Guide to apprenticeships within the schools workforce

Glossary

Apprenticeship levy

The apprenticeship levy is a levy on UK employers to fund new apprenticeships. In England, control of apprenticeship funding is put in the hands of employers through the apprenticeship service. The levy is charged at a rate of 0.5% of an employer’s pay bill. Each employer receives an allowance of £15,000 to offset against their levy payment.

Standard

Apprenticeship standards describe the occupational profile linked to the knowledge, skills and behaviours (KSBs) that bring full competence in a particular occupation. They describe how an apprentice can demonstrate mastery of this occupation by the end of the apprenticeship.
Standards were introduced as part of the Government apprenticeship reforms and have replaced frameworks.

End Point Assessment (EPA)

Apprenticeship standards describe the occupational profile linked to the knowledge, skills and behaviours (KSBs) that bring full competence in a particular occupation. They describe how an apprentice can demonstrate mastery of this occupation by the end of the apprenticeship. Standards were introduced as part of the government apprenticeship reforms and have replaced frameworks.

All standards will include an EPA. An EPA is an independent assessment at the end of an apprentices training to confirm that they have achieved occupational competence. Rigorous, robust and independent EPA is essential to give employers confidence that apprentices completing an apprenticeship standard can actually perform in the occupation they have been trained in and can demonstrate the duties, and knowledge, skills and behaviours (KSBs) set out in the standard.

Approved training provider (referred to as training
provider throughout this guide)

Since the 1 May 2017 organisations who deliver apprenticeship training to your employees must be listed on the Register of Apprenticeship Training Providers (RoATP). Training providers that are listed on the register have been through an application process with the Education Skills Funding Agency (ESFA) that considers due diligence, capability, quality, and financial health to assess their capability to deliver high-quality apprenticeship training.

Apprenticeship service account

The apprenticeship service account is designed to help employers access their levy funds through an online service account to ensure the payment of training providers.

1.0 Background information

The introduction of a compulsory levy for large employers to fund apprenticeship training and assessment for new apprentice starts became effective from 1 May 2017. For Devon County Council, the levy costs c£1m per year (inclusive of Community and Voluntary Controlled schools).

The Levy can be used to fund apprenticeship training for existing as well as new employees, of any age, subject to certain criteria including the need to demonstrate that the employee will benefit from significant new learning as a result of undertaking the apprenticeship qualification and will spend at least 20% of their working time on that training.

This guide provides you with information on how to effectively create an apprenticeship opportunity within your school for new employees and existing employees. Normal recruitment and associated process apply; this guidance highlights the different elements relating to the recruitment of an apprentice. It is important you continue to follow all other normal processes, especially your Safer Recruitment requirements.

2.0 Initial development

The initial stages to create an apprenticeship opportunity are shown in the diagram above and listed below. These activities do not need to take place in a certain order and some of them may take place at the same time.

• identify appropriate apprenticeship standard
• develop job description
• complete recruitment approval process
• appoint training provider
• agree length of contract

2.1 Identify an appropriate apprenticeship standard

You will need to begin by searching for an approved apprenticeship standard that meets the requirements of the apprenticeship opportunity you are seeking to create.

Find a apprenticeship standard here where you can search key words. This is a government website which shows all apprenticeship qualifications in all vocational areas. This site will show you approved apprenticeship standards and one’s currently in development.

Step 1

Step 2

The Local Government Association (LGA) have mapped some school job roles against apprenticeship standards. Please see Appendix A which lists the standards alongside the DCC school job roles they would be most suitable for.

Points to consider

Off-the-job training

All apprentices are required to spend a minimum 6 hours per week as off the job training for a full time equivalent (an individual who works 30 hours or more per week) as part of their apprenticeship. The off- the-job training requirement for an apprentice with a term-time only contract (for example those in the teaching profession) should be no less, as a minimum, than any other apprentice. Off-the-job training is calculated as though the apprentice is working 52 weeks per year (minus statutory leave).

