Employers Reference Guide

EMPLOYERS’ REFERENCE GUIDE: APPRENTICESHIPS

CONTENTS Welcome 1 Choosing Buckinghamshire New University 1 Working in partnership 2 Apprenticeship Programmes at Buckinghamshire New University

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Our campuses 5-6 Our Collective Responsibilities 7 The Apprenticeship journey 9-10 Step 1: Candidate Selection 11 Step 2: Application Process 11 Step 3: Interview & Offers 11 Step 4: Pre-enrolment Contracting 12 Step 5: Welcome to Buckinghamshire New University

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Step 6: Starting the Apprenticeship 14-15 Step 7: Apprentices ‘On Programme’

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Step 8: Completing the Programme 16 FAQs 17 Glossary 19

WELCOME

We have changed lives through employment-focused and skillsbased teaching for more than 125 years, and Apprenticeships allow us to diversify this work further and to work with valued employers, such as yourselves.

Over the past 10 years, we have invested more than £10 million in our facilities to ensure our learners and staff have the very best learning environment. Apprenticeship training is delivered at our three campuses in Aylesbury, High Wycombe and Uxbridge.

We work with each employer on the best strategic approach to workforce development and to maximise your employees’ learning potential and social mobility.

Together we can create inspiring, employment and professionfocused education, enabling your people to positively impact your business and their future.

Best wishes,

This Employers’ Reference Guide is your one-stop-shop for all questions relating to our Apprenticeship training, but our dedicated Apprenticeship Team are also there to support you.

They will work with you and your apprentices throughout every stage - from identifying, interviewing and enrolment of apprentices, to managing progress and successful completion of the programme for each apprentice.

Our aim is to foster active provider-employer partnerships that include involvement in programme design, integration of business and learning goals, as well as supporting and monitoring apprentices.

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PROFESSOR NICK BRAISBY Vice-Chancellor

WORKING IN PARTNERSHIP By choosing Buckinghamshire New University, you benefit from working with a University that recognises the importance of Apprenticeship Programmes in developing the skills, knowledge and experience of your workforce.

We pride ourselves on working in partnership with a wide range of employer partners from both the public and private sector and have in-depth experience in delivering Higher and Degree Apprenticeship Programmes.

Our dedicated Apprenticeship Team will work in partnership with you to ensure the programme meets your organisation’s needs and supports both you and the apprentice throughout the Apprenticeship journey.

Information on the different roles and responsibilities within our Apprenticeship Team is listed below.

OUR APPRENTICESHIPS TE AM BUSINESS DEVELOPMENT: A dedicated member of our Business Development Team will be assigned to your organisation at the start of the Apprenticeship journey.

They will be responsible for supporting you and your organisation by: • Helping you to identify suitable candidates and then supporting you through the on-boarding process from application to enrolment.

• Ensuring that all contractual documents are completed prior to the apprentices starting their programme.

• Facilitating regular contract review meetings throughout the duration of the programme.

• Acting as the central point of contact for you within the Apprenticeship Team.

OPERATIONS: Our Operations Team are involved with the following activities: • Management of the Aptem system (Learner Management System) to ensure compliance with the ESFA funding rules.

• Supporting apprentices using Aptem, which includes tasks such as recording their Off-The-Job training, building their Individual Learning Plan and evidencing the knowledge skills and behaviours required of the relevant Apprenticeship standard.

• Internally working with stakeholders to ensure our processes are fit for purpose to support our employer partners.

• Supporting our employer partners with specific Apprenticeship tasks, including but not limited to: • Tripartite Reviews • End Point Assessment • Functional Skills Meeting our contractual obligations as set out in our Employer Agreements.

We are here to support you and your apprentices throughout their Apprenticeship Programme and look forward to welcoming apprentices from your organisation at the start of their Apprenticeship journey with Buckinghamshire New University.

Teaching Excellence Framework

COMPLIANCE & REPORTING: Our Compliance Team ensures that all apprentices and their employers are compliant with ESFA rules prior to starting the programme. This includes: • Ensuring potential apprentices are eligible for funding.

