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1
APPRENTICESHIPS POLICY SEPTEMBER 2019
A joint policy across NCL STP
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North London Partners in Health and Care Shared Apprenticeships Policy
Version: 1.4
Ratified by: Sally Quinn
Date ratified: January 2018
Name of originator/author: Lucy Hunte - Apprenticeship Lead
Name of responsible individual: Sally Quinn
Date issued: September 2019
Review date: September 2021
Target audience: All staff
Intranet: HR online
Related policies: Induction Policy
Recruitment and Selection Policy
Date equality analysis completed.
Version Control Sheet
Version Date Author Status Comment
1 08/16 Leanne Chaney Adapted from HEE NCEL policy
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05/17 Lucy Hunte
3 07/17 Lucy Hunte
4 08/17 Lucy Hunte Final review from STP DDG Group
5 09/17 Lucy Hunte Changes made based on feedback from HRD and DON’s
6 12/17 Lucy Hunte Final amendments made
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Contents
Section Page
1 Introduction 3
2 Policy Statement 3
3 Definitions of terms used 3
4 Equality statement 4
5 Duties 5
6 Existing workforce development 7
7 The recruitment of new apprentices 7
8 Career development support 9
9 Apprentice support structure 9
10 Conduct and Capability 9
11 Monitoring 10
12 References 10
13 Associated documentation
Appendices
Appendix 1 Apprenticeship Checklist
Appendix 2 A guide to apprenticeship levels
Appendix 3 Recruitment flow chart
Appendix 4 Development Plan
Appendix 5 Apprentice Agreement Template
Appendix 6 Sample Service Level Agreement
Appendix 7 Roles and responsibilities
Appendix 8 Checklist for the review and approval of policy document
Appendix 9 Plan for dissemination of policy document
Appendix 10 Equality analysis guidance and tool
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1 Introduction
1.1 All Trusts across the NCL STP are committed to developing a world class workforce.
Apprenticeships are a way to ensure we develop existing and newly recruited staff to a national standard, whilst maximising the funding and training provision available. A collaborative approach to Apprenticeships with a shared policy will ensure that apprentices gain transferable skills to benefit their employer and the NHS as a whole.
2 Policy Statement
2.1. The purpose of this policy is to outline to employers the position on apprenticeships for new
and existing staff and aims to provide clear guidance for managers and apprentices.
2.2. The policy supports the national Health Education England ‘Talent for Care’ strategic framework , which aims to; create opportunities for people to start their career in a support role, support people to be the best they can be in the job they do and provide opportunities for career progression, including into registered professions.
2.3. The policy is being implemented to meet the requirements of the government’s vision for
apprentices 20/20; where it is intended that increasing the quality and quantity of apprenticeships will help to address skills shortages in the workforce. The policy also responds to The Enterprise Act (2016) which sets a target for all public sector employers with over 250 staff to ensure apprenticeship recruitment annually represents 2.3% of the workforce.
2.4. This policy is being proposed to coincide with the Apprenticeship Levy which will lead to 0.5%
of a Trust’s payroll being paid out of the Trust into the Treasury. The levy fund can only be used to pay for the cost of apprenticeship training and the Trusts will retain the responsibility for payment of salaries.
2.5. This policy applies to all apprenticeships currently available for delivery within Trusts but will be subject to review as and when new apprenticeship become available e.g. the Nurse Associate and Nursing Degree Apprenticeship
3 Key definitions of terms used
3.1. Apprentice: Apprentices are aged 16 or over and combine working with studying for a work-based qualification - from GCSEs or equivalent up to degree level. There is no upper age limit and apprentices can be new or existing employees.
3.2. Apprenticeship: Apprenticeships are vocational qualifications which include numeracy and
literacy development. They are government registered qualifications at levels 2 through to degree level, so can provide a complete development pathway. The cost of education has traditionally been met by the Government, but moving forward, the costs will be paid from the Apprenticeship Levy contribution made by employers where applicable.
3.3. Apprentice Mentor: This is someone identified within the Apprentice’s workplace who can
support them through all aspects of their development and adjustment to work. This is not a formal mentoring relationship, as a nurse mentor would be, but an informal additional support for the new employee.
3.4. Tutor: The apprentice will be nominated a tutor by the education provider. It is the tutor’s role
to ensure the apprentice is supported with all academic aspects of the qualification in
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partnership with line manager and mentor. The tutor may change throughout the course of the programme depending on the education provider’s capacity; this should be managed in line with the agreed service level agreement.
3.5. Public Sector Target: The public sector target will affect all public sector employers with
over 250 staff. The target will be set at 2.3% of the total workforce headcount. The target will need to be delivered annually with 2.3% of staff starting an apprenticeship qualification.
3.6. Apprenticeship Levy: The Apprenticeship Levy is planned for April 2017 and will affect all
employers with a pay bill of over £3,000,000. The levy will be set at 0.5% of the total pay bill less £15,000. The levy payment will go direct to the treasury via HMRC and can only be utilised to pay for apprenticeship training. Employers will have access to a digital apprenticeship service, where digital vouchers will be issued to pay education providers.
