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England’s Number ONE College an Employer Handbook to Apprenticeships
England’s Number ONE College
an Employer Handbookto Apprenticeships
Runshaw College has spent forty years growing into a thriving community, where each person is valued and able to flourish.
We are renowned nationally for our outstanding results, friendly and supportive culture and focus on learners’ needs, endeavouring to ensure that our students are happy and fulfilled during their time at the College. We value our staff and students highly, and invest heavily in their development, support and well-being, making us one of the UK’s leading and award winning colleges.
“Runshaw is in a different league...”OFSTED Nov 2013
Welcome to Runshaw
Why choose Runshaw?Our dedicated Apprenticeship Team at Runshaw will work hard to help you source the best apprentice for your business by understanding your business needs and providing enthusiastic and motivated candidates. We take great pride in our Apprenticeship programme and will provide the training and support necessary to enable your apprentice to become an asset to your company.
By choosing to work with us, we can help add value to your business and provide you with:
• A dedicated, professional team of staff and industry-led Trainers
• A wealth of experience providing the successful delivery of a wide range of Apprenticeships, validated by our proven track record
• Excellent levels of advice, support and guidance for both you and your apprentice
• A bank of talented, motivated and enthusiastic candidates wishing to both gain qualifications and employment
• Continued support and updates of any important changes to the National Apprenticeship Programme
• Proactive efforts to ensure that the best and most up to date Apprenticeships are available for your business
Off the job training
Qualifications
Professional, industry-led teams of Trainers
Studying at England’s Number ONE College
What is an Apprenticeship?
An Apprenticeship is a job with training that enables individuals to gain qualifications and essential skills whilst working. It is a fantastic option for those seeking to bridge the gap between full time education and the world of employment.
It is essentially a ‘real job’ with training and will see an apprentice work alongside experienced staff in the workplace to gain hands-on experience and the skills needed for their chosen career.
Although the minimum duration of any Apprenticeship is 30 hours per week, a certain amount of this must include ‘off the job training’ (OTJT) which can be defined as learning undertaken outside of the normal day to day working environment but within working hours. This is designed to give apprentices the relevant Skills, Knowledge and Behaviours to complement their practical experience and help them work towards their Apprenticeship standard requirements, fully preparing them for End Point Assessment (EPA) alongside any nationally recognised qualifications such as NVQ Certificates or Diplomas embedded within the offer. Apprenticeships will normally last anywhere between 12-36 months but higher level or technical Apprenticeships could take longer.
Apprenticeships are currently available at three levels with many offering the opportunity for progression at Runshaw:
Level 2 – Intermediate Level Apprenticeships
Level 3 – Advanced Level Apprenticeships
Level 4 – Higher Apprenticeships (equivalent to a Foundation Degree)
An apprentice may also be given the opportunity to study Functional Skills in English, Maths and ICT alongside their Apprenticeship.
Available coursesRunshaw is proud to provide successful Apprenticeships in the following areas:
Accounting
Business Administration
Catering
Childcare – Early Years
Customer Service
Digital Support Technician
Digital Marketer
Engineering
Health & Social Care
Hospitality
Human Resources Support
Teaching Assistant
Team Leading
What are my responsibilities as an employer?Below are some of the responsibilities that you will be expected to fulfil with regards to hiring an apprentice.
These responsibilities may include, but are not limited to:
• Paying your apprentice an agreed upon wage (must at least meet the National Apprenticeship minimum wage)
• Providing employment and the necessary training for the duration of the Apprenticeship
• Allowing 20% off-the-job training*
• Releasing the learner to attend training sessions if required
• Providing a safe workplace
• Showing commitment to equal opportunities
• Providing a written contract of employment and induction programme
• Providing a suitable member of staff to undertake the role of a mentor, tutor or witness to the learners competence
• Attending learner 8 weekly progress reviews
• Releasing the learner to attend the Functional Skills Hub if required
• Allowing the learner to attend 4 weekly visits with their Trainer
Should you need further explanation of any of the above points, please call our Apprenticeship Team on 01772 643008 or email [email protected]
*vital for the apprentice to be certificated at the end of their programme
Your questions answered
Off the job training
An apprentice needs to undertake ‘off the job training’ as a mandatory requirement of an Apprenticeship, as set out in the Apprenticeship funding rules.
What is ‘off the job training’?Off-the-job training is defined as learning which is undertaken outside of the normal day to day working environment and leads towards the achievement of the Apprenticeship. This can include training that is delivered at the apprentice’s normal place of work but must not be delivered as their normal working duties.
The minimum duration an Apprenticeship is 30 hours per week or more including any off the job training. If the apprentice works less than 30 hours you must extend the minimum duration proportionally to take this into account.(taken from Apprenticeship funding rules version 3)
What ‘off the job training’ could include? What does not constitute ‘off the job training’?
It MUST be directly relevant to the Apprenticeship Framework or Standard
Enrolment/Induction
Teaching or theory lectures Diagnostic assessment or prior assessment
Simulated exercises/Role play English and Maths (up to level 2) – this is funded separately
Online learning e.g webinars/blended learning (online and physical)
Progress reviews or on programme assessment needed for the Apprenticeship Framework or Standard
Manufacturer training e.g new equipment or technologies
Off the job training ONLY delivered by distance learning
Practical training Training that takes place outside paid working hours
Work Shadowing/Receiving mentoring
Industry visits/visiting other companies/suppliers/departments
Attendance at competitions
Time spent by the apprentice writing assessments/assignments
Who OTJT % behind Intervention Audit Trail
Trainer liaises with apprentice and employer
Up to 15% behind planTrainer liaises from outset with Apprentice and Employer to ensure OTJT logs are quality and logged in a timely fashion. Discuss and record in both visits and progress reviews and set SMART targets to remain on track.
Visit Plog & Review Plogs
SMART target set
Trainer liaises with Apprentice, Employer and Learning Mentor
15% - 20% behind planTrainer refers to Learning Mentor for intervention such as pulling Apprentice into college to catch up on logging their OTJT. Informal acknowledgment letter sent to apprentice and employer.
Visit Plog & Review Plogs
Concern log entered with SMART target set
Learning Mentor Plogs
Trainer liaises with Apprentice, Employer and Learning Mentor
20% - 25% behind planTrainer refers to Learning Mentor. Programme will send a formal letter to the Apprentice and Employer stating they are behind plan % wise and SMART target set to get OTJT logs up to date.
Visit Plog & Review Plogs
SMART target set
Programme Plog
Trainer liaises with Apprentice, Employer and Head of Studies
40% - 50% behind planTrainer refers to Head of Studies, who will meet with Apprentice and issue a 1st Stage Warning. Letter sent to both Apprentice and their Employer.
Visit Plog & Review Plogs
SMART target set
Head of Studies 1st Stage Warning
Trainer liaises with Apprentice, Employer and Head of Studies
50% - 70%Trainer refers to Head of Studies, who will meet with Apprentice and inform employer. Issue a 2nd Stage Warning. Letter sent to both Apprentice and their Employer
Visit Plog & Review Plogs
SMART target set
Head of Studies 2nd Stage Warning
Trainer liaises with Apprentice, Employer and Head of Studies
70% - 80%
Trainer refers to Learning Mentor. Meeting set up with Trainer, Head of Studies, Apprentice and Employer. Message - failure to respond and get OTJT logs back on track will result in a Stage 3 Warning being issued and removal from the Apprenticeship programme. Final formal letter sent following, to confirm this.
Visit Plog & Review Plogs
SMART target set
Head of Studies Plog
Trainer liaises with Apprentice, Employer and Head of Studies
85%+Trainer refers to Head of Studies, who will meet with Apprentice and Employer issue a 3rd Stage Warning. Letter sent to both Apprentice and their Employer
Head of Studies Plog
ILP Withdrawal form
OTJT Intervention Flow Chart
Apprenticeships are an excellent addition to any business and are becoming increasingly popular with employers nationwide.
They are an excellent long-term investment for any business and a cost effective way to recruit, re-train or up-skill your existing workforce. It has also been proven that Apprenticeships can actively reduce staff turnover and boost productivity considerably due to apprentices being ‘employer-ready’, ambitious, motivated and dedicated to supporting the company that chose to invest in them. Additionally, the training for any apprentice recruited by your company may be eligible for 100% funding.*
Don’t just take our word for it, however! The below data, used and compiled by the National Apprenticeship Service, should help demonstrate the many benefits of employing an apprentice.
96% of employers that take on an apprentice report benefits to their business.
80% of companies who invest in apprentices reported a significant increase in employee retention.
81% of consumers favour using a company who employ an apprentice.
77% of employers believe Apprenticeships make them more competitive.
72% of businesses report improved productivity as a result of employing an apprentice.
76% of companies who employ apprentices agree they make their workplace more productive.
92% of employers who employ apprentices believe Apprenticeships lead to a more motivated and satisfied workforce.
83% of employers who employ apprentices rely on their Apprenticeship programme to provide the skilled workers that they need for the future.
Over three-quarters of respondents expect Apprenticeships to play a bigger part in their recruitment in the future.
Employers who take on a 16-18-year old apprentice may be eligible for 100% funding* towards training costs, but must pay their salary.
*Please see levy information page for more information.
What are the benefits of hiring an apprentice?
If you or your business would like to enrol an apprentice and would like to work in partnership with Runshaw College as your designated Training Provider, then please call our Employer Relationship Team now on 01772 643008 or email [email protected]. This is your first step towards hiring an apprentice, the following information will provide you with a step-by-step guide. If you are looking to up-skill an existing staff member through an Apprenticeship, the same process will apply, with the exception of the need to carry out interviews. A great way to develop your workforce!
How do I enrol an apprentice?
Enrolling an apprentice
1. Initial contact with our Employer Relationships Team who will continue to look after you and your needs.
2. Completion and return of the ‘Vacancy Pro-forma’ – Recruit an Apprentice. This will enable us to learn exactly
what you’re looking for and ensure we match the right candidates to the right Apprenticeship.
3. We will offer you potential apprentices, screened and selected, for your vacancy and consideration
(at this stage, you may wish to begin interviewing candidates with a view to making a job offer).
4. Signing of The Service Level Agreement.
5. A Health & Safety appraisal (issued by Runshaw) must be completed by the employer before any apprentice starts.
6. Once you have interviewed and selected a suitable candidate and your offer is accepted, we will arrange a sign up
meeting to complete additional documents and enrol the learner onto the Apprenticeship programme.
7. Apprentice enrolled and on their exciting Apprenticeship journey with you!
8. Once the enrolment is complete a Runshaw Trainer will arrange the first visit with you and your new apprentice.
During the apprentice’s time on an Apprenticeship they will have access to a dedicated Learning Mentor.
The Learning Mentor will offer them support and guidance throughout their course where needed and is responsible for monitoring their attendance, achievement, progress and welfare. If you or the apprentice have any concerns at all about the quality of the Apprenticeship programme or support provided to your apprentice in the workplace, please do let the Learning Mentor know so that the College can liaise with you both to establish a solution.
The Learning Mentor can also support your apprentice with:-
• Strategies to meet targets and deadlines
• Organisation of the apprentice’s time
• Prioritisation of targets set
• Developing their work ethic
Please also contact the Learning Mentor or Trainer if there are any changes such as the Apprentice is relocated to a different office within your company; your company premises relocate address; the apprentice is off sick for more than 2 weeks; the apprentice resigns from their employment with you.
Role of the
Learning Mentor
The role of the learning mentor is to play a key role in providing pastoral support and guidance to the Apprenticeship learners. If you need any support you can contact me on 01772 622677 ext 3058. I am able to give you advice over the phone, or alternatively we can arrange a meeting at a convenient time and location.
We also have a dedicated student services team who are on hand to support our Apprenticeship learners. This team includes 4 counsellors and our learners can access this service through student services by calling 01772 622677 ext 2135.
Meet our Learning Mentor Emma Parker
During the Apprenticeship programme your apprentice might need to achieve English/Maths/ICT as part of their learning programme. The Trainer will be supporting them with this and we have a range of resources available.
This includes the online BKSB platform which they will have used as part of their initial assessment and it releases individual learning units/modules for them to work through based on how they did in their initial assessment and diagnostic.
We also have paper resources like worksheets, practice tasks and sample assessments which the trainer can give to them to work through.
