Apprenticeships - employer handbook Welcome Thank you very much for choosing South Our dedicated team will be on hand to support College for your apprenticeship needs. You have you through every stage of the process, which this made a great choice for your business. handbook helps to describe.

It’s more important than ever to make sure that I hope to speak with you in the coming months to our education system gives young people the discuss the impact your apprentices are making skills and knowledge they need to get jobs; and and if there is anything else we can do to support gives you the skilled workforce you need in those you in the future. jobs. Thanks again for choosing South Essex College. of the most important ways we do that, linking the world of education and the world of work, are our apprenticeships. Last year, the College and our partners trained almost 3,000 apprentices, the most in the area.

Each apprentice is just as valuable and just as valued; helping young people make the best possible start in life, and reaching their full potential.

That’s what apprenticeships do. University Angela O’Donoghue is important, but not for everyone - and CBE apprenticeships can break open the door to the Principal and professions for more people than ever before, Chief Executive ensuring that no young person is left behind.

Ashley, 20, Rayleigh Apprentice engineer at DP World ‘Doing my apprenticeship at DP World has been great because I have the chance to put all the skills I have learnt at South Essex College to practical use.’ What is an apprenticeship? The government definition of an apprenticeship states “An apprenticeship is a genuine job with an accompanying skills development programme. Through their apprenticeship, apprentices gain the technical knowledge, practical experience and wider skills they need for their immediate job and future career. The apprentice gains this through a wide mix of learning in the workplace, formal off- the-job training and the opportunity to practice new skills in a real work environment”

Apprenticeships enable businesses to grow their own workforce of skilled and motivated individuals to help their business succeed. How do Who can be an apprenticeships work? apprentice? The employer will have the responsibility of Anyone in over the age of 16 can apply deciding who they will hire as their apprentice to to be an apprentice. They must be eligible to work ensure that they are taking on the right person for in England and not be engaged in any other full the job. All apprenticeships have an element of time learning. off-the-job training, and apprentices are required to spend at least 20% of their working week Apprenticeships are designed for people who away from normal duties in order to develop the need to develop a specific skills set because they skills, knowledge and behaviours required of the are new to a particular job role or have had a occupation. This may involve a programme of day significant change of role within their existing or block release which requires the apprentice employment. Apprenticeships are not designed to attend College or it may be completed in the to accredit skills or knowledge already held by an workplace. existing employee.

There a variety of ways that apprenticeships are modelled and this will be discussed with you Reuben, 28, Grays when you speak with a representative from our Sales team apprenticeship team. We will work as flexibly as apprentice, IKEA possible to ensure that the programme meets the ‘Apprenticeships needs of your business. give you the chance to learn As the employer you will be required to support about the industry and provide on-the-job training for your you’re in and earn apprentice that enables them to develop practical while you learn.’ skills and knowledge required to complete the programme. This is complimented by off-the- job learning that is delivered by South Essex College. At the initial planning of the programme you will be advised how the off-the- job learning will be structured and delivered and will be kept informed of your apprentice’s progress throughout the duration of the programme. How much does it cost you as the employer? Employing an apprentice is a very cost effective way of growing and developing your business. It provides the opportunity to train enthusiastic people to a skill level that your business need. Our sales executive will agree with you the cost of the specific apprenticeship programme that you are looking for and advise you what the programme includes. The government have published a comprehensive guidance document for employers regarding funding apprenticeships which can be found here:

https://www.gov.uk/government/uploads/system/uploads/attachment_ data/file/605004/EMPLOYER_RULES_V2_FINAL.pdf

