Apprenticeship policy

Policy overview

This policy describes our approach to apprenticeships. We, along with community and voluntary controlled schools, are an apprenticeship levy-paying organisation. We support apprentices with their development for job roles.  

Employing apprentices helps to: 

• maximise levy funds 
• develop a committed and competent workforce 
• fill skills gaps 
• meet resource needs 
• develop employees to meet future requirements of the workplace 

All employees are eligible to consider an apprenticeship training programme. This can be beneficial for: 

• new recruits 
• existing employees who want to develop within their current role 
• existing employees interested in a change in career 

We encourage employees with protected characteristics to enter apprenticeships.

What is an apprenticeship?

An apprenticeship is a development or training programme to improve knowledge, skills and behaviours. 

Employees are in paid employment, and the programme includes on and off-the-job training. 

They can achieve a variety of qualifications up to and including a degree. They have the same employment rights as other employees. 

Employees gain technical knowledge, practical experience and broader skills needed for their job. They also develop generic skills which are useful for their future career. 

This policy covers:    

• new employees recruited on a temporary contract specifically for the period of training. We will designate these as apprentice roles 
• existing employees employed on permanent contracts undertaking apprenticeship training 

We will seek to permanently employ an apprentice at the end of their completed training programme. However, we cannot guarantee permanent employment.   

The main government rules concerning apprenticeships are: 

• the apprentice must be employed in a real job 
• they may be an existing employee or a new recruit 
• the apprentice must work towards achieving an approved apprenticeship standard 
• the apprenticeship training must last at least 12 months and one day 
• the apprentice must spend a minimum of at least six hours of their time on approved off-the-job training per week, if their contract is 30 hours or more
  • apprentices who work less than 30 hours per week will have their apprenticeship duration extended to take account of this
  • for term-time only contracts, 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 term-time only contract (usually 39 contact weeks). This is dependent on what has been agreed between the employer and main provider (this will mean delivering more than the minimum six-hour requirement per week)
    • for apprentices with a term-time only contract only, if there is no planned activity over the six-week summer break, this will not require a break in learning

We offer apprenticeship training through our employer provider provision and external training providers. We are fully responsible for the overall apprenticeship. 

An apprenticeship is an agreement between three parties: 

• the apprentice 
• the training provider or in-house satellite centres 
• the employee's manager 

They all work towards successful completion of the apprenticeship.

Committing to an apprenticeship

We expect any potential apprentice to have a clear understanding of the training programme. They need to fully understand what the programme will require to ensure successful completion. 

We need to ensure the appropriate return on investment. Managers must commit to supporting an apprentice. 

Standards and programme design 

Apprenticeship levy funds are held within a digital account allocated to us. We can only spend these funds on training from a government-approved training provider. 

An apprenticeship scheme must comply with the apprenticeship standards. The standards have been developed by employers to meet the needs of different industry sectors and the broader economy. They set out the core skills, knowledge and behaviours an apprentice will need to be fully competent in a specific role. They ensure that all apprenticeship programmes are delivered and measured consistently.  

The apprentice must meet professional registration requirements in sectors where this exists.

We provide details of available apprenticeship standards and their accompanying assessment plans.   

We must employ apprentices in a role that allows them to develop the knowledge, skills and behaviours outlined in the apprenticeship standard. 

Apprenticeship – minimum standards  

An apprenticeship lasts for a minimum of 366 days.

Apprentices should work 30 hours a week or more. This includes the off-the-job training they undertake. 

If the apprentice works fewer than 30 hours a week, the employer must extend the minimum duration of the apprenticeship (pro-rata) to take this into account. This extension will also apply to any temporary period of part-time working. The apprentice must agree on this with their manager and the training provider. 

Where part-time working is agreed, the training provider will: 

• record the agreed average number of hours each week 
• evidence why this working pattern is needed 
• extend the minimum duration using the formula (12 x 30 average weekly hours = new minimum duration in months; or 52 x 30 / average weekly hours = new minimum duration in weeks)

All apprentices must spend at least six hours of their time in off-the-job training or learning outside the typical day to day working environment. The learning must support the achievement of the apprenticeship. The training can be delivered at their regular place of work but must not be part of their everyday working duties.  

