Modern Apprentice Handbook
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WELCOME
Dear Apprentices,
We are delighted to have you join our community of learners and innovators. As the Head of Apprenticeships, I am pleased to warmly welcome each of you as you begin your career in your chosen industry.
At Forth Valley College, we pride ourselves on offering exceptional apprenticeship programmes that blend academic learning with practical, hands-on experience. Our commitment is to provide you with the knowledge, skills, and support you will need to excel in your chosen field and to prepare you for a successful career.
As apprentices, you will have the unique opportunity to learn from industry experts, work with cutting-edge technology, and gain invaluable real-world experience. Our dedicated staff are here to guide and support you every step of the way, ensuring that you make the most of your time with us.
Your apprenticeship is not just about acquiring technical skills; it’s about personal growth, professional development, and building a network that will support you throughout your career.
Take advantage of the resources and opportunities available, ask questions, seek guidance, and be proactive in your learning.
We understand that balancing work and study can be challenging, but remember, you are not alone. Our support services are here to help you navigate any challenges you may face. We are committed to your success and are here to ensure that your experience at Forth Valley College is rewarding and enjoyable.
We are excited to see the incredible achievements you will accomplish during your apprenticeship and beyond.
Best wishes for a successful and enriching apprenticeship experience!
Sincerely,
Caroline Hogg Head of Apprenticeships
Forth Valley College
MODERN
OVERVIEW
A Modern Apprenticeship (MA) is designed to equip individuals with practical skills and industry-specific knowledge, leading to recognised qualifications. The programme is between one and four years in duration and has been selected by your employer to deliver the skills and qualifications required for your role within their organisation and to help them achieve their objectives.
You will get the skills you need through a combination of on the job training and college study to help you achieve an industry recognised qualification. You will also ‘earn while you learn’ offering a valuable pathway to develop expertise and enhance your career prospects within your chosen industry.
The MA programme provides the opportunity to gain a level 2 to 4 qualification, which can be combined in some cases with a National Certificate and Higher National Certificate in a specified discipline.
TRAINING AND DEVELOPMENT
This section outlines the various stages an MA will cover during their training & development.
This includes:
• An initial review to confirm suitability for the programme and agreeing an individual training plan to define roles and responsibilities
• Reviews and updates
• Company placements
• Progression
• Meta Skills
INITIAL REVIEW & TRAINING PLAN
During the induction, each new MA is reviewed in terms of existing qualifications and experience to establish suitability for one of the standard VQ plans and determine whether any additional training will be required. Personal objectives are also noted for reference.
If the candidate is taking part in a programme which involves a National Certificate and HNC/HND, the initial meeting also serves to help determine whether this is appropriate for the MA.
Based on the findings of the initial meetings, an Initial Assessment and Learning Plan is produced for each MA. This defines the roles and responsibility of the MA and those involved in the programme delivery. This detailed plan is reviewed and updated on a regular basis and is amended where appropriate.
The training plan template can be found in Appendix 1, page 10.
REVIEWS AND UPDATES
The following aspects will be monitored as part of the performance review process, which takes place every 13 weeks:
• Progress against learning objectives set in their training plan
• Progress against vocational objectives as set in the VQ training portfolio
The review will be a three-way meeting between the College, apprentice and the employer.
Each MA will have the opportunity to input on their review with regards to their progress and seek resolution and support in respect of any identified barriers to progress.
COMPANY PLACEMENTS
Company placements are managed by the employer in conjunction with Forth Valley College. It is during these company placements that the MA will build on the practical competence, knowledge and behaviours necessary for them to become fully effective employees.
In some instances, it may be necessary to rotate MAs through different areas of their workplace so that they can gain all the competencies necessary to become fully qualified.
PROGRESSION
Progression from the first to each subsequent year is only permitted if MAs have consistently performed well in academic studies, work skills, timekeeping, conduct, and discipline and achieved all required outcomes.
Individual performance is continually monitored. Each MAs performance is reviewed on an annual basis before the end of July in their final year.