• Reviewing prior learning for English and maths Level 2 Functional Skills exemptions.

• Raising contracts and other compliance documents for both parties to agree and sign.

• Liaising with employers on setting up their Apprenticeship Service account to draw down funding.

• Regular reporting to employers on agreed KPIs

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APPRENTICESHIP PROGRAMMES AT BUCKINGHAMSHIRE NEW UNIVERSITY WHAT IS AN APPRENTICESHIP STANDARD? Apprenticeship standards are new and improved Apprenticeship Programmes, written by employers to reflect the skills, knowledge and behaviours an apprentice needs to have to be proficient in a particular job role. Some Apprenticeship Programmes have a qualification attached to them to demonstrate competency. Apprenticeships can only be completed once the independent End Point Assessment at the end of the programme has been successfully passed.

We deliver a wide range of Higher and Degree Apprenticeship Programmes with new programmes currently in development.

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ACADEMIC LEVEL

LENGTH OF PROGRAMME

APPRENTICESHIP PROGRAMME

QUALIFICATION

Academic Professional Apprenticeship

PGCert Academic Professional

L7

18 months

Advanced Clinical Practitioner Apprenticeship

MSc Advanced Clinical Practitioner

L7

36 months

Chartered Manager Degree Apprenticeship

BA (Hons) Business Management

L6

36 months

L6

36 months

L7

24 months

L6

60 months

BSc (Hons) Digital and Technology Solutions Digital and Technology Solutions Professional Degree Apprenticeship

District Nurse Apprenticeship (IN DEVELOPMENT FOR 2022)

Software Engineer Network Engineer Cyber Security Analyst IT Consultant Data Analyst Business Analyst PG Diploma for District Nursing with integrated Nurses Prescribing BEng (Hons) Engineering Design (Mechanical Engineering)

Manufacturing Engineering Apprenticeship

BEng (Hons) Engineering Design (Electrical Engineering) BEng (Hons) Engineering Design (Production Engineering)

Nursing Associate Apprenticeship (NMC 2018)

FdSc Nursing Associate with NMC Registration

L5

24 months

Operating Department Practitioner

BSc (Hons) Operating Department Practice

L6

36 months

Police Constable Degree Apprenticeship

BSc (Hons) Professional Policing Practice

L6

36 months

L6

42 months

BSc (Hons) Nursing (Adult) with NMC Registration

Registered Nurse Degree Apprenticeship (NMC 2018)

BSc (Hons) Nursing (Children’s) with NMC Registration BSc (Hons) Nursing (Mental Health) with NMC Registration BSc (Hons) Nursing (Learning Disabilities) with NMC Registration

Senior Leader

Senior Leader Master of Business Administration (MBA)

L7

24 months

Social Worker Degree Apprenticeship

BSc (Hons) Social Work

L6

36 months

Specialist Community and Public Health Nurse Apprenticeship (IN DEVELOPMENT FOR 2022)

Specialist Community Public Health Nursing: Health Visiting, School Nursing, Occupational Health Nursing, Generic.

L7

24 months

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M1 M11

AYLESBURY A41

HIGH WYCOMBE M25

M40

UXBRIDGE LONDON M4

M3 M20 M23

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OUR CAMPUSES HIGH WYCOMBE CAMPUS Queen Alexandra Road High Wycombe Buckinghamshire HP11 2JZ

UXBRIDGE CAMPUS

AYLESBURY CAMPUS

106 Oxford Road Uxbridge Middlesex UB8 1NA

Walton Street Aylesbury Buckinghamshire HP21 7QG

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OUR COLLECTIVE RESPONSIBILITIES We see Apprenticeships as being a partnership between You, the employer, your apprentice, and us as your nominated training provider. The Apprenticeship is only successful when we work together to ensure the very best learning experience for your apprentice.

OUR RESPONSIBILITY AS YOUR TRAINING PROVIDER As your training provider we will ensure that we provide the very best training for your apprentices in an environment conducive to successful learning. We will track and monitor their progress throughout the programme as well as facilitate regular learner and contract review meetings. We will help to prepare the apprentices for their End Point Assessment and we will award their qualification in the final steps of the programme. We will also ensure the apprentice has access to a graduation ceremony where they can celebrate their success.

