Championing the region since 1815 The employers choice for apprenticeships Employer Handbook Your guide to employing apprentices
The North East Chamber of Commerce (NECC) is one of the largest Chambers of Commerce in the UK and a unique membership organisation representing the region s businesses. We enable businesses to develop and grow through providing a range of services, all to the highest quality and tailored to meet the needs of the local business community. NECC has established a strong reputation for the delivery of quality Apprenticeship training, as validated by Ofsted. NECC Training is an equal opportunities employer. We welcome learners with disabilities. For further information please ask for a copy of our Disability Statement. CONTENTS Introduction 03 What is an Apprenticeship 04 FAQ s 05 Preparing for H&S Assessment of your workplace 06 Training Recruitment Service 07 Inducting Learners 08 Planning and designing individual training programmes 09 Delivering Training Programmes 10 Reviewing learner progress 11 Assessing Learner Competence 12 Supporting learners in their work-based training programme 13 Equality and diversity within the training process 14 Health and Safety 15 Safeguarding learners within work based learning 16 Continuous improvement 17 2 Employer Handbook www.necc.co.uk 0300 303 6522
Whether you are taking on a new apprentice or training one of your existing employees, this guide will help you understand the services and support which we provide and the role which you need to play in the process. We are one of the largest work-based training providers in the North East with training provided across the region to circa 1,100 learners. As a membership organisation we understand the needs of business and our courses are designed and delivered to meet the needs of both business and individual learners. Increased business productivity Apprentices receive relevant training, so have an immediate impact and make a real and meaningful contribution to your business Work-based learning is part of a national programme of Government supported provision to raise skill levels. It aims to develop an individual s knowledge and skills within the workplace environment and presents a real opportunity for people who want to continue their learning outside full-time further and higher education. Over 100,000 forward thinking employers in the UK are currently developing their employees in this way. NECC works with a range of employers including Parkdean Holidays, Sage UK, MCPS, Coast & Country Housing and Labman Automation. 76% of employers say that apprenticeships provide higher overall productivity 77% of employers believe apprenticeships make them more competitive Improve employee satisfaction and staff retention Businesses that employ and train apprentices will have a more loyal and committed workforce 59% report that training apprentices is more cost-effective than hiring skilled staff Address skills shortages Apprentices will promote a skilled workforce and fill any skills shortages ensuring companies possess the skills they need to meet their current and future business goals. Improve quality Apprentices are provided with the correct tools to do the job and are monitored by the programme s advisers and through the company s own quality control systems; creating commercial gain and a healthy workforce for the future. 80% of employers feel that apprenticeships reduce staff turnover Reduce costs It s a cost effective way of introducing new talent to the business; saving on recruitment, salary and training costs. 83% of employers rely on their apprenticeships programme to provide the skilled workers that they need for the future 0300 303 6522 www.necc.co.uk Employer Handbook 3
Employers Handbook WHAT IS AN APPRENTICESHIP? An Apprenticeship is a way for young people and adult learners to earn while they learn in a real job, gaining a real qualification and a real future. Hiring apprentices helps businesses to grow their own talent by developing a motivated, skilled and qualified workforce. Quality is key to Apprenticeships NECC provide high quality training that benefits both apprentices and employers. Apprenticeships deliver for businesses and help them grow by: Reducing training and recruitment costs Increasing productivity and your bottom line Developing a skilled, motivated and qualified workforce Improving customer service results Providing financial return on investment. More than 100,000 employers, in over 160,000 workplaces, currently use Apprenticeships to attract new talent, re-skill existing staff and tackle skill shortages. Apprenticeships are available to businesses of all sizes and from all sectors in England. Employment is a fundamental part of an Apprenticeship. An apprentice must be employed in a job role with a productive purpose. Apprenticeship Levels: There are three levels of Apprenticeship available: Intermediate Level Apprenticeships (Level 2) Advanced Level Apprenticeships (Level 3) Higher Apprenticeships (Level 4 and above) NECC is one of the largest independent apprenticeship training providers in the North East of England. They will also be taught sector specific knowledge as part of the programme. TECHNICAL CERTIFICATE This is a knowledge based qualification to demonstrate your employee s underpinning knowledge and understanding relating to your industry. It also covers employment rights and responsibilities. NECC will support your employee to achieve this which is assessed via a combination of exams and workbooks. FUNCTIONAL SKILLS These are the core elements of English, Maths and ICT that provide individuals with the essential knowledge, skills and understanding to enable them to operate confidently and efficiently in life and work. A key benefit is that your employee will be learning to apply their skills across a range of situations. NECC will look to employers to support their employee by providing sufficient opportunities for them to practice their skills at work. These qualifications are assessed via a set of examinations. NECC will host day release sessions to support functional skills delivery (if applicable) PERSONAL LEARNING & THINKING SKILLS The final element of the Apprenticeship framework covers the essential skills for lifelong learning. It comprises six groups of skills that, together with Functional Skills, will ensure employees are confident and capable individuals. Depending on which industry you work in, these may be embedded into the other qualifications in the Apprenticeship, or may be assessed as a separate qualification. VOCATIONAL QUALIFICATION Working with our specialist advisers, you can choose units within the qualification which are suitable for you and your learner. We will assess the competence of your employee while they are working on the job. 4 Employer Handbook www.necc.co.uk 0300 303 6522
