Apprenticeship Terms and Conditions

1. Apprenticeship Agreements

An Apprenticeship Agreement is an agreement between an employer and an apprentice under which the apprentice undertakes to work for the employer and states that the agreement is entered into in connection with a qualifying Apprenticeship framework.

The requirement for an Apprenticeship Agreement between an employer and an apprentice, under the Apprenticeships, Skills, Children and Learning (ASCL) Act 2009 sections 32-36, came into force on the 6 April 2012. An Apprenticeship Agreement is required at the commencement of the Apprenticeship for all new apprentices who start on or after that date.

The Apprenticeship Agreement must state that the apprentice will be undertaking an Apprenticeship in a particular skill, trade or occupation (e.g. Level 4 Public Relations Apprenticeship).

All employers are required to sign an apprenticeship agreement provided by Public Relations Consultants Association (PRCA) for each apprentice they employ to be on an apprenticeship programme with the PRCA “the Programme”.

2. Programme Delivery – Learning and Assessment

Apprenticeship Programmes are delivered by the PRCA through a combination of study materials, e-learning, webinars, face to face teaching, telephone support, competence assessments in the workplace and attendance at revision sessions.

Apprentices will require study time each week to undertake their learning and compile their competence assessment materials. During the programme, apprentices will also be required to attend PRCA training sessions. PRCA has provided a guide to the required apprenticeship study time (see Appendix 1) which should be given full consideration.

The ASCL Act 2009 requires that all of the content of the Apprenticeship is delivered within the contracted hours of employment and hence the apprentice is paid for the time to undertake the off-the-job learning specified within the relevant apprenticeship framework.

Employers are required to enable their apprentices to attend required learning and assessment sessions as detailed in the scheme of work provided by the PRCA.

3. Individual Learning Plans and Progress Reviews

At the start of the Programme an individual learning plan (ILP) is developed with each apprentice to ensure that they have a clear plan to achieve their apprenticeship and the appropriate support is provided.

Throughout the apprenticeship, the PRCA will conduct regular reviews with the apprentice and their employer (e.g. supervisor, line manager or HR Manager). These are called progress reviews.

Progress reviews may be conducted by telephone or face to face to minimise workplace disruption but ensure that the apprentice is fully supported on the Programme and has the opportunity to give and receive feedback to/from their tutor/assessor and employer.

PRCA Terms and Conditions as at 12 June 2014 Employers are expected to attend progress reviews and must sign ILPs and progress reviews on completion as these are required for audit purposes by the Skills Funding Agency.

4. Apprentice Eligibility and Employer Contributions

Employers should refer to the PRCA Apprenticeship Price List for 2014/15 in Appendix 2. The employer contribution varies depending on age of apprentice, prior qualifications and the size of the employer.

The following information relates to apprentices who meet the eligibility criteria for public funding of apprentices in England. Where apprentices already hold qualifications at a higher level than their chosen apprenticeship or where they are not eligible for public funding in England through their place of birth or work status then there may be a requirement for the employer to pay the full training rate. PRCA can advise on the individual eligibility of potential apprentices.

In addition to the SFA funding eligibility criteria, PRCA are also required to ensure that apprentices are able to complete the Programme academically. PRCA reserve the right to advise employers that they will be required to pay full employer contributions for an apprentice where there are concerns about the apprentice being able to complete the academic element.

16-18 Apprentices

The Government currently provides full funding for apprentices aged 16-18 on the first day of their apprenticeship.

19-23 Apprentices

The Government currently provides 50% co-funding for apprentices aged 19-23 if the employer has fewer than 1000 employees, and 25% co-funding for apprentices aged 19-23 where the employer has over 1000 employees. Employee numbers are based on Companies House returns and are aggregated nationally by a Government Agency for all employer sites in England.

Employers will be required to provide the relevant co-funding employer contribution to PRCA to achieve the 100% apprenticeship rate set by the Skills Funding Agency (SFA) annually.

24+ Apprentices

The Government currently provides some co-funding along the same lines as the funding for 19-23 apprentices but each apprentice is considered individually and PRCA will be required to advise employers if funding is available.

All Level 4 apprentices are required to complete functional skills at Level 2 in English and Maths where they do not have pre-existing qualifications that meet the Specifications for Apprenticeships in England exemption requirements (generally but not exclusively GCSE’s at Grades A-C).

Employers will be required to pay employer contributions on the same age basis as above for the costs of providing training leading to certification for all Level 4 learners requiring all or any functional skills.

5. Payment Terms

Employers will be invoiced annually by PRCA on these standard terms: PRCA Terms and Conditions as at 12 June 2014 Apprentices will be on a 15 month Programme. Employers will be invoiced following induction for the relevant full amount of the employer contribution.

Alternative payment terms are by agreed exception only.

Invoices are to be paid within 30 days of receipt.

6. Apprenticeship Leavers

If an apprentice leaves before completing the Programme PRCA will provide a credit for the relevant employer contribution from the 1st day of the month following the apprentice’s leaving date in line with Government funding audit requirements. Instead this credit can be used towards the employer contributions due for other apprentices or for alternative PRCA online or face to face training.

If an apprentice has completed their Apprenticeship Programme but leaves before their anticipated apprenticeship end date PRCA will not provide a credit or refund as the apprenticeship certificates will still be claimed.

Employers are required to notify PRCA if they are considering ending an apprentice’s contract before their anticipated apprenticeship end date or if they are aware of an apprentice’s intention to leave employment. PRCA will work closely with all employers to provide support and guidance.

7. Certificates

PRCA will retain apprentices’ separate qualification certificates gained during the Apprenticeship Programme until the final apprenticeship certificate has been claimed, due to Skills Funding Agency audit requirements. Certificates will then either be sent directly via registered post to apprentices or to the employer where requested for central ceremonies or promotional activities etc.

