Apprenticeships Employer Handbook by Leeds Trinity University

EMPLOYER HANDBOOK

Contents Welcome

Centre for Apprenticeships, Work-based Learning and Skills

Our courses

Apprenticeships – the basics

Knowledge, skills and behaviours

End-point assessment

The application process

Initial assessment

- Skills scan

- Numeracy and literacy

The offer

Next steps – important documents

Your commitment

Health and safety

Off-the-job activities

Progress reviews

Workplace mentor

Resources and support

The Learning Hub

Online support

Equality and diversity

Funding and payments

Levy-paying employers

Non-levy-paying employers

Levy transfers

Using your apprenticeship service account

Incentive payments

Location and accommodation

Complaints

Welcome Welcome to Leeds Trinity University. We are delighted that you have chosen us as an apprenticeship training provider. Leeds Trinity is a university renowned for its friendly and caring community – and now you, and your employees, are part of that community too. Providing the best university experience is at the heart of everything we do at Leeds Trinity, and we are confident that your staff will have a successful and enjoyable time with us.

Centre for Apprenticeships, Work-based Learning and Skills The Centre for Apprenticeships, Work-based Learning and Skills is home to Leeds Trinity University’s higher and degree apprenticeship programmes and work-based learning provision.

Our courses We deliver higher and degree apprenticeships in the following subjects: • Business-to-Business Sales • Children, Young People and Families • Digital Marketing • Management • Policing • Senior Leadership • Supply Chain Leadership

Apprenticeships – the basics Apprenticeships at Leeds Trinity incorporate practical on-the-job learning with part-time study for a higher education qualification. Designed in collaboration with employers, apprenticeships are a cost-effective way to attract and retain talent, up-skill a workforce and increase productivity. The University has developed a Work-based Learning framework, which underpins our apprenticeships. We provide quality delivery and support for both employers and apprentices to give value to the knowledge, skills and behaviours that are developed in the workplace. • All of our apprenticeships incorporate a nationally recognised higher education qualification such as a Bachelor’s degree, Postgraduate Diploma or Certificate of Higher Education. • Our tutors have knowledge of work-based learning styles alongside extensive industry experience, delivering apprenticeships to over 250 delegates from over 100 employers. • We offer extensive support to all of our apprentices, whatever their background or academic experience - this includes access to the Learning Hub, which gives tailored support for academic skills.

apprenticeships@leedstrinity.ac.uk | 0113 283 7320

Knowledge, Skills and Behaviours Throughout their programme, the apprentice will develop the relevant knowledge, skills and behaviours (KSBs) for their occupation. Opportunities to develop the KSBs are built into each programme through university activities and assessments, and through other off-the-job learning linked to the workplace. At the end of the programme, the apprentice must undertake the end-point assessment where they will demonstrate how their KSBs have been developed. Knowledge: This relates to the information, experience and technical knowledge that the apprentice needs to understand in order to be able to perform their job role competently. This could be background information or specific knowledge that the apprentice may need to display and apply in their everyday activities. Skills: There are many essential skills required for personal and professional development, and they are primarily concerned with the practical application of knowledge needed to successfully undertake the duties required for the job role. Behaviours: These relate to the attitude and approach that the apprentice displays. Behaviours often correlate to the mindset which suggests that these are instinctive, although they can also be taught to the apprentice. In addition to this, behaviours are transferable, so may be more similar across apprenticeship standards than knowledge and skills. The KSBs of each apprenticeship are developed and agreed upon by employer groups and listed on the Institute for Apprenticeships and Technical Education’s website: instituteforapprenticeships.org/apprenticeship-standards

End-point assessment The end-point assessment (EPA) is the final part of the apprenticeship and is conducted once all assignments and projects are complete and learning is achieved. It is designed to be an objective and impartial assessment of an apprentice’s KSBs. Activities are different for every apprenticeship, but they all follow the same overall structure. Leeds Trinity offers both integrated degree apprenticeships (where the University is the EPA organisation) and non-integrated apprenticeships (which rely on an external EPA organisation) - this information will be contained in your contract or commitment statement. The EPA organisation is determined by the employer, and the apprentice can only progress to the EPA once all parties (your organisation, the University and the apprentice) agree that the apprentice is ready.