3.7. Education Provider: Education providers must be registered with the ESFA to deliver
apprenticeships in order to be able to access funding. A full list of education providers and the apprenticeships they can deliver will be available on the digital apprenticeships service.
4 Equality statement
4.1 Camden & Islington NHS Foundation Trust is committed to creating a positive culture of respect for all individuals, including job applicants, employees, patients, their families and carers as well as community partners. The intention is, as required by the Equality Act 2010, to identify, remove or minimise discriminatory practice in the nine named protected characteristics of age, disability (including HIV status), gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. It is also intended to use the Human Rights Act 1998 to treat fairly and value equality of opportunity regardless of socio-economic status, domestic circumstances, employment status, political affiliation or trade union membership, and to promote positive practice and value the diversity of all individuals and communities.
4.2 The equality analysis for this policy is attached at Appendix 8.
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5. Duties
5.1. Accountable Director
5.1.1. The Director of HR & OD is responsible for ensuring this policy is given sufficient resources to be implemented effectively and that managers comply with the requirements of this policy.
5.2. Trust Apprentice Lead
5.2.1. To ensure stakeholders are supported with the policy and procedures for
employing an apprentice or embarking on apprenticeship qualifications. 5.2.2. To identify opportunities for apprenticeships in workforce plans and from
evaluating best practice elsewhere within the NHS and beyond. 5.2.3. To present the business case, options and risk assessment of new programmes
to relevant stakeholders. 5.2.4. To offer support and guidance to the line manager and mentors 5.2.5. To ensure the apprentice receives a Trust induction. 5.2.6. To lead the procurement process for the selection of education providers, working
in partnership with other Trusts where appropriate. 5.2.7. To monitor the contract management with education providers and hold providers
to account for delivery. 5.2.8. To work with other Trust education leads to develop the capability for delivery of
accredited apprentices (either in-house or in collaboration with strategic partners). 5.2.9. To be responsible for the financial management of the apprenticeship training
budget and drive value for money. 5.2.10. To be responsible for accessing Apprenticeship Levy funding on behalf of the
Trust and for maximising the funding drawn down. 5.2.11. To ensure consistent communication and stakeholder engagement for
apprenticeship programme. 5.2.12. To work in partnership with the SRO for Clinical Apprenticeships 5.2.13. To build a strong talent pipeline of future apprentices (for example, through
collaboration with schools and colleges, local authorities and charitable organisations).
5.3. Line Managers
5.3.1. Adhere to all existing Trust policies in the management of an apprentice ensuring
fair treatment.
5.3.2. Consider all bands 1-4 vacancies as apprenticeships where appropriate.
5.3.3. Identify a suitable mentor for apprentices plus a clinical mentor if required.
5.3.4. Release apprentice for appropriate study time, to be agreed in advance with
apprentice and tutor.
5.3.5. Attend quarterly review meetings with apprentice and their tutor to define
objectives and feedback on progress.
5.3.6. Support the development of relevant skills in the workplace by giving suitable
experiences and responsibilities to the apprentice linked to their objectives.
5.3.7. Maintain dialogue between apprentice, tutor and mentor and raise issues as early
as possible
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5.4. Apprentices
5.4.1. Adhere to all existing Trust policies.
5.4.2. Attend apprentice induction and complete all mandatory training.
5.4.3. Remain up to date with apprenticeship course work and evidence as instructed
by tutor.
5.4.4. Attend all scheduled apprentice training and meetings and agree these at least
six weeks in advance with line manager
5.4.5. Agree regular study time with line manager
5.4.6. Maintain own workload seeking support from line manager, mentor and tutor
when needed
5.4.7. Make patient care and service delivery a priority at all times and seek support
when needed.
5.5. Recruitment Team
5.5.1. Support the recruitment of apprentices ensuring fair and equal treatment in line
with existing recruitment policies.
5.5.2. Work with the Trust Apprentice Lead and/or training provider and keep them
informed of progress at identified handover points.
5.5.3. Support recruiting managers when considering apprentices for their vacancies.
5.6. Learning and Development Team & Education Leads
5.6.1. Support the development of new and existing workforce skills via apprenticeship
qualifications.
5.6.2. Liaise with training providers who can deliver suitable apprenticeship
qualifications.
5.6.3. When completing learning needs analysis consider apprenticeships as suitable
solutions.
5.6.4. Seek feedback on training provider quality across the Trust.
5.6.5. Liaise with the Apprentice Lead on training provider performance and relevant
apprenticeship feedback from stakeholders.
5.7. Business Partnering Team
5.7.1. Consider apprenticeships during strategic workforce planning.
5.7.2. Support the recruitment of apprentices through divisional vacancy control
meetings.
5.7.3. Utilise apprenticeship checklist to ensure appropriate consideration of roles.
5.8. Staff Side
5.8.1. Work in partnership with the Apprenticeship Lead to consider areas best suited
to apprenticeship opportunities.