FREQUENTLY ASKED QUESTIONS Q. What are the costs? A. NECC receives Government funding which enables us to subsidise all or most of the cost of training. Please contact our Skills Development Team on: 0300 303 6322 or email: apprenticeships@necc.co.uk for further details. Q. How long will the learner be on the training programme? A. The training programme is an on-going partnership between the learner and their employer, however different qualifications have specified periods to complete. The minimum duration for an apprenticeship is 12 months. Q. How can I recruit a new apprentice through NECC? A. NECC have specially trained recruitment consultants who will work with you to identify suitable candidates and they will manage your vacancy from start to finish. Our Training Recruitment Service is free of charge for employers looking to recruit an apprentice. All learners recruited must however, work towards a qualification with NECC once they start work. Q. How long will my employee spend off the job? A. It is a requirement of the Apprenticeship, Skills, Children and Learning Act 2009 that a specified amount of learning takes place off the job but within the apprentice s paid hours. We will expect employers to support this. This will mean: Day release arrangements for most learners, depending on the programme; At least two hours study time per week for all learners; Allow attendance off-the-job for examinations and / or for additional support if required. Q. What are the benefits of an Apprenticeship with NECC? As one of the largest training providers in the North East we deliver training across the region for your convenience You can reduce training and recruitment costs (if recruiting a new apprentice) You can increase productivity and your bottom line You can develop a skilled motivated and qualified workforce Q. What do I pay an apprentice? A. Like all employees, apprentices must receive a wage. Employers must pay at least the national minimum wage (this is reviewed on an annual basis). It is the employer s responsibility to ensure that they comply with the current minimum wage requirements - this can be checked by visiting www.gov.uk/national-minimumwage-rates. The current rate for apprentices is 2.73 per hour (from 1st October 2014). Please note this applies from the start date of their Apprenticeship* for 16-18 year olds, and where the apprentice is over the age of 19, this applies for the first year of their Apprenticeship. *NECC s AAT and Dental programmes may not coincide with employment start dates and you may therefore be required to pay National Minimum Wage until such time that the apprenticeship programme begins. Q. Is there a minimum number of hours an apprentice needs to work? A. Apprentices need to work a minimum of 30 contracted hours per week on Government supported programmes. Otherwise the duration of the programme will need to be extended. Q. What happens next? A. If you are looking to recruit a new apprentice, or have an existing member of staff interested in completing an apprenticeship please contact a member of the Skills Development Team in the first instance to discuss your requirements. For everyone signed up to an apprenticeship programme, NECC will complete an initial assessment to ensure they are signed on to the right programme and receive the right level of support for their individual needs. It is a requirement for use of Government funding that employers comply with Health & Safety legislation. NECC will send you a link to an online self-assessment of your H&S arrangements - see page 6 of the Employer Handbook for advice on how to prepare. Once this is in place, you will receive a visit from your dedicated Training Adviser to finalise the arrangements and sign your apprentice onto their programme please allow a minimum of 3 hours for this visit. 0300 303 6522 www.necc.co.uk Employer Handbook 5
Employers Handbook PREPARING FOR H&S ASSESSMENT OF YOUR WORKPLACE It is a requirement for use of Government funded training that a health and safety assessment of your workplace is conducted. You will need to complete the online self-assessment to declare what existing H&S arrangements you have in place. On our initial visit, this will be reviewed by one of NECC s appropriately trained staff. The following checklist will help you prepare for this review and reduce any disruption to you and your colleagues. You will be asked to provide: your Certificate for Employers Liability Insurance evidence of how you inform staff about Health & Safety at work act, fire procedures and first aiders a clear written policy on Health & Safety (if you have more than 5 employees) appropriate risk assessments First Aid box Accident Book (this must be the version with removable pages) log of fire drills and alarm tests clear written policy on Equality and Diversity clear written policy on Safeguarding Our staff will be able to help you if you have any questions regarding the Health & Safety assessment. Guidance is available for all employers at www.hse.gov.uk. If you do not currently have a Health & Safety policy, Health & Safety Executive has provided guidance for small businesses that our staff will provide to you. If you do not currently have Equality & Diversity policy, ACAS has provided guidance and a sample policy that our staff will provide to you. If you do not currently have a Safeguarding policy we have a sample policy that our staff will provide to you. 6 Employer Handbook www.necc.co.uk 0300 303 6522
TRAINING RECRUITMENT SERVICE - SERVICE LEVEL AGREEMENT The recruitment and selection process aims to attract and select learners who are best suited to the work and the training you can offer. Having discussed your particular needs we will match your requirements with the skills and experience of our learners and shortlist those whom we feel would be most suited to the position you are offering. Alternatively, you may wish to undertake your own recruitment activities. As the employer the final decision regarding selection will be yours. All learners recruited must work towards a qualification with NECC. On receipt of your job vacancy, our recruitment team will contact you within 2 working days Following initial contact, and where we have suitable candidates, we will forward CVs within 2 working days If we have no suitable candidates we will promote your vacancy through our network of partners. If your vacancy is displayed via the National Apprenticeship service you may be contacted by them to verify your vacancy We will assess and interview all candidates to ensure suitability We will provide advice, support and guidance with selection methods and interviewing candidates We will manage your vacancy and provide regular updates throughout the process As an employer, it is your responsibility to ensure you pay the correct wage. NECC s AAT and Dental programmes may not coincide with employment start dates and you may therefore be required to pay National Minimum wage until such time that their apprenticeship programme begins. Provide a detailed job description and skills requirement on initial NECC visit On receipt of CVs provide us with feedback within 3 days Provide feedback on outcome of any interviews within one week of them being held Advise of proposed start date (your online H&S self-assessment must be completed before learner commences employment) Give applicants a detailed overview of the role and the training which you will provide Treat all candidates fairly and consistently during the selection process Pay at least the minimum wage in accordance with current Government guidelines If the candidate you employ has been referred by NECC Training Recruitment Service then the apprenticeship training must be delivered by NECC. We reserve the right to charge a recruitment fee if you use our recruitment service without training being delivered by NECC. The fee is 1,000 + VAT and payable within 30 days of invoice. 0300 303 6522 www.necc.co.uk Employer Handbook 7
Employers Handbook INDUCTING LEARNERS Induction training will help learners settle quickly into your workplace by helping them understand the environment in which they are based and the job which they are doing. NECC will complement this by providing an induction to tell learners about their training programme. Provide an induction for learners on their training programme Explain about work-based learning and the role of learner and employer Advise you on workplace induction and initial training Explain how the qualifications are achieved Explain to learners their rights and responsibilities To check that learners have understood the information which they have been given at induction Provide learners with written information to support what they have been given during induction, to which they can refer in the future Provide a Contract of Employment for the learner, taking into account relevant employment legislation Employ the learner under an Apprenticeship Agreement in accordance with the Apprenticeship, Skills, Children & Learning Act 2009. The Apprenticeship Agreement must identify the skill, trade or occupation for which the apprentice is being trained, and confirm the framework being undertaken. NECC can provide a template if required. Show learners all aspects of the workplace Introduce them to the people they will work with and their supervisor Train them in the health and safety of your workplace Explain your company policies and procedures Inform learners of their terms and conditions of employment or placement Provide learners with information about the job which they will be doing Provide the learner with a mentor if possible 8 Employer Handbook www.necc.co.uk 0300 303 6522
PLANNING AND DESIGNING INDIVIDUAL TRAINING PROGRAMMES To help you to get the best from your learner and to develop their skills and knowledge, we will jointly plan a training programme that meets both their needs and your needs as an employer. An Individual Learning Plan will be developed which shows what training they will receive, both on- and off-thejob, to ensure that they achieve their qualification. The plan will also identify any additional support that they may require. We will obviously take into account their current knowledge, skills and experience when doing this. We will ensure that your staff are provided with whatever information they require to understand the learner s training programme. To work with you to identify the individual s immediate training and development needs Assess the learner s current skills, knowledge and qualifications Identify any personal circumstances which may affect learning and training Set out an Individual Learning Plan for the learner and yourselves Help you understand the training programme including the qualification and Functional Skills requirements To help identify the individual s immediate training and development needs Help us plan the training programme for the learner Identify appropriate learning opportunities within the workplace which will help the learner develop and progress Understand the learner s training programme including the qualification and Functional Skills requirements 0300 303 6522 www.necc.co.uk Employer Handbook 9
Employers Handbook DELIVERING TRAINING PROGRAMMES Having planned the learner s training programme we will work together to deliver the training that is required to develop the learner s skills and help them achieve their Apprenticeship. Much of the training will take place within the workplace itself. This will typically involve learners developing their skills through observing others, practising themselves and through support from their supervisor. The more learning opportunities that you can provide therefore, the greater range of skills that the learner is likely to acquire which will be of benefit to your company. You may also wish to consider giving the learner projects to undertake, or want them to attend formal training sessions in the workplace that will develop their skills and knowledge even further. Provide help and advice on planning workplace training and learning activities Be aware of the learning activities that are taking place within the workplace Provide off-the-job training sessions where appropriate to support the skills that the learner is developing in the workplace, in order that they can achieve their qualification Keep you informed of what the learner has covered during off-the-job training activities (where applicable) Apprenticeships are work-based learning programmes, most of the training is on the job. You can help learners develop their knowledge and skills by providing a wide range of learning and training opportunities Allow learners to attend off-the-job training sessions at the agreed times (where applicable) Allow learners at least two hours a week study time (this could be covered by day release arrangements where applicable) Help learners put into practice what they are learning Identify ways the learner can use English, Maths and ICT skills at work. Provide opportunities for learners to practice these skills during thier usual work tasks, or by workbased projects to fill any gaps. This will help learners embed their Functional Skills Initiate a meeting with us if you have any concerns about any aspect of the training delivery. 10 Employer Handbook www.necc.co.uk 0300 303 6522
REVIEWING LEARNER PROGRESS To check that the learner is getting the most out of their training programme it is important to monitor their progress at regular intervals. This will ensure that any additional training or support needs re properly addressed. We will fully involve the learner s supervisor. Organise a schedule of regular progress meetings to take place every 12 weeks Involve the learner and the workplace supervisor in the progress review Record the progress made by the learner in the workplace Identify additional training and support needs and amend the training plan accordingly Set challenging learning plan accordingly Set challenging learning goals between review dates Make sure the learner and the workplace supervisor have a copy of the record Let us know how the learner is progressing in the workplace. Advise us of any concerns which you may have regarding the learner s progress Attend, and participate fully, in learner progress reviews Advise on workplace training and assessment opportunities that may occur in the period to the next review 0300 303 6522 www.necc.co.uk Employer Handbook 11
Employers Handbook ASSESSING LEARNER COMPETENCE To gain their vocational qualification a learner is required to collect evidence to demonstrate that they are competent in a range of different activities. Each learner is allocated an assessor who will discuss and agree the best way of providing evidence to reach the national standards. This will involve identifying activities which occur normally within the workplace to demonstrate particular skills. The assessor will observe the learner carrying out tasks within the workplace to make sure that the standard of work required can be delivered consistently. They will also examine pieces of work or information which the learner has collected to demonstrate competence Help learners and staff within your organisation understanding the assesment process Help learning understand how to collect, or signpost to, evidence and match it to occupational standards Formally assess learner competence using practices which are timely, fair, regular, informative and reliable Give constructive feeedback to learners following assessement Provide opportunities for the learner to demonstrate their competence in specific tasks Help learners to evidence the work they have done Sign statements confirming the learner s competence in specific activities, or record a witness testimony 12 Employer Handbook www.necc.co.uk 0300 303 6522
SUPPORTING LEARNERS IN THEIR WORK-BASED TRAINING PROGRAMME We will work closely with you to ensure that learners are given proper support and that any potential problems are identified and addressed as early as possible. Keep in regular touch with learners and yourselves Encourage and motivate learners through their training programme Show real interest in the skills which learners are developing in the workplace Help learners to understand the long-term benefits of training and qualifications Identify any problems or concerns which learners may have at an early stage Share any identified concerns with you and agree suitable solutions where learners want to change their training programme or job Where learners have additional learning needs in English, Maths or ICT we will ensure they receive sufficient support to achieve their Functional Skills qualifications Help learners to understand the long-term benefits of training and qualifications Provide opportunities for learners to practice their skills Allow learners at least two hours per week to work on their programme Encourage learners to attend and show real interest in their off-the-job training (where applicable) Where learners have additional learning needs in English, Maths or ICT, allow learners to attend support workshops designed to build their basic skills Ensure learners attend Functional Skills exams (where applicable). If your learner fails to attend a confirmed booking a 25 re-sit fee will be charged. Be aware of any problems or difficulties which may be facing learners Share your concerns with us 0300 303 6522 www.necc.co.uk Employer Handbook 13
Employers Handbook EQUALITY AND DIVERSITY WITHIN THE TRAINING PROCESS We operate and promote a policy of equality and diversity throughout the whole of the work-based training process. This is reflected in our recruitment practices where we welcome applications from all persons regardless of gender, trans-gender, marital status, disability, age, sexual orientation, nationality, religion and beliefs or ethnic origin. We aim to treat learners fairly and in accordance with their individual needs during their training programmes and ensure that they know what to do if they have concerns. NECC will seek assurance that your company complies with NECC Equality and Diversity ethos. Promote Equality and Diversity (E&D) throughout the work-based training process Have a written E&D policy which staff, learners and employers understand and are committed to Advise you on E&D issues and legislation Make sure that learners know what to do if they feel they are being unfairly treated in the workplace Act on any concerns raised Provide opportunities for the learner to demonstrate their competence in specific tasks Comply with E&D legislation Demonstrate your commitment to E&D in the workplace through a clear written policy Ensure equality of opportunity in selection and recruitment and training activities Ensure that learners are treated fairly and equally Make sure that learners are not bullied, victimised, harassed or made to feel unwelcome in the workplace Explain to learners what to do if they have any cause for concern 14 Employer Handbook www.necc.co.uk 0300 303 6522
HEALTH AND SAFETY We have a positive commitment to promoting good health and safety practice in the workplace and will seek assurance that your workplace is a safe environment for our learners. Use competent staff to verify that you can provide a healthy, safe and supportive learning environment Assist you on questions of health and safety requirements and application to individual learners Provide a safe and healthy working environment for learners at all times during off-the-job training Monitor health and safety practices on an ongoing basis Promote health and safety training to learners to raise their awareness of risk Check learners understanding of health and safety risk awareness Investigate any accidents involving learners within the workplace and agree preventative action Ensure the health, safety and welfare of learners and bring your policy to their attention Comply with health and safety legislation Inform the learner about who is responsible for health and safety matters within the company Provide initial and ongoing health and safety training in the workplace for learners Provide necessary Personal Protective Equipment Report any accidents concerning learners immediately to us Assess the risks to which learners are exposed at work and apply the general principles of prevention Introduce and maintain appropriate measures to eliminate or control risks to the lowest reasonable practicable level Ensure learners are properly supervised by a competent person Ensure that learners are covered under Public and Employer s Liability Insurance 0300 303 6522 www.necc.co.uk Employer Handbook 15
Employers Handbook SAFEGUARDING LEARNERS WITHIN WORK BASED LEARNING Safeguarding looks at keeping children, young people and vulnerable adults safe from a wide range of potential harm and delivers preventative action, not just reaction. NECC has designated safeguarding representatives who are trained to support both employers and learners. Please feel free to contact your Training Adviser or one of the designated safeguarding representatives if you have any safeguarding concerns relating to your learners. Visit www.necc.co.uk/safeguarding for details of our safeguarding representatives. For further information on Safeguarding please consult your local authority. Have a safeguarding policy which NECC staff fully adhere to Ensure employers and learners are aware of and support NECC s safeguarding policy To assist employers who do not have a safeguarding policy in devising and implementing a policy by providing a generic template Ensure employers and learners are aware of NECC s designated safeguarding representatives To treat any employer or learner safeguarding suspicions or disclosures with professionalism and discretion and to support employers and learners following a disclosure To ensure a safe working environment for all learners and a culture which is committed to protect learners from potential harm or damage To comply with all safeguarding legislation and to implement a safeguarding policy with assistance from NECC if one is not yet in place Support learners through any safeguarding issues or disclosures To report to NECC any safeguarding concerns you may have with learners 16 Employer Handbook www.necc.co.uk 0300 303 6522
CONTINUOUS IMPROVEMENT All work-based training is subject to external inspection by Ofsted. Inspections look at the quality of training in all occupational areas. Inspectors typically collect much of their evidence through discussions with learners and employers, and therefore your views and comments will form an important part of the process. To produce an annual self-assessment report against Ofsted s Common Inspection Framework and action plan To continuously improve provision to provide an increasingly good service to learners and employers To prepare for regular inspections by Ofsted Work with Inspectors during inspection Provide us with feedback on the quality of our training programmes To take part in discussions with Inspectors during inspections as required To allow Inspectors to take part in discussions with learners during the inspection process 0300 303 6522 www.necc.co.uk Employer Handbook 17
NECC is an equal opportunities employer. We welcome learners with disabilities. For further information please ask for a copy of our Disability Staement. For further information please contact NECC s Skills Development Team on 0300 303 6322 or email apprenticeships@necc.co.uk 18 Employer Handbook www.necc.co.uk 0300 303 6522