Many of our apprentices find they also benefit from specialist 1:1 support and make an appointment to see the Functional Skills Tutor in the hub. Some apprentices come in for just a few sessions prior to an exam whereas others come in for a longer period and might have weekly appointments for the duration of their Apprenticeship as they need extra support to achieve their Functional Skills. These appointments are arranged in discussion with their manager as the employer is required to release them in work time to complete their Functional Skills.The hub is equipped with plenty of desk space to work quietly as well as computer stations, resource cupboards and trays where they can help themselves to equipment, textbooks and study material. We also have a mental health and wellbeing area where they can get tips on managing stress, revision etc.
Please encourage your apprentice to make an appointment to pop in for some support if needed.
Role of the
Functional Skills Tutor
Apprenticeship Functional SkillsHubCome along to one of the drop in sessions
or make an individual appointment to get
support for English, maths or ICTOpen Monday-Thursday from 9am-4.30pm at our Chorley campus,
Euxton Lane. PR7 6AQ T: 01772 643005 ext. 2290Weekly drop in sessions: Monday 9am-12pm Thursday 1.30pm-4.30pm
No need to book...just turn up!
Individual appointments: One to one support available during the hub opening hours.
To book contact Emma Stanford directly at the hub
or via email: [email protected] or phone/text: 07423 245772
We have very high expectations regarding attendance. We expect that apprentices will attend all lessons both face to face or online if required. If they are absent from classes for any reason, their Learning Mentor will want to check that this was genuinely unavoidable and they will be required to provide supporting evidence either in the form of a phone call or a note from their employer.
Absence Numbers:
Apprentices: 01772 642021
Should you be unavoidably absent from college, you or your employer should ring the appropriate number after 8:00am.
Attendancefor those with class sessions
Runshaw College is committed to safeguarding and promoting the welfare of young people and vulnerable adults.
If you have any concerns about your apprentice’s wellbeing or safety, then you should inform their trainer or contact the Apprentice Learning Mentor. Alternatively, you or the apprentice can call the Safeguarding Helpline on 01772 644377, 8.30am till 4.30pm, Monday to Friday (term time only) to seek further guidance.
Prevent is one of the four elements of CONTEST, the government’s counter-terrorism strategy.
As a college we have a responsibility to protect young people from extremist and violent views the same way we protect them from other risk taking behaviour. We also have a responsibility to promote our fundamental British Values to facilitate free debate, the values of:
• tolerance • individual liberty • the rule of law • democracy • mutual respect
These are the characteristics of British citizenship. Importantly, we provide a safe place for apprentices to discuss these issues so they better understand how to protect themselves. If you or your apprentice have any concerns, then please inform the Trainer or Apprentice Learning Mentor. Alternatively, you or the apprentice can call the Safeguarding Helpline on 01772 644377, 8.30am till 4.30pm, Monday to Friday (term time only) to seek further guidance.
Safeguarding
Prevent Strategy
All employers should take all the necessary steps to ensure the health, safety and welfare of all persons participating in training is of the same standard as the company is required to do in relation to its employees under current Health and Safety legislation. Basic health and safety documentation and safety arrangements should be in place and monitored. These include Employers Liability Insurance, accident book, first aid facilities, fire precautions and where appropriate risk assessment and safety policies.
Our Responsibility
• Using competent staff to verify that you can provide a healthy, safe and supportive learning environment by conducting a health and safety appraisal.
• Provide a safe and healthy working environment for apprentices at all times during off-the-job training.
• Provide health and safety training for apprentices to raise their awareness of hazards in the workplace.
• Check apprentices’ understanding of health and safety risk awareness.
• Investigate any accidents involving apprentices within the workplace and agree preventative action.
Employer Responsibility
• Ensure the health, safety and welfare of apprentices and bring your policy statement to their attention.
• Comply with health and safety legislation.
• Provide initial and ongoing health and safety training in the workplace for apprentices.
• Assess the risks to which apprentices are exposed at work and apply the general principles of prevention.
• Report any accidents involving the apprentice immediately to the Trainer and allow investigation of the circumstances.
Apprentice Responsibility
• Follow all safety procedures, policies and systems to maintain a positive safety culture.
• Ensure all accidents, incidents and near misses are reported to your line manager.
