Apprenticeship Programme
Employer Guide 2024-25
INFORMATION, ADVICE & GUIDANCE FOR EMPLOYERS
An introduction to The Colleges’ Partnership (TCP)
We are an apprenticeship and professional development company, delivering training throughout the UK and overseas.
Our offer is unique; we combine the academic excellence of our parent colleges with national reach, using sector leading learning technology and expert trainers to provide a high-quality learner experience.
We are ambitious. We help employers develop individuals to realise their potential and achieve real business impact.
Mission
Our mission is to empower people to learn; to develop the skills and knowledge needed to face challenges, unleash potential, and build futures.
We have a workforce that includes a significant number of exceptional military veterans combining with subject matter experts from education and industry.
Apprenticeship delivery
Army Apprenticeship Delivery Direct Delivery Apprenticeships
As of 31st July 2024 TCP Supports
4,726
Army Apprentices across 4 military contracts
We undertook our first full Ofsted inspection in May 2023 obtaining a Grade 2 / Good provider rating across all categories.
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Leaders have worked closely with employers to devise curriculums that fill nationally recognised skills gaps Employers rapidly see how the training apprentices receive makes them more effective employees.
Ofsted Report May 2023
Purpose
The purpose of this guide is to increase your understanding of apprenticeships, the principles and the processes, to share best practice tips, and to offer practical advice to help increase your company’s apprenticeship achievement rates.
There are common challenges that you and your apprentices may face – this guide is intended to help you navigate a successful learning journey through to completion and beyond.
What is an apprenticeship?
• A government (IfATE – Institute for Apprenticeships and Technical Education) regulated training programme
• Designed by employer led Trailblazer Groups
• Purposed to enhance an individual’s level of occupational competency and confidence
• Focuses on developing new Knowledge, Skills and Behaviours (KSBs)
• Can align with job vacancies to onboard new hires
• Can also feed into departmental development strategies to upskill existing staff
• Training delivered by an APAR (Apprenticeship Provider and Assessment Register) accredited training provider
• Typical duration at Levels 3 and 4 of 18 – 24 months
• Achievement by End Point Assessment (EPA) – (not exam based)
• EPA delivered by an independent assessment organisation
• An apprenticeship can include vendor/industry qualifications
• An apprenticeship term may require the inclusion of English and Maths (in the form of ‘Functional Skills’ qualifications) depending on prior qualifications held
Eligibility
AGE
RESIDENCY
Apprenticeships are suitable for anybody aged 16 and above. For those who are school leavers, they cannot start their apprenticeship until after the last Friday in June of the academic year in which they have their 16th birthday. There is no upper age limit.
Each apprenticeship applicant needs to be able to evidence the right to work in England, and have been ordinarily resident in the UK (including the British Overseas Territories, or Channel Islands and Isle of Man) for at least the previous three years before the start of the apprenticeship.
PRIOR QUALIFICATION
Anyone can undertake an Apprenticeship so long as the programme delivers new learning, i.e. knowledge and skills which are different or are at a higher level than the applicant’s current skills and qualifications. (Holding a degree in itself is not a barrier to undertaking an apprenticeship.) We will review this with the applying apprentices as part of our application and enrolment process.
EMPLOYMENT
Each apprentice must be employed and working under a permanent contract, or fixed term contract of employment that is long enough for the apprentice to complete the apprenticeship, including the end-point assessment. Every apprentice must be paid a lawful wage for the time they are in work and in active learning. The employer is responsible for paying the apprentice’s wages and complying with national minimum wage regulations. See here for further information National Minimum Wage and National Living Wage rates - GOV.UK (www.gov.uk)
Funding
Funding rules are in place that require larger employers to pay into a Levy pot (so they have ring-fenced money), or for smaller employers to pay a fractional contribution towards training and assessments. In some instances smaller employers won’t pay any training costs at all.
The Apprenticeship Levy
The Apprenticeship Levy was introduced by the government in April 2017. There are now over 40,000 apprentices in the UK who have effectively given their training budget back to their employer with their funding coming from the Apprenticeship Levy. Employers with a UK paybill in excess of £3 million p.a. will pay monthly declarations into an Apprenticeship Levy account at a rate of 0.5% of their annual wage bill.
If you’re a Levy-paying company, then you pay the cost of the apprenticeship training from your apprenticeship service account.
Should you employ/enrol apprentices beyond the funding available in your company’s levy account, then you would only pay 5% of any fees your account doesn’t cover. The government would pay 95% of any fees your Apprenticeship Levy account funds don’t cover, up to the funding band maximum.
Non-levy paying companies
Employers with a UK pay bill of less than £3 million p.a. are not required to pay into an Apprenticeship Levy account. They could be required to contribute up to 5% towards the cost of the Apprenticeship training and assessment, with the government funding 95% of the agreed price.