The apprenticeship levy Non-levy paying employers

The apprenticeship levy requires all employers If you are an employer with a pay bill of less operating in the UK, with a pay bill over £3 than £3 million you will be required to make million each year, to make an investment in a co-investment payment of 10% of the cost apprenticeships. These employers benefit from of the apprenticeship programme with the this investment by training apprentices. The levy remainder being funded by the Education and is charged at 0.5% of your annual pay bill and Skills Funding Agency (ESFA) and the European will be in force for all apprentices who start on or Social Fund (ESF). The cost of the apprenticeship after 1st May 2017. will vary depending on the occupation and level and this will be discussed with you during your If you are a levy payer, you will access funds from meeting with our dedicated sales team. Our sales a new digital apprenticeship service account and executives will advise you what the cost of the will be able to use this to pay for training and programme will be and what that cost includes. assessment of apprentices in England. There will be opportunity to specify your exact A short, useful video that provides guidance on needs and what can be negotiated to suit these how to set up and activate your levy account has needs. There may be additional activity that been published and can be found you wish to be included in the apprentice’s by following the link below: programme which is not fundable by the ESFA and will therefore be charged in addition to the www.youtube.com/ cost of the apprenticeship. watch?v=XDYEtj16E38 You will be able to agree payment terms for The cost of apprenticeships delivered by South the apprenticeship programme with one of our Essex College vary depending on the programme sales executives to ensure it suits you and your and this will be discussed with you in detail business but you should be aware that the first by our dedicated sales team to ensure the payment for any apprentice must be made within programme meets the needs of your business and the first four weeks of the learner being enrolled your apprentices. on the programme. Micro employers Incentives

If you are an organisation who employs 45 The government recognises the investment members of staff or less, you will fall into the employers make when they employ an ‘micro’ organisation category. The government apprentice. In cases where apprentices are 16-18 have pledged to fully fund apprentices employed or are 19-24 and either holds an education and by micro organisations if they are aged 16-18 (or health care plan or has been in the care of the 15 years old if the apprentice’s 16th birthday is local authority , the government understands between the last Friday of June and 31st August that this may involve more investment in both OR are 19-24 and either has: training and supervision.

• an Education, Health and Care Plan (EHCP) In order to provide further support, businesses provided by the local authority, or who employ apprentices in either of these categories will receive an incentive payment of • has been in the care of the local authority £1000 per qualifying apprentice. This is paid in two instalments with 50% payable 90 days after If you employ a 19+ learner who does not qualify the apprentice starts and the remaining 50% as above, a co-investment payment of 10% of the payable 365 days after the apprentice starts. cost of the training is payable and the ESFA will fund the remaining 90%

Apprenticeship wages

As you will be employing the apprentice you will be responsible for paying the apprentice’s salary which will include paying for the time spent in off- the-job learning. Apprentices should be paid at least the current National Minimum Wage (NMW) rate for apprentices (for 16-18 year olds and 19+ in their first year of study. From their 366th day, apprentices that have turned 19 (or are 19 at start) require at least the standard minimum wage for their age group (not apprenticeship minimum wage). At all times, the employer understands that they are responsible for ensuring that their employees are paid the correct NMW rate and increments are applied when these rates increase. We recommend apprentice wages naturally be increased as they develop on programme.

Further information regarding this is available at:

www.gov.uk/national- minimum-wage-rates What else do I need to know? Apprenticeships are relevant to both new and existing employees, so like your existing staff, most of your existing employment conditions will apply, including a written contract of employment that sets out an apprentices terms and conditions of employment & training.

It is important to remember that an apprentice is an employee who should receive the same information and treatment as any other member of your existing workforce.

Job title & description Hours of work

The apprentice must have an assigned job The employer will set the hours of work that description and title. They should have a list of the apprentice will be contracted to complete. their duties including their start date, details Apprentices are subject to the Working Time of any probationary period and the duration Regulations and as such apprentices aged 16- of the contract. If they are employed on a fixed 18 should not exceed 40 hours per week. Over term contract, it must exceed the duration of 19+ apprentices should not be contracted to the learning programme that the apprentice will work more than 48 hours per week. Where any work towards. apprentice works less than 30 hours a week the programme will be extended proportionately from our standard durations to comply with government rules. This includes temporary periods, but excludes holidays and other occasions under legal rights to time off.

Annual leave

Apprentices are subject to the same working regulations as all other staff and minimum annual leave entitlements should be set out in their contract of employment. Apprentices should accrue their annual leave from the first day of employment.

Disciplinary and grievance procedures and sickness arrangements

As set out above, apprentices are to be treated in the same way as all other employees. They should be made aware of your disciplinary and grievance procedures at the start of their employment and the procedures to be followed in the event of sickness. Any issues relating to the behaviours of your apprentice can be discussed with their assessor in order to prevent any barriers to learning developing and to ensure issues are dealt with quickly and efficiently. If your apprentice is sick when they are due to attend College we will inform you the same day. We will also inform you of any unauthorised absences. Existing employees wishing to undertake an apprenticeship will need to evidence that they have had a significant change to their job role which would warrant the delivery of ‘new’ learning. So how does it all work? South Essex College will support you throughout your journey as an employer of apprentices. We will ensure you have advice and guidance on hand when needed and ensure that our efforts are focussed on meeting your business needs and the training & development needs of your apprentice.

