HCPSS Apprenticeship Employer Guidebook by sdiscepolo

GUIDEBOOK APPRENTICESHIP

FOR EMPLOYER PARTNERS

Welcome to the Apprenticeship Maryland Program! The program aims to provide high school seniors with hands-on experience, practical skills, and mentorship which guides them in their career journey in your industry.

As an employer, your role is crucial in providing a supportive and enriching environment for our apprentices. Your mentorship, guidance, and real-world training will equip them with the knowledge and skills they need to succeed.

We have designed this handbook to provide you with all the necessary information, resources, and tools to facilitate a successful apprenticeship experience.

Thank you for your invaluable partnership and commitment to shaping the future workforce through the Apprenticeship Maryland Program. We look forward to working closely with you to ensure the success of this program.

Apprenticeship Maryland Program

As an employer partner, you are an integral part of a collaborative effort to provide students with a comprehensive and immersive learning experience. The Apprenticeship Maryland Program is a dynamic partnership where each partner plays a vital role in supporting students as they navigate their academic and professional journey.

Provides a paid placement for on-the-job experience, mentorship, and hands-on application of learning

Maryland State Department of Education (MSDE), in partnership with the Maryland Department of Labor, sets program standards and provides regulatory oversight.

Provides industry-related instruction through approved education curriculum and required supplemental skills training.

How is Apprenticeship Different than an Internship?

Howard County Public Schools administers the program and provides day-today support to partners, students, and instructors.

Internships offer short-term exposure to an industry, but oftentimes don’t include pay or substantive work experience. An apprenticeship is a formal employment agreement where the apprentice is a paid employee, earning wages while learning, working, and attending school.

Apprenticeships must include a defined curriculum (related instruction) and a structured on-the-job training plan that maps to a set of defined competencies designed to prepare the apprentice for a career in their chosen field.

Apprentices quickly become productive, skilled workers who perform the same daily tasks as other employees in their role.

Apprenticeship Maryland Program

The Howard County Public School System (HCPSS) is committed to supporting you throughout this journey Our primary goal is the success of our students - both in the classroom and during their apprenticeship experience. We're dedicated to providing guidance, resources, and support to ensure a seamless partnership. Our role is to facilitate communication, provide student support services, and monitor progress to ensure our students meet their academic and career goals

Employer Engagement Structured On-the-Job Training Related Instruction Progressive Compensation for Skills Gained National Occupational Credential

FIVE CORE COMPONENTS OF THE APPRENTICESHIP MARYLAND PROGRAM

Employer Engagement

Structured, Paid On-the-JobTraining Job Related Educational Instruction Rewards for Skills Gained National Occupatuional Credential

Employers are the foundation of the AMP Must be actively involved Must provide paid on-the-job training

Minimum of 450 hours

Approximately 20 hours per week Must be structured and supervised Includes mentorship

Weekly related instruction coursework

Follows approved, industry-related curriculum RI Sponsor, Community College or Online Complements On-the-Job training

Increase in skills and competencies tied to increased earnings

Full-time employment options upon successful completion

Portable, industry-recognized credential

Certifies an individual is at the full performance level for the occupation

On-the Job Training: Overview

COMPONENTS OF

Apprentices are employees, performing productive and meaningful work, and must be paid at least minimum

Employer assigns experienced professionals to provide guidance, support, and feedback to apprentices throughout the program

Successful

Apprentices work under the guidance of experienced professionals, learning skills and gaining practical experience in a specific occupation or trade.

Apprentices learn new skills and build on existing ones, gradually increasing their responsibility and autonomy

On-the Job Training

The Apprenticeship Agreement

It is a contract between the student, employer, parent/guardian, and HCPSS that outlines the roles and responsibilities of each party It is a State of Maryland legal document It must be signed and submitted within 10 days of the start date to the Maryland Department of Labor

Grades and Progress

Students earn three HCPSS credit hours for successful completion of OJT

Students receive a quarterly grade from HCPSS for OJT. HCPSS relies on employer evaluations and feedback to assess student progress and assist with grades

Transportation

Students must have a valid driver’s license when applicable Students provide their own transportation to and from the worksite Transportation issues are not an acceptable excuse for absence or tardiness

Scheduling

Students are expected to report to work even when HCPSS is closed Students are expected to follow company procedures for requesting days off, sick leave, and other changes to their schedule. Please inform students of inclement weather policies

Completion

450 hours is the minimum requirement. Students may work more hours if agreed upon by both parties. Students must remain employed throughout the duration of the school year, even if they meet the hours requirement Discuss options for full-time employment post-graduation

Early Termination

Notify your HCPSS Coordinator early and often with any concerns Failure to follow workplace rules, show up for work, or behave appropriately could be grounds for termination Every attempt should be made to resolve concerns prior to termination of employment.