Once the calculation is made, the training can be delivered across the weeks specified in the contract (usually 39 contact weeks), if this is what has been agreed between the employer and provider. This will mean delivering more than the equivalent of 6 hours per week during term-time in order to meet the minimum requirement of the off- the-job policy. It is important to consider this time when developing the job role.

Functional skills

Different levels of apprenticeship qualifications have different requirements in terms of English, Maths and sometimes ICT levels already achieved. Where an apprentice has not achieved these levels, they will be required to undertake them in addition to their apprenticeship training.

For example, if completing a level 3 qualification and the apprentice does not hold a grade A-C or 4-9 qualification in English, Maths and some require ICT they will need to achieve these during their apprenticeship. This is separate to the 20% off-the-job training requirement. Please discuss functional skills requirements with your training provider.

2.2 Develop job description

This may involve writing a new JD or reviewing an existing JD. It is important to consider the task the post holder will undertake, level of supervision, guidance and skills,knowledge or education required to undertake these tasks. If a current JD fits the tasks the post holder will be required to undertake the JD can remain at the current grade and the title can be changed to reflect it is an apprenticeship. If a new JD is written or existing JD changed it will need to be sent to HR Direct to go through job evaluation.

If you need advice on writing or reviewing a JD, please contact HR Direct (hrdirect-mailbox@devon.gov.uk) in the first instance.

2.3 Identify training provider

Firstly, you will need to understand which local and national training providers deliver your chosen standard in your area. To do this use the same website used to find your apprenticeship standard. Once you have brought up your chosen standard on the website (as indicated in Step 1 and 2 above), on the right side of the page (you may need to scroll down) you can use the ‘Find apprenticeship training provider’ link, as shown below.

Step 3

Procurement requirements

As your school contributes to the County Council’s levy and you will be using the levy to pay for the apprenticeship, you will need to follow the Council’s procurement requirements. Please contact the apprenticeship team and they will support you with the procurement requirements from this point. Please do not contact any training providers until you have linked with the council’s apprenticeship team.

Prior to the commencement of an apprenticeship, the government apprenticeship funding rules require the following paperwork to be in place:

• Contract for services – This is a legal contract between DCC and the training provider. This will be put in place as part of the procurement process. This must be in place before any payment can be made to the training provider. The DCC Apprenticeship Team will make arrangements for the contract to be signed and in place once you have made contact with us.
• Training Plan – This is a three way document between the training provider, manager and employee detailing the commitment all parties are making to ensure the completion of the apprenticeship. The template for this will be agreed with the training provider at the same time as the contract for services. This will then need to be signed by all parties at the beginning of the apprenticeship training.

It is essential that you and your apprentice review and understand the content of the commitment statement and the requirements being placed on all parties in signing this document.

Apprenticeship Agreement – This is an agreement between the employer and the employee (apprentice). Some of the details will need to be provided by the Training Provider as this agreement can only be signed after the Commitment Statement has been signed (the training provider should ask you and the apprentice to sign this document when meeting to sign the apprentice up to the qualification).

We would suggest that you take this Apprenticeship Agreement with you to that meeting to finalise the details. Once you have finalised and signed the document, please retain a copy for your records. For employment contract purposes it is essential that this document is retained alongside their contract of employment. Please find apprenticeship agreement at Appendix C.

Once the training provider has been identified and you have worked with the DCC Apprenticeship Team to contract with them, it is important to send them the JD to ensure they feel the role meets the requirements of the qualification.

2.4 Length of apprenticeship contract

Apprenticeship training must last for at least 12 months and 8 days. All standards detail the minimum duration for the training. Standards have an End Point Assessment (EPA) which cannot be undertaken until the minimum training period has been completed. Therefore, the length of the contract must reflect the duration of the practical training period and time added to complete the EPA.

You should seek advice from your chosen training provider on the likely timescale for completion of the apprenticeship including the EPA, alternatively, we would recommend the contract is the length of the practical training period plus 3 months.