Some of our support services are listed below, but please feel free to speak with one of our apprenticeship sales executives or your personal tutor/assessor if there is any other information or support you require:

• personalised recruitment service which • advice on providing induction and on the job includes selection & screening support training to your apprentice(s)

• appropriate advice & guidance on the most • provide regular updates of your apprentice(s) appropriate training to enable flexibility that progress and advise you of any issues including suits your business need attendance, punctuality and attitude

• personal tutor/assessor assigned to your • provide your apprentice(s) with additional organisations to support you and your learning support if required apprentice(s) • provide a professional and highly qualified • agree learning content with you to ensure your delivery team with relevant vocational apprentice is developing the most appropriate qualifications and Industry experience. skills and knowledge for their role within your organisation. • work with you to evaluate the benefits of the training programme to your organisation • provide clear information on costs, duration and assessment requirements • provide advice on future training & development needs and progression routes for • provide information on timetables, training, your apprentice(s) plans, assessment, progress reviews and learning content What does an apprenticeship involve? Framework or Standard? Apprenticeships have undergone significant reform over the last five years. The government has implemented this reform over a period of time following a review of the provision in November 2012. As a result of the review the current offer of frameworks is being phased out and being replaced by Apprenticeship Standards. These Standards have been written by employer groups known as Trailblazers and have been designed with the specific occupations in mind. The Standards themselves set out the skills, knowledge and behaviours (KSBs) that the apprentice must demonstrate in order to complete the programme. They include a synoptic end point assessment (EPA) which the apprentice must pass in order to complete the apprenticeship successfully. The image below shows how the apprenticeship journey has changed for apprentices working towards an Apprenticeship Standard compared to an Apprenticeship Framework.

Figure 1: Source Education & Training Foundation: Future Apprenticeship Toolkit

Emily, Royal Opera House ‘Our apprenticeship programme is really good because we know that the apprentices are getting an excellent education while they work in a real theatre setting.’ Will my apprentice Functional Skills Apprenticeship Frameworks and Standards be on a Standard or a require the learner to work towards a required level of maths and English. The level set will Framework? depend on the level of the apprenticeship that the As a provider of apprenticeships, we aim to be learner is undertaking. For some Apprenticeship as flexible as possible within the restraints of Frameworks, in addition to maths and English the programme on offer. Not all apprenticeship functional skills, learners may be required to programmes are ready to be delivered as a undertake and complete an ICT functional skill. Standard and will remain as Frameworks Where a learner is completing a framework, they until such time that the Standard is available. MUST complete and achieve all of the required In some areas, the delivery of a Standard or functional skills in order to successfully complete a Framework may be negotiated with the the programme. If a learner is working towards employer based around their needs and that of an Apprenticeship Standard, they MUST achieve the learners. For other sectors and occupations, the required functional skills before they reach the College has taken the decision to continue to the ‘gateway’. This is the point before the learner offer Frameworks only for a variety of reasons completes their end point assessment (EPA) including progression opportunities, quality of Some learners may be exempt from completing content or delivery restrictions. functional skills due to their prior attainment. Regardless of the type of apprenticeship your This will be discussed and identified on an learner is on, we will ensure that the programme individual basis and you will be advised which is high quality and enables your apprentice to functional skills your learners are required to develop the skills and knowledge that they need complete and those, if any, they may be exempt to progress in their career. from. In all cases we must hold appropriate evidence of the learner’s prior attainment before Apprenticeship Frameworks always consist of a an exemption can be applied. number of accredited qualifications, these will include competency and knowledge qualifications Functional skills are funded separately by the as well as personal learning & thinking skills and Education & Skills Funding Agency (ESFA) and employer rights & responsibilities. employers are not required to contribute to the cost of this training. You must however, be aware Apprenticeship Standards may not have that these elements are of equal importance to any accredited qualifications built in but the any vocational skills development and the learner programme will meet the skills, knowledge and may be required to complete most, if not all of behaviours set out in the standard. If, as an these aims off-the-job. We endeavour to make all employer, you wish for a specific qualification to delivery as flexible as possible to meet the needs be built into the programme this can be discussed of your business, but this will also need to be with the apprenticeships team but may need to be balanced with how best the learner will achieve funded outside of the apprenticeship programme. these aims and what support they might need in Please speak with our sales executive or one of order to do so. the apprenticeship team for more information. End Point Assessment (EPA) This only relates to apprenticeship standards; each apprenticeship standard sets out the requirements of the EPA. You will be made aware of what is involved in your learner’s EPA and they will be prepared for this fully. Learners must achieve their EPA in order to compete their apprenticeship. The EPA is carried out independently of the College. This is to ensure that the assessment of the learner’s skills, knowledge and behaviours is unbiased and robust. Organisations who undertake the EPA must be registered on the Apprenticeship Register of Assessment Organisations. This is a robust due diligence process which is assessed by the government to ensure that organisations meet the required standards to carry out the EPA.

