Contents
Contents
- Introduction and overview
- EPA summary table
- Duration of end-point assessment period
- EPA gateway
- Order of assessment methods
- Business case and questions and answers
- Professional discussion underpinned by a portfolio of evidence
- Grading
- Overall EPA grading
- Re-sits and re-takes
- Roles and responsibilities
- Reasonable adjustments
- Internal quality assurance
- Value for money
- Professional recognition
- KSB mapping table
- Mapping of KSBs to grade themes
- Version log
End-point assessment plan
V1.3
Introduction and overview
This document explains the requirements for end-point assessment (EPA) for the facilities manager apprenticeship. End-point assessment organisations (EPAOs) must follow this when designing and delivering the EPA.
Facilities manager apprentices, their employers and training providers should read this document.
A full-time facilities manager apprentice typically spends 24 months on-programme. The apprentice must spend at least 12 months on-programme and complete the required amount of off-the-job training in line with the apprenticeship funding rules.
The EPA should be completed within an EPA period lasting typically 4 months.
The apprentice must complete their training and meet the gateway requirements before starting their EPA. The EPA will assess occupational competence.
An approved EPAO must conduct the EPA for this apprenticeship. Employers must work with the training provider to select an approved EPAO.
This EPA has 2 assessment methods.
The grades available for each assessment method are below.
Assessment method 1 - business case and questions and answers:
- fail
- pass
- distinction
Assessment method 2 - professional discussion underpinned by a portfolio of evidence:
- fail
- pass
- distinction
The result from each assessment method is combined to decide the overall apprenticeship grade. The following grades are available for the apprenticeship:
- fail
- pass
- distinction
EPA summary table
Duration of end-point assessment period
The EPA is taken in the EPA period. The EPA period starts when the EPAO confirms the gateway requirements have been met and is typically 4 months.
The EPAO should confirm the gateway requirements have been met and start the EPA as quickly as possible.
EPA gateway
The apprentice’s employer must be content that the apprentice is occupationally competent. That is, they are deemed to be working at or above the level set out in the apprenticeship standard and ready to undertake the EPA. The employer may take advice from the apprentice's training provider, but the employer must make the decision. The apprentice will then enter the gateway.
The apprentice must meet the gateway requirements before starting their EPA.
They must:
- confirm they are ready to take the EPA
- have achieved English and mathematics qualifications in line with the apprenticeship funding rules
- submit a business case proposal of up to 500 words for the business case and questions and answers
- submit a portfolio of evidence for the professional discussion underpinned by a portfolio of evidence
Portfolio of evidence requirements:
The apprentice must compile a portfolio of evidence during the on-programme period of the apprenticeship. It should only contain evidence related to the KSBs that will be assessed by the professional discussion. It will typically contain 10 discrete pieces of evidence. Evidence must be mapped against the KSBs. Evidence may be used to demonstrate more than one KSB; a qualitative as opposed to quantitative approach is suggested.
Evidence sources may include workplace documentation and records, for example:
- workplace policies and procedures
- witness statements
- annotated photographs
- video clips with a maximum total duration 10 minutes; the apprentice must be in view and identifiable
This is not a definitive list; other evidence sources can be included.
The portfolio of evidence should not include reflective accounts or any methods of self-assessment. Any employer contributions should focus on direct observation of performance, for example, witness statements, rather than opinions. The evidence provided should be valid and attributable to the apprentice; the portfolio of evidence should contain a statement from the employer and apprentice confirming this.
The EPAO should not assess the portfolio of evidence directly as it underpins the discussion. The independent assessor should review the portfolio of evidence to prepare questions for the discussion. They are not required to provide feedback after this review.
Gateway evidence must be submitted to the EPAO, along with any organisation specific policies and procedures requested by the EPAO.
Order of assessment methods
The assessment methods can be delivered in any order. The result of one assessment method does not need to be known before starting the next.
Business case and questions and answers
Overview
For this assessment method, the apprentice creates a business case that has real business application and benefit. It should be a significant and defined piece of work and may include, for example, research, analysis and the completion of tasks or activities to achieve the outcome.
The business case must meet the needs of the employer’s business and be relevant to the apprentice’s occupation and apprenticeship.