5.8.2. Support apprentices to ensure they are fully informed of union membership.
5.8.3. Feedback on monitoring data to ensure the programme is meeting the needs of
all stakeholders.
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6 Existing workforce development 6.1. Existing staff are eligible to apply for apprenticeship training and qualifications via the
agreed process outlined in the (insert specific policy here )
6.2. Apprenticeships should be considered where possible as the preferred option when developing existing staff skills and preparing them for future roles and service delivery needs.
6.3. Existing staff completing apprenticeship qualifications relevant to their role will continue
on their current terms and conditions of employment, their pay will not be affected.
6.4. Existing staff applying for apprenticeship training must have sufficient time remaining on their contract, and number of hours contracted per week, to complete the qualifications.
6.5. If an existing member of staff fails to complete the apprenticeship qualification this should
be treated as any non-completion of training would be within the (insert specific policy here )
6.6. If the Trust has an agreed study leave policy in place, the principles of this would apply to
apprentices around time off, funding and any pay back arrangements.
6.7. If an existing member of staff chooses to apply for an apprenticeship vacancy i.e. a brand new role, their pay will be protected for the length of the training programme if their existing band is equal to or lower than the apprentice role they are applying for. Where their existing band is higher, they would be paid at the top of the band that the apprenticeship vacancy is matched to instead of their existing band.
7 The recruitment of new apprentices 7.1 All band 1-4 vacancies should be considered as a potential apprenticeship opportunity, if
an appropriate framework/ standard is available
7.2 Where a substantive post is available for the position that the apprentice has been training for they should be offered the post as long as the following performance measures have been met;
7.2.1 The apprentice must have passed their apprenticeship training and End Point Assessment where applicable within the allocated time
7.2.2 Consideration will be made if the apprentice is being managed under capability, disciplinary or attendance
7.2.3 The manager will need to send a change form to notify HR and Payroll of the
new salary and contract arrangement.
7.3 Where an apprenticeship is deemed appropriate the role can be advertised through the national apprenticeship service, with the following conditions adhered to: 7.3.1 The successful candidate will have the values and potential to succeed and will
be working towards, and not already hold, the relevant qualifications and competencies for the role.
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7.3.2 Where this is the case an adjusted pay scale based on Agenda for Change Annex 21 terms and conditions will be paid:
70% of the top of the band for the duration of the apprenticeship for programmes less than 2 years For longer apprenticeship programmes the Agenda 21 staggered increments will apply http://www.nhsemployers.org/employershandbook/Annex-21-Arrangements-for-pay-and-banding-of-trainees.pdf If the role requires the apprentice to work anti-social hours then they will also receive extra duty payments in line with Trust policy
Assuming all performance measures are approved and the apprenticeship is completed they will then be paid the first point on the relevant pay band of the substantive post.
7.3.3 Any Higher Cost Area Supplements should not be reduced by the percentages
above
7.3.4 Apprenticeships which have a supernumerary practice element to the role, incorporate regulation or degree level programmes may be subject to a separate pay scale. – See Clinical Apprenticeship Appendix
7.3.5 Where the successful candidate has worked on the Trust bank in the advertised post for on average 30 hours per week for six months or more they will treated as substantive.
7.3.6 All Apprentices on a rotational programme will be paid by their normal salary by
their contracted employer
7.4. The recruitment of new apprentices will be approached in partnership with apprentice training
providers and other external stakeholders such as NHS Jobs, the local authority and job centre plus. These organisations have established community outreach and potential candidate pools and provide shortlisting and pre-screening services should the recruiting manager wish to take advantage of this.
7.5. The apprentice recruitment process is outlined in appendix 3 and significantly reduces the
burden on the resourcing team and recruiting managers for elements such as shortlisting and pre-screening candidates.
7.6. Where a job description is in place for the existing post the following statement should be added; 7.6.1. ‘Apprentice is working towards the following job description and should not be
expected to perform the full duties of the role until competencies are signed off’ 7.6.2. The apprentice should be expected to fulfil the full role and responsibilities by
the end of the training period. 7.6.3. A development plan (Appendix 4) should be completed by the line manager
confirming the competencies they expect the apprentice to develop during the training period
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7.7. Recruitment processes and employment checks will conform to existing Trust recruitment policies. However for apprentices under 25 where 3 years of employment history is not available then education references or character references will be acceptable.
7.8. The apprentice will be issued with an apprenticeship agreement
7.9. Apprentice working hours will conform to the European Working Time Directive. Over time will be paid with prior agreement with line manager and due consideration of supervision and support outside of contractual hours.
7.10. Where an apprentice has been employed on an apprenticeship agreement a condition of their terms of employment is the continuation of, and completion of, their apprenticeship training within the agreed period.