We will discuss with you which organisations carry out EPA for the programmes your learners are undertaking and help you to make an informed decision about which organisation to employ to complete this function. The cost of the EPA is usually around 20% of the cost of the programme as a whole and our dedicated sales team will discuss this cost with you in detail.

You can view the organisations who are on the Assessment Register by following this link.

https://www.gov.uk/ government/collections/ register-of-apprentice- assessment-organisations

We aim to ensure that learners are fully prepared for their EPA and will only recommend that they are entered if we are sure that they have a good chance of passing. If, however, they do not pass the EPA first time we will ensure that learners receive the right support and will arrange a resit. The topic of resits will be discussed in detail with the tutor/assessor once the learner starts. Employer responsibilities When your apprentice is signed up you will sign a learning agreement/commitment statement which will set out the business requirements when agreeing to employ an apprentice.

The main points of this are detailed below, but you are required to ensure that you are fully conversant with the requirements set out in the commitment statement:

• employ the apprentice subject to your usual terms and conditions of employment and issue the apprentice with a contract of employment, including meeting requirements for the National Minimum Wage. The contract of employment must be long enough to allow the learner to complete their apprenticeship successfully

• comply with the working time directive- 16-18 year olds must not exceed 40 hours work per week. Where any apprentice works less than 30 hours a week the programme will be extended proportionately from our standard durations to • secure the mandatory industry and legal comply with government rules. This includes requirements for employees within your sector temporary periods, though excludes holidays such as DBS and health & safety checks and other occasions under legal rights to time off. Where employment is for less than 30 • support your apprentice by participating in hours contractually, the reasons for this should 10 weekly progress reviews throughout the be explained duration of their programme

• allow a South Essex College representative • agree to provide your views on the quality and to carry out a workplace health & safety delivery of training through annual employer assessment of the workplace before the surveys apprentice begins their learning. This includes • wherever possible, notify us at least 24 hours an initial workplace induction ensuring that in advance, if for any reason the apprentice key health & safety information is clear and/or employer representative is/are unable • provide sufficient supervision for the to attend a scheduled review or training/ apprentice at all times assessment session

• liaise with the South Essex College personal tutor/assessor to ensure that the apprentice is able to apply their learning and skills within the workplace

• provide the apprentice with time to learn and study allowing them to attend training, supervising their activity in the workplace and ensuring their health & safety. Learners must spend 20% of their working week undertaking off-the job training. This may involve day release session delivered on College premises but the exact delivery methods will be discussed with you prior to your learner starting the programme A little more detail! Health & Safety requirements Prevent & British Values