This assessment method has 2 components:
-
business case
-
question and answer session
Together, these components give the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method. They are assessed by an independent assessor.
Rationale
This assessment method is being used because:
- it allows for the assessment of KSBs that take place over a long period of time
- it allows for a broad set of KSBs to be evidenced during the post-gateway period
- it enables KSBs to be assessed holistically
- it can produce something that is of genuine business benefit to the apprentice’s employer
- it allows the apprentice to directly demonstrate KSBs relating to communication and presentation
- it allows for the presentation of evidence and testing of responses where there are a range of potential answers
- it can be conducted remotely, potentially reducing cost
- it reduces the assessment burden on the apprentice
Delivery
The apprentice must complete a business case based on the following:
- evaluate potential improvements to current facilities management working practices or services
The apprentice will need to:
- develop and apply safe systems of work and sustainable practices
- apply facilities project management and finance management techniques
- comply with sector regulations and legislation
- carry out research and data analysis
- use stakeholder feedback
- apply continuous improvement and problem-solving techniques
To ensure the business case allows the apprentice to meet the KSBs mapped to this assessment method to the highest available grade, the EPAO must sign off the business case proposal at the gateway to confirm it is suitable. The EPAO must refer to the grading descriptors to ensure that the business case proposal is pitched appropriately.
The output must be in the form of a business case.
The apprentice must start the business case after the gateway. The employer should ensure the apprentice has the time and resources, within the business case period, to plan and complete their business case.
The apprentice may work as part of a team to complete the business case, which could include internal colleagues or technical experts. The apprentice must however, complete their business case unaided and it must be reflective of their own role and contribution. The apprentice and their employer must confirm this when the business case is submitted.
Component 1: Business case
The business case must include at least:
- brief overview of the business, for example links to business strategy or business plan
- detail of the working practice or service under review, for example overview of what it is, current performance using business data, staffing levels, inputs
- detail of proposed change
- benefit and impact analysis of the proposed change, for example description of the major strengths and risks
- safe systems of work and sustainable practice development
- implementation plan for proposed change and modifications to existing production plans and planning monitoring of results, for example physical or technological changes, capital and staff costs for both implementation and running and infrastructure implications
- financial analysis to support proposed changes
- risk analysis and mitigation
- overall recommendation
- citation of evidence sources
- appendices
- appendix containing mapping of KSBs to the business case
The business case must have a word count of 3500 words. A tolerance of 10% above or below is allowed at the apprentice’s discretion. Appendices, references and diagrams are not included in this total.
The apprentice must produce and include a mapping in an appendix, showing how the business case evidences the KSBs mapped to this assessment method.
The apprentice must complete and submit the business case to the EPAO by the end of week 8 of the EPA period.
Component 2: Question and answer session
The question and answer session must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method to the highest available grade.
The apprentice must be questioned about their business case.
The apprentice must have access to their business case during the question and answer session.
The question and answer session must last for 75 minutes. The independent assessor must use the full time available for questioning and they can increase the total time by up to 10%. This time is to allow the apprentice to respond to a question if necessary.
The independent assessor must ask at least 8 questions. They must use the questions from their EPAO’s question bank or create their own questions in line with the EPAO’s training. Follow up questions are allowed where clarification is required.
The purpose of the independent assessor's questions is:
- to verify that the activity was completed by the apprentice
- to seek clarification where required
- to assess those KSBs that the apprentice did not have the opportunity to demonstrate with the business case, although these should be kept to a minimum
- to assess level of competence against the grading descriptors
The independent assessor must have at least 2 weeks to review the business case before the question and answer session, to allow them to prepare questions.
The apprentice must be given at least 2 weeks’ notice of the question and answer session.
The apprentice may choose to end the question and answer session early. The apprentice must be confident they have demonstrated competence against the assessment requirements for the assessment method. The independent assessor or EPAO must ensure the apprentice is fully aware of all assessment requirements. The independent assessor or EPAO cannot suggest or choose to end the assessment methods early, unless in an emergency. The EPAO is responsible for ensuring the apprentice understands the implications of ending an assessment early if they choose to do so. The independent assessor may suggest the assessment continues. The independent assessor must document the apprentice’s request to end the assessment early.