7.11. The apprentice’s employment can be terminated in line with the Trust HR policy if : 7.11.1. They commit a serious breach of their obligations as an employee 7.11.2. They persistently fail to meet a satisfactory level of conduct or performance
relevant to their role as an apprentice 7.11.3. They fail to maintain sufficient attendance and/or fail to attain the necessary
standard required by the relevant education provider for them to proceed with training
7.11.4. They cease to be entitled to work in the United Kingdom.
8 Career development 8.1 All staff undertaking apprenticeship qualifications will be given career development
support. This is a requirement under the Service Level Agreement (appendix 6) with apprenticeship training providers and should be offered in addition to the Trust Personal Development Plans.
9 Apprentice support structure 9.1 All newly recruited apprentices should have an identified apprentice mentor.
Mentors are an additional level of support for the apprentice to the line manager (appendix 7 outlines expected roles and responsibilities of mentors and line managers)
9.2 Mentors should be identified by the line manager in advance of the apprentice starting in their role. This is an opportunity for existing staff to gain leadership experience.
9.3 Line managers and mentors should complete the relevant Trust training in advance of the
newly recruited apprentice starting in their role.
10 Capability and Disciplinary 10.1 The Trust disciplinary policy applies to the management of an apprentice 10.2 Capability should be managed through the apprentice’s personal learning plan developed
and reviewed quarterly. Objectives and progress against the qualification and job description will be monitored at these reviews.
10.3 Support should be identified at the earliest opportunity.
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11 Monitoring 11.1
Indicators to be monitored
Indicator Lead
Method of monitoring
Frequency of monitoring
Review Committee (reviews reports to ensure compliance)
Accountable Committee (non-compliance reported to this committee)
New apprentices recruited by site, department, role, age, disability and ethnicity
Apprenticeship Lead
Report from National Apprentice Monitoring portal
Quarterly Apprenticeship stakeholder group
Trust Education Committee
Apprentices’ progress with qualification
Apprenticeship Lead
Report from training provider
Quarterly Apprenticeship stakeholder group
Trust Education Committee
12 References National Talent for Care Strategy https://www.hee.nhs.uk/our-work/developing-our-workforce/talent-care-widening-participation English Apprenticeships Our Vision for 2020 https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/482754/BIS-15-604-english-apprenticeships-our-2020-vision.pdf The Enterprise Bill https://www.gov.uk/government/collections/enterprise-bill http://www.nhsemployers.org/your-workforce/recruit/employer-led-recruitment/apprenticeships/apprenticeships-policy/enterprise Unison https://www.unison.org.uk/about/what-we-do/fairness-equality/young-members/key-issues/apprenticeships RCN http://www2.rcn.org.uk/__data/assets/pdf_file/0010/486469/004329.pdf Unite http://www.unitetheunion.org/news/newskillsecosystemforapprenticeshipscalledforbyunite/ Chartered Institute of Personnel and Development http://www.cipd.co.uk/publicpolicy/policy-reports/apprenticeships-work.aspx
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Appendix 1
Apprenticeship Checklist
Use this form to help to identify roles which are suitable for an apprenticeship.
An apprenticeship is a knowledge and competency based qualification, including literacy and numeracy, which can support the development of staff new to a role. The training will be delivered by an apprenticeship training provider or the employer’s clinical education team.
An apprentice will typically have the potential to fulfil the duties of the role and be developed to complete the qualifications and gain the experience throughout their first 12 – 18 months (sometimes longer for degree level qualifications). They will be paid a slightly reduced salary on a fixed term contract for the training period. Apprentices who are successful in completing all qualifications and performance measures can be offered the substantive post once their training is complete.
Where these questions can be answered positively the role can be offered as an apprenticeship for the training period;
1. Is this a band 1 -4 role?
2. Are you prepared to take someone on without the qualifications and experience required
for this role and develop them up to the required standard?
3. Will this developmental role benefit your team/ future workforce planning?
Please give an example;
4. What apprenticeship qualification will the apprentice be training for?
Please confirm and discuss with the apprenticeship lead if required.
5. What study leave has been approved for the apprentice to complete their qualification?
Please discuss with the apprenticeship lead to confirm the minimum requirements for the
apprenticeship.
6. Is there sufficient funding for the role to cover the training period? e.g. 12 months for a
level two and 18 months for a level three
7. Does the role fall in to one of these categories? This list is not exhaustive. If you are
unsure whether there is a suitable apprenticeship available please speak to your Trust
Lead
Accountancy (AAT) Healthcare support services
Allied health support Hospitality
Business and administration HR (CIPD)
Customer service IT professional
Facilities Support Payroll (CIPP)
Health informatics Pharmacy
Healthcare science Sterile services technician
Healthcare support (clinical) Team leading
Nurse Other Registered Profession
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8. Should the apprentice wish to study further or apply for more senior roles:
Is there progression available within this career path? Please give an example;
9. Can the manager, team and department support someone to develop who might not have
the experience or qualifications usually expected for this role? E.g. there might be an
extended induction period and will be pre-agreed study leave during the training period.
10. Can the manager identify a colleague to be a mentor for the apprentice? This is a good
opportunity to support leadership development within the team, training is provided.
Next Steps
Notify Apprentice Lead of the apprenticeship being considered – apprentice lead will research and confirm training provider details.