Related Instruction: Overview

CORE COMPONENTS OF RELATED INSTRUCTION

Industry Related Curriculum

Structured, Skills Based

Progressive Coursework

Leads to Industry Recognized Credentials

Related instruction can be administered through an approved apprenticeship sponsor, college courses, employer-developed curriculum, or certification courses/programs. HCPSS will partner with you to determine the best approach for your organization and industry.

Types of Related Instruction Providers

Registered Apprenticeship/ Employer Sponsor

Community College Online Program

Criteria for Effective Related Instuction

Accessible

Is accessible to all apprentices, regardless of their learning styles or abilities.

Comprehensive

Includes all aspects of the occupation, including safety procedures and equipment operation

Documented

Is documented and trackable, including the content, duration, and outcome.

Evaluated

Is evaluated regularly to ensure its effectiveness and relevance.

Goal-Oriented

Includes clear goals and objectives that align with the OJT goals and objectives.

Relevant

Correlates to the work performed during OJT and supports the apprentices’ learning objectives.

Specific

Is specific to the tasks, skills, or knowledge required for the job or occupation

Related Instruction

Grades and Progress

Students earn one HCPSS credit hour for successful completion of RI Students receive a quarterly grade for RI If employer is responsible for RI, they must provide HCPSS feedback to assess student progress.

Requirements

RI curriculum must be approved by HCPSS and MATC as part of the onboarding process, if applicable. RI must be structured, trackable, and relevant to the occupation/industry

See “Criteria for Effective RI” for more details

Scheduling

Minimum one day per week for the duration of the school year Students must attend RI and complete all coursework. RI is ongoing and should correlate with OJT training. Schedules for RI vary for each occupation and/or employer.

Completion

Employers are responsible for tuition in registered apprenticeship programs that extend beyond graduation. Please discuss opportunities with the student for continuing education through company benefits

Defining Roles

HCPSS Employer

Provides vetted candidates

Ensures student eligibility

Coordinates academic schedules

Submits the Apprenticeship Agreement signed by all parties to DOL

Ensures alignment of OJT & RI

Monitors apprentice progress

Coordinates Related Instruction with training sponsors

Provides ongoing support as needed

Assists with the development of the Training Plan

Monitors academic performance

Provides assessment forms

Collaborates with employers to evaluate student progress

Participates in performance reviews

Performs site visits

Fosters an equitable ecosystem to support apprenticeship and youth development

Tracks student hours to meet 450-hour requirement

Ensures employer provides student safety instruction

Conducts interviews

Hires apprentices

Pays minimum wage or higher

Provides new hire training

Provides a minimum of 450 work hours and sets work schedule

Clearly communicates policies and procedures

Defines competencies for training plan and skill development

Determines Related Instruction

Assigns supervisors and mentors

Trains apprentices in required skills

Oversees apprentice progress

Prepares students for graduation transition to full-time employment

Tracks progress to the training plan

Completes and submits quarterly evaluations to HCPSS

Provides student feedback

Tests and assesses required skills

Assists with grading

Ensures certification and/or licensing readiness

Trains on workplace safety

Ensures compliance with OSHA, Federal, and State law requirements

Provides a safe and inclusive workplace

Getting Started

It is essential to lay the groundwork for a successful and rewarding experience for your business and the apprentice. Upfront preparation is crucial to ensure seamless integration of your new team member, compliance with regulations, and a safe and productive work environment. In this section, we will guide you through the essential steps to take before the apprentice's first day, including tips for hiring, preparation, compliance, and safety. By investing time and effort into these critical initial stages, you will set yourself up for success and create a positive experience for the apprentice, paving the way for a valuable and productive partnership.