It should be noted that employment offers might not necessarily be made to all MAs. However, this programme aims to generate MAs who will be highly sought after by all companies within their sector. The company may only consider employing those apprentices who successfully complete the Modern Apprenticeship Programme.
META SKILLS
A meta-skill is sort of like a master skill – it’s something that helps you in lots of different situations, and can be much broader than role specific skills.
To ensure we thrive as individuals, we need to develop new skills. These skills help us cope as technology, society and how we work changes at an ever-increasing pace and they also enable us to excel, to collaborate and empathise with others and to create our own futures.
Meta skills can be defined into three headings.
You can find out more information on Meta Skills here: https://www.skillsdevelopmentscotland.co.uk/what-we-do/scotlands-careers-services/education-team/metaskills-toolkit/progression-framework
TRAINING AND APPRENTICE FUNDING
Forth Valley College can also provide practical help and advice on the latest funding and support available to you and your employer.
For more information, please speak to your Apprenticeship Officer in the first instance.
MY WORLD OF WORK
Skills Development Scotland (SDS) also recommends that providers encourage apprentices to register with My World of Work, which you can complete by following the link: https://www.myworldofwork.co.uk
ROLES AND RESPONSIBILITIES
APPRENTICES
In their day-to-day roles, apprentices are responsible for:
• Adhering to the same responsibilities as any other employee, however, they also have specific responsibilities for their own learning and development
• Agreeing a learning and development plan with all parties involved and working to achieve targets set
• Committing to learning throughout the duration of the apprenticeship
• Participating in progress meetings with their employer and learning provider
• Participating in off-the-job learning where required
• Reflecting on performance and the development of skills, knowledge and behaviours required of the role
• Agreeing new goals to progress learning with all parties involved
YOUR EMPLOYMENT / ATTENDANCE
ACCESS TO SUPPORT
For the duration of the programme, each MA will have access to a range of support to assist whenever required.
The Forth Valley College Apprenticeship Officer plays a vital role in supporting MAs during their time in the programme and will, therefore, be your first point of contact.
However, others who are closely involved in the programme also provide valuable support including:
• Lecturers
• Employers
• Workplace/Assessor staff members who will carry out assessments of your practical work to meet national standards (SVQ) and provide you with feedback on assessed performance
• A supervisor who will support or mentor you to gain a practical understanding of the work you will complete
EMPLOYER
Employers are encouraged to provide a workplace mentor to support you throughout your apprenticeship. A mentor will:
• Help new apprentices orientate into the workplace
• Provide information, advice and guidance relating to the learning and assessment aspects of the apprenticeship
• Support apprentices to define meta-skills in their shared work context
• Work with apprentices, employers and learning providers to ensure problems are resolved quickly
• Act as an expert witness for apprentices
• Provide support to apprentices as they adjust to the workplace and progress in their career
PROGRAMME RULES
All MAs will be asked to agree to the programme rules set by Skills Development Scotland (SDS) at the beginning of their apprenticeship.
The programme rules and agreement can be found in Appendix 2, on page 13.
CHANGES TO PERSONAL DETAILS
You should advise your Apprenticeship Officer of any changes to your personal details as soon as possible. This could include your name, address, telephone number, etc. and any updates should be provided in writing.
This is to ensure that our college records are kept up-todate. Any failure to inform us of any changes may result in any communications or certificates sent by the College to you containing the wrong details and/or going to the incorrect address, etc.
WORKING HOURS
Normal working hours depend on the placement company/ employer. However, MAs under the age of 18 must be restricted to working normal day shifts only, in line with the Government Guidelines.
COLLEGE HOURS
The core teaching times range from 9.00am to 4.45pm, with 45 minutes for lunch and one 15-minute refreshment break. There are also twilight classes for some courses.
