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The AI Apprenticeship Procurement Checklist
32 questions to ask every provider before you sign. Built from 200+ employer conversations.
Buying AI apprenticeship training in 2026 is harder than ever. The standards are changing, the funding is shifting (Growth & Skills Levy replacing the Apprenticeship Levy in April), 16 standards are being defunded, and every provider claims to be "AI-first." This checklist gives you the questions that separate substantive providers from marketing.
1. Standard & qualification clarity
Which apprenticeship standard? Get the ST number (e.g. ST1512 for AI & Automation Practitioner L4). Generic "AI training" without a standard isn't an apprenticeship.
Which End-Point Assessment Organisation (EPAO)? BCS, City & Guilds, etc. Verify they're approved for that standard on the IfATE register.
Total qualifications included? Top providers bundle 3-5 (e.g. CMI, BCS, Microsoft AI-900, NCFE). Ask for the list.
EPA pass & distinction rates? Industry average is 33% distinction. Strong providers should be above 60%.
What happens if your apprentice fails the EPA? Resit cost, who pays, timeline.
2. Provider credentials & track record
Current Ofsted grade? Outstanding, Good, Requires Improvement, Inadequate. "Good" is the baseline.
ESFA RoATP status? Verify they're on the Register of Apprenticeship Training Providers.
How long delivering AI specifically? Many providers retro-fitted "AI" onto existing courses in 2024.
Named case studies in your sector? Press them for 2-3. If they can't name companies, that's a flag.
Independent review count & rating? Trustpilot + Google. Below 4.5/5 or under 50 reviews = caution.
3. AI substance, what they actually teach
Which AI tools are taught hands-on? Microsoft Copilot, Power Automate, Claude, ChatGPT, Make.com, Zapier, should be named, not just "AI tools."
Do apprentices build agents or just use chatbots? Agents (Copilot Studio, AppSheet, Power Automate) are 2026's differentiator.
Multi-agent workflows & RAG covered? The 2026-current curriculum should include these explicitly.
How is responsible AI / EU AI Act covered? Should be a named module, not a footnote.
How is the curriculum updated? AI tools change quarterly. Ask their refresh cadence and last update.
Does the apprentice need to code? The flagship L4 should be no-code. Coding is L6 territory.
4. Delivery model
Live online, recorded, or in-person? Get specifics. Most strong providers default to live online with optional in-person.
Cohort size? Below 8 = thin community. Above 30 = limited interaction. Sweet spot 12-20.
Dedicated skills coach per apprentice? Or shared coach across cohort. Dedicated = stronger outcomes.
OTJ (Off-The-Job) tracking system? What's the apprentice tool? Coachy, OneFile, BUD, Smart Apprentices, etc.
Employer dashboard / progress visibility? Can you see all your apprentices in one view, weekly?
5. Funding & commercial
Levy cost vs. 95% co-invest cost? Get both. Funding bands changed in 2026.
What's NOT included in the price? Travel, in-person residentials, optional add-ons.
Apprentice withdrawal policy? What if someone drops out month 6? Cost recovery? Replacement?
Levy transfer help (if you're a levy payer)? Do they help you transfer unused levy to smaller suppliers?
Growth & Skills Levy readiness? The Apprenticeship Levy is being replaced. Is the provider ready for the April 2026 transition?
6. Security, compliance & references
Data residency for AI tutor / portal? UK only? EU SCCs?
DPA / sub-processor list available? Procurement-grade providers publish this on request.
ISO 27001 / Cyber Essentials Plus? Confirm certifications and dates.
3 named customer references (your size, your sector)? Speak to them on a 15-min call.
Insurance & indemnity cover limits? Public liability, professional indemnity.
Exit / portability of apprentice data? If you switch providers mid-programme, can data move?
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