Complete apprentice development plan – Apprentice Lead can support
Add the following statement to the job description;
o ‘Apprentice is working towards the following job description and should not be expected to perform the full duties of the role until competencies are signed off’
Complete advert template (available from Apprentice Lead) to send to apprentice
training provider – who will advertise and shortlist applicants
Consider offering a work taster session prior to interview to help identify the most
suitable candidates and ensure the role is right for them
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Appendix 2
A Guide to Apprenticeship Levels and Pay
Apprenticeship Level Minimum Length of Programme
Relative Qualifications Typical Agenda for Change Pay Band the Apprentice will be working towards*
Level 2 12 months GCSE Grade A_C BTEC First Diploma
Band 2
Level 3 18 months A Levels BTEC Diploma
Band 3
Level 4 18 months BTEC Professional Diploma Higher Certificate
Band 4
Level 5 2 years Foundation Degree
Band 4+
Level 6 3 years+ Degree
Band 5+
Level 7 1 year + Masters /Postgraduate
Band 6+
*Indicative- there may be some instances where a deviation from this guidance is appropriate.
Apprenticeship qualification levels will be based on the job description and academic ability of the apprentice. Not all apprenticeship pathways offer all levels for example;
Healthcare Science is available at level 2, Level 4 and Level 6.
Healthcare Support is available at level 2, Level 3 and Level 5(nurse associate /assistant practitioner)
Apprenticeships are work based qualifications so it is essential the apprentice is able to apply the skills in their job role and demonstrate competence. Apprentices should be encouraged to achieve the highest level of training possible. Examples;
1. Band 2 healthcare assistant, apprentice would complete a level 2 apprenticeship for 12 months before moving on to the first point of the band 2 pay band once all performance measures had been met and qualification has been completed
2. Band 3 administrator, apprentice would complete a level 3 apprenticeship for 18 months (would need level 2 qualification or equivalent as an entry requirement) before moving on to the first pay point of the band 3 pay band once all performance measures had been met and qualification has been completed
3. Band 4 support worker, where a manager can commit to long term development programme, an apprentice could be taken on at level 2 and paid a band 2 apprentice salary for 12 months, progress to level 3 paid a band 3 apprentice salary for 18 months and then progress to a level 4 apprenticeship for 18 months moving on to the first pay point of the band 4 pay band once all performance measures had been met and qualifications completed.
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Appendix 3
Apprentice Recruitment Process
Procedure to follow once post has been authorised on Trac through TEECP
EP advertises vacancy on Apprenticeship website/ NHS Jobs and pre-screens potential candidates
RM agrees/shortlists candidates for interview, notifies RA
3 Week Turn Around
RA issues fixed term contract
EP provides list of potential candidates and CVs for interview to RA/RM
RM interviews candidates and gives feedback to RA regarding successful and unsuccessful candidates
RM sends completed advert template to RA/EP
EP invites candidates for interview and liaises with RM/RA to confirm attendance
RA completes pre-employment checks
2 Day Turn Around
Apprentice completes a local and organisational induction
Tutor will meet with Apprentice monthly with 12 weekly reviews which the manager should be involved in to agree development plans and progress
RM to manage Apprentice performance in line with probationary process and set objectives to ensure the Apprentice meets required standard for substantive post at end of training period
RM Recruiting Manager
RA Recruitment Admin
EP Education Provider
JD Job Description
PS Person Specification
Manager diarises to action permanent role
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Appendix 4 Apprenticeship Apprentice Name Manager Mentor Start Date Quarter One / Two / Three / Four Dates ________________________________________
Competencies Experiences / Training Dates completed Manager Sign Off Learner Sign Off
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Appendix 5
APPRENTICESHIP AGREEMENT
TEMPLATE
Further to the Apprenticeships (Form of Apprenticeship Agreement) Regulations1 which came into force on 6th April 2012, an Apprenticeship Agreement is required at the commencement of an Apprenticeship for all new apprentices who start on or after that date.
The purpose of the Apprenticeship Agreement is to:-
identify the skill, trade or occupation for which the apprentice is being trained; and
confirm the qualifying Apprenticeship framework that the apprentice is following.
The Apprenticeship Agreement is incorporated into and does not replace the written statement of particulars issued to the individual in accordance with the requirements of the Employment Rights Act 1996.
The Apprenticeship is to be treated as being a contract of service not a contract of Apprenticeship.
Apprenticeship Particulars:
Apprentice name:
Skill, trade or occupation for which the apprentice is being trained:
Relevant Apprenticeship framework and level:
Start date:
Estimated completion of learning date:
Study leave agreed prior to start date;
Signatories:
Apprentice: Date:
Employer: Date:
1 Apprenticeships (Form of Apprenticeship Agreement) Regulations 2012
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Appendix 6 Example Service Level Agreement
Education Provider Employer
This document forms the basis of a Service Level Agreement between (the education provider) and (the Employer) as detailed above. This Service Level Agreement sets out the regulatory requirements for employers to access and participate in Apprenticeship programmes.
