Employer and Apprentice Handbook 2020/2021 - York College
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Employer and Apprentice
Handbook 2020/2021
1
Welcome to York College Welcome to the start of your apprenticeship with York College. We are delighted that you have chosen our College for your training needs and we look forward to completing a successful learning programme with you. At the College we work hard to support the individual learning needs of each apprentice as well as the business needs of all our employers. We value the good communication links between employers, employees and college staff, which form a crucial part of supporting the apprentice and employer. If you have any suggestions for improvements to the services we provide, please do not hesitate to refer them to your named college contact. In the meantime, may I assure you of the Colleges continued support for this and any future training partnership. Lee Probert Chief Executive and Principal York College 2
Contents
Welcome 2 End Point Assessment for
Apprenticeship Standards (where
Introduction 4 18
applicable)
York College’s Responsibilities 5 E Portfolio - VQ Manager 18
College Induction 5 Safeguarding 18-19
Prevent 19
On-going Review Process and 5
Regular Feedback Radicalisation 20
The Assessment Process and End 6 British Values, Behaviours and 21
Point Assessment Welfare 21
E Portfolio - VQ Manager 6 Equality and Diversity 21
Functional Skills - English, Maths Health and Safety 21
and ICT 7-8
Adhere to York College Policies 21
Additional Learning Support 9 Where Appropriate
Safeguarding Policy 9
The Apprentice’s Responsibilities 22
Personal Development, Behaviour
and Welfare 10 College Induction 22
Health and Safety Policy 10 Attendance 22
Functional Skills 22
Equality and Diversity Policy 10-11
The Prevent Agenda - Prevention On-going Review Process and End 23
of Extremism 11 Point Assessmen
Anti-bullying Policy 11 E Portfolio - VQ Manager 23
Fitness to Study Policy 11 Additional Learning Support 24
Attendance Policy 12 British Values, Behaviours and
Welfare 24
Complaints Policy 12
Adhere to York College Policies 24
York College Policies 12 Where Appropriate
The Employer’s Responsibilities 13 Some useful Links and Information 26
Funding Rules 13 ACAS 26
Contract of Employment 14 Trade Union Membership 26
Apprenticeship Agreement 14 Education & Skills Funding 26
Off the Job Training - Time Off to Agency
Train During Work Hours 14 European Structural Investment 27
Minimum Wage 16 Fund (ESIF)
Workplace Induction 16 Employer Data Service and Blue 27
On-going Review Process 16-17 Sheep (EDS)
Unique learner Number 27
Absence from College Due to Illness 17
Support in the Workplace 17 National Union of Students (NUS) 27
Functional Skills 18 Parking at York College for Apprentices 28
3
Introduction This handbook is designed to help you understand your obligations and commitment to the apprenticeship and should be read in conjunction with the employer contract, commitment statement and the enrolment form. It gives an outline of the support you can expect from York College and the government requirements from the employer and apprentice during the programme and the ways in which we can work together. You will be allocated an assessor from the relevant curriculum area who will be your key contact and will work in partnership with you and support the progress of the apprentice to help them develop their skills, behaviours and knowledge. Make sure you take a note of the assessors contact details below in case you need to speak to them. The Business Development Unit serves as the support team for our employers, dealing with employer queries about advertising apprenticeship vacancies, recruit an apprentice service, employer contracts and incentives as well as opportunities for work placement students and commercial training. Business Development Unit: York College, Sim Balk Lane, York, YO23 2BB Business Development Admin Team: Tel: 01904 770368 email: businessdevelopment@yorkcollege.ac.uk Main Reception: Tel: 01904 770200 Work Based Assessor– Contact Details Name: ……………………………………………………………………………………… Telephone number: ………………………………………………………………………. Email: ……………………………………………………………………………………… 4
York College’s Responsibilities:
York College commit to provide delivery of training through a variety of appropriate
methods and support and guidance for all apprentices’ and employers.
To provide a contractual agreement for the employer alongside the enrolment form and the
Commitment Statement.
To provide information of the programme content, components and schedule of training
including the End Point Assessment for apprenticeship standards being delivered.
It is important that, right from the beginning of the learning programme, the apprentice,
employer and provider collaborate to agree what is being set out to achieve, how to get
there and how long it should take.
College Induction
At the start of the apprenticeship programme, a College induction will take place which will
help the apprentice to understand the programme requirements, resources and facilities
as well as cover health and safety procedures, safeguarding, prevent duties, British values,
welfare and behaviours.
On-going Review Process and Regular Feedback
Regular progress reviews will take place throughout the programme to ensure that the
apprentice is progressing well and the programme is working for everyone involved. The
work-based assessor will visit the workplace no more than 10 weeks apart. The visits will be
planned in advance at a time convenient to the employer and apprentices’ work activities.
The three-way meeting with the employer, assessor and apprentice will focus on progress
and how all parties can support the apprentice. It is often also an opportunity for the
assessor to carry out observations and assessments in the workplace. Everyone will have
the opportunity to contribute to these discussions, to give and receive feedback and to
create an action plan with targets to follow until the next review. All of this will be will be
recorded and used to identify any additional training needs and any necessary changes that
may be required. At each review the assessor will check welfare and safeguarding activities
and signpost to our HSW or safeguarding team if the employer or apprentice needs further
information or support.
5
The Assessment Process and End Point Assessment Assessment is a method of capturing evidence which will show that the apprentice is competent in the different aspects of the job and can demonstrate that they have the ability to perform a wide variety of tasks to a required standard every time. An apprenticeship framework requires assessments to be carried out throughout the programme-formative and summative. This will be carried out by the assessor in the workplace with the support of the employer and apprentice. An apprenticeship standard requires an end point assessment (summative) at the end of the programme whenever the apprentice, tutor/assessor and employer think they are ready. The purpose of the end point assessment (EPA) is to test that an apprentice is fully capable of doing their job before they receive their apprenticeship certificate. It also helps to demonstrate what an apprentice has learned can be applied in the real world. Assessors will be expected to carry out formative assessment ongoing to check learning and help determine where further guidance is required to help the apprentice prior to the end point assessment. End point assessment will be arranged by the college staff as agreed with the employer and apprentice: see list of end point assessment organisations www.gov.uk/guidance/register-of- end-point-assessment-organisations. On achievement of the end point assessment the institute for apprentices (IFA) will issue the apprenticeship certificate to the employer. E portfolio - VQ Manager York College use VQ Manager as the E-Portfolio for the delivery of apprenticeships. It stores evidence and maps them against the apprenticeship standard/framework structure. Both the apprentice and employer will be given access to the E portfolio with support from their key contact the assessor: • As soon as the apprentice has been enrolled onto the system and received a welcome e-mail they will have access to view their commitment statement, the employer and apprentice handbook, and will be expected to upload evidence and log the ‘off the job training’ hours on here. As part of the progress review meetings there will be discussions about the progress of evidence on VQ and the completed progress reviews will also be on here to view. • The employer will be sent a welcome e-mail and will have ‘view only’ access to the apprentice’s commitment statement, the employer and apprentice handbook as well as progress and the completed progress reviews. It is important we have the right employer contacts on VQ manager so let the assessor know who to include so we get the right person and they are able to support the progress of the apprentice. 6
Functional Skills- English, Maths and ICT
As part of an apprenticeship program there may be a requirement to continue studying
English, maths and ICT at an appropriate level. This level is determined by the apprenticeship
framework or standards. The decision is based on the learners GCSE result that can be
evidenced from a certificate or the Government Learning Record Service. Any grade from
A* to C would exempt a learner or a grade from 9 through to 4 under the new examination
grades (From 2017).
Apprentices who have gained an OCR qualification in ICT will not be exempt from ICT
Functional Skills. Only a GCSE A*-C qualification in this subject will be allowed.
Any apprentices who do not have these grades will be required to pass a Functional Skills
exam in the relevant subject. For example, an apprentice with a C grade in English but a
D grade in maths would be required to study Functional Skills maths. There would be no
requirement for further English study. Similarly, an apprentice with a Grade 2 in English and a
grade 3 in maths would need to continue studying both subjects as Functional Skills.
All three subjects involve a summative exam which is marked externally. This can be sat at
various times throughout the year. English also has a Speaking & Listening requirement
which is assessed in College. The exams are simply pass or fail, there is no further grading.
The provision at York College involves dedicated courses for each Functional Skill required.
This would be delivered within a group of learners at a similar grade on entry (GCSE result).
The courses run all through the academic year and are either 4- or 5-day courses for level 2
maths and English, 2 days for ICT (level 1 and 2). Level 1 maths and English are delivered over
two weeks, 4 days in week 1 and 3 days in week 2.