You pay
• 0% for 16-21 year olds, or for 22-24 year olds who have been in care or have an Education, Health and Care Plan (ECHP)
• 5% for other apprentices
• Any fees over the funding band maximum
The Government pays
• 100% for 16-21 year olds, or for 22-24 year olds who have been in care or have an Education, Health and Care Plan (ECHP)
• 95% for other apprentices, up to the funding band maximum
These options for non-levy paying companies are known as the ‘fully funded’ and ‘co-funded’ models.
Whether your company is a levy-paying organisation or a non-levy company utilising the co-funded or fully-funded options, the return on investment from apprenticeships create both great economic value and a positive operational impact through the skills uplift for your business.
The Apprenticeship Service Account Additional Apprenticeship Funding
The Apprenticeship Service is the platform where, as the employer, you can manage your funding and apprentices, view your account balance and plan your apprenticeship spending. https://www.gov.uk/sign-in-apprenticeship-serviceaccount
The government also offers a £1,000 incentive payment to both you and your training provider for each apprentice you train who is:
• 16-18 years old
• 19-24 years old, and has been in care or has an Education, Health and Care Plan (ECHP)
Upcoming National Insurance Changes - Effective April 2025
You don’t pay National Insurance contributions for apprentices under the age of 25, however;
• Lowered NI Threshold: Employers will begin paying NI on employee earnings over £5,000 (previously £9,100).
• Increased Contribution Rate: The employer contribution rate will increase from 13.8% to 15% on all earnings above £5,000.
Therefore if your business employs apprentices under the age of 25, you’re exempt from paying National Insurance contributions on their earnings, which is a substantial benefit and a notable saving for companies bringing in younger talent through apprenticeships.
An apprenticeship strategy Getting started
Could Apprenticeship vacancies be created for identified skills gaps or job role vacancies?
Assess your organisation’s or department’s capability needs and skills shortages
Consider the value of professional qualifications and vendor certifications, and whether the certifications your organisation requires map to Apprenticeship Standards
Consider existing employees as well as new recruits - Are Training Needs Analysis (TNA) and staff Continuous Professional Development plans (CPD) identifying training programme opportunities that align with existing Apprenticeship Standards?
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Apprentices need to work within a role that is relevant to their Apprenticeship Standard and Training Plan - Ensure Apprentices are given the opportunity to apply their learning in their role and to meet the Duties, and Knowledge, Skills and Behaviours (KSBs) development requirements
Create the Job Description and work with HR to start the recruitment process (if requiring new hires) or establish a nomination/selection process (to identify appropriate existing staff)
Develop a clear onboarding/ induction plan and learning structure for the ongoing support of your apprentices
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Line Manager/Mentor to hold regular progress and wellbeing reviews, and build in potential milestone-driven incremental pay rises
Plan for the future – have options in mind for your employees for after the completion of their Apprenticeship. What happens next? Promotion? Progression to a higher apprenticeship or qualification? Plan how this feeds into your talent and career pathways strategies
Off-the-job training
Off-the-job training is a term that refers to active new learning or directed new learning taking place within the duration of your apprentices’ contracted working hours as part of their apprenticeship. The off-the-job training helps develop the new knowledge, skills and behaviours required to meet the remit of the relevant apprenticeship standard.
period, on off-the-job training. This means that the minimum requirement (for apprentices working 30 hours or more per week) is an average of 6 hours of off-the-job training per week (i.e. 20% of 30 hours) over the planned duration.
20%
This will also support the development of the additional transferable skills which allow the apprentice to manage new employment, new equipment, new challenges and to better adapt and problem solve as required. An apprentice must spend at least 20% of their normal working hours over the planned duration of the apprenticeship practical
What can be included?
The Colleges’ Partnership will work with the apprentice and employer to ensure that off-the-job training delivers new skills that are directly relevant to the apprenticeship standard. Off-the-job training can include:
• The teaching of theory (e.g. lectures, role playing, simulation exercises, online learning and sector relevant training)
• Practical training (e.g. shadowing, mentoring, industry visits and participation in competitions)
• Learning support
• Time spent writing assignments
• Revision (where this is specifically required for achievement of the apprenticeship
What must not be included?
The Colleges’ Partnership tutor/coach will monitor that only applicable activities are logged, as the following activities are not included as off-the-job training:
• Initial assessment and onboarding activities
• English and Maths training (where this is required, this must be delivered in addition to the minimum off-the-job training requirement)
• Training to acquire knowledge, skills and behaviours that are not required by the apprenticeship standard
• Progress reviews
• Examinations and other testing (e.g. on-programme assessments linked to a qualification, mock EPA testing)
• Training which takes place outside the apprentice’s normal working hours
If off-the-job training must, by exception, take place outside of these hours, the apprentice and employer must agree to being compensated for this arrangement (e.g. time off in lieu or an additional payment). The majority of the training must not be delivered in this way.
Employer journey to apprenticeship learning start
1. Employer and TCP discuss job role and agree relevant apprenticeship programme.
It is important that you have a secure understanding of the apprenticeship standard options, and with consultation with your selected training provider you choose an apprenticeship standard that will equip your employee with the skills needed to become competent in their job role with your company. It is also important that you facilitate the required technical and experiential exposure, and have subject matter expert line management and mentoring in place.
2. Employer identifies existing employees or recruits new employees to the relevant vacancies.
3. Employer completes Contract for Training Services, Health and Safety assessment form, and provides a copy of their current E.L.I. (Employer Liability Insurance).
4. Employer/Apprentice/TCP tutor/coach and TCP Account Manager attend a Programme Overview and Expectation Setting meeting to ensure ‘right learner right programme’ fit – (Note RPL & OTJT, & EPA process) Learner Handbook shared.
5. Start/Induction date for Apprentices/Manager/ TCP tutor/coach discussed and agreed
6. Employer adds TCP on The Apprenticeship Service, UKPRN 10020932 and sets permissions for TCP to add apprentices.
7. TCP Data team add apprentice programme details to The Apprenticeship Service and send back to employer for approval
Enrolment
Before the start of learning and to get the apprentice/s successfully on-boarded, an enrolment process takes place that will include:
Application to Undertake Form
This gives us all the necessary learner data capture required and ensures that the apprentice is eligible to undertake an apprenticeship.
ID check
Visibility of valid ID (e.g. Passport or Driving Licence) to evidence the right to work in England.
Initial Assessment
As part of the enrolment process, and eligibility, and right-learner-right-programme checks, all apprentices need to have an English/Maths initial assessment to confirm a current working level, The Colleges’ Partnership will manage this. A PROUD PAST AND AN AMBITIOUS
This is also the time to check whether your apprentice/s have exemption certificates (e.g. GCSEs) or will need to attain other mandatory qualifications like Functional Skills in Maths and English, and to discuss/declare any ALS (Additional Learning Support) and any requirement for reasonable adjustments.
Skills Scan – Recognition of Prior Learning (RPL)
A Skills Scan will be carried out to identify the apprentice’s current Knowledge, Skills and Behaviours (KSBs) against the apprenticeship standard to help ensure that they are on a programme that will enable them to gain substantive new learning.
It is possible that due to a minor amount of prior learning identified in this RPL process, that content
could be omitted from the Training Plan, this will lead to a reduction in off-the-job training hours and would subsequently marginally reduce the duration and price of the apprenticeship. All apprentices are to produce all prior learning certificates and TCP will check the Learning Assessment Records platform (LARS) to confirm validity.
Induction - first day in learning
Finally, the apprentice/s have been recruited/ selected, all aspect of right-learner-rightprogramme checks, and expectation setting has taking place, and the enrolment process, including application form, eligibility checks, initial assessments and recognition of prior learning have been done.
The tutor/coach will have been assigned to work with the apprentice to support and assess the apprentice’s progress throughout the apprenticeship from the very beginning, and this starts with an Induction meeting which represents the learning start date, and will include the completion of:
Apprenticeship Agreement
This form will identify the apprentice’s start and end dates for the practical learning period of their apprenticeship, as well as the planned dates for Gateway and End Point Assessment (EPA). The end date for the practical learning period and the end of EPA period date are approximately three months apart.
Training Plan
This document will outline precisely how The Colleges’ Partnership will deliver training to the apprentice.
Introduction to OneFile
The apprentice/s will be introduced to OneFile, our selected e-portfolio platform where they will upload their work, receive feedback, access resources, and progress will be tracked.
The Colleges’ Partnership will also ensure that the apprentice receives safeguarding, Prevent, British Values, and Health & Safety training, as well as establishing their first SMART targets with their tutor/coach.
On programme review
Every 4-6 weeks the tutor/coach will meet the apprentice (either virtually or in-person) and have a conversation about their progress.
Every 10 - 12 weeks the tutor/coach will undertake a formal review of the apprentice’s progress, setting them SMART (specific, measurable, achievable, relevant and time-based) targets.
Also every 12 weeks The Colleges’ Partnership designated Account Manager will liaise with the employer Line Manager/Mentor for a formal review of the overall progress of the apprenticeship programme delivery, and learner progress.