YOUR RESPONSIBILITY AS THE EMPLOYER As the employer you need to ensure a suitable learning environment for your apprentice in the workplace with support from a nominated mentor who can assist them during the Apprenticeship.

As the employer you will also need to allow the apprentice to achieve their 20% Off-The-Job training and you will need to encourage your apprentice to take responsibility for their learning and attendance. (This will include attaining Level 2 in English and maths where required.)

RESPONSIBILITY OF APPRENTICE The apprentice is primarily responsible for managing their own learning and engaging in the process at every opportunity. The apprentice is expected to proactively participate in learning reviews and keep their individual learning plan up to date.

The apprentice needs to identify any barriers to successful completion of the programme as well as providing ongoing programme feedback when required. Off-The-Job training needs to be tracked by the apprentice and we ask that the apprentice maintains effective communication with their employer, their mentor and the University.

A full list of our roles and responsibilities can be located in Section 2 of the Commitment Statement.

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THE APPRENTICESHIP JOURNEY Our Academic Schools and Directorates work together in supporting every apprentice to progress throughout their Apprenticeship journey successfully.

This timeline will help guide you through the Apprenticeship journey and the roles of responsibilities within the University at each step of the Apprenticeship Programme.

STEP 1

STEP 2

STEP 3

STEP 4

CANDIDATE SELECTION

APPLICATION PROCESS

INTERVIEW AND OFFERS

PRE-ENROLMENT CONTRACTING

We will work with you to identify those candidates best suited for the Apprenticeship Programme.

Your candidate applies for the Apprenticeship online and You, the Employer receive regular progress updates.

Candidates are interviewed and successful candidates are identified.

All government required contracts are read, understood and signed.

SUPPORTING YOU:

SUPPORTING YOU:

SUPPORTING YOU:

SUPPORTING YOU:

Business Development Team

Your Apprenticeship Team Representative

Your Apprenticeship Team Representative

Compliance and Reporting Team

SUPPORTING YOUR CANDIDATE:

SUPPORTING YOUR CANDIDATE:

SUPPORTING YOUR CANDIDATE:

SUPPORTING YOUR CANDIDATE:

You, the employer

Admissions Team

You, the employer

You, the employer

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STEP 5 WELCOME TO BUCKINGHAMSHIRE NE W UNIVERSITY

STEP 6

STEP 7

STEP 8

STARTING THE APPRENTICESHIP

APPRENTICES ON PROGRAMME

COMPLETING THE PROGRAMME

Prior to starting the programme both the employer and apprentice will receive a Welcome email with a link to their joining instructions and key information regarding the programme.

Apprentices are inducted to their programme and introduced to all of the learning support available.

Apprentices undertake Apprenticeship training with the support of you, the employer and us, the Training Provider

On successfully completing their EPA, apprentices will be awarded their qualification and graduate from Buckinghamshire New University.

SUPPORTING YOU:

SUPPORTING YOU:

SUPPORTING YOU:

SUPPORTING YOU:

Apprenticeship Team Representative

Apprenticeship Team Representative

Apprenticeship Team Representative

Apprenticeship Team Representative

SUPPORTING YOUR CANDIDATE:

SUPPORTING YOUR APPRENTICE:

SUPPORTING YOUR APPRENTICE:

SUPPORTING YOUR APPRENTICE:

Student Registry Team

Academic Team

You, the employer and the Academic Team

You, the employer and the Academic Team

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STEP 1:

Candidate Selection It is important that the most suitable candidates are selected to apply for the Apprenticeship Programme. Not only does the candidate need to be eligible for an Apprenticeship but they also need to demonstrate that they have the ability to learn the skills, knowledge and behaviours required by the Apprenticeship standard. We also ask that all candidates have a government approved Level 2 English and maths qualification.

If they do not have these qualifications, please inform your nominated Apprenticeship Team Representative prior to the application being submitted.