Apprenticeship standards contain minimum English and maths requirements. If apprentices do not meet these requirements, they must undertake English and maths tuition. This will be in addition to the six hours of time allowed for off-the-job training. We will facilitate English and maths courses on a case-by-case basis. 

For more details, email talent@lincolnshire.gov.uk 

Allocation of levy funding 

Managers must view the available apprenticeship standards to understand if an apprenticeship is possible. They must also review the training requirements, such as: 

• length of the qualification 
• components 
• qualification requirements 
• ability to meet six hours off-the-job training 

Managers must complete an apprenticeship training funding request form. This explains: 

• the need for the role 
• how it fits into the workforce priorities of the service area 
• whether it is a potential existing employee or a new recruit   

To confirm if funding is available, managers must submit approved request forms to talent@lincolnshire.gov.uk.  

Where there is an over-demand for apprenticeship training, we will give priority to those posts classed as hard to recruit and retain. We will undertake an annual survey to determine this.  

We will give the manager a catalogue of delivery plans relevant to the training request.

The manager will evaluate the delivery plans to select the most suitable training. They must send the completed evaluation to talent@lincolnshire.gov.uk. 

The council's talent and early careers team will confirm:

• selection 
• details of the training provider 

They will arrange for the training provider to contact the manager to progress the training selected.

The talent and early careers team will undertake all contractual management of the apprenticeship. 

Apprentice recruitment

External recruitment  

Recruitment cannot start until approval for apprenticeship funding is confirmed.  

Care leavers 

We are committed, as the corporate parent, to give priority consideration to Barnardo's care leavers. Priority applies to relevant posts, up to and including G3, identified as a potential apprenticeship. 

We will give prior consideration to care leavers who meet the essential criteria for the role. 

If there are no suitable care leavers, or the post is above a G3, the standard recruitment policy will apply.  

We will advertise the post on the apprenticeship service website. This will be in addition to the usual advertising.  

Employee upskill 

An existing employee may request training which fits with the apprenticeship standards. They can discuss this through the appraisal process or at any other time. We will consider equality of opportunity across employees.  

An employee requesting training must submit an expression of interest. This should include: 

• their reasons and objectives for undertaking the apprenticeship training 
• how the training links with their appraisal objectives or, if it doesn't, their reasons for requesting the training 
• what benefits will the training bring to the team, service area and broader organisation 
• how they will feed the knowledge into the rest of the organisation 
• how they will put the learning into practice  

If the manager supports the apprenticeship training, they will work with the talent and early careers team to progress it. 

Apprentice pay

Pay for newly-recruited apprentices

For those in G2 roles and above, we typically appoint employees at the minimum point of the pay grade for the post. 

Managers can appoint one point below the grade for the job, as per the recruitment policy. We may apply this where new recruits do not meet all the requirements for the role, such as:

• the required skills and knowledge 
• their aptitude and conduct 
• the required qualification, including apprenticeship qualification 

A manager may extend the period at which the lower grade applies. This may be in circumstances where the employee is not progressing towards the achievement of the apprenticeship. Generally, it is appropriate to appoint an apprentice one point below the grade for the job.  

Pay for existing employees

Where an existing employee starts an apprenticeship with us, they will remain on their current terms and conditions.  

Salary-linked career progression schemes 

We have a variety of salary-linked career progression schemes for specific roles. These may apply to apprentices if the post they are recruited to falls within one of these schemes.  

Attraction or retention market force supplements  

We may pay attraction or retention market force supplements where there is a business need to do so. This is a non-consolidated supplement in addition to the starting point of the grade. It may be considered under exceptional circumstances to attract or retain employees in some posts. This applies, where relevant, in apprenticeships as for any other employee group. 

Induction and appraisal 

In addition to the regular employee induction, an apprentice will have an induction to the learning programme. A representative from the training provider or satellite centre will do this. It will ensure the apprentice is clear on what is required to achieve the apprenticeship. The apprentice will have appraisals, as per our performance and development appraisal policy.  

