Welcome to the Employee Apprenticeship Guidance
Roles, Responsibilities & Commitments to an Apprenticeship
Wherever you or your colleague may be on their apprenticeship learning journey, it's useful to be aware or remind ourselves of our roles and responsibilities and commit to these on an ongoing basis.
Please find a combination of existing and updated advice to support everyone’s expectations and these statements include guidance from Ofsted and the ESFA. It is important that we follow our responsibilities below to ensure a positive learning experience for our apprentices, to fulfil business development objectives and meet our legal obligations.
Please identify key roles and responsibilities in a typical apprenticeship programme, taking note of your role and what to expect from others in the apprenticeship journey. All parties should commit to the outlined responsibilities below.
Apprentice Responsibilities
- Uphold the requirements of their job role
- Carry out the planned tasks and targets in line with training goals
- Act in accordance with the employer requirements and their organisational policies
- Ensure they maintain a safe and healthy work environment
- Maintain high levels of attendance at work and in training (on and off site)
- Participate in regular reviews, setting stretching targets for personal growth and development
- Report any change of circumstances to the appropriate Organisational Development representative. For example, any required change to hours, job role and responsibilities
- Report any issues surrounding receiving their off-the-job training entitlement
- To be open and share any problems that may affect their progress, safety, or wellbeing so the relevant support can be put in place
Mentor Responsibilities
- To have regular meetings with the apprentice by telephone, in person or through online communications, whichever you both agree works best
- To have meetings with the apprentice’s personal tutor from their programme to understand requirements to enable effective support
- To participate in tripartite reviews if appropriate
- Provide sound advice and steer on their development activities, networking opportunities and raise any professional development concerns
- Follow through on commitments made to the apprentice
- Be able to share honest and fair feedback
- To provide pastoral care to apprentices whilst on programme
Line Managers & Heads of School (also known as employer) Responsibilities
- *To ensure we meet our legal requirement; allowing the Apprentice a minimum of 6 hours per week for full-time apprentices for their off-the-job training, self study and mentoring support within their normal working hours.
- *To agree an extension for the duration of an apprenticeship, if the apprentice works part-time hours
- *To agree on work pattern to accommodate the off-the-job training requirements
- *In the circumstance where the apprentice needs to study outside of their normal working hours, they negotiate a flexible work pattern for the individual to ensure achievement within contracted hours
- Be involved in relevant Induction activities with the apprentice.
- Participate in tripartite reviews where required
- To support and enable the achievement of knowledge, skills, and behaviours through sponsorship of projects if required by the apprenticeship standard. This may involve agreement or extension of roles and responsibilities to enable their growth and development
- To honour any required travel, accommodation/sustenance and additional costs
- To raise any concerns over contractual issues or programme structure with the Organisational Development team in PPC or with the training provider as appropriate
- To recognise and measure the impact of developed knowledge, skills, and behaviours on their business objectives
- To provide pastoral care to Apprentices whilst on programme
[The above *points relate to Ofsted and Education Skills Funding Agency requirements]
Central Employer - Department of People, Performance and Culture Responsibilities
- To employ the Apprentice and pay their salary, providing a contract of employment
- To provide an induction, including personal safety and keep the Apprentice up to date with best industry practices
- To provide a healthy and safe work environment to safeguard the Apprentice and check on their wellbeing
- To provide a work role where the Apprentice has access to relevant work and experience to complement the chosen Apprenticeship programme
- The Organisational Development team within PPC manage training costs known as levy funding to fund monthly progression and end point assessment. Any travel, accommodation/sustenance or retake costs may be claimed within local employer budgets.
- OD collect and listen to feedback on their learning experience to support future improvements
- OD discuss and support personal circumstances affecting progress. This may involve agreeing to breaks in learning or withdrawals where required to support the individual
Training Provider’s Responsibilities
- To support the employer with the identification of an appropriate Apprenticeship standard and associated costs
- To initially assess the candidates to ensure they receive the appropriate learning support to maximise the chances of them achieving their Apprenticeship
- To create and update as appropriate, an Individual Learner Record and Learning Plan to document the Apprentices learning journey
- To register the Apprentice with the relevant awarding bodies where the standard requires appropriate qualifications to achieve the apprenticeship. For example functional skills or additional sector specific diploma or certificate
- To provide advice, guidance, and materials to support development of Knowledge, Skills and Behaviours and build a portfolio of evidence
- To develop and implement a bespoke training programme in line with employer and apprentice requirements
- To manage collection of required data to ensure the provider can claim the government funding available for the training within the apprenticeship
- To regularly monitor, review and assess progress and provide feedback to the Apprentice, Mentor, Line Manager and Employer.
- Manage inspection responsibilities by third parties. These include Awarding bodies, Ofsted, OfS and ESFA
- To provide pastoral care to Apprentices whilst on programme
UoL Office of Apprenticeships and Skills Team
- Will regularly monitor the quality of provision, including teaching and learning and the apprentice experience
- Will monitor the quality of the apprenticeship journey from the employer’s perspective
- Support internal training providers with feedback and recommendations for improvement to ensure readiness for inspection by third parties e.g. Ofsted and ESFA
- Facilitate all internal and external audit activities
- To provide a repository of resources to support colleagues as part of their continued professional development
- To provide impartial advice and guidance
- To act as independent End Point Assessment Organisation for Integrated Degree Apprenticeships
- Supporting the growth of apprenticeships across the university.