Getting Started

Approval Process

Eligible Employers are businesses approved by the Maryland Department of Labor and the Maryland Apprenticeship and Training Council. Approval requires a completed application and a scheduled site visit with the DOL Navigator and HCPSS. Approved employers provide high school seniors with positions in occupations that have a clearly defined career pathway and lead to full-time employment. Positions and/or job sites must be in close proximity to the local school system

If you have questions or concerns about any part of the process, contact the HCPSS coordinator before the apprentice begins employment.

Financial Incentives

If you are a new, approved employer offering a position within Howard County, you may be eligible to receive awards of $5,000 per apprentice and up to $20,000 (up to four apprentices) per employer to support the cost of hiring.

For more information, please contact: Howard County Office of Workforce Development (410) 313-1060 owdbusiness@howardcountymd gov

Maryland Tax Credit

Employers participating in the Apprenticeship Maryland Program who have employed a student for at least 450 hours in the taxable year are eligible for a $1,000 tax credit per apprentice (up to five apprentices)

Howard County

Interviewing & Hiring

Interview Packet

Remember that students are likely experiencing numerous "firsts" - their first job interview, first employment, and first professional interactions. Be patient and recognize that they may need guidance on workplace norms, communication styles, and job expectations

Be patient and understanding, as students may be nervous and require guidance.

Overlook filler words and “teen language”. Focus on the experiences and information they share.

Verbally permit students to take their time when responding to interview questions

Provide constructive feedback to students who aren't selected, connecting it to the job and offering actionable advice for improvement.

Compliance

Youth Rules! Pocket Guide

Youth Apprentices are classified as “Student Learners” and receive specific exemptions to federal and state Child Labor Laws The Student Learner exemption to Child Labor regulation is based on the fact that the minor is receiving educational instruction at the workplace during the regular school day.

What is a Student Learner?

Must be attending an accredited school.

Must be employed at least part-time to earn scholastic credit, wages, and employment training.

Must have a written training agreement that contains a progressive work plan to be completed on the job; student shall work under a qualified supervisor

State and Federal laws prohibit Student Learners from working more than 12 hours per day

Minors must receive a 30-minute break for shifts of more than six consecutive hours; break periods must be documented

Student Learners can work overtime, but only in non-school weeks (summer, winter and spring breaks)

Workplace Safety

OSHA Young Workers Resources

As an employer, recognize that your youth apprentices may be more vulnerable to harassment due to their age, inexperience, and dependence on their jobs. Additionally, they may not always be aware of the impact of their actions on their colleagues.

Why is it important to address workplace harassment with teen employees?

Teenagers may not know how to report or respond to harassment

They may feel more vulnerable due to their age and inexperience

Harassment can lead to decreased productivity, absenteeism, and turnover

It's illegal and can result in legal consequences for your business

What may be obvious to an adult employee may not be clear to a teen tackling a task for the first time. Train youths to work safely by:

Giving them clear instructions and telling them what safety precautions to take; Asking them to repeat your instructions and allowing them to ask questions; Showing them how to perform the task;

Watching them as they complete a task, correcting any mistakes; and, Asking if they have any additional questions

Be sure that apprentices know:

When they need to wear protective gear; Where to find it; How to use it; and, How to care for it.

A strong safety and health program involving every apprentice at your business is your best defense against workplace injuries For help in establishing or improving a safety and health program, contact the Occupational Safety and Health Administration (OSHA) The DOL's YouthRules! website provides self-assessment tools that employers can use to gauge their organization's compliance with child labor safety provisions.

Protective Gear

Developing a Training Plan

Apprenticeship

Maryland Program

Student Training Plan

As an employer hiring a youth apprentice, a training plan is an importatnt document that outlines the skills and competencies your apprentice will acquire during their apprenticeship. Developed to be monitored on a quarterly basis to align with the HCPSS grading schedule This plan ensures the apprentice receives structured training and meets industry standards A well-crafted training plan covers skills required for licensing, certification, and/or accreditation specific to the occupation.

Teach competencies gradually

Start with simple skills and gradually increase complexity as the apprentice grows.

Encourage ownership

Allow the apprentice to take ownership of tasks and make decisions where appropriate.