The application process To enrol your employee onto one of our apprenticeships, we require the following from the applicant: • A signed application form, with all sections fully completed including a detailed work history, all qualifications, up-to-date contact details, the applicant’s signature and the employer’s signature. • A current job description. • Evidence of qualifications and prior learning, including Maths and English Level 2 qualifications (GCSEs grade 4/C or above, or equivalent). • Scanned documents are acceptable.

Initial assessment Skills scan To ensure the apprentice doesn’t spend time duplicating past learning, we conduct an online Skills Scan before they begin their apprenticeship in order to establish their current knowledge, skills, behaviours and overall suitability for the programme. This initial assessment ensures the apprentice can be both challenged and supported accordingly to reach the required level of occupational competency. Where an apprentice has relevant prior learning, the content, duration and cost of the apprenticeship may be adapted by the provider to recognise this. Apprenticeship funding cannot be used to pay for or certify any existing knowledge or skills. Numeracy and literacy All applicants will need to complete an online assessment to ascertain their current level of numeracy and literacy, regardless of qualifications already held. This helps to provide assurance that each apprentice is capable of working at higher education level, and also identifies where additional support might be required.

The offer Following receipt of all necessary documents and completion of the initial assessment activities, the applicant will receive a notification email with a formal offer of a place on the programme and a further email inviting them to complete registration.

Next steps – important documents Following the application, the apprentice and you, the employer, sign an Apprenticeship Agreement, which identifies the occupation for which the apprentice is being trained, the standard they will be following and the duration of the programme. The University, the apprentice, and you must also sign a Commitment Statement, which outlines the expectations from each party, details how the planned number of off-the-job training hours will be delivered and includes any key contacts. Within each commitment statement, every apprentice will be provided with a learning plan which outlines the modules that make up the apprenticeship. The Training Services Agreement is a written agreement between you and the University, which details all elements of the programme, payment schedule and terms and conditions. We sometimes refer to this as the ‘contract’. Both parties must keep a current signed and dated version. We also ask you to review and sign a Health and Safety Declaration, which provides us with assurance that you have the appropriate safeguards in place for your apprentices. We may also issue you with an Additional Payments Employer Claim Form. This is provided to enable you to claim any eligible payments which we are due to receive from the Education and Skills Funding Agency on your behalf. The above documents are issued by the University via Docusign. We ask that you review them in detail and provide an electronic signature for each one as soon as you are able to do so. We require each document to be signed prior to the apprentice starting their programme. We may need to reissue these documents if there is a change to the programme (for example, if the apprentice takes a break for health reasons).

Your documents Both the employer AND the apprentice must sign: • Apprenticeship Agreement • Commitment Statement The employer must sign: • Training Services Agreement (the ‘contract’) • Health and Safety Declaration

Your commitment Employers are responsible for maximising the apprentice’s experience and achievement. You will be expected to provide your apprentice with the necessary time, facilities and equipment to support their learning, including agreeing to 20% of their time being spent on off-the-job activities, which will allow them to achieve the knowledge, skills and behaviours of the apprenticeship standard. The 20% includes time spent on University learning (attending workshops, conducting independent research and working on pieces of assessment) as well as other off-the-job activities which might take place in the workplace. All apprentices who are new employees should be inducted into the organisation by the employer so that they are fully aware of:

• Mandatory training • Pay, including holiday and sickness pay – this should comply with current employment

legislation. Further advice can be found on the Acas website at acas.org.uk

Health and safety You must ensure that the learning takes place in a safe, healthy and supportive environment. All apprentices have the right to work in places where risks to their health and safety are properly controlled. As an employer, you are responsible for the health and safety of your apprentice whilst they are at work. Mandatory requirements for employers include ensuring:

• Minimum and statuary employers and public liability insurance for the full duration of the

funded programme

• Evidence of a written risk assessment or safety policy (where applicable). Organisations

employing new or expectant mothers or young persons (under 18) need to carry out specific risk assessments

• Adequate first aid and fire arrangements • Provision of free personal protective equipment as identified via risk assessment • Assessment of health characteristics of each apprentice introducing controls/restrictions

as appropriate

• Supervision of apprentices at all times • Prohibition of under 18-year olds from using high-risk equipment unless they have the

necessary maturity and competence (including training)

• Apprentices’ hours of work do not exceed those as stipulated by the Working Time Regulations. For further information on health and safety, including hours of work, visit the Health and Safety Executive website at hse.gov.uk We need to be informed immediately of any injuries, diseases and dangerous occurrences (RIDDOR) caused through work activities that result in the apprentice being unable to perform their normal job function for seven or more consecutive days. For further information on RIDDOR, visit hse.gov.uk/riddor

Off-the-job activities Off-the-job learning is a statutory requirement for an English apprenticeship. It is learning, which is received by the apprentice, during the apprentice’s normal working hours, for the purpose of achieving the knowledge, skills and behaviours of the apprenticeship referenced in the apprenticeship agreement. By normal working hours, we mean paid hours excluding overtime. Off-the-job learning includes campus workshops, independent research, and the production of pieces of assessed work. It also includes workplace opportunities such as gaining experience in different departments, attending conferences and work shadowing. For more guidance on this, please see: gov.uk/government/publications/apprenticeships-off-the-job-training On-the-job learning is different and is learning received by the apprentice for the sole purpose of enabling the apprentice to perform the work for which they have been employed. This learning does not specifically link to the knowledge, skills and behaviours set out in the apprenticeship. Off-the-job learning does not include employer induction, progress reviews or training outside of work hours (unless this time is recognised in an appropriate way). Evidence will be monitored via our online system and will be discussed at each progress review meeting. In addition, we advise that the apprentice keeps a reflective learning journal during their time as an apprentice – for some programmes, this is a mandatory requirement.

Progress reviews An important part of a quality apprenticeship is ensuring apprentices are making suitable progress in their programme and to facilitate communication between student, Line Manager, Mentor (if appropriate) and Leeds Trinity. The purpose of the review is to establish progress, discuss any issues, gather feedback and ensure that all parties are clear about their objectives and expectations during the programme of study. Review meetings will be held every 3-6 months. A University representative will schedule meetings - which will take place face-to-face, over the telephone or via video call - at a time that is convenient for all parties. We ask that a representative of the employing organisation attend each meeting where possible.

Workplace mentor Where possible, you should identify a workplace mentor for each apprentice in your organisation. Mentoring can assist an employee who is new to a specific job or area of responsibility to quickly learn what they need to know to succeed in their role and support them during their apprenticeship. A mentor can help the apprentice identify short-term objectives and off-the-job learning opportunities within the workplace. A mentor in the workplace is a person who is capable of providing guidance to a less-experienced employee, the mentee. A mentor can be an employee of the same company or a professional from an outside company. The mentor is not usually the line manager.

Resources and support We pride ourselves on the support we offer to all of our students and apprentices - this includes dyslexia support, disability support (such as note-taking and specialist equipment hire), counselling and wellbeing services.

The Learning Hub We support apprentices to develop the skills they need to succeed in their studies. The Learning Hub offers personalised tutorials and workshops that can be tailored to upcoming assessments and course-specific academic skills. Our advisers offer help and advice with:

• • • • • •

Essay writing and academic language Time management Revision strategies Handling statistics and data Effective note-taking Critical thinking and research

Online support Leeds Trinity uses Moodle - a virtual learning environment - where the apprentice can access details of the academic programme. Our tutors will use Moodle to make announcements and communicate information about the programme activities. Within Moodle, the apprentice will also find templates for monitoring their progress towards the apprenticeship KSBs, creating reflective journal entries, and logging their time spent on off-the-job activities.

Equality and diversity Leeds Trinity actively promotes the principles of dignity, respect, social justice, equality and inclusion to support the social and economic health and wellbeing of each and every person in our University community. Apprentices can expect equality of treatment irrespective of gender, sexual orientation, religion or ethnic origin. The University has achieved the Race Equality Charter Bronze Award, which aims to improve the representation, progression and success of minority ethnic staff and students within higher education.

Funding and payments Payments are set up through the apprenticeship service, with payments taken monthly directly from your online account.

Levy-paying employers If you pay the apprenticeship levy, you will be able to access your levy pot along with the ‘levy allowance’ of £15,000 to offset against your contribution to apprenticeship training costs. If you run out of levy funds in your account, you will be eligible to receive government funding of up to 95% of the apprenticeship cost. You will provide the remaining 5%.

Non-levy-paying employers If you do not pay the apprenticeship levy, you will be eligible to receive government funding of up to 95% of the apprenticeship cost. You will provide the remaining 5% - this is called co-investment and is organised through your apprenticeship service account. You can reserve funding for up to three apprenticeships through your account - this must be done prior to the apprenticeship starting.

Levy transfers You may have an arrangement with another employer who has agreed to provide 100% funding for your apprenticeship training. If you are in receipt of a levy transfer, this will appear in your apprenticeship service account monthly, to the amount agreed with your transferring employer partner. gov.uk/guidance/manage-apprenticeship-funds 12

Using your apprenticeship service account The Apprenticeship Service is designed to help employers access apprenticeship standards, training providers and funding for apprenticeships through an online account. You can create or access your apprenticeship service account via: accounts.manage-apprenticeships.service.gov.uk or search ‘apprenticeship service’ You need to set up each apprentice using this account. Before you start, you must ensure that: • the organisation named on the contract with your training provider is in your account • the PAYE scheme that each apprentice is paid through is in your account

To set up your payments for the apprenticeship you will need the following information: • UK Provider Reference Number (UKPRN). For Leeds Trinity University this is 10003863 • Name of employee • Employee’s date of birth • Name of the apprenticeship standard (eg. ‘Supply Chain Leadership Professional (Degree), Level 6’) • Start and end dates of the programme (found on your contract) • Total price (found on your contract) We cannot enrol an apprentice until they have been added to your apprenticeship service account. If you would like us to do this on your behalf, you are able to provide permission for us to do so through your account. Further guidance on this can be provided if necessary.

Incentive payments You may be eligible for additional payments if your apprentice is: • Aged 16-18 at the start of the apprenticeship. • Aged under 25 and has an education, health and care plan or has been in the care of their local authority. If you employ fewer than 50 employees, the government will pay 100% of the apprenticeship training costs up to the funding band maximum. Other incentives may be available. Please speak to a member of our team to discuss this further. Incentive payments are earned after the apprentice has completed a set number of days in learning. As the main provider, we will receive payments for eligible employers and apprentices at the following points, and will pass these on within four weeks: • 16 to 18/Care leavers’ incentive payment – 50% is received 90 days from the apprentice’s start date and the remaining 50% follows 365 days from the apprentice’s start date. • Small employer incentive payment - 100% is received 90 days from the apprentice’s start date.

Location and accommodation Located on a campus six miles from Leeds, the University is a 10-minute drive from Leeds Bradford Airport, and is serviced by stations in both Leeds and Horsforth. The University provides a free shuttle bus service for all students and staff that use the Horsforth to Leeds trainline. If you require accommodation for your apprentices whilst they are studying with us on campus, there are many hotels in Leeds or near to Leeds Bradford Airport. Email us at apprenticeships@leedstrinity.ac.uk for a list of our recommended hotels. Many of our apprentices will need to attend other locations for delivery of their programme, such as The Supply Chain Academy. Where this applies, further details of location and accommodation will be shared with you and your apprentices separately.

Complaints We’re sure that you and your apprentices will have an excellent experience with Leeds Trinity University. However, should you have cause to complain, please contact us.

apprenticeships@leedstrinity.ac.uk | 0113 283 7320

Information correct at time of publication, July 2021. The information in this publication can be supplied in alternative formats. Please call 0113 283 7150 or email hello@leedstrinity.ac.uk Leeds Trinity University, Horsforth, Leeds LS18 5HD. leedstrinity.ac.uk

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