Managers toolkit

The following information outlines the process for pursuing an apprenticeships at the University. It is important to note that the manager should work in partnership with the relevant training provider, as they will be able to provide advice and guidance on all aspects of the role including the About the Job, selection process (where relevant), off the job training element etc.

It is possible, or even preferable, to seek advice and input from more than one training provider in the initial stages, (i.e. up to and including advertisement and short-listing stage when recruiting, or up to agreeing the training provider for existing staff), before making a decision on which training provider to proceed with.

Support for all the following elements of sourcing a training provider and agreeing the terms of service can be provided by either your customary HR team or the Apprenticeship Project Manager via: tuos-apprenticeship-project@shef.ac.uk

Identify the role

Define the role

Having received approval to recruit an apprentice or for an existing member of staff to undertake an apprenticeship, the line manager should discuss and agree the following with their customary HR team:

Agree the training provider

Agree the training provider

Support for all the following elements of sourcing a training provider and agreeing the terms of service can be provided by either your customary HR team or the Apprenticeship Project Manager via: tuos-apprenticeship-project@shef.ac.uk.

  • Identify a suitable training provider (the University is currently working with Barnsley College, Sheffield College, the AMRC Training Centre, The Source and Sheffield City Council). If you would prefer to source your own provider, you must ensure that they are registered on the government Register of Approved Training Providers (RoATP), otherwise levy funds cannot be used for the training provision.
  • Please use this checklist (PDF, 71.4KB) of factors to consider when selecting a training provider.
  • Meet with training provider(s) and share the ATJ and job advert to ensure common understanding of the job content and discuss any queries you have regarding the above factors, e.g. selection process, off the job training, and any other necessary arrangements.
  • For existing staff, the training provider will need to understand current experience and qualifications in relation to the apprenticeship standard.
  • Negotiate and agree the cost of training delivery. Each apprenticeship Standard and Framework falls within a funding band set by the government. You should ensure the cost of training provision does not exceed the upper limit of the relevant funding band (please consult your HR team for advice if required). Please see here for details of the Standard and Framework funding bands.
Recruitment and selection

Recruitment and selection of candidates

For new staff only

  • Manager to raise an e-recruitment requsition as part of the approval process.
  • Manager and HR Adviser to agree where the role will be advertised, in conjunction with the training provider (e.g. National Apprenticeship Service, University web pages, training provider website and other relevant channels). Use this opportunity to reach a wide and diverse pool of candidates, in line with the University’s approach to equality and building diverse teams.
  • Manager to discuss with training provider who will lead on each part of the selection process, i.e. most training providers will offer to do an initial sift / short-list of applications and support the interview process, as part of the overall cost of training provision. Manager is ultimately responsible for overseeing the recruitment and selection process, as with any post.
Appointment

Appointment of apprentice

  • Once the preferred candidate has been selected following interview, manager to follow normal Request to Appoint process via e-recruitment and other University recruitment checks.
  • Training provider will send Apprenticeship Schedule and Commitment Statement to manager to sign and return in line with what has been previously agreed regarding cost and duration of training provision. Manager should check details, then sign and return a completed version to training provider. Training provider should then sign and return completed copies to the manager.
  • Manager to populate Apprenticeship Agreement (PDF, 158KB) (HR will provide signature) and email a copy along with the completed Apprenticeship Schedule and Commitment Statement to customary HR team.
  • HR issue employment contract and append the completed signed Apprenticeship Agreement for the apprentice to sign and return to HR.
  • HR enter apprentice details on the Digital Apprenticeship Service (DAS), which is the online system used to transfer funding to the training provider to pay the costs of the training provision.
  • HR upload a copy of the signed Apprenticeship Schedule, Commitment Statement and Apprenticeship Agreement to individual staff record on uBASE.
Induction and support

Induction and support

The majority of induction activities will be arranged by the department as with any new member of staff (see checklist (PDF, 146KB) of relevant activities, noting that the individual will also have been sent a link to the main University induction portal). However, the following additional induction arrangements will also take place:

  • New apprentices and their managers will be invited to a centrally co-ordinated induction day where there will an opportunity to meet other new apprentices.
  • Managers who are new to managing apprentices will be invited to a one day mentoring skills session run by the AMRC Training Centre - see leaflet here (PDF, 1.35MB).
Apprenticeships for Existing Staff

Apprenticeships for Existing Staff

Apprenticeship Standard or Framework

Having received approval for an existing member of staff to undertake an apprenticeship, the line manager should discuss and agree the following with their customary HR team:

  • Discuss and agree with HR team which apprenticeship Standard (or if not in existence yet, Framework) & qualification (if appropriate) will be undertaken.
  • For any queries, please see the FAQs on the Apprenticeship web pages.

Agree the training provider

Support for all the following elements of sourcing a training provider and agreeing the terms of service can be provided by either your customary HR team or the Apprenticeship Project Manager via: tuos-apprenticeship-project@sheffield.ac.uk.

  • Identify a suitable training provider (the University is currently working with Barnsley College, Sheffield College, the AMRC Training Centre, The Source and Sheffield City Council). If you would prefer to source your own provider, you must ensure that they are registered on the government Register of Approved Training Providers (RoATP), otherwise levy funds cannot be used for the training provision.
  • Please use this checklist (PDF, 71.4KB) of factors to consider when selecting a training provider.
  • For existing staff, the training provider will need to understand current experience and qualifications in relation to the apprenticeship standard.
  • Negotiate and agree the cost of training delivery. Each apprenticeship Standard and Framework falls within a funding band set by the government. You should ensure the cost of training provision does not exceed the upper limit of the relevant funding band (please consult your HR team for advice if required). Please see here for details of the Standard and Framework funding bands.

Appointment of apprentice

  • Training provider will send Apprenticeship Schedule and Commitment Statement to manager to sign and return in line with what has been previously agreed regarding cost and duration of training provision. Manager should check details, then sign and return a completed version to training provider. Training provider should then sign and return completed copies to the manager.
  • Manager to populate Apprenticeship Agreement (PDF, 158KB) (HR will provide signature) and email a copy along with the completed Apprenticeship Schedule and Commitment Statement to customary HR team.
  • HR issue the completed signed Apprenticeship Agreement for the apprentice to sign and return to HR.
  • HR enter apprentice details on the Digital Apprenticeship Service (DAS), which is the online system used to transfer funding to the training provider to pay the costs of the training provision.
  • HR upload a copy of the signed Apprenticeship Schedule, Commitment Statement and Apprenticeship Agreement to individual staff record on uBASE.

Support

  • New apprentices and their managers will be invited to a centrally co-ordinated apprentice day where there will an opportunity to meet other new apprentices.
  • Managers who are new to managing apprentices will be invited to a one day mentoring skills session run by the AMRC Training Centre - see leaflet here (PDF, 1.35MB).
During the apprenticeship

During the apprenticeship

  • An initial meeting should take place between the manager, the apprentice and the training provider (usually the Assessor) to determine an Individual Learning Plan for the apprentice. This should take into consideration the existing knowledge, skills and behaviours of the apprentice and should map out how the apprentice will gain the knowledge, skills and behaviours outlined in the Standard.
  • Keep in regular contact with your Training Provider. You should meet regularly (usually every 6 – 8 weeks) with the Assessor from the Training Provider and your Apprentice to ensure the apprenticeship is progressing as planned.
  • The apprentice must keep a log of their time spent off the job. Remember, 20% of an apprentice’s time must be spent off the job, learning knowledge, skills and behaviours outlined in the standard. This could include taught courses provided by the training provider, internal training courses, work shadowing, for example. A simple spreadsheet should record how the apprentice has managed their 20% off the job time.
  • Apprenticeship Standards each have an End Point Assessment attached to them. As an employer, we need to appoint an End Point Assessor. Further information about End Point Assessments can be found here.