1.1. This programme will be delivered by the education provider as the sole provider, and does not
involve any form of subcontracting arrangements. 1.2. The Employer agrees to provide opportunities for the employee to complete the Apprenticeship
programme which will include a combination of planned on and off the job learning opportunities, assessments and tests and planned visits to the work place by the education provider’s tutor.
1.3. The employee will be interviewed by a member of the education provider’s team and will be
provided with Information Advice and Guidance and initial assessment in preparation for induction to their Apprenticeship programme. The employee will also complete a Skills Scan which reflects the requirements of the Apprenticeship in relation to their job role.
1.4. A ‘Learning Agreement’ will be agreed with the employee and signed by the employer and a copy
stored in the electronic data system. 1.5. The employer will continue to pay wages or salaries during learning and assessment activities
including tests. 1.6. The employer will be provided with opportunities to assist in the monitoring and assessment of on-
the-job and off-the-job activities as agreed between the education provider and the employer. 1.7. Prior agreement of at least 6 weeks will be sought, from the employer or their representative, by
the education provider for all off the job learning and all tutor visits. 1.8. The employee will be allowed time to evidence their work-based competencies and knowledge
and meet with the education provider’s Tutor as agreed with the employee and employer. 1.9. The employer is required to maintain a record of absence concerning the employee. The
education provider will be kept informed of any prolonged unauthorised absence. 1.10. If required the employer will be given feedback after each Tutor visit. However the employer will
be invited to take part in the 12 week Formal Reviews of the employee’s progress. 1.11. The Apprenticeship programmes require apprentices to take a number of formal tests in ‘test
conditions’, therefore it is expected that employers will allow employees to be released for a minimum of 5 days over the duration of a 12 month programme.
1.12. Employers will not withhold wages or salaries for their apprentices at any time during delivery of
the work based Apprenticeship programme or when the apprentice has time out of the workplace to sit tests and examinations.
1.13. The employer will be notified in advance of the dates and times of tests and examinations for
apprentices.
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• Duration of Apprenticeship programmes are as follows: Intermediate Apprenticeship for a minimum of 12 months and Advanced Apprenticeships for approximately 18 months. Higher apprenticeships maybe longer than 18 months and will depend on the role.
2. APPRENTICESHIP RECRUITMENT 2.1. Where the education provider is requested to recruit an apprentice for the organisation the
following conditions apply: 2.1.1.1. Apprentices recruited through the Gov.com ‘Find an Apprenticeship’ service will be recruited for
the employer free of charge 2.1.2. The education provider will be the sole provider to deliver the full apprenticeship programme to
the apprentice at the initial level they enter the organisation on 2.1.3. Any concerns or feedback regarding the apprentice should be addressed to the Apprenticeship
Recruitment Manager 3. HEALTH AND SAFETY 3.1. The employer will comply with all relevant Health and Safety legislation and take the necessary
steps for securing the Health, Safety and welfare of the employee and sign relevant Health and Safety documentation, which ensures full compliance with the requirements of the Government funded Apprenticeship programme in order to safeguard apprentices.
3.2. A member of the Learner Employer Advisory Team in partnership with the employer will carry out
a review of Health and Safety procedures in the workplace. 4. SAFEGUARDING 4.1. The education provider will confirm their safeguarding lead and the employer will notify them of
any safeguarding concerns. Any safeguarding issues will be treated in line with employer policies . 5. CONTRACT OF EMPLOYMENT 5.1. Employers are required to issue a Contract of Employment (a written statement of employment
particulars) setting out the main terms of employment within two months of an employee starting work. The statement must include:
• Pay
• Hours of work
• Holiday entitlement
• Sick pay arrangements
• Notice periods
• Information about disciplinary and grievance procedures
6. APPRENTICESHIP AGREEMENT 6.1. The requirement for an Apprenticeship Agreement between an employer and an apprentice,
under the ASCL Act 2009 sections 32-36 came into force on 6th April 2012. An Apprenticeship Agreement is required at the commencement of the apprenticeship for all new apprentices.
6.2. The Apprenticeship Agreement must state that the apprentice will be undertaking an
Apprenticeship in a particular skill, trade or occupation.
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6.3. The Apprenticeship Agreement can be in the form of a written statement of particulars under the Employment Rights Act 1996; or a document in writing in the form of a Contract of Employment or a letter of engagement when the employer’s duty under the 1996 Act is treated as met.
6.4. Existing and new Contacts of Employment between the apprentice and the employer which meet
the Employment Rights 1996 Act will also meet the Apprenticeship Agreement requirements provided they include a statement (which may be an annex) setting out the skill, trade or occupation linked to a relevant recognised English Framework or Standard, issued by the appropriate Issuing Authority for which the apprentice is being trained and is explicit.
7. NATIONAL MINIMUM WAGE 7.1. Employers are required to ensure that they adhere to the requirements of the Minimum 7.2. National Wage where applicable. 8. EMPLOYER LIABILITY INSURANCE 8.1. The employer will ensure that the employee is covered by the Employer’s Liability Insurance. Any
accidents or incidents concerning the employee will be reported to the education provider immediately.