End of programme (gateway)
At the end of the apprenticeship, the apprentice will need to undertake an End-Point Assessment (EPA), which will test the Knowledge, Skills and Behaviours that the apprentice has gained throughout their apprenticeship, and demonstrates their competence as an apprentice in their role. In order to undertake an EPA, two things are required.
Gateway
For an apprentice to undertake the EPA, they need to advance through ‘Gateway’. Gateway is a process by which an employer and their training provider sit down and review the apprentice’s progress to see if they have met the minimum requirements in order to take the EPA. The minimum requirements are as follows:
• Display occupational competency
• Passed Functional Skills in English and Maths
• Completed mandatory training
• Taken any qualifications set out in the apprenticeship standard
• Have met the minimum Off-The-Job-Training hours required
End-Point Assessment Organisation (EPAO)
The EPAO is an independent body who is responsible for conducting the apprentice’s EPA. There are many different EPAO’s available to choose from, and at the latest 6 months before the Gateway process is due to begin, your Account Manager will contact you to provide information, advice and guidance on the selection of an EPAO.
Apprenticeship acronyms
There are a multitude of different acronyms associated with apprenticeships, and sometimes it can be a little daunting to come across. Below we have provided you with a small apprenticeship acronym cheat sheet you can refer to if you’re ever in any doubt.
ALS - Additional Learning Support
APAR - Apprenticeship Provider and Assessment Register
EPA - End Point Assessment
EPAO - End Point Assessment Organisation
EQA - External Quality Assurance
ESFA - Education and Skills Funding Agency
IfATE - Institute for Apprenticeships and Technical Education
ILP - Individual Learning Plan
ILR - Individual Learner Record
KSB - Knowledge Skills Behaviours
LARS - Learning Assessment Records
LCS - Learner Commitment Statement
NAS - National Apprenticeship Service
OTJT - Off-The-Job-Training
QAR - Qualification Achievement Rates
QIP - Quality Improvement Plan
RPL - Recognition of Prior Learning
SAR - Self Assessment Report
TAS - The Apprenticeship Service
A PROUD PAST AND AN AMBITIOUS FUTURE
Reduce costs and increase your company’s productivity with Apprenticeships
By offering apprenticeships you can ensure that the skills developed in your workforce are matched to your company’s current and future needs. Apprenticeships help address current skills gaps and allow your business to source future managers and leaders from within.
Also, most employers are keen to improve their diversity and apprenticeship provision, particularly hiring more school and college leavers, offers a way to do this. The biggest and most diverse pool of talents will be found in schools and colleges.
Also don’t overlook that you can enrol graduates and existing employees onto apprenticeship programmes.
Proven results
97.5% 86% 82% 92% of apprentices report increased skills*
of companies that have taken on apprentices believe this leads to a more motivated and satisfied workforce**
of apprentices said their apprenticeship helped them develop skills directly relevant to their role and to the organisation** of employers saw a boost in productivity*
Fill Knowledge Gaps
Apprenticeships help boost productivity by improving skills across your workforce, whether they’re new or existing employees
Great value
Reduced time to competence compared to Grad schemes, with early access to talent, and through practical on-thejob learning
* Source: The Apprenticeship Academy
**Source: Understanding apprenticeship benefits and funding (apprenticeships.gov.uk)
“What our employers say
The dedication and professionalism of The Colleges’ Partnership team has been truly impressive. We highly recommend their services to any employer looking for a reliable and supportive training partner in the areas that they support.
Daniel Mathieson Senior Manager
Service and Operations at SITA (Heathrow Airport)
“What our apprentices say
The support from The Colleges’ Partnership was phenomenal. At school I wasn’t taught in the way I needed. With TCP I was taught one to one, I could ask for help and advice when I needed it, and my coach answered my questions thoroughly. Now I’ve expanded my knowledge, I’ve improved my communication skills massively, and it’s enabled me to be ready for my dream job.
(*2022-23 TCP achievement rate – 62.5%; 2022-23 National average achievement rate - 54%)
The Colleges’ Partnership currently holds the Ministry of Defence Employer Recognition Scheme Gold Award for our Dedication to Reservist Employment.
Serving personnel (regular and reserve), cadets, veterans and military families contribute incredible value to our organisation and our country. The Colleges’ Partnership is proud of our military heritage, and we actively support the Armed Forces community. Through the Defence Employer Recognition Scheme we want to encourage other companies to do the same.
If you would like to find out more about signing up to the Armed Forces Covenant, get in touch with us.
Check out:
Armed Forces Covenant: guidance and support - GOV.UK (www.gov.uk)
Defence Employer Recognition Scheme - GOV.UK (www.gov.uk)
14b, Sunrise Business Park, Higher Shaftesbury Rd Blandford, DT11 8ST enquiries@tcpartnership.ac.uk | 0800 999 1481