STEP 2:

Application Process When you have selected your candidates you will be required to populate a document detailing the names and contact details of these candidates. Once completed, it needs to be emailed to your nominated Apprenticeship Team Representative.

The Applications Team will email the candidates with a link to their online application. The online application takes approximately 45 minutes to complete. The application will require supporting documents to be uploaded such as prior certification (including Level 2 English and maths) and evidence of Right to Work in the United Kingdom.

Once the candidate submits their online application, the Admissions Team will complete all necessary eligibility checks. This takes approximately 5-8 working days. Unsuccessful candidates will be notified directly and you, the employer, will be notified by your Apprenticeship Team Representative. Successful candidates will be invited to an interview and asked to complete an Individual Needs Assessment (INA) identifying their existing experiences, skills and knowledge. This document will be discussed with a member of the academic team at their interview.

STEP 3:

Interview and Offer Each Apprenticeship Programme has a slightly different interview process, however the candidate will be informed of what to prepare for in their interview invitation. All candidates will be asked to share their Individual Needs Assessments at the interview and an assessment of their existing competency will be established. Interviews are facilitated face-to-face or online depending on the programme and they take between 30 to 90 minutes.

Within three working days after the interview has taken place, you and the candidate will be notified whether the candidate has been successful at interview. As the candidates are not yet contracted apprentices, we ask that you, the employer confirm with your candidate whether they will be proceeding to enrolment. In most instances unsuccessful candidates are invited to apply for the next cohort. Your Apprenticeship Team Representative will support you though this process.

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STEP 4:

Pre enrolment contracting Before the apprentice can be enrolled on to the Apprenticeship Programme the following three contracts need to be signed and submitted back to your nominated point of contact.

1.

The employer and training provider agree the terms of business (Apprenticeship Training Service Agreement).

Buckinghamshire New University has a template for contracts that will be populated and needs to be signed by both parties.

2.

Alongside the contract is the schedule, which sets out the Apprenticeship details, names and pricing agreed.

We will create the schedule, which needs to be signed by both parties.

3.

Each apprentice will require an Apprenticeship Agreement, which sets out the job role the apprentice is training for and that confirms the Apprenticeship standard is relevant to support that role. The agreement shows the start and end dates as well as the minimum number of Off-The-Job hours required to successfully complete the Apprenticeship. This agreement needs to be signed by the employer and apprentice prior to the commencement of the Apprenticeship. Buckinghamshire New University is required to hold copies of the Apprentice Agreement for all our apprentices.

STEP 5.

Welcome to Buckinghamshire New University Once all contracts have been completed your apprentice will receive an email welcoming them to their new Apprenticeship Programme. The Welcome email will contain a link to a webpage where the apprentices will be able to view their joining instructions.

The joining instructions will provide details on the programme induction and what to prepare for. The webpage also provides Apprenticeship support information that may be useful to your apprentice. If you wish to view this webpage also, please make this request to your Apprenticeship Team Representative.

Only when the contract, schedule and Apprenticeship Agreements have been received can an apprentice start on programme.

SETTING UP YOUR DIGITAL APPRENTICESHIP SERVICE ACCOUNT (DAS) If you have not set up your employer’s Apprenticeship Service account this needs to be completed prior to the apprentice starting.

You will use your account to: •

get Apprenticeship funding

•

find and save Apprenticeships

•

find, save and manage training providers

•

recruit apprentices

•

add and manage Apprenticeships

You need to add PAYE schemes to your Apprenticeship Service account for your organisation or connected organisations. This is used to check that you have employed the apprentices you add to your account. Go to www.accounts-management to set this up.

Once set up, you will need to create a new cohort and select Buckinghamshire New University as the training provider using our UKPRN (UK Provider Reference Number) which is 10000975. Our expert team within the Apprenticeship Team will be able to assist you with any queries.

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STEP 6.

Starting the Apprenticeship At the beginning of the Apprenticeship, the apprentice will be inducted on to the programme. At this induction the apprentice will be made aware of all of the support available to them. These include:

STUDENT CENTRE

THE COUNSELLING SERVICE

The Student Centre is where apprentices can access information, advice and guidance on a range of non-academic matters. They are located at each of our campuses and details of the support they provide is presented to apprentices at their induction session.