8.2. The employer will provide information regarding the Employer Liability Policy Number; Expiry Date
and Date of Next Risk Assessment. 9. EQUALITY 9.1. The education provider is committed to promoting equality and celebrating diversity. The aim is to
create an environment in which people treat each other with mutual respect. 9.2. Any issues of discriminatory treatment of the employee including bullying or harassment must be
reported to the education provider. 10. ROLES AND RESPONSIBILITES 10.1. The education provider will provide competent and qualified tutors to deliver the work based
apprenticeship programme and supply appropriate materials and learning resources to support the delivery of Apprenticeships.
10.2. The education provider will provide evidence of occupational competence of assessors. 10.3. The education provider will be responsible for all employment checks of assessors consistent with
NHS employer's guidance including up to date DBS checks (updated every 3 years) and provide evidence when requested.
10.4. Learning opportunities linked to the apprenticeship programme will be made available to the
employee whether in the form of a workbook, webinars, on-line activities or session workshops. 10.5. Career development support will be delivered by the education provider within the final three
months of the apprenticeship programme.
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10.6. All employees engaged in the Apprenticeship programmes will be visited by the education provider. This visit will provide Information, Advice and Guidance in order to complete an initial assessment, to identify the appropriate apprenticeship programme
10.7. A nominated tutor will be assigned to the employee and will visit the workplace to provide
feedback to the employee on initial assessment and deliver the Induction programme. Learning and assessment activities will be accessible to the employee and employer.
10.8. It is anticipated that the tutor will visit the workplace on a monthly basis to deliver the
apprenticeship programme. A more formal progress review will be conducted every 12 weeks and the line manager/employer will be provided with the opportunity to attend this quarterly review of progress.
10.9. The tutor will work with the employee to devise a Personal Learning Plan (PLP). A variety of
learning activities and assessment methods will be included in the PLP which will be agreed and personal to the employee. Wherever possible learning activities and assessment will be carried out with the minimum of disruption to the employer’s workplace. The tutor will work closely with management to facilitate this approach and plan visits and tutorials in accordance with the needs of the business.
10.10. When visiting the workplace, all the education provider’s staff will familiarise themselves with and
adhere to the employer’s Health and Safety policies. 10.11. The education provider will be responsible for managing all aspects of delivery and for
maintaining quality of the Apprenticeship Programme in line with this Service Level Agreement. 10.12. The education provider will, if required, be responsible for managing the local marketing of the
Apprenticeship programme together with the employer and for maintaining local relationships. Marketing may include briefings, events, and promotion of the qualifications via leaflets, posters and similar materials.
10.13. The education provider will provide training for the apprentice’s line manager and mentor where
required by the employer. 11. PERFORMANCE AND QUALITY MONITORING 11.1. This Service Level Agreement will formally be monitored on agreed timescales and reporting
mechanisms. 11.2. Employee data and feedback will be reviewed on a quarterly basis by the education provider and
any anomalies or concerns will be reported to the employer. 11.3. In the event of a tutor expressing any concerns regarding progress, the nature of their concerns
will be passed on to the employer for discussion. 11.4. The education provider recognises that all employees’ work remains the property of the employee
and as such every effort will be taken to ensure full confidentiality. 11.5. The education provider will report non- attendance of employees to the appropriate employer
representative. 11.6. Where an employer is not satisfied with progress or has any concerns about delivery they should
report their concerns to the education provider’s Key Contact who will investigate the employer’s concern and feedback the outcome of their investigation. Actions will be agreed with the employer to address the concerns.
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11.7. In the event of an employer not being satisfied with the outcome they will be invited to make a formal complaint in accordance with the education provider’s Complaint Procedure. All formal Complaints will be dealt with by the Apprenticeships Lead and a formal meeting arranged to address the issues in order to ensure employee and employer satisfaction.
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Appendix 7
Roles and Responsibilities
Apprentice
Follow organisational policies and process
Completing workplace tasks to the
expected standard
Behaving in line with Trust values
Attending all educational days and
completing coursework in a timely manner
Involving line manager in tutor meetings
Line Manager
Local induction and setting expectations
Daily line-management/supervision (as with
other staff)
Setting objectives and monitoring
performance
Meeting tutor with Apprentice to monitor
progress and ensure training is aligned with
workplace objectives
Role-modelling appropriate workplace
behaviour
Identifying a workplace mentor and
supporting that relationship if required
Mentor
Support the Apprentice in meeting their
objectives
Listen to the Apprentice and support them
with workplace concerns
Motivating and inspiring the Apprentice to
work towards their career goals
Role-modelling appropriate workplace
behaviour
Learning and Development & Education Leads
Support the induction of the Apprentice
Manage the relationship with the training
provider, addressing any concerns with
quality of training
Advise and support line manager or mentor
with any concerns about the Apprentice
Support the Apprentice with workplace or
training concerns
Link Apprentice with other
Apprentices/previous Apprentices to form a
support network
Tutor
Understands qualification requirements
and pre-assesses Apprentice’s
competence to determine appropriate
level and devise training plan
Liaise with Apprentice and line manager
to agree review meetings
Train the Apprentice on qualification
topics and assess competence against
qualification criteria
Feedback on performance to Apprentice
and manager
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Appendix 8
Table 1 - Checklist for new policies and procedures
Checklist Comments
Why is this policy/ procedure needed? Government policy changes mean that large public sector employers will need to meet targets on apprentice recruitment as well as pay in to an apprenticeship levy which is 0.5% of total pay bill
These policy changes represent a significant growth in apprentice numbers and a financial risk if levy funding is not utilised. A policy is essential to ensure fair and equitable treatment of apprentices, guidance for managers and existing staff.