Point to consider

The length of apprenticeship training quoted on the government website is based on the post holder doing a minimum of 30 hours a week. If your member of staff works less than 30 hours a week the duration will be extended. To establish how much it will be extended use the calculation below, taken from the funding rules: 12 x 30/average weekly hours = new minimum duration in months.

2.5 Funding an apprentice and post approval

Salary cost for an apprentice must be met by the schools budget. However, the cost of the apprenticeship standard will be funded from the Councils Levy.

DCC pay policy is to pay apprentices in line with NJC pay scales. This applies to community and voluntary controlled schools as DCC is the employer. Please seek HR advice through HR Direct before determining the pay rate.

You must undertake the vacancy management process in place at the time of recruitment. This includes confirming salary cost and headcount. If you are unsure of the process, please contact the recruitment team in the first instance.

3.0 Recruitment and selection

You can undertake recruitment and selection in whichever way you feel appropriate to ensure you recruit the best candidate for the role, in line with policy and the recruitment standards.

3.1 Advertising your apprenticeship

A template advert can be found at Appendix D, however, it is important you write an advert that accurately reflects the requirements of the apprenticeship you are looking to fill. The advert should detail the apprenticeship standard or qualification and length of contract.

You should consider where you wish to advertise the post. We would recommend the post is advertised on Devon Jobs and the National Apprenticeship Service website. The DCC Apprenticeship Team can place the advert on the National Apprenticeship Service website at no cost, so please ensure a copy of the advert is sent to us using the contact details on the first page.

Your training provider may also place the advert on other job sites.
Social media is a great way to promote the vacancy. Please advise us once an advert is live and we can post on the DCC apprenticeship social media sites. If your school have social media, please make use of those sites to advertise your position.

Also consider promoting your vacancy via existing staff, getting leadership to share with your staff group and making other staff aware via internal newsletters etc.

3.2 Selection process

It is up to you to consider the selection process you will undertake to recruit to your apprenticeship post. Appendix e provides some generic apprenticeship-related interview questions you may wish to use.

4.0 Post appointment

It is important you complete the normal recruitment paperwork, including offer letter and all pre-employment checks, as you would with any other new recruit.

4.1 Levy application form

In addition, you will need to complete a levy application form and return to the DCC Apprenticeship Team. This will ensure your apprentice is placed on the Apprenticeship Service (AS) account and the training provider receives payment from the levy. The apprenticeship funding application form can be found here. If you are unsure of any of the information required on this form, please liaise with your training provider who will be able to provide the required information.

4.2 Apprenticeship agreement

It is a requirement of the government’s apprenticeship funding rules for an apprenticeship agreement to be in place for all apprentices. Your apprentice will need to be issued with a contract of employment or statement of particulars. For apprentices, they should be issued an apprenticeship agreement rather than the standard contract issued to other new starters.

It is the manager’s responsibility to ensure the apprenticeship agreement is completed and signed. You should liaise with the training provider to complete the agreement and ensure it is signed alongside other sign up paperwork provided by the training provider. You can find a copy of the apprenticeship agreement at Appendix C.

4.3 Training

It is important to keep the training provider updated with developments during the recruitment process, especially once an apprentice has been appointed. They may require the individual to attend an interview directly with them to gain a place on the course. Once you have an agreed start date (pending satisfactory pre-employment checks) you should advise the training provider and agree a start date for their qualification.

Please remember you are required to give your apprentice 20% off-the-job training. More information on this can be found at Appendix B and on the gov.uk website.

The training provider will require the apprentice to keep a record of any off-the-job training and the apprenticeship team would ask you to support the completion of this.

4.4 Probation

Apprentices are subject to probation like any other support member of staff. Please ensure you go through the school’s usual probation process and policy.
If you have any questions regarding probation or should you have any concerns during probation, please contact HR Direct.