The Importance of Off-The-Job Training
Employees working 30 hours or more per week must allow a minimum of 6 hours per week for off-the-job training. The off-the-job training activities will be monitored by training provider and employer.
If an individual works less than 30 hours per week, they are considered to be a part-time and their programme must be extended (as per the apprenticeship funding rules). Then, at least 20% of the apprentice’s normal working hours, over an extended duration, must be spent on off-the-job training.
The typical minimum of 6 hours per week off-the-Job training provides time to focus and develop the required knowledge, skills, and behaviours to achieve the apprenticeship. There are many activities that can contribute to off-the-job training and the main point to remember is that they must be relevant to the apprenticeship. Please see some examples below of how you might develop your theoretical knowledge:
Please do also see some practical examples below of how you might develop your skills and behaviours:
The time spent doing and reflecting on all the above activities will all contribute to your off-the-job training. The place to record these new learning activities will be in the apprentice’s electronic portfolio and they will be reviewed by the training provider.
Producing evidence and preparing for assessments are also considered as training yourself off-the-job. Examples of these may include:
The off-the-job training activities can take place at any location as part of a varied and diverse training approach. It’s important to remember it’s the activity, rather than the location, that determines whether the training counts towards the off-the-job training requirement and the training provider will support apprentices with this.
The above information has been interpreted and sourced from the links below:
Frequently Asked Questions
What does On-The-Job Learning mean in an Apprenticeship?
This is where the apprentice, employer, and line manager collaborate to identify the direction of learning to achieve the requirements of their role. The apprentice will perform their role 80% of the time, however, they may naturally learn how to carry out daily tasks to a more advanced level.
Can I use On-The-Job Activities towards my Off-the-Job Training hours?
Only where the learning is new and is relevant to the main learning aim. If the apprentice can reflect on the specific aspects that were new and can describe how these will be used going forward in their role (to stretch their existing knowledge, skills, and behaviours). This written reflection time, if written during their contracted working hours can be logged as off-the-job training.
Who can do an apprenticeship?
Apprenticeships are open to anyone aged 16 years old and above, there is no upper age limit. They must live in England and not be in full time education.
There are no formal qualifications needed to do an apprenticeship, however, ideally you will have GCSEs (grade C or level 4 +) in English and Maths, or be prepared to achieve functional skills as part of the apprenticeship.
If the apprentice had passed Maths and English GCSE/O Levels previously but lost their certificates, the appointed training provider may be able to assist and verify their grades via the national database. Alternatively, they may ask the apprentice to contact the awarding body for replacement certificates (please note there will be a charge for this)
If the apprentice has an overseas Maths and English qualification. They can apply for a comparability statement from ENIC. Appointed training providers will assist with this if required.
How long does an Apprenticeship last?
An apprenticeship is always a minimum of 12 months. The duration of an apprenticeship depends on the course being followed and the ability of the individual apprentice. An apprenticeship typically takes between one and four years to complete depending on the level of apprenticeship, the apprentice’s ability, and the industry sector.
What are degree apprenticeships?
It’s an apprenticeship that includes a degree as part of the programme. Selected high level apprenticeships give you the opportunity to train and study for a bachelor’s /honour’s degree or even master’s degree. A degree is a Level 6 qualification; a masters degree is a level 7 qualification. During a degree apprenticeship, colleagues would be required to study part-time with a university or Higher Education provider.
This means that individuals can continue working and gain a degree debt-free. The apprentice must however achieve the End Point Assessment of the apprenticeship standard to be eligible for graduation of a degree apprenticeship.
Are graduates eligible for an apprenticeship?
Yes, as long as it’s a different subject or above their degree level.
As such, a graduate can study a suitable Level 7 apprenticeship or take a Level 2-6 apprenticeship as long as they are learning 'substantive new skills'.
Can prior learning be used towards their apprenticeship?
If the prior learning is relevant to the apprenticeship being undertaken, then yes. In this instance there must be sufficient scope to learn new knowledge, skills and behaviours to be deemed eligible for the apprenticeship.
Summary of Application Process
1. Applicant identifies which programme they are interested in and meets with their Line Manager to agree to an apprenticeship in principle.
2. Applicant should contact or be guided to discuss this development option with Organisational Development to source funding and support.
3. OD will work with the applicant and relevant training provider to onboard the apprentice should they meet the eligibility requirements.
4. Applicant returns completed forms, evidence and apprenticeship agreements to their training provider and OD are informed of apprenticeship start date.
As part of this process the applicant will be complete initial assessments to identify their individual development goals. Each apprentice will hold an individualised Training Plan, and this may include additional screening where appropriate to support any neurodiverse needs. This plan will be agreed between the apprentice, their line manager and the training provider.
Feedback Activities
All development activities require evaluation. Individuals and Managers participating in apprenticeships, should evaluate the extent to which development activities undertaken achieve the intended objectives and, where necessary, agree appropriate next steps.
The Organisational Development team and training providers of apprenticeships are responsible for evaluating the effectiveness of their training and the impact on the individual and their business. OD will promote and seek feedback opportunities throughout the academic year.
Where improvements to apprenticeships or development activities (of any kind) are identified, or where activities are not perceived to have met the needs of the individual, the OD team must be notified. The University is committed to the continuous improvement of its apprenticeship provision.