Apprenticeship agreement - statutory requirement

• apprentice details (name, place of work)
• the apprenticeship standard and level being followed
• start and end date of the apprenticeship (this includes end point assessment)
• start and end date of the practical period (this excludes end point assessment)
• duration of the practical period
• amount of time the apprentice will spend in off-the-job training

Training plan between the employer, apprentice and training provider

The training plan must be kept up to date with any material changes (for example, as a result of changes agreed at a progress review).

• details of the apprenticeship, including start and end-dates. It may include end-point assessment and milestones for mandatory or other qualification achievements 
• details about the funding for each element
• a list of all organisations delivering the training, including English and Maths, if relevant. You should confirm the apprentice assessment organisation, if relevant 
• the roles and responsibilities for the manager and the apprentice 
• arrangements for how both parties will work together. This will include contact details. Each party will commit to the day-to-day delivery of the apprenticeship, including:  
  • apprentice - attendance and study time, including off-the-job training
  • employer – a commitment to wages and time off to study in the working day, and support and guidance 
  • training provider - help and advice available and how to access this 
• the process for resolving any queries or complaints regarding the apprenticeship. This will include any quality issues, contact details, and the escalation process to the education and skills funding agency

Six hours per week off-the-job training 

All apprentices on 30 hours or more, must spend at least six hours of their working week in off-the-job training or learning. For part-time apprentices, off-the-job hours will be calculated before the commencement of the apprenticeship. This is learning which takes place outside the typical day-to-day working environment. It contributes to the achievement of the apprenticeship. This includes training delivered at the apprentice's regular place of work. It must not be part of their everyday working duties. 

An apprentice must complete a monthly timesheet. These will evidence attendance and study time, and activities undertaken as part of the off-the-job training. 

An apprentice must meet with their training provider at least every four weeks.

The off-the-job training will be directly relevant to the apprenticeship standard and must: 

• be planned, reviewed and evaluated by the apprentice and a tutor, teacher, mentor or manager 
• allow access as and when required by the apprentice either to a tutor, teacher, mentor or manager 
• be delivered during contracted working hours 
• be provided through one or more of the following methods: 
  • theory training
  • lectures 
  • role playing 
  • simulation exercises 
  • online learning 
  • product training 
  • practical training: 
  • shadowing 
  • mentoring 
  • industry visits 
  • attendance at competitions 
  • learning support and time spent writing assessments or assignments 
• be formally recorded, either in a diary or workbook, and be verified by a timesheet  

Off-the-job training does not include: 

• English and maths up to level 2 or GCSE Grade 4, where the programme requires the apprentice to achieve these 
• progress reviews or on-programme assessments needed for an apprenticeship standard 
• learning which takes place outside the apprentice's regular working hours. This cannot count towards the six hours off-the-job training

It is up to the employer and provider to decide when learning is best delivered. It could be delivered, for example:  

• as a proportion of every day 
• one day a week throughout 
• one week out of every five 
• as a proportion at the beginning, middle or end 

The decision will depend upon:

• what is best for the organisation and the apprentice
• the technical or theoretical requirements of the apprenticeship standard

For further guidance from the Department for Education, read apprenticeship off-the-job training: policy background and examples. 

Review 

We will regularly review the progress and quality of the apprenticeship training. This will involve the apprentice, their manager and the employer provider provision or training provider. It also provides an opportunity to discuss any challenges encountered.

Quality assurance 

The talent and early careers team undertake quality assurance of the apprenticeship training and carry out regular reviews. This may include meeting with apprentices and managers. They will monitor the performance of the learning provider each month. 

The progress of each programme is rated so that we can provide additional support where necessary. This is to ensure apprentices complete their programme in the expected timeframe. The rating used is RAGB:  

• very poor progress (red)  
• slightly behind expected progress (amber) 
• expected progress (green) 
• ahead of expected progress (blue) 

The programmes are also subject to Ofsted Inspection. 

The end of the apprenticeship training 

We will provide apprentices in fixed-term posts with help to find employment at the end of their contract.