During the apprenticeship if anything changes with the apprentice in relation to their employment or training (including long-term absence affecting their ability to fulfil the training requirements) please inform the
DCC Apprenticeship Team as soon as possible as it may effect levy funding.

4.5 Additional payments

In accordance with the Education and Skills Funding Agency (ESFA) Funding Rules, Devon County Council will receive a payment for any apprentice, who at the start of their apprenticeship is:

• aged between 16 and 18 years old
• aged between 19 and 24 years old and has either an Education, Health and Care (EHC) plan provided by their local authority or has been in the care of their local authority.

This payment is paid to us in 2 installments: one of £500 approximately 90 days after the start of their apprenticeship qualification, and the second payment of £500 due approximately 365 days after the start. These dates may fluctuate, as it depends when the training provider receives the payment from the ESFA.

Once received, a member of the Apprenticeship Team will get in touch to make arrangements for the monies to be transferred to your school.

The monies should be spent to support and benefit the apprentice. This can include; helping fund specialist or additional IT equipment or training, or other types of training and support.

4.6 Securing permanent employment

It is important that permanent employment is considered for your apprentice where possible and the school support the apprentice to secure permanent employment.

There is nothing to prevent an apprentice securing permanent employment and continuing their apprenticeship qualification with the agreement of the line manager and training provider.

Please be aware that apprentices coming to the end of their contract and under notice have priority status, as detailed in the redeployment policy. Where you need to issue notice to your apprentice, as they have not secured permanent employment prior to the end of their contract please contact HR Direct for advice and support on the process.

This should be done with enough time for notice to be issued and run prior to the end of their contract i.e. if the apprentice is entitled to one month’s notice please ensure you contact HR Direct two months prior to the end of the contract to begin the process.

5.0 Apprenticeships for existing staff

Apprenticeships are a way to facilitate staff development and create development opportunities while staff remain in their current job role. A member of staff may approach you specifically about completing an apprenticeship or you may discuss their development during your 1-2-1s and identify that an apprenticeship could be a way to meet that development requirement.

The process for creating an apprenticeship opportunity for an existing staff member is the same as creating an opportunity for a new apprentice’s start. Please refer back to section 2.0 Initial development and section
4.0 post appointment. The below includes guidance on slight changes to the process for existing staff.

5.1 Job description

For existing members of staff, a JD will already be in place therefore a new one will not need to be developed and the postholder can remain at the current grade.

5.2 Length of apprenticeship

The length of the apprenticeship training is the same as at point 2.4. Existing staff on fixed-term or temporary contracts can complete an apprenticeship, as long as the duration of their contract will allow them to complete all elements of the apprenticeship including practical training period and EPA.

5.3 Funding and post approval

This process will not be required for existing staff. Salary cost will still be met by the service area’s budget and the cost of the apprenticeship standard will be funded from the council’s levy.

5.4 Apprenticeship agreement

As mentioned in 4.2, it is a requirement for an apprenticeship agreement to be in place for all apprentices. For existing members of staff, this document should be placed on the employee’s files alongside their contract of employment. You can find a copy of the apprenticeship agreement at appendix c

5.5 Probation

If the employee has already completed their probation period with the school, this will not be required again when they begin their apprenticeship.

5.6 Securing permanent employment

This can be ignored for existing staff as it only relates to new employees.

Appendix A – Apprenticeship standard mapped to school job roles

*This is paid for out of the levy (up to the maximum funding band).