Is there an existing policy/ procedure that covers this or could be modified to do so?
No
Who needs to be involved in drafting the document?
HR, Staff Side, L&D, Education.
Who needs to approve the document (Individual and/or groups)?
Policy Working Group, JNCC, TEC
Who is the author of this document? Apprentice lead
How will the use of this policy / procedure be monitored? Where and when will this be reported?
Reported to Trust education committee
What other policy/ procedure needs to be updated as a result of this document?
Capability
Annual leave
Non-Medical
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Appendix 9
Publication and communication checklist
To be completed for each document.
Title of document: Apprenticeship Policy
Date finalised: Dissemination lead: (print name and contact details)
Previous document already being used?
No
If yes, in what format and where?
Proposed action to retrieve out-of-date copies of the document:
To be disseminated to:
How will it be disseminated, who will do it and when?
Paper or electronic
Comments
Workforce and OD, Payroll, Finance and all Managers
Email communications Electronic
Date put on register / library of procedural documents
Date due to be reviewed April 2017
Disseminated to: (either directly or via meetings, etc.)
Format (i.e. paper or electronic)
Date disseminated
No. of copies sent
Contact details / comments
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Appendix 10
Camden & Islington NHS Foundation Trust Equality Analysis for Apprenticeship Policy Name of the policy / function / service development being assessed
Apprenticeship Policy
Briefly describe its aims and objectives: Aims to ensure all apprentices, managers and colleagues are treated fairly and equally with support and clear roles and responsibilities.
Directorate and Lead:
Evidence sources: DH, legislation. JSNA, audits, patient and staff feedback
Is the Trust Equality Statement present?
Yes
Protected Characteristic
(Equality Act 2010)
Identify negative impacts
What evidence, engagement or audit has been used?
How will you address the issues identified?
Identifies who will lead the work for the changes required and when?
Please list positive impacts and existing support structures
Age
None identified Positive impact opening up opportunities to all ages increasing diversity of age in entry
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Protected Characteristic
(Equality Act 2010)
Identify negative impacts
What evidence, engagement or audit has been used?
How will you address the issues identified?
Identifies who will lead the work for the changes required and when?
Please list positive impacts and existing support structures
level roles
Disability
Qualifications could be a barrier to applicants with learning disabilities
Work with education provider to offer additional support and reasonable adjustments
Education Provider
Access to work assessment Education provider resources and adjustments
Gender Reassignment
Data held about the staff member might change and the apprentice might feel uncomfortable sharing
Offer information about staff networks at apprentice induction Ensure Mentors and line managers are aware and up to date with equality training
LGBT group
Marriage and Civil Partnership
None identified
Pregnancy and maternity
Apprentice will need to register as a learner and SFA funding guidelines may mean that if the apprentice will not be at work to complete course requirements they may
If the Apprentice is pregnant the maternity policy and pay rights will still apply and they will be supported to either delay registration for their qualifications or to
Development will be open to pregnant staff
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Protected Characteristic
(Equality Act 2010)
Identify negative impacts
What evidence, engagement or audit has been used?
How will you address the issues identified?
Identifies who will lead the work for the changes required and when?
Please list positive impacts and existing support structures
have to delay registrations until they return
confirm a break in their studies.
Race
None identified
Religion or Belief
Study leave may fall on religious days and times
Work with the apprentice to design a learning delivery programme which meets their needs
Sex
None identified
Sexual Orientation
Data held about the staff member might change and the apprentice might feel uncomfortable sharing this.
Offer information about staff networks at apprentice induction Ensure Mentors and line managers are aware and up to date with equality training
LGBT group
Carers
Study leave and work and life commitments might make completion more difficult
Support apprentice through mentor, line manager and tutor to devise a personal
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Protected Characteristic
(Equality Act 2010)
Identify negative impacts
What evidence, engagement or audit has been used?
How will you address the issues identified?
Identifies who will lead the work for the changes required and when?
Please list positive impacts and existing support structures
learning plan. It is possible to apply for extensions on could length.
It is important to record the names of everyone who has contributed to the policy, practice, function, business case, project or service change.
Equality Analysis completed by: (please include every person who has read or commented and approval committee(s). Add more lines if necessary)
Role and organisation if appropriate Date