Making the journey through higher education can be demanding and challenging. The counselling service provides a supportive, non-judgmental and confidential space in which apprentices can seek help from a professional counsellor.

BUCKINGHAMSHIRE STUDENTS’ UNION ADVICE CENTRE From societies and sports to volunteering, training and workshops, Bucks Students’ Union offers a lot for our apprentices. The Students’ Union is run by students and provides a friendly advice service and representation scheme to ensure that apprentices’ views are heard.

MULTI-FAITH CHAPLAINCY At Buckinghamshire New University, we celebrate diversity.

The multi-faith chaplaincy offers a confidential listening ear to all. The apprentices do not need to have a faith to use this service.

Apprentices will find hospitality, sanctuaries (quiet spaces for reflection or prayer), and contact with local faith communities and signposting to other University services.

THE DISABILITY SERVICE The disability service offers specialist one-to-one support and access to extra time in exams. They also offer clarification and confidential advice on disclosing a disability to the teaching team.

For confidential advice, information and guidance about all disabilities including specific learning difficulties such as dyslexia, Asperger’s syndrome, mental health difficulties and other longterm medical conditions.

THE GATEWAY GYM The Gateway Gym is based at the High Wycombe Campus. It has everything apprentices need to achieve health and fitness goals during their time studying with over 75 stations with the very latest exercise machines. Discounts are also available to members of personal training, small group training and sports bookings.

SPORTS & WELLBEING CLINIC Our Sports & Wellbeing Clinic offers a range of health and wellbeing treatments covering: treatment and rehabilitation of injuries, sports and remedial massage appointments; injury prevention and assessments.

Our experienced team of highly qualified therapists are trained in treating a wide range of sports injuries and health conditions. Discounts are available for apprentices.

LIBRARY SERVICES Our Library Services provide access to a wide range of facilities and information resources in support of teaching, learning, scholarship and research. We have extensive learning resources at the High Wycombe Campus and a dedicated nursing library at our Uxbridge Campus.

Friendly and professional employees are available at each campus to provide help and advice to support apprentices’ information and study needs. The Library’s opening hours are extensive, including late evenings and weekends, offering access to book, journal and DVD collections but also to, computing, printing, photocopying and scanning facilities and study spaces.

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LEARNING DEVELOPMENT UNIT The Learning Development Unit (LDU) is the learning and academic development advice centre for all apprentices at the University. We work with all apprentices who are keen to develop their academic abilities and improve their grades, whatever their course, year, or ability level. We also provide a number of pre-sessional courses and activities for new apprentices who wish to refresh or develop their academic skills before they begin their studies.

A lot of our work is on a one-to-one basis, allowing us to tailor our input to the particular needs of the apprentice. In addition, we provide a range of workshops and lectures open to apprentices on all aspects of academic study, including preparing, planning and structuring academic assignments; evidence-based writing; developing analytical and critical thinking skills; and effective academic reading and research skills.

The LDU also works closely with subject-teaching lecturers, providing input during module sessions on specific aspects of apprentices’ work in their subject areas. We also provide support on mathematical topics such as statistics, finance and managing research data, and for international apprentices using English in their studies.

To offer our apprentices maximum flexibility, tutorials can be arranged in person at our High Wycombe, Aylesbury and Uxbridge campuses, or can be conducted remotely via email, Skype, or the collaborative tools provided by the University’s Virtual Learning Environment.

BLACKBOARD We use Blackboard, a Virtual Learning Environment to support apprentices in their studies. Apprentices have access to Blackboard on and off campus and on all smart phone devices. Blackboard provides access to course content, links with tutors and also provides access to all of the library’s electronic resources.

Blackboard allows apprentices to create their own profile, instant message other apprentices and tutors on their course and talk to them if they are also online. It utilises video conferencing technology in a similar way to Skype, and tutorials can take place online. The Careers Service and The Student Centre helpdesks can both be accessed instantly through Blackboard’s Instant Messenger tool. To log onto Blackboard please visit bucks.ac.uk/blackboard.