Assessment decision
The independent assessor must make the grading decision. They must assess the business case components holistically when deciding the grade.
The independent assessor must keep accurate records of the assessment. They must record:
- the KSBs demonstrated in the business case report and question and answer session
- the apprentice’s answers to questions
- the grade achieved
Assessment location
The question and answer session must take place in a suitable venue selected by the EPAO for example, the EPAO’s or employer’s premises. It should take place in a quiet room, free from distractions and influence.
The question and answer session can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.
Question and resource development
The EPAO must develop a purpose-built assessment specification and question bank. It is recommended this is done in consultation with employers of this occupation. The EPAO must maintain the security and confidentiality of EPA materials when consulting with employers. The assessment specification and question bank must be reviewed at least once a year to ensure they remain fit-for-purpose.
The assessment specification must be relevant to the occupation and demonstrate how to assess the KSBs mapped to this assessment method. The EPAO must ensure that questions are refined and developed to a high standard. The questions must be unpredictable. A question bank of sufficient size will support this.
The EPAO must ensure that the apprentice has a different set of questions in the case of re-sits or re-takes.
EPAO must produce the following materials to support the project:
- independent assessor EPA materials which include:
- training materials
- administration materials
- moderation and standardisation materials
- guidance materials
- grading guidance
- question bank
- EPA guidance for the apprentice and the employer
The EPAO must ensure that the EPA materials are subject to quality assurance procedures including standardisation and moderation.
Professional discussion underpinned by a portfolio of evidence
Overview
In the professional discussion, an independent assessor and apprentice have a formal two-way conversation. It gives the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method.
Rationale
This assessment method is being used because:
- it assesses KSBs holistically and objectively
- it allows for the assessment of KSBs that do not occur on a predictable or regular basis
- it allows for assessment of responses where there are a range of potential answers
- it can be conducted remotely, potentially reducing cost
reduces the assessment burden on the apprentice
Delivery
The professional discussion must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this assessment method to the highest available grade.
An independent assessor must conduct and assess the professional discussion.
The purpose of the independent assessor’s questions will be to assess the apprentice’s competence against the following themes:
- health and safety
- facilities management
- property management
- quality assurance
- communication
- stakeholder management
- digital
- EDI, wellbeing and CPD
The EPAO must give an apprentice 2 weeks' notice of the professional discussion.
The independent assessor must have at least 2 weeks to review the supporting documentation.
The apprentice must have access to their portfolio of evidence during the professional discussion.
The apprentice can refer to and illustrate their answers with evidence from their portfolio of evidence however, the portfolio of evidence is not directly assessed.
The professional discussion must last for 75 minutes. The independent assessor can increase the time of the professional discussion by up to 10%. This time is to allow the apprentice to respond to a question if necessary.
The independent assessor must ask at least 8 questions. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in line with the EPAO’s training. Follow-up questions are allowed where clarification is required.
The apprentice may choose to end the assessment method early. The apprentice must be confident they have demonstrated competence against the assessment requirements for the assessment method. The independent assessor or EPAO must ensure the apprentice is fully aware of all assessment requirements. The independent assessor or EPAO cannot suggest or choose to end the assessment methods early, unless in an emergency. The EPAO is responsible for ensuring the apprentice understands the implications of ending an assessment early if they choose to do so. The independent assessor may suggest the assessment continues. The independent assessor must document the apprentice’s request to end the assessment early.
The independent assessor must make the grading decision.
The independent assessor must keep accurate records of the assessment. They must record:
- the apprentice’s answers to questions
- the KSBs demonstrated in answers to questions
- the grade achieved
Assessment location
The professional discussion must take place in a suitable venue selected by the EPAO for example, the EPAO’s or employer’s premises.
The professional discussion can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.
The professional discussion should take place in a quiet room, free from distractions and influence.
Question and resource development
The EPAO must develop a purpose-built assessment specification and question bank. It is recommended this is done in consultation with employers of this occupation. The EPAO must maintain the security and confidentiality of EPA materials when consulting with employers. The assessment specification and question bank must be reviewed at least once a year to ensure they remain fit-for-purpose.