Apprenticeship standard	Level	Maximum funding band *	Duration	Suitable roles for this standard
Business Administrator	Level 3	£5,000	18 months	Administrative assistant Administrative Officer Administrator After School Club Playworker Base Clerical Clerical assistant Clerk to Governors Personal assistant Receptionist/Telephonist Secretary Senior admin assistant Senior admin officer Senior clerk
Chartered Manager	Level 6	£22,000	48 months	Head Teacher Deputy Head Teacher Assistant Head Teacher
Children, young people and families manager	Level 5	£6,000	24 months	Inclusion manager Pastoral care leader Mobile catering assistant Mobile catering assistant supervisory
Children, Young People and Families Practitioner	Level 4	£6,000	24 months	Attendance officer Pastoral support co-ordinator
Commis Chef	Level 2	£8,000	12 months	Catering assistant Kitchen assistant Mobile catering assistant Mobile catering assistant supervisory
Community Sport and Health Officer	Level 3	£9,000	16 months	Community sports coach Outdoor education practitioner Sports coach
Customer Service Practitioner	Level 2	£3,500	12 months	Receptionist/telephonist generic Secretary generic
Customer Service Specialist	Level 3	£4,000	15 months	Receptionist/telephonist generic Secretary generic
Digital and Technology Solutions Professional	Level 6	£27,000	36 months	ICT Network Manager (schools)
Digital Marketer (degree)	Level 6	£21,000	36 months	Communications and Marketing Officer
Early years educator	Level 3	£6,000	18 months	Early Years Leader (pre-school) Early Years Nursery Supervisor Foundation Stage Practitioner Foundation Stage Aorker Nursery assistant Playleader Playworker
Facilities services operative	Level 2	£3,000	12 months	Caretaker or Cleaner Maintenance Caretaker School Maintenance Person
Facilities management supervisor	Level 3	£4,000	18 months	Site and Systems Manager Site or Caretaking Manager Site Senior
Facilities manager	Level 4	£6,000	24 months	Site and Systems Manager Site or Caretaking Manager
Horticulture and landscape operative	Level 2	£5,000	24 months	Gardener/Handyperson SSD Grounds person gardener
Hospitality supervisor	Level 3	£5,000	12 months	Kitchen Manager Assistant Kitchen Manager
HR support	Level 3	£5,000	18 months	Resources Assistant Resources Officer
Infrastructure technician	Level 3	£15,000	12 months	Audio Visual/ICT Technician ICT Network Manager (Schools)
Library information and archive services assistant	Level 3	£6,000	18 months	Librarian in schools and resource centre manager Library and Resource assistant School Library Service Assistant
Marketing executive	Level 4	£17,000	24 months	ICT Network Manager (schools)
Network engineer	Level 4	£17,000	24 months	Nursery Nurse
Operations/Departmental manager	Level 5	£7,000	30 months	ICT Network Manager
Passenger transport driver – bus, coach and tram	Level 2	£6,000	12 months	Driver
Playworker (in development)	Level 2	N/A	N/A	Playleader Playworker
Production chef	Level 2	£5,000	12 months	Catering Assistant Kitchen Assistant Mobile Catering Assistant Mobile Catering Assistant Supervisory
School Business Professional	Level 4	£6,000	18 months	Bursar/Administrator Business Manager Primaries Business Solutions and Innovations Manager
Senior production chef	Level 3	£5,000	12 months	Kitchen Manager
Sports Coach (in development)	Level 4	N/A	18 months	Outdoor Education Practitioner
Teaching Assistant	Level 3	£5,000	18 months	Assistant SENCO Breakfast Club Playleader Breakfast Club Playworker Teaching Assistant (level 2) Teaching Assistant (level 3)
Teacher	Level 6	£9,000	12 months	Teacher Teaching Assistant (level 4)

Appendix B – Off the job training

All apprentices are required to spend a minimum 6 hours per week as off the job training for a full time equivalent (an individual who works 30 hours or more per week)* as part of their apprenticeship. Some apprentices and standards may need more than the minimum requirement. Examples of what can be included in off the job training include:

• teaching of theory lectures, simulated exercises and role play
• online learning for example webinars, e-learning modules, blended learning
• learning support provided by employer of training provider
• participating in projects or tasks outside of usual day to day duties to learn or expand skills and experience
• practical training
• ICT or systems training for example new equipment or technologies
• visiting other departments or stakeh olders
• shadowing or being mentored (where this is part of the agreed training plan)
• writing assessments or assignments
• attending conferences, training courses
• industry visits or visiting other organisations
• attendance at competitions

Off the job training is defined within the apprenticeship funding rules, as follows;learning which is undertaken outside of the normal day-to-day working environment and supports the achievement of an apprenticeship. This can include training that is delivered at the apprentice’s normal place of work but must not be delivered as part of their normal working duties. The off-the-job training must be directly relevant to the apprenticeship qualification.

