urgent solutions if we know early.

In Summary: NQual’s 5 Peak EPA Tips for Providers

Tip	Action
1	Plan backwards from sector-specific deadlines like setting closures for Early Years and Teaching Assistant standards
2	Account for learner holidays and avoid late-stage reschedules by planning assessments in advance
3	Choose an EPAO that has capacity planning and flexible resources to handle peak demand
4	Work with your EPAO’s account managers to create clear EPA action plans
5	Register apprentices early and provide detailed availability and context

Summer Peak 2025 was a record-breaking period at NQual and it’s not just the numbers we’re proud of. It’s the collaboration, the planning, the responsiveness, and the shared commitment to learner success.

From May to July, we helped hundreds of apprentices reach EPA and achieve their goals including some last-minute apprentices who were fast-tracked through assessment in under four weeks. Our combination of national coverage, strong internal team capacity, and personalised provider support ensured no learner was left behind.

If you’re already thinking about December Peak or just want to sharpen your EPA processes, we’re here to help. Your success is our mission.

Let’s plan ahead, work together, and give every apprentice the best chance of timely, high-quality EPA.

Get Support From the NQual Team

For tailored support, EPA planning, or to review your current apprentices in pipeline, speak with your nominated NQual EPA manager or email rherriot@nqual.co.uk.

Let’s make every assessment count, especially when it matters most.