• Act in a safe and reasonable manner at all times.
• Follow the correct safety procedure in each task performed to ensure safe practices are adhered to.
• If unsure of any safety procedure, seek advice from supervisor / manager.
Health and Safety
Runshaw is committed to equality of opportunity for its staff, apprentices and all members of the community. We value difference and diversity. We respect all our people for their individuality, abilities and aspirations. We will treat individuals with respect and be fair to them irrespective of age, culture, disability, ethnicity, gender, marital status, nationality, religion, sexuality, status and any other distinction.
We are committed to the elimination of direct and indirect discrimination and will take appropriate action to implement this diversity policy.
We ask that all employers and apprentices support the college policy by undertaking the same commitment as the College in actively promoting equality of opportunity for all within their organisation.
Our Responsibility
• Promote equal opportunities throughout the work-based training process.
• Have a written equal opportunities policy which staff, apprentices and employers understand and are committed to.
• Advise you on equal opportunities issues and legislation.
• Explain to apprentices how they should treat other people.
• Make sure that apprentices know what to do if they feel they are being unfairly treated in the workplace.
• Act on any complaints received from apprentices.
Employer Responsibility
• Comply with equal opportunities legislation.
• Demonstrate your commitment to equality of opportunity in the workplace through a clearly publicised statement.
• Ensure that apprentices are treated fairly and equally.
• Make sure that apprentices are not bullied, harassed or made to feel unwelcome in the workplace.
• Explain to apprentices what to do if they have a complaint about the way they are treated.
Apprentice Responsibility
• Co-operate with employer to ensure equal opportunities and non-discrimination.
• Treat all colleagues in a fair and non-discriminatory way.
• Not harass or intimidate other employees.
• Inform management if they feel that any form of discrimination has taken place whether they or another employee is the victim.
Diversity Policy
Delivering the Apprenticeship
Planning Meeting - Individual Learning Plan
Once the apprentice has been enrolled on to their Apprenticeship, their Trainer will arrange a Planning Meeting with you and your apprentice to tailor and agree an Individual Learning Plan for their Apprenticeship journey. This will take into consideration their starting points against the Skills, Knowledge and Behaviours for their Apprenticeship Standard as well as any prior learning that exists from their job role, as well as any Functional Skills requirements that they might have. This will be an opportunity for you and your apprentice to tailor the Apprenticeship journey to suit both your apprentice’s needs and those of your organisation.
Having planned the training programme we will work together to deliver the training required to develop their skills and help them achieve their full potential. Much of the training will take place within the workplace itself.
The more learning opportunities that you can provide, the greater range of skills they are likely to acquire which will be of benefit to your company. You may also wish to consider giving your apprentice projects to undertake or want them to attend formal training sessions in the workplace that will develop their skills and knowledge even further.
Induction
Within the first 6 weeks, they will complete an Apprenticeship Induction on our Moodle site, this will cover topics such as: -
• Prevent
• British Values
• Online Safety
• Health and Safety
• Equality and Diversity
• Apprenticeship Programme support
4 Weekly Visits
Their Trainer will then arrange to visit them in the workplace every 4 weeks to support them throughout their Apprenticeship journey, setting assignments for any embedded qualification, setting SMART targets for them to improve their Skills, Knowledge and Behaviours and supporting them in logging quality Off The Job Training Logs. They will also start preparing them for their End Point Assessment very early on within their Apprenticeship. Please note these visits can be remote via MS Teams, Zoom or telephone calls and on some occasions the visit can be booked in a classroom at the College if a face to face meeting is needed and this cannot take place on Employer premises.
8 Weekly Progress Reviews
The Trainer will then arrange to visit you and your apprentice in the workplace every 8 weeks to complete a progress review. This is a valuable opportunity for all parties to measure progress made against the Skills, Knowledge and Behaviours and this is captured on record by the completion of a Skills Scan on their student portal. This three-way partnership ensures that the apprentice receives the best possible training experience, as well as ensuring the right training opportunities are provided within the workplace to allow them to further develop. At a progress review there will be an opportunity to check the following: -
• Their distance travelled against their starting points on the Apprenticeship Standard
• Their Functional Skills development within the workplace and against any required exam/s (Maths, English and ICT)
• Their Professional Learning/Professional Development (Off-the-job Training)
• Their progress in their job role
• Their progress towards End Point Assessment
Preparation
During this meeting SMART targets will be set and full feedback provided. We find that by having Employers/Line Managers fully engaged in every stage of the Apprenticeship journey, that the apprentice gains an enhanced experience of skills development.