8. Completion of H&S and ERN Forms

All employers are required to complete an SFA Health and Safety Form and an Employer Registration Number (ERN) form prior to the recruitment of any apprentices, where apprentices have not been on Programme with PRCA previously. PRCA will support in the completion of this paperwork.

Employers should be aware that a Government Agency called Blue Sheep will call the named employer representative on the ERN form to confirm the details submitted such as the apprentice’s location. ‘Blue Sheep’ will only call 3 times before turning down an ERN application which will prevent any funding being available for the apprentice, so it is imperative that the employer contact details given are appropriate for someone to be able to confirm the information promptly.

9. Work Supervisor’s Roles and Responsibilities

To ensure that apprentices are able to complete their apprenticeship, work needs to be delegated at appropriate times which enables the apprentice to meet the competence requirements. Guidance will be provided by PRCA to ensure that every employer has access to the requirements of the relevant Programme, but it is important that the apprentice’s work supervisor enables the apprentice to undertake the full range of work activities required.

PRCA Terms and Conditions as at 12 June 2014 The assessment of competence in the workplace is an important part of an apprenticeship programme and the validation of assessment evidence presented by an apprentice or observed by an assessor can often be achieved through an additional documented conversation or expert witness testimony provided by the work supervisor. All employers are expected to participate fully in this element of the apprenticeship Programme.

All apprentices should be allocated a mentor to provide them with day to day support in the workplace.

10. Quality Assurance

All apprenticeship programmes are subject to quality assurance through the prime SFA contractor (Damar), OFSTED and Aim Awards as the awarding body. At any time throughout the Programme, observers could be required to attend the workplace to quality assure the apprenticeships delivered by PRCA. Your co-operation, should there be a requirement for observers from any of these organisations to undertake an observation while we are working with your apprentice, would be appreciated.

11. Contract

The laws of England and Wales shall apply in all respects and the courts of England and Wales shall have exclusive jurisdiction.

12. Copyright

Copyright in all materials used by PRCA in the Programme remains that of PRCA unless specified otherwise. Any unauthorised reproduction or transmission of any part of the materials, whether electronically or otherwise, will constitute an infringement of copyright. No part of the materials may be lent, resold or hired out for any purpose without the prior written permission of PRCA.

13. Data Protection

PRCA, and Damar as the prime contractor, are registered with the Information Commissioner’s office on the Data Protection Register as holders of information required for SFA employment and training contracts. PRCA are required to hold and pass on information to Damar and the SFA on apprentices and their employers. Records relating to the funding and delivery of apprenticeships are required to be kept for 7 years as part of the funding contract and may be subject to an SFA audit at any time. All records are held securely in line with PRCA Data Protection policies and any records are only accessed by individuals working on the apprenticeship Programme.

PRCA are also required to enable access to apprentices’ portfolios (held in our secure Onefile e-portfolio system), to Aim Awards the External Verifier.

14. Recruitment

PRCA offer a free recruitment service. The PRCA will advertise the vacancies and provide employers with a short list to conduct interviews. If you chose to hire a candidate we have provided and not put them on the apprenticeship framework there will be a recruitment fee of £2500 plus VAT.

Invoices are to be paid within 30 days of receipt.

APPENDIX 1 - Guidance and Recommendations for Employers on Apprentices Study Time Requirements

PRCA Terms and Conditions as at 12 June 2014 It is a requirement of Apprenticeship delivery that apprentices can undertake their learning during the working day. In response to enquiries from employers, we have developed guidance regarding the amount of time we would recommend that apprentices are given for study at various points in their programme.

General Study Time

Each week apprentices should be given 1 day or hourly equivalent per week to complete their learning activities in addition to any scheduled teaching sessions (not all apprentices/units will have scheduled teaching sessions). This will include the following types of activities:

 Completing competence assessment tasks and uploading to their eportfolio Onefile

 Completing competence web-books, study exercises or reading

 Attending progress reviews with assessors and supervisors (where available) either face to face or via the telephone

Functional Skills

Level 4 Apprentices are required to complete functional skills qualifications in English and Maths at Level 2 if they have not already achieved GCSE Grades A-C in each of these subjects. Apprentices will be required to undertake 1 day online training, 1 day revision and ½ day online or paper-based exam for each functional skill which they need to complete.

PRCA Terms and Conditions as at 12 June 2014 APPENDIX 2 - Funding Rates

Funding Rates for Level 4 Higher Apprenticeship in Public Relations

Age 16 - 18 Government Employer contribution contribution PRCA Level 4 Diploma in Public Relations £6076 £0 (Combined Knowledge and competence qualification qualification)

Total: £0 Total: £0 plus Functional Skills qualifications if apprentices do not have existing GCSE’s in English or Maths: English L2 £724 Maths L2 £724 *All fees are subject to change annually

Age 19 – 23 Employer Large employer contribution contribution (co-funded rate (co-funded rate when when employer has employer has fewer 1000+ employees) than 1000 employees) PRCA Level 4 Diploma in Public Relations (Combined Knowledge and competence qualification qualification) £3000 £4500 Total: £3000 Total: £4500 plus Functional Skills qualifications if apprentices do not have existing GCSE’s in English, or Maths: £452.50 English L2 £362 £452.50 Maths L2 £362 *All fees are subject to change annually

I agree to the terms and conditions set out in this document.

Employer Name………………………………………………………………………………………………………………..

Employer Signature…………………………………………………………………………………………………………..

PRCA Signature ………………………………………………………………………………………………………..………

PRCA Terms and Conditions as at 12 June 2014