Off-the-job training does not include:

• english and maths functional skills which is funded separately
• progress reviews or on-programme assessment needed for an apprenticeship qualification
• training which takes place outside the apprentice’s paid working hours

A proportion of the off the job requirement will be taken up by the training days run by the training provider, e-learning modules and activities in work as part of the job role development of the apprentice. However, to support achieving the requirement, time should be allocated each month for an apprentice to complete their assessments or assignments. The training providers will require the apprentice to keep a record of any off the job training and managers should support the completion of this. The government template evidence form can be accessed here, but is not mandatory to use this template.

* The off-the-job training requirement for an apprentice with a term-time only contract (e.g. those in the teaching profession) should be no less, as a minimum, than any other apprentice. Off-the-job training is calculated as though the apprentice is working 52 weeks per year (minus statutory leave). Once the calculation is made, the training can be delivered across the weeks specified in the contract (usually 39 contact weeks), if this is what has been agreed between the employer and provider. This will mean delivering more than the equivalent of 6 hours per week during term-time in order to meet the minimum requirement of the off-the-job policy.

The volume of off the job training hours will be identified at the beginning of the apprenticeship, and will be supported by the initial assessment. Your training provider should provide you with a clear understanding of the off the job training required for the apprenticeship being completed. If there are any concerns, please link your training provider.

Examples of 20 activities that count towards off-the-job training;

1. Participating in online forums
2. Individual study time
3. Being mentored
4. Delivering mentoring
5. Workplace reflection accounts
6. Work Shadowing
7. Group learning conferences
8. Research tasks
9. Face-to-face tutor led delivery
10. Internal learning and development programmes
11. E-learning
12. Project work
13. Preparation for assessments
14. Role-plays or simulations of workplace situations
15. Visits to other businesses or different business units
16. Attendance at competitions
17. Attendance at industry shows
18. Workplace 1-2-1 performance reviews, conducted by the apprentice’s line manager
19. Training sessions
20. Webinars on industry topics

For further information and examples, please take a look at the Department for Education’s Apprenticeship Off the Job Training guidance.

Appendix C – Apprenticeship agreement

An apprenticeship agreement must be in place at the start of the apprenticeship.

The purpose of the apprenticeship agreement is to identify:

• the skill, trade or occupation for which the apprentice is being trained
• the apprenticeship standard or framework connected to the apprenticeship
• the dates during which the apprenticeship is expected to take place
• the amount of off the job training that the apprentice is to receive

Appendix D – Example advert

View and download an example advert template here.

Appendix E – Example interview questions

1. Can you tell us a bit about yourself?
2. Why do you want to become an apprentice with?
3. What do you think we are looking for in an apprentice?
4. Can you tell us about any work you have done in the past or are undertaking at present?
5. The post we are considering you for is… Why are you interested in
   working in this team?
6. What personal skills and experience do you have that make you suitable for this apprenticeship?
7. What are 3 important attributes that makes a good team player? Give an example of when you have worked as a member of team and what was achieved?
8. The training for the apprenticeship includes undertaking qualifications while working full time. This may at times be demanding. How would you organise yourself to balance your study and job, and ensure you complete your work on time?
9. Please describe a time when you have had to deal with a difficult situation either in work, school or college, or life and how you managed it?
10. How would you ensure you deliver excellent customer service at all times?
11. Can you tell us about something new that you have learnt in the last 6 months and what you have gained from it?
12. What computer programmes are you familiar with? How have you used them?
13. What does equality and diversity mean to you