Gateway
Once they have been on programme at least a year and a week, if progress against their Skills, Knowledge and Behaviours are all achieved, if their Functional Skills Maths, English (and ICT if required) are also all achieved, if their Off The Job Training percentage is achieved and they have completed all aspects of their End Point Assessment preparation – then we can consider if they are ready to pass through the ‘gateway’ to their End Point Assessment (EPA). This is discussed fully and agreed at a progress review meeting with the Trainer, Line Manager and Apprentice present.
End Point Assessment
What their End Point Assessment (EPA) will consist of will depend what Apprenticeship Standard they are on. The Trainer will fully support them in preparing for their End Point Assessment. This usually takes approx.. 3 months to fully complete. These are graded assessments, so it is important they work hard to achieve Distinctions.
Full details of all Apprenticeship Standards and Assessment Plans can be found on this Government Website.
https://www.instituteforapprenticeships.org/apprenticeship-standards/?
Our Responsibility
• Provide help and advice on planning workplace training and learning activities for the apprentice.
• Be aware of the learning activities that are already taking place within the workplace.
• Provide appropriate off-the-job training sessions to support the skills that the apprentice is developing in the workplace, in order that they can achieve their qualification and Apprenticeship Standard.
• Keep both apprentice and Line Manager fully engaged in regular 8 weekly progress reviews of apprentice progress against all aspects of the Apprenticeship.
Employer Responsibility
• To help apprentices develop their knowledge, skills and behaviours by providing a wide range of learning and training opportunities within the workplace.
• Allow apprentices to attend off-the-job training sessions at the agreed times.
• Help Apprentices to put into practice what they have learnt during off-the-job training sessions.
• Give Apprentices time in the workplace to complete required college work.
• Initiate a meeting with us if you have any concerns about any aspect of the training delivery.
Apprentice Responsibility
• Attend all on and off-the-job training and appointments made with the Trainer or provide adequate notice should an appointment need to be cancelled.
• Co-operate with the Trainer in meeting targets set out in the Individual Learning Plan.
• Promptly notify the Trainer should any problems occur which may hinder progress toward completion of the Individual Learning Plan.
Responsibilities relating to your Apprenticeship Journey
I. Apprenticeship Levy Information
The Apprenticeship Levy, introduced in May 2017, has now replaced all taxpayer funding of Apprenticeships for both public and private sector companies of all sizes and is designed to help employers fund Apprenticeships and boost overall productivity. The information below should therefore provide both levy and non-levy payers with a basic overview of the levy and its effect on employers.
All employers
• To help support and incentivise Apprenticeships, the Government will also make a payment of £1000 should you hire an apprentice aged between 16-18 or an apprentice aged 19-24 who has previously been in care.
Levy Paying employers
• If you are a business with an annual payroll exceeding £3 million, then you will be required to pay the levy.
• The amount payable will be 0.5% of your total payroll and is taken through your monthly PAYE payments.
• You will be required to pay 100% of the training costs for an apprentice, regardless of age.
• The Government will provide you with a 10% top-up to your monthly funds entering your Digital Apprenticeship Service Account (DAS). These funds can then be spent on Apprenticeship training through an approved provider such as Runshaw.
• You will have 24 months from the moment your levy funds enter your DAS account to spend it on Apprenticeship training before they will expire. Although this process is automatic, you will be reminded and given plenty of notice to spend these funds before expiration.
Non-Levy Paying employers
• If you are a business with an annual payroll less than £3 million, then you will not be required to pay the levy.
• Should your business have 50 employees or more, you will be required to make a 5% contribution towards the costs of training. However, if you hire an apprentice aged 19-24 who has previously been in care, the Government will provide 100% of their funding.
• If your business has less than 50 members of staff and employs an Apprentice aged 16-18, the Apprenticeship training will be 100% Government funded. However, you will still be required to pay the apprentice a salary.
Appendices
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