EPA portfolio evidence for construction apprentices: what to collect, monthly review workflow and simple automations

Contents

• Quick answer
• What EPA evidence actually means
• What to collect by trade
• Set up a simple, compliant evidence tracker
• Monthly review workflow
• Automation ideas that save time
• Gateway readiness checklist
• Recommended resources
• What are people saying on Reddit?
• FAQ

Quick answer

EPA evidence is the proof an apprentice needs to pass their End-point Assessment. For construction trades in England, that usually means a portfolio of real jobs with photos and notes, mentor sign-offs, and records that map to the standard’s knowledge, skills and behaviours.

A simple winning setup:

• Capture photos and short videos on site for key tasks.
• Write a 2 to 3 sentence note per item explaining what, why and how.
• Get a competent person to sign off each item.
• Store all items in a shared, well-named folder or database with timestamps.
• Review monthly against the apprenticeship standard and fill gaps early.

What EPA evidence actually means

• EPA is the final, independent assessment at the end of an apprenticeship in England. It checks the apprentice can do the job safely and to standard. See the GOV.UK overview for apprentices and employers in England End-point assessment guide for apprentices 2024.
• The exact evidence needed depends on the apprenticeship standard and the End Point Assessment Organisation. Common methods include a portfolio of evidence, a practical observation, a professional discussion, and a knowledge test. CIOB’s overview is helpful context End-Point Assessments.
• Your training provider should give you the standard and assessment plan. Standards and plans are listed by Skills England. Example: a construction technician plan on skillsengland.education.gov.uk.

What to collect by trade

Use these examples as prompts. Always map items to the relevant knowledge, skills and behaviours in your apprentice’s standard.

• Electrical
  • Consumer unit changeover: before and after photos, circuit schedule update, testing results, mentor sign-off.
  • Fault find on ring final circuit: symptoms, isolation, test readings, fix, retest.
  • Small works certification: EIC or MEIWC copy with context.
• Plumbing and heating
  • Unvented cylinder service: checks, photos of key components, benchmark sheet snippet, safety notes.
  • Boiler diagnostic: callout notes, readings, parts replaced, combustion check photo, customer sign-off.
  • First fix to second fix: sequence photos with brief commentary.
• Carpentry and joinery
  • Door set installation: setting out, hinge recessing, alignment checks.
  • First fix framing: levels, squareness, fixings used.
• Bricklaying
  • Sample panel and main works: gauge, bond, perp alignment, weather protection.
  • Tie-in to existing: detail photo and method note.

Tip: one strong piece of evidence explains the job, shows the work and references the standard. Quantity helps, but quality and mapping are what pass the EPA.

Set up a simple, compliant evidence tracker

Pick one of these low-friction options:

• Shared drive folders (Google Drive or OneDrive)
  • Folder per apprentice → subfolders by month → numbered items inside.
  • File naming pattern: 2025-09-21_job-boiler-service_baxi_abc123_siteA.jpg
  • Add a simple index Sheet with columns: date, task, description, standard reference, sign-off, link.
• Flexible database (Airtable, Notion, Monday)
  • One table per apprentice with fields: date, trade area, KSB code, description, site, mentor, files.
  • Gallery view to quickly scan photo evidence.
• Inside your job management app
  • If you use ServiceM8, Jobber, Commusoft or Tradify, tag selected jobs as “EPA evidence” and export monthly.

Controls to keep you safe:

• Access: apprentice, mentor and manager only. No public sharing links.
• Retention: agree a retention period with your provider. Follow GDPR basics for personal data.
• Personal data: avoid client names in filenames. Keep identifiable details in the private notes field.

Monthly review workflow

Run this once a month. It takes 30 to 45 minutes per apprentice and stops last minute panic at gateway.

1. Scan the new items

• Check photos are clear and labelled.
• Ensure each has a short what, why, how note.

2. Map to KSBs

• Tick off which knowledge, skills and behaviours are covered.
• Highlight anything overrepresented or missing.

3. Mentor sign-offs

• Ensure a competent person signs each item. Add their role and date.

4. Close gaps

• Plan next month’s tasks to target missing KSBs. Pair apprentices with jobs that give the right exposure.

5. Progress snapshot

• Export a one page summary for the apprentice, mentor and provider. Repeat monthly.

Automation ideas that save time

These are simple and tool agnostic. No coding needed.

• Auto file naming
  • iOS Shortcuts or Android Routines to prompt for job type and insert the date and site into the filename.
• Auto upload from camera roll
  • Use Google Drive or OneDrive app setting to auto-upload to an “EPA Inbox” folder when on Wi Fi. Move items later.
• Template notes
  • Keep a notes template in the phone’s text expander. Example: “Task, method, standards reference, risk control, outcome”. Paste and edit quickly.
• Reminders that stick
  • Calendar recurring event “EPA review” on last Friday of the month at 3pm. Invite apprentice and mentor.
• Block scheduling if not competent
  • Use your rota rules to avoid booking high risk tasks unless the apprentice has a relevant sign-off. See our guide Automate CSCS, CPCS and SMSTS renewals.
• Fast site access plus record keeping
  • QR code induction that records checks and ties to CSCS Smart Check. See How to set up QR code site induction and CSCS Smart Check.

Gateway readiness checklist

Use this two minute pre gateway check.

• Evidence mapped to all KSBs in the standard
• Mentor and manager sign-offs complete
• Any required qualifications and tests booked and passed
• ID and right to work records up to date
• Health and safety inductions and refreshers up to date
• Off the job hours recorded (see GOV.UK 20 percent rule) How to take on an apprentice
• Apprentice prepared for interview or professional discussion (do a mock)

Recommended resources

• GOV.UK guide for apprentices in England End-point assessment guide for apprentices 2024
• CIOB overview End-Point Assessments
• Skills England example assessment plan Construction Design and Build Technician EPA
• Support for employers of apprentices Apprenticeships.gov.uk
• Related Academy guides:
  • CSCS digital skills passport: setup, site checks and a 30 day rollout plan
  • Right to work share code for construction
  • Subcontractor onboarding checklist: right to work, CIS, induction and paperwork

What are people saying on Reddit?

• Employers discussing who pays for EPA resits and budgeting for assessment costs: Employer is refusing to pay EPA resit costs
• General EPA questions from apprentices and providers: EPA help

Takeaway: make costs and responsibilities clear at the start and keep an EPA budget line in your training plan.

Short video: what assessors look for in portfolios

• Creator: 1st for EPA (End Point Assessment Organisation)
• Focus: practical tips for making a portfolio EPA ready

FAQ

What is the EPA process for apprenticeships?

EPA is the final, independent check that an apprentice has met the standard. It can include a portfolio review, practical assessment, interview and tests. See the GO…