Adjust plan as needed

Reassign or modify work activities based on the apprentice's strengths, weaknesses, and developmental needs.

Document skills mastery and progres

Keep a record of assigned activities, completion status, and feedback for future reference and evaluation.

Looking for help developing your Training Plan? Click the download button to search and download editable USDOL-approved training plan templates by occupation.These templates are a resource as you develop your job-specific training plans but it is not a requirement of the program that you adhere to these guidelines.

Developing a Training Plan

Key

Components of a Training Plan

Describes the job, attitudes, and behaviors of workers in the position, similar job titles, and potential opportunities for career advancement

Details the core job functions and competencies an apprentice will be expected to complete and reflects the overall learning plan approved during the application process

Explains the specific knowledge and skills for each competency an apprentice is expected to demonstrate and can be used to evaluate an apprentice’s job performance

Include a timeframe for Benchmarks and Assessments

Annual goals lead to completion and career advancement Quarterly goals align with annual objectives Each week builds on the previous one

Defines Roles and Responsibilities

Program Begins

Start with a defined plan for teaching the skills and knowledge required to be successful in the workplace.

Increases Roles and Responsibilities

Provides a clear timeline Sets benchmarks for skills training Increases responsibility and independence Allows for adjustments to the plan as needed Documents assessments, evaluations, and reviews

Completion

Skills and competencies build throughout the program leading to certification, credentialing and/or licensing

Assigning a Mentor

Mentor Training Manual

The mentor is a role model and influencer. They will help apprentices build a professional network, learn new skills, and take on leadership opportunities.

Onboarding

Onboarding Checklist

Properly onboarding a youth apprentice is crucial for their success and integration into your team The onboarding process should be similar to that of any other new employee, ensuring they feel welcome, prepared, and set up for success. A thorough onboarding experience will help your apprentice understand your organization's culture, policies, and expectations, leading to a smoother transition and increased productivity.

For a comprehensive guide, please download our Onboarding Checklist pdf, which provides a detailed list of steps to follow.

Evaluations, Reviews and Grading

HCPSS Evaluation Form

The apprenticeship program sets the standards apprentices are expected to complete. Records back up the apprentice’s permanent qualification as a skilled worker Assessment includes day-to-day monitoring and feedback Please note that the results of these evaluations will be reflected in their apprenticeship course grade.

Guidelines:

Schedule quarterly review and site visit dates with your HCPSS Coordinator

Note end of semester dates and check with HCPSS for evaluation submission due dates

Ensure that Supervisors and/or Mentors have reviewed and understand evaluation forms, grading scores, and training plan requirements.

Post Apprenticeship Planning

As you welcome a youth apprentice to your team, we encourage you to consider the long-term potential of this relationship. From the outset, think about how this apprentice can contribute to your organization's future success. Our program is designed to foster a seamless transition to full-time employment upon completion, allowing you to retain a skilled and trained employee. By planning ahead, you can maximize the benefits of apprenticeship and invest in a talented individual who already knows your business

STA (Registered Apprenticeship)

Performance Management

Recognizing the unique behaviors and characteristics of teenagers is vital to effectively managing and supporting their growth, as their mindset differs significantly from that of adult employees. At times, managing teens can be challenging, but it is crucial to remember that most teenagers are eager to succeed and prove themselves With patient coaching, guidance, and mentorship, they will respond positively and thrive in the work environment

Understanding the Teenage Mindset

Teens are still learning and may not understand what you assume or infer

They are highly sensitive to logic and can detect inconsistencies

They may tune out if you over-communicate

They need clear, direct communication to understand expectations

They are still developing professional behavior and communication skills

Understanding the Teen Mindset

Apprentices are at a unique stage in their career development, eager to learn and grow. Unlike experienced employees, they're starting from the ground up, seeking to build a strong foundation in their chosen field. As their employer, you have a profound impact on their journey, providing essential training and guidance that will stay with them throughout their career By investing in their development, you're not only shaping their future but also contributing to the growth of your organization and the workforce at large

Teenagers are still developing their emotional intelligence, which means they may need guidance and support to navigate complex social situations and manage their conduct in a professional setting.