The assessment specification must be relevant to the occupation and demonstrate how to assess the KSBs mapped to this assessment method. The EPAO must ensure that questions are refined and developed to a high standard. The questions must be unpredictable. A question bank of sufficient size will support this.
The EPAO must ensure that the apprentice has a different set of questions in the case of re-sits or re-takes.
The EPAO must produce the following materials to support the professional discussion underpinned by a portfolio of evidence:
- independent assessor assessment materials which include:
- training materials
- administration materials
- moderation and standardisation materials
- guidance materials
- grading guidance
- question bank
- EPA guidance for the apprentice and the employer
The EPAO must ensure that the EPA materials are subject to quality assurance procedures including standardisation and moderation.
Grading
Overall EPA grading
Performance in the EPA determines the overall grade of:
- fail
- pass
- distinction
An independent assessor must individually grade the business case and questions and answers and professional discussion underpinned by a portfolio of evidence in line with this EPA plan.
The EPAO must combine the individual assessment method grades to determine the overall EPA grade.
If the apprentice fails one assessment method or more, they will be awarded an overall fail.
To achieve an overall pass, the apprentice must achieve at least a pass in all the assessment methods. To achieve an overall distinction, the apprentice must achieve a distinction in all the assessment methods.
Grades from individual assessment methods must be combined in the following way to determine the grade of the EPA overall.
Re-sits and re-takes
If the apprentice fails one assessment method or more, they can take a re-sit or a re-take at their employer’s discretion. The apprentice’s employer needs to agree that a re-sit or re-take is appropriate. A re-sit does not need further learning, whereas a re-take does. The apprentice should have a supportive action plan to prepare for a re-sit or a re-take.
The employer and the EPAO should agree the timescale for a re-sit or re-take. A re-sit is typically taken within 2 months of the EPA outcome notification. The timescale for a re-take is dependent on how much re-training is required and is typically taken within 4 months of the EPA outcome notification.
If the apprentice fails the business case component of the business case and questions and answers assessment method, they must amend the business case output in line with the independent assessor’s feedback. The apprentice will be given 4 weeks to rework and submit the amended business case.
Failed assessment methods must be re-sat or re-taken within a 6-month period from the EPA outcome notification, otherwise the entire EPA will need to be re-sat or re-taken in full.
Re-sits and re-takes are not offered to an apprentice wishing to move from pass to a higher grade.
The apprentice will get a maximum EPA grade ofif pass they need to re-sit or re-take one or more assessment methods, unless the EPAO determines there are exceptional circumstances.
Roles and responsibilities
Reasonable adjustments
Reasonable adjustments
The EPAO must have reasonable adjustments arrangements for the EPA.
This should include:
- how an apprentice qualifies for a reasonable adjustment
- what reasonable adjustments may be made
Adjustments must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.
Special considerations
The EPAO must have special consideration arrangements for the EPA.
This should include:
- how an apprentice qualifies for a special consideration
- what special considerations will be given
Special considerations must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.
Internal quality assurance
Internal quality assurance refers to the strategies, policies and procedures that an EPAO must have in place to ensure valid, consistent and reliable EPA decisions.
EPAOs for this EPA must adhere to the requirements within the roles and responsibilities table.
They must also appoint independent assessors who:
- have recent relevant experience of the occupation or sector to at least occupational level 4 gained in the last 3 years or significant experience of the occupation or sector
Value for money
Affordability of the EPA will be aided by using at least some of the following:
- completing applicable assessment methods online, for example computer-based assessment
- using the employer’s premises
- conducting assessment methods on the same day
Professional recognition
This apprenticeship aligns with:
- Institute of workplace and facilities management (IWFM) for Member
KSB mapping table
Mapping of KSBs to grade themes
Version log
Version | Change detail | Earliest start date | Latest start date |
---|---|---|---|
1.3 | End-point assessment plan revised - Adjustment to business case and question answers, component 2 question and answer session. To include the following sentence "The apprentice must have access to their business case during the question and answer session". | 14/05/2025 | Not set |
1.2 | Occupational standard, end point assessment and funding band revised. | 24/03/2025 | 13/05/2025 |
1.1 | End-point assessment plan revised | 02/08/2024 | 23/03/2025 |
1.0 | Approved for delivery | 03/05/2018 | 01/08/2024 |
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