HEALTH & SAFETY
COLLEGE RESPONSIBILITIES
It is the duty of FVC, so far as is reasonably practicable, to ensure the health, safety and welfare at work of all students. This includes ensuring the health, safety and welfare of all students by identifying hazards, providing information, instruction, training & supervision, producing a safety policy and consulting safety representatives.
Whilst at college, students must take reasonable care of their own health & safety, and that of others, cooperate with FVC to ensure compliance, not intentionally or recklessly interfere with or misuse resources provided, in the interests of health & safety.
Summary of your health and safety responsibilities:
• Comply with the health and safety policy of your work environment
• Report any safety hazards within your work area
• Comply with written or verbal instructions
• Observe safety rules
• Dress sensibly & safely for your particular working environment.
• Use any safety equipment & personal protective equipment (PPE) required
• Report any defective equipment
• Observe the fire evacuation procedures
LEAVE
Your annual leave will align with the terms and conditions of your contract with your employer.
During non-term time, MAs will typically be with their employer unless otherwise agreed.
College term date scan be found on the College website on the link below.
https://www.forthvalley.ac.uk/student-info/ termdates/
FIRE PROCEDURES
Fire procedures are detailed throughout each college campus. In the event of a fire, the alarm will sound continuously. You must evacuate the building immediately by the nearest exit and proceed to your nearest assembly point. Do not re-enter the building until you are instructed that it is safe to do so by an authorised person.
Do not go to your car (cars are not allowed to move during an evacuation). Stay off the roads and remain at the assembly point until the “all clear” safety horn has sounded.
The fire alarm system is tested every Wednesday morning at 9.00 am. This will only last a few seconds – there is no need to evacuate the building at this time. However, if the fire alarm continues beyond a few seconds then this is not a test and the above fire evacuation procedure must be followed.
FVC ACCIDENT REPORTING
All injuries, regardless of how minor they may appear, should be reported to and treated by a qualified first aider.
There are several reasons for reporting accidents. The most important is to enable us to take action to prevent a similar occurrence happening in the future, perhaps with more serious consequences. We may also need to report the incident to the Health and Safety Executive or to our insurers or Skills Development Scotland or your company.
The following must be reported:
• Any incident in which anyone is hurt (regardless of how minor the injury might appear at the time and regardless of whether they need medical treatment).
• Any incident in which someone could have been hurt. These incidents are referred to as near misses.
In the event that an apprentice requires hospital treatment as a result of an accident at FVC, then FVC will accompany the apprentice to hospital and contact a representative from your employer, who will arrange to attend the hospital as soon as possible to check the health & welfare of the apprentice. The Forth Valley College representative will make contact with the nominated company emergency contact as necessary.
MAs are reminded that in the event of an emergency then the normal Health & Safety guidelines should apply.
PPE (PERSONAL PROTECTIVE EQUIPMENT)
All MAs are provided with the agreed range of PPE by employer for the duration of the programme.
The PPE to be worn in each set of circumstances is explained to all MAs during induction sessions.
It is the MAs responsibility to follow such instructions and to ensure that PPE is properly worn or used whenever and wherever it is required.
If MAs are entitled to a locker whilst at Forth Valley College, keys will be issued during Induction.
ICT
MOODLE
Moodle is the College’s Virtual Learning Environment (VLE) or online classroom. As students of the College, MAs will be able to access course materials, email, discussion groups, conference (chat) rooms, and lots more to help with their learning. In addition, MAs will be able to access all policies and procedures that affect them via Moodle.
With an Internet connection, you can access Moodle via any computer, either inside or outside the College. In addition, MAs are linked to E.mentor – an online frequently asked questions (FAQs) database for various college subjects and topics. These tools help students to make the most of their learning experience and provide invaluable support. Access to computers with Internet connections is available to students in some classrooms and the Learning Resource Centres.
ONEFILE E-PORTFOLIO
On commencing your SVQ Level 2/3/4 Award, you will be issued with a unique college email address that must be used at all times. This is to ensure that your OneFile keychain account is secure under the General Data Protection Regulations.
You will be allocated an Engineering or Multi-discipline Assessor who will guide you through the OneFile Induction process, explain all aspects of this system, and tell you where to find the OneFile user guides.
ICT USAGE POLICY
MAs should be aware that improper use of College Internet and email systems is a disciplinary issue.
The ICT Policy outlines what the College deems acceptable use of these facilities. New members must indicate their acceptance of these rules/standards prior to being given access to the Virtual Campus.
Your employer will also expect you to comply with their own ICT usage.
SOCIAL MEDIA
MAs must be aware that any views or opinions shared on social media sites that bring the reputation of either Forth Valley College or their employer into disrepute will result in disciplinary action.
Furthermore, comments which could be deemed bullying, harassing or discriminatory will result in disciplinary action.
Any MA who has concerns about inappropriate use of social media should contact the company.
GDPR / DATA SHARING AGREEMENT
You can view our privacy notice at https://www.forthvalley.ac.uk/privacy/gdpr/
It provides you with information about us, why we collect information from you, what we do with the information we collect from you, who we share your information with and your rights under the Data Protection Act in relation to that information.
MA Name and Job Role:
Employer Name
Apprenticeship Officer
Qualification Undertaking:
APPRENTICE’S CAREER AND MOTIVATIONS
Employment and career progression objectives.
OTHER RELEVANT LEARNING/EXPERIENCE/SKILLS
This could include unit achievements, hobbies and interests.
QUALIFICATIONS, EXPERIENCE AND SKILLS
School Qualifications, SVQs etc.
Title
FVC INITIAL ASSESSMENT
Record details and results following inital assessment (include basic skills assessments and results).
Assessment Method Used
Result of Assessment
Recommendations
QUALIFICATION/TRAINING
Record any qualifications or training required in order to meet the requirements of the apprentice and/or employer. Include specific training at employer’s premises.
Qualification or Training
*if relevant
ON & OFF THE JOB TRAINING
Who will carry out various phases of the training and who is responsible.
Component of Framework Delivering
Name of Person/ Department Responsible On The Job Off The Job Location
APPENDIX 1 INITIAL ASSESSMENT AND LEARNING PLAN
PROGRESS REVIEWS
Briefly decribe the process by which these reviews will take place.
Apprentice Signature: Date:
Company Representative Signature: Date:
Apprenticeship Officer Signature: Date:
CHANGE OF CIRCUMSTANCES
Explain the change i.e. New Employer, Framework etc.
Apprentice Signature: Date:
Company Representative Signature: Date:
Apprenticeship Officer Signature: Date:
PROGRAMME RULES MODERN APPRENTICESHIPS
Aims and Objectives Modern Apprenticeships (MA) in Scotland
Modern Apprenticeships (MA) offer individuals paid employment combined with the opportunity to train for jobs at craft, technician and management level.
MAs are developed by Sector Skills Councils (SSCs) in conjunction with employers and key stakeholders in their industry to meet the skills needs of employers. MA frameworks must be approved by the Modern Apprenticeship Group (MAG) for delivery in Scotland.
They are for people who have reached their statutory school leaving age and over (For a summer leaver someone with a 16th birthday between 1 March and 30 September and for a winter leaver with a 16th birthday between 1 October and 28/29 February).
MODERN APPRENTICESHIPS FRAMEWORKS
In Scotland, there are over 70 different MA frameworks and they are all designed to deliver a training package around minimum standards of competence defined by employers through SSCs. They all contain the same 3 key components:.
• A relevant SVQ or alternative competency based qualification
• Core skills
• Industry specific training
PUBLIC FUNDING MODEL FOR MODERN APPRENTICESHIPS (MA)
SDS administers the Scottish Government’s public funding contribution toward the cost of training for employees that employers wish to support through an approved Modern Apprenticeship framework.
The priorities for funding are as follows:
• Maximising jobs with training opportunities for eligible young people by providing a contribution to meet employer demand for 16-24 year olds
• Maximising opportunities for the wider availability of higher level MAs including those delivered at SCQF levels 8 (VQ4), 9 (VQ5) and level 10 (VQ6) as these are approved
The Provider shall also ensure that all parties involved in the delivery of the Programme are aware of the role played, and the financial contribution made by SDS.
TERMS AND CONDITIONS
Modern Apprentice Name:
Employer:
Start Date:
Finish Date:
Qualifications Undertaking:
TERMS AND CONDITIONS
1. Training Hours - A Modern Apprentice is required to attend training for a minimum of 15 hours per 7 day period (excluding one meal break per day) and a maximum of 40 hours per 7 day period. Overtime must not be a required part of progress to achieving their SVQ, but may be undertaken on a voluntary basis.
2. Holidays - A Modern Apprentice must receive holidays at the minimum rate of: 20 days per calendar year, in addition to public holidays.
3. Protective Clothing, Tools and Equipment - No charges may be levied on a Modern Apprentice for protective clothing, tools, books and equipment that are necessary to ensure their safety in the workplace, or that they are required to wear and use.
4. A Modern Apprentice may join a Trade Union if they are eligible to do so under its rules.
5. Modern Apprentices are expected to receive a wage at such a level as to attract National Insurance Contributions or the National Minimum Wage where applicable. They should be registered for Tax & National Insurance. Apprentices in Scotland are considered to be Apprentices with effect from the date their full details are registered on SDS’s Funding Information and Processing System (FIPS).
6. Employer shall, if required by SDS at any time, promptly provide to SDS, suitable evidence to SDS’s satisfaction, demonstrating that the individual meets the full eligibility requirements, including the employed status for the relevant period. In relation to employed status, such evidence will as a minimum and without limitation, include PAYE payslip(s)/payroll records for the registered apprentice which must fully conform to UK law at the date of the pay period.
7. Employer has given Health and Safety Induction and Training in the workplace and explained what to do in case of an accident or faulty equipment.
8. All Modern Apprentices must be employed from day one of their training.
9. Modern Apprentices should be provided with adequate information on how the Core Skills and Meta Skills are to be assessed and learned.
10. Qualifications undertaken are SVQs which are achieved by a combination of “off the job” training i.e. college and “on the job” training i.e. work based practical experience.
11. Any prior achievements will be accredited provided they are current and relevant to the course undertaken.
12. Employed Trainees should normally be subject to the same procedures as other employees of the organisation with which they are employed.
13. Where the quarterly progress reviews with the learners, nominated staff from the company and the college cannot be completed due to failure by the learner or the company to participate in the review process, as per the FIPS process, the college will invoice the amount of the missed milestone for each review not completed.
• When an MA is registered on FIPS an email or SMS text will be sent by the system to the apprentice to verify the start. They will also receive an email to confirm their email address after the initial induction paperwork has been completed in order to start MA.
• If the MA does not reply within 15 days a second email or SMS is sent to the MA and at this point an email is also sent to the employer to verify the start.
• If there is still no verification from either the MA or employer by day 25 then a third email or text is sent to the MA asking that they respond within 5 days.
• If the start or training activity is not verified after 30 days the payments will be undone and the starts will be reversed out.
• The same process will be carried out for claiming milestones
14. The Scottish Executive has established a scheme to promote safer recruitment practices called Disclosure Scotland which may have implications on your business. You can find further information on the schemes on Disclosure Scotland website.
15. SDS require that employers provide an up to date copy of their employer’s liability insurance before starting a Modern Apprentice within the organisation.
Company Email Address: ________________________________________________________________
16. Generic emails - I am fully aware that the employer’s email address that is provided is not unique to 1 person within the company and can be accessed by multiple employees. Therefore I am happy for information about myself from Forth Valley College and Skills Development Scotland is sent to this address, and for information to be gathered sent to this email address.
DECLARATION
The above terms and conditions have been explained to me and I fully understand and accept them.
Apprentice Signature:
Company Representative Signature:
Date:
Date:
Apprenticeship Officer Signature: Date:
