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Apprenticeship Commitments: A Guide to Evidencing

Employers that provide apprenticeships must be able to produce evidence that they are meeting certain obligations. One of the most important of these is that every apprentice must spend 20% of their time on “off-the-job learning”, and this must in turn be evidenced by the employer.

What does this mean?

In order to fully understand this requirement, we should define two key terms: “20% of their time” and “off-the-job learning”.

What constitutes 20% of an apprentice’s time?

“20% of their time” refers to 20% of the apprentice’s contracted employment hours. Therefore, if an apprentice is undertaking a 12-month apprenticeship and is contracted to work 7 hours a day, then 7 hours x 5 days x 46 weeks amounts to a total of 1,610 contracted hours. In this instance, the minimum amount of off-the-job training would be 322 hours (equivalent to one 7-hour day per working week). The rules do not stipulate how this time should be spread out.

What constitutes “off-the-job learning”?

Next, we must ascertain just what is meant by “off-the-job learning”. Off-the-job learning is any learning which takes place outside of the normal, day-to-day working environment and actively contributes towards the achievement of an apprenticeship. The learning must be directly related to the relevant apprenticeship standard or framework and cannot include English or maths, or any training to acquire skills, knowledge or experience not required by the relevant standard or framework.

Off-the-job learning could include:

  • The teaching of relevant theory (college classes, online learning, manufacturer training, etc.);
  • Practical training (shadowing, mentoring, industry visits or attendance at competitions);
  • Learning support and time spent on assessments or assignments.

Off-the-job learning does not include:

  • English and maths (up to level 2), which is funded separately;
  • Progress reviews, or any assessment that may be required for the apprenticeship standard or framework;
  • Any training which takes place outside of the apprentice’s contracted hours.

Evidencing an apprentice’s off-the-job learning

Amongst other requirements listed in the apprenticeship funding rules, an employer’s evidence pack must contain:

  • Evidence to support the funding claimed, including information on how the 20% off-the-job learning will be quantified and subsequently delivered;
  • Details of the apprentice’s employment, including name of employer, contracted hours (including paid training and 20% off-the-job learning) and the total planned length of the apprenticeship.

How to make evidencing easier

For an employer, keeping on top of evidencing can be one of the most daunting parts of the apprenticeship funding process. The utilisation of apprenticeship software can be highly useful in storing important information, meaning that detailed records are kept of every apprentice’s activity and these can be referenced whenever necessary.

Rubitek Core

With Rubitek Core, an employer can track their apprentice’s progress, record timesheets and monitor how much time has been spent on off-the-job learning. This means, when evidence is required, it’s all at your fingertips. To find out more about how Rubitek could help your business make the most of its apprenticeships, book a free demo of Rubitek Core today.

 

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