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E-PORTFOLIO/LEARNER MANAGEMENT SYSTEM Every apprentice will have access to our Learning Management System (Aptem), which will track and monitor progression throughout the Apprenticeship Programme. Aptem allows the apprentice to correspond with the academic team and receive feedback as well as building their e-portfolio. The system gives the apprentice, the academic team and you, the employer the ability to track, report and monitor progression, which can then be reviewed at regular intervals.

FUNCTIONAL SKILLS Every apprentice that is accepted onto a programme but does not hold a stand-alone Level 2 qualification in English and maths (that is accepted as approved evidence by ESFA), will be required to complete their Functional Skills learning during their programme prior to their End Point Assessment (EPA).

This will be arranged on an individual basis and discussed at their induction.

COMMITMENT STATEMENT In the first six weeks of starting their programme, the apprentice, Line Manager and University Representative will be asked to read, understand and sign a commitment statement.

This document is then uploaded by the apprentice on the Learner Management System - Aptem.

The Commitment Statement details the support and guidance available and the roles and responsibilities for all three parties.

The information set out in this document forms part of the evidence pack required for every apprentice.

It must be signed and dated, and the latest version held by the employer, the apprentice and the training provider - Bucks New University, before the Apprenticeship can start.

The Commitment Statement is intended to be used at, and to inform the regular tri-partite reviews between training provider, employer and apprentice that take place during the lifetime of the Apprenticeship.

Any changes must be discussed and agreed by all three parties, then the document must be signed, dated and reissued to all three parties.

A commitment statement template will be issued to you with this reference guide.

STEP 7.

STEP 8.

Once ‘on programme’, the apprentice will follow their timetable of learning. Training is delivered face-to-face, online and through participation in group projects. Apprentices will be set assessment deadlines and they will be graded on their outcomes. Apprentices must pass all of the stage requirements before progressing to the next stage. When on programme, the academic team will communicate directly with the apprentice and you, the employer will be supported by your nominated Apprenticeship Team Representative. To ensure successful learning outcomes, the following discussions take place regularly.

END POINT ASSESSMENT (EPA)

Apprentices ‘On Programme’

TRI-PARTITE DISCUSSIONS (PROGRESS REVIEWS) Reviews are an important part of the Apprenticeship Programme and will be carried out regularly between the apprentice, You, the employer and a member of the University.

This will happen approximately three times per year. The aim of the review is to discuss your apprentice’s progression, review your Individual Learning Plan (ILP), agree targets and allow you the opportunity to raise any concerns you may have. These reviews can be face-to-face or remote via skype/ conference call etc.

CONTRACT REVIEW MEETINGS Contract reviews are an important part of the Apprenticeship journey and will be carried out regularly between you, the employer and your nominated Apprenticeship Team Representative approximately three times per year. The aim of this discussion is to ensure all contractual responsibilities are being met. These reviews can be face-to-face or remote via skype/conference call etc.

MONITORING PROGRESS REMOTELY Buckinghamshire New University provides a suite of systems to monitor the progression of your apprentices. This includes employer access to Aptem, the learner management system, which provides real time information on learning plan and Off-The-Job training hours and progress against the expected targets. In addition, you will receive regular updates from Academic Boards and from the Programme Leads. As always, any queries you have can be directed through your dedicated Apprenticeship Team Representative.

Completing the programme As part of their Apprenticeship, the apprentice must undertake an End Point Assessment (EPA), which will be taken at the end of their Apprenticeship Programme. The EPA is a key part of the Apprenticeship Programme, which will assess the knowledge, skills and behaviours that the apprentice has learnt throughout their Apprenticeship.

All apprentices MUST undertake their EPA to successfully complete their Apprenticeship. We would encourage all employers to ensure their apprentices prepare and undertake their EPA in a timely fashion.

END POINT ASSESSMENT ORGANISATION (EPAO) The End Point Assessment Organisation is normally chosen by the employer. However, the education and training provider can assist in identifying End Point Assessors, which would be suitable for that particular programme. The appointment of the End Point Assessor should be made within six months of the apprentice starting.