5 Elements of Emotional Intelligence

Ability to regulate and manage your emotions

Ability to understand and recognize your own emotions

Ability to understand how others are feeling

A passion to fulfill your inner needs and goals

Soclal Skills

Being able to interact with others

The teen brain has an amazing ability to adapt and respond to new experiences and situations. Effective management requires an understanding of these dynamics and a flexible approach to coaching and guidance.

Advantages of the Teen Mindset

Eagerness to learn

Teens are hungry for knowledge and experience, making them quick learners and eager to take on new challenges

Energy and Enthusiasm

Teens bring a contagious energy and enthusiasm, boosting team morale and motivation.

Adaptability and Flexibility

Teens are accustomed to rapid change and are more open to adjusting to new situations and workflows.

Teens are still developing their skills and mindset, making them highly receptive to guidance, mentorship, and training

Fresh Perspectives Moldable and Coachable

Teens bring a unique, innovative, and creative mindset, unencumbered by traditional thinking.

Reverse Mentoring

Teens can teach older colleagues about new technologies, social media, and modern perspectives, promoting intergenerational learning.

Common Teen Behaviors

Poor Time Management

Lack of Focus

Teens can be easily distracted due to social media, texting, or other workplace and social interactions

Teens will need guidance on managing their time effectively.

Emotional Reactivity

Informal Communication

Teens may communicate differently, using slang, abbreviated language, or avoiding eye contact.

Teens may exhibit intense emotions, such as frustration or anxiety It is common for teens to overreact or appear overly sensitive.

Frequently Misunderstood Teen Behaviors

Questioning Authority Mistakes

May be a sign of curiosity, critical thinking, or seeking help, not just defiance.

May be an opportunity for growth, learning, and development, not just carelessness.

May indicate shyness, introversion, or processing time, not just disinterest.

May be a way to cope, connect, or diffuse tension, not just disrespect.

May be a sign of creativity, imagination, or mental breaks, not just lack of focus.

Tips for Managing Common Teen Behaviors

Keep them engaged.

Prevent boredom by keeping apprentices occupied

Involve them in hands-on work, not just observation

Provide a task list with clear priorities and consequences

Give them a say in things that matter, such as choosing the next project or team activity

Encourage self-reflection.

Ask apprentices to share their perspectives and propose solutions

Allow them to critique their behavior and explain their understanding

Show that you value their voice and opinions

Set clear expectations.

Establish specific work hours, deadlines and priorities

Teach them to categorize tasks by importance and urgency.

Demonstrate good time management skills, as teens learn by observing

Allow them to take short breaks to recharge and maintain focus

Follow up with positive feedback and adjustments.

Show genuine interest

Schedule follow-up meetings to commend progress and discuss challenges

Provide positive reinforcement of their learning and skill advancement

Include public recognition for a job well done

Understand the difference between willful behavior and immaturity.

Not all apprentices are at the same maturity level. What seems like bad behavior might be immaturity or a lack of knowledge. Handle situations privately and with empathy.

Conflict Management

Internal Resolution

Conflicts should be resolved internally through open communication and mutual understanding.

Documentation

All conflicts and resolutions must be documented, including dates, times, details of the conflict, and steps taken to resolve it.

Support and Guidance

The HCPSS coordinators are always available to provide support and guidance throughout the conflict resolution process.

Reporting

Conflicts that cannot be resolved internally or involve serious issues (e.g., harassment, discrimination) must be reported to the HCPSS coordinator.

Be aware of power dynamics.

Care for your apprentices, but remember you are their manager, not their parent or friend. Keep that distinction clear to maintain a professional relationship

Address issues promptly.

If you notice apprentices are off track, making mistakes, or behaving poorly, address it immediately. This prevents habits from forming and shows you are serious about expectations and policies.

Create a safe environment. Apprentices need to feel safe and supported. Ensure they know they will not be bullied, threatened, or embarrassed. Use constructive feedback to enforce rules.

Appendix: Resources

ThankYou

Employer involvement is the most critical component of the Apprenticeship Maryland Program We extend our sincerest gratitude for your visionary commitment to youth apprenticeship By dedicating time, resources, and leadership, you are shaping the minds and skills of the next generation Your investment in workforce development is not only empowering young individuals but also defining the future of your industry. Thank you for your dedication, mentorship, and trust in the potential of our youth. Your impact will be felt for years to come.