It is the employer’s responsibility to ensure South Essex College aims to create a learning that they fully comply with all health & safety environment that promotes and develops values processes. This means to ensure the health & in learners that will enable them to live in and safety of the apprentice by having appropriate embrace a diverse society. To be tolerant and systems and supervision in place at all respectful to others and to abide by the rules of time. It is the responsibility of the employer democracy and law that exists to protect them. to inform South Essex College (either by telephone or email) of any accidental or non- PREVENT – The Prevent Duty is the duty in accidental occurrences resulting in serious the Counter-Terrorism and Security Act on injury to the apprentice in addition to accident specified authorities, in the exercise of their reporting protocols. The initial workplace functions, to have due regard to the need to assessment carried out by South Essex prevent people from being drawn into terrorism. College could result in a refusal to proceed South Essex College takes this duty very seriously with the learning programme if it is clear that and as such we work with both learners and the apprentices may be at risk of harm. employers to ensure they understand their Employer and Public Liability Insurance responsibilities to ensure learners are safe from radicalisation and extremism. You will receive It is the responsibility of the employer to ensure an employer’s guide to keeping learners safe that appropriate liability insurance is in place which will provide information about what to to protect themselves and their staff. South look for and what you can do to help. We also Essex College will request sight of the insurance require all of our learners to complete an online details during the initial workplace assessment training session which provides them with all and will record renewal when they occur for of the information they need to keep safe. the duration of the learning programme. Termination and period of notice Safeguarding If an issue cannot be resolved through close We will provide you with specific guidance on liaison with the College staff or managers, what to do should an apprentice disclose sensitive and this results in a need to terminate the or personal information or make an allegation learner’s contract of employment, a minimum about a colleague or manager within a business. period of one week’s notices should be given for employees with continuous employment Equality & Diversity of more than one month but less than two years (unless a contract states longer). South Essex College is committed to the advancement and promotion of equality and College complaints procedure diversity for all learners, employees, and all other users of the College. Our ethos is If you wish to raise a complaint, you will need to create and maintain conditions whereby to, in the first instance, raise this with your learners and staff are treated solely on their personal tutor/assessor or Internal Quality own merits, abilities and potential, regardless Assurance Co-ordinator (IQA) who will try of age, disability, race, gender, religion or to resolve the matter as quickly as possible. belief, sexual orientation, gender reassignment, If the complaint requires escalation, please pregnancy and maternity, marriage or civil contact the Head of Apprenticeships directly. partnership. We therefore ask all employers to Contact details for relevant individuals can be comply with our expectations and standards found on the back cover of this handbook. How to employ an apprentice Decide what do you need

Decide which area of your business would benefit most from an apprentice. A full list of apprenticeship programme as can be found on the South Essex College website by following this link

www.southessex.ac.uk/our-apprenticeships

Make contact

Ring our apprenticeship team on 01702 220593 (Business hours) Our apprenticeship sales executives will listen to your requirements and advise on the best course of action.

Advertise your vacancy

One of our Apprenticeship Sales Executives will work with you to recruit an apprentice and will signpost you to our recruitment specialists within the College to help with selection and screening processes. Apprenticeships & Subcontracting South Essex College now has a dedicated Apprenticeships team who will be able to help you with any aspect of the Apprenticeship programme. We liaise closely with the academic departments within the College to provide you with the very best customer service possible. Meet the team overleaf. www.southessex.ac.uk/leaving-school/apprenticeships Lisa MacCormac Helen Sharpe Head of Deputy Head of Rachael Hawkins Apprenticeships Apprenticeships Learner Progress & Subcontracting & Subcontracting Manager

Queries/Issues/Information: Queries/Issues/Information: Learner enquiries, including progress: Email: [email protected] Email: [email protected] Email: [email protected] Telephone: 01702 220594 / 01702 220639 Telephone: 01702 220366 / 01268 461627 Telephone: 01702 220639 Mobile: 07913 588340 Mobile: 07855 690550

Julie Pauley Ben Aston Nicky Guilder Apprenticeships Apprenticeship Apprenticeship Sales Executive Officer Officer

Initial apprentice applications/ Business Admin, AAT, Customer Service, Construction Trades, Catering & Hospitality, employer enquiries: ICT, Digital Learning Design, Logistics, Creative & Cultural industries liaison and Email: [email protected] Supporting Teaching & Learning in Schools administration: Mobile: 07809 339321 administration: Email: [email protected] Email: [email protected] Telephone: 01702 220454 Telephone: 01702 220427

Diane Ridgley Apprenticeship/ Employer Engagement Hazel Barnes Cristina Monachello Officer Co-ordinator Administrator

Engineering and AGE Grant administration: General enquiries/vacancy administration: General enquires: Email: [email protected] Email: [email protected] Email: [email protected] Telephone: 01702 220458 / 01268 461729 Telephone: 01702 220593 Telephone: 01702 220592 South Essex College of Further & Higher Education

Thurrock Campus High Street Grays, Essex RM17 6TF

Tel. 0845 52 12345 Email: [email protected] Web: www.southessex.ac.uk/apprenticeships