Buckinghamshire New University is registered as an End Point Assessment Organisation and will be the EPAO for all Apprenticeship Programmes with ‘integrated’ End Point Assessments.

Register of End Point Assessment Organisations

GRADUATION On successful completion of their Apprenticeship Programme, the apprentice will be awarded their certificate. The date and time of their graduation day will be available on our website at least six months prior to their graduation.

Employers may also wish to make additional arrangements within their organisation to celebrate their apprentice completing their Apprenticeship Programme.

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FAQS HOW WILL COVID-19 AFFECT OUR APPRENTICES’ TRAINING AT BNU? We have put in place measures to ensure that we will be teaching in a COVID-safe environment. We will continue to review our online training and support to keep the student experience and the health and wellbeing of our staff, students and employers at the very heart of all that we will do in the coming days, weeks and months.

OUR BUSINESS RESTRUCTURE MEANS MY APPRENTICE WILL BE IN A DIFFERENT ROLE. HOW WILL THIS AFFECT THEIR APPRENTICESHIP? CAN IT BE CHANGED? Apprenticeship standards are designed to deliver the knowledge, skills and behaviours (KSB) linked to specific job roles. If the apprentice’s role can no longer support the achievement of these KSBs, then you should consider transferring the apprentice to a more appropriate standard.

Please have a conversation with your nominated point of contact at the University in the first instance for support and guidance.

HOW DOES APTEM WORK? Aptem is an e-portfolio system, which allows the apprentice to upload their Off-The-Job evidence and keep track of their progress to ensure they are meeting the 20% Off-The-Job requirement. Each learner will have a bespoke learning plan with monthly components, which each require uploaded evidence. This work is then assessed and approved by the academic delivery teams.

HOW DO I GET ACCESS TO APTEM? Access to Aptem is given to the learner and employer when the apprentice is on programme. An email is sent out with registration instructions for both apprentice and employer.

IF OUR APPRENTICE IS UNABLE TO ATTEND A UNIVERSITY SESSION WHO NEEDS TO BE MADE AWARE? All apprentices must inform their employer and their University tutor via email or text at the earliest opportunity.

An attendance record is produced for each University session and any non-attendance will be recorded.

MY BUSINESS IS UNDERGOING CHANGE. CAN AN APPRENTICE BE PUT AT RISK OF REDUNDANCY?

IF MY APPRENTICE NEEDS TO PAUSE THEIR APPRENTICESHIP WHAT DO I NEED TO DO?

Please refer to ACAS.org.uk

Should an apprentice wish to take a break in learning they should discuss this with their employer in the first instance and then with their University Tutor. We will try to ensure that a return to learning plan is agreed by both the apprentice and employer, prior to the break in learning commencing. For further information on interrupting you studies click here.

HOW DO I SET UP MY DIGITAL APPRENTICESHIP SERVICE ACCOUNT (DAS)?

Your DAS account needs to be completed prior to your apprentice starting. You need to add PAYE schemes to your Apprenticeship Service account for your organisation or connected organisations. Please visit to set this up. Once set up you will need to create a new cohort and select Buckinghamshire New University as the training provider using our UKPRN (UK Provider Reference Number) which is 10000975. You can also view an ESFA video with information on setting up a DAS account.

WHEN DO I NEED TO ASSIGN A MENTOR FOR MY APPRENTICE AND WHAT TRAINING IS AVAILABLE FOR WORKPLACE MENTORS?

HOW MIGHT AN APPRENTICE PROVIDE EVIDENCE OF FUNCTIONAL SKILLS LEVEL 2 IN MATHS AND ENGLISH?

You will need to assign a workplace mentor prior to the apprentices starting their programme. We have developed a bespoke online Apprenticeship Workplace mentor programme, which will support those undertaking the mentor’s role, to understand how to support the apprentice in their professional development and identifying opportunities for learning in the workplace.

Evidence of Functional Skills submitted by an apprentice will be checked by your nominated Apprenticeship Team Representative, Admissions and the Compliance Team for exemption as per the ESFA guidelines.