7Functional Skills courses are in addition to the apprentice’s main program and will be agreed at the start of the apprenticeship program. Booking onto the relevant courses will be flexible as they occur on different weeks throughout the academic year. Apprentices will be required to attend at least one of the relevant courses for each Functional Skill. There will be re-sit opportunities throughout the year if necessary. These will be arranged and coordinated through the student’s on-site assessor. All employers will receive a letter detailing when we would like their student to attend. The intensive delivery will be monitored with an end test at the end of each day of the course. These are designed to check learning and give all apprentices valuable feedback as to where they need to focus. All will be encouraged to take their learning pack home with them at the end of each day in order to facilitate their learning. All resources used and additional practice assessment material will be available online through our VLE. • We will give employers as much notice as possible of when we will expect apprentices to attend for their course. • High quality teaching and learning material made available to all apprentices via the College VLE. • Apprentices will be given timely feedback on their performance throughout and indication of areas where they need to improve. • Employers will be given feedback on the performance of their apprentices through their assessor. • Exam results will be given no later than 4 weeks after the exam date, direct to the Assessor. • Any apprentices requiring a re-sit will be given the opportunity to do so at an agreed time following on from further skill development in the areas requiring improvement or further study. • Assessors for each individual apprentice will be available to provide answers to any queries that you may have regarding Functional Skills. • The College’s intention is to support apprentices to achieve in their first year so there is less impact on business as the apprentice progresses and is able to contribute more in the workplace to the day to day activities of the business. Functional Skills are part of an Apprentices programme where appropriate and as such, by recruiting an apprentice, the employer is agreeing to release the apprentice from work to complete their Functional Skills. If an employer fails to release their apprentice, the College reserves the right to charge the employer for the full cost of the training programme. 8
Additional Learning Support
If an apprentice has identified a learning disability or difficulty as part of the
application/ enrolment process they are entitled to additional support to help them
achieve.
This might include help with numeracy/literacy or functional skills, portfolio building,
technical help or anything else that may be needed to help them succeed.
Whilst support will naturally be given by tutors, assessors and other staff, should they feel
they need it, apprentices’ can ask for and access additional support at any point in the
application process or during their programme. The application form and enrolment forms
give the apprentice the opportunity to acknowledge whether they have learning difficulties
or disabilities and if they would like support so that the college can follow up any support
needs identified.
Even if the apprentice does not want support at the start of the programme this can be
changed at a later date if felt necessary through discussions with the college staff, and
employer.
For more information or to talk to someone about support at any time during the
programme, please contact:
Learning Support email SJackson@yorkcollege.ac.uk
Safeguarding Policy
York College staff are fully briefed about their responsibilities with regard to safeguarding
and trained in the signs to watch out for which might indicate that young people are in
danger. The safeguarding of young people and vulnerable adults is fully embraced by all York
College staff and underpins the College’s values. Safeguarding revolves around the process
of taking action to protect children and vulnerable adults from harm.
A safeguarding issue is a serious risk of abuse, or of any other event that is likely to cause
significant harm.
Where these matters do present themselves, York College has a duty to take steps to protect
the individual, and will do so professionally using specially trained staff both inside and
outside college. This duty covers young people up to the age of 18 as well as adults who may
be vulnerable because of their situation. We believe that all students and staff have the right
to study and work in an environment which is free from abuse (physical, sexual, emotional
and financial), neglect, violence, or any other harm.
9Personal Development, Behaviour and welfare As part of the College’s duty of care a tutorial programme for apprentices has been put in place to help develop knowledge and understanding and allow apprentices to make the right decisions in the world of work as well as their social life. Wide ranging discussions with the apprentice and employer will take place with regard to the following points, covered throughout the apprenticeship as part of the review process with the assessor: • General welfare • Equality – Diversity –feeling safe at work and in college • Employee’s rights and responsibilities – working with others productively • Behaviours in the workplace, College and wider community • Prevent of Radicalisation – Bullying – Online safety • Keeping fit and healthy-mentally and physically • Prevent strategy, British and College values The discussions should be led by the apprentice, with appropriate questioning to challenge views and prompt deeper understanding. Health and Safety Policy Everyone in the College or on College activities; staff, students, contractors and members of the public is responsible for their own health and safety and that of others. They must act responsibly at all times and if they have any concerns about health and safety they must raise them immediately with whoever is in control of the activity. The College will support employers through the health and safety vetting process to ensure apprentices are working in a safe environment and this will be discussed as part of the review process with the assessor as part of the review meetings. At all times, it is the responsibility of the apprentice to follow the relevant Health and Safety policy (York College’s and the employer’s). If the employer, the apprentice or the College has any concerns about health and safety or requires support, please contact the York College Health and Safety Welfare (HSW) team on 01904 770475 for further information or advice. Equality and Diversity Policy York College is committed to equality of opportunity. The aim is to create an environment in which people treat each other with mutual respect, regardless of: age, disability, family responsibility, marital status, race, colour, ethnicity, nationality, religion or belief, gender, gender identity, transgender, sexual orientation, trade union activity or unrelated criminal convictions. 10
The College’s Equality and Diversity Policy covers all members of the College community.
In ensuring that this policy is fully effective and that all College employees and students
are fully committed to it, the College undertakes to work locally in partnership with the
recognised trade unions, with work-based learning employers, with employees and students
in general, in its development and implementation. It is the responsibility of all staff and
students to uphold the College policy on equality.
The Prevent Agenda -Prevention of Extremism:
York College has a legal duty to have “due regard to the need to prevent people from being
drawn in to terrorism”. In carrying out this duty the College endeavours to:
• Safeguard staff and students against being radicalised.
• Seek to create a safe environment for the entire College community.
• To work with a wide range of sectors where there are risks of radicalisation which needs to