Mentors can also attend employer forums or programme specific inductions to be informed of the requirements of the course and how to support their apprentices as a mentor.

WHAT IS THE PROCEDURE, IF AN APPRENTICE CANNOT PRODUCE ANY EVIDENCE? The apprentice will be given time to produce, reorder or provide certificates for checking. If this isn’t possible, they will be contacted by our Compliance Team to arrange enrolment to Functional Skills training with our provider. However, as Level 2 qualification in English and Maths is required to complete an Apprenticeship at any level, there is no extra cost.

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GLOSSARY APPRENTICESHIP

GATEWAY

An apprenticeship is a job with training. Through their Apprenticeship, apprentices will gain the skills and behaviours they need for their immediate job and future career. The apprentice gains this through formal Off-The-Job training and the opportunity to practise these new skills in a real work environment.

A milestone dictated within an Apprenticeship standard that must be met before continuing to the next stage of training.

Typically this is at the end of the training prior to EPA.

APPRENTICESHIP STANDARD Apprenticeship standards are developed by employer groups and set out the skills, knowledge and behaviours required for specific job roles. Standards vary in their content and may contain mandatory qualification and /or be linked to professional registration but not in all cases.

APPRENTICESHIP SERVICE Previously, called the Digital Apprenticeship Service or DAS, this is the online system used by employers and training providers to connect to each other and controls the Apprenticeship funding.

BASIC AND KEY SKILLS BUILDER (BKSB) BKSB is software that tests the level of English and maths.

BKSB uses initial assessments and diagnostic tests to confirm current levels of knowledge and create learning plans.

ESFA The Education and Skills Funding Agency are the government agency responsible for funding apprenticeships and compliance with funding rules.

END POINT ASSESSMENT (EPA) EPA is an independent assessment of skills, knowledge and behaviours an apprentice has gained over the duration of the Apprenticeship. Successful completion of the EPA confirms the apprentice’s competency in their job role.

END POINT ASSESSMENT ORGANISATION (EPAO) EPAOs administer the End Point Assessments. To be an EPAO you must be on the Register of End Point Assessment organisations (RoEPAO). Bucks New University is the EPAO for Apprenticeship Programmes delivered at Bucks where the EPA is integrated as part of the degree.

FUNCTIONAL SKILLS Functional Skills English and maths are qualifications delivered within Apprenticeships when an apprentice does not meet the required level of attainment to take the EPA. For our apprentices this is Level 2 which is the equivalent to GCSE C (5) or above in English or maths.

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INITIAL ASSESSMENT An English and maths test taken through BKSB that provides the apprentice’s current levels of knowledge. Levels range from Entry Level to Level 2.

INITIAL NEEDS ANALYSIS (INA) The INA is a form that the apprentice completes with any prior achievements that might reduce the funding or duration of the Apprenticeship.

INSTITUTE FOR APPRENTICESHIPS AND TECHNICAL EDUCATION. (IFATE) IfATE is the organisation that governs the development of new Apprenticeship standards, sets the funding bands and manages existing standards to keep them relevant to industry.

LEVY Essentially, a tax applied to employers with a payroll of £3 million or more. The levy is credited back to employer via their Apprenticeship Service Account and can only be used on Apprenticeship training.

OFSTED Ofsted oversees the quality of education and training on all Apprenticeships. Ofsted can inspect institutions at any time of year at short notice.

OFF THE JOB TRAINING (OTJ) TRAINING Off-The-Job training is the amount of time spent learning new skills, knowledge and behaviours away from the apprentice’s day-to-day duties. It is a requirement for all apprentices to spend at least 20% of their contracted working week Off-TheJob by the end of the Apprenticeship. The number of OTJ hours required to complete the Apprenticeship are calculated at the start of the Apprenticeship. The apprentice is required to log their OTJ hours within Aptem.

UNIQUE LE ARNER NUMBER (ULN) ULNs are 10-digit numbers assigned to learners by the Learning Records Service. Using the number enables us to access records of prior learning.

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This publication was produced by Buckinghamshire New University in May 2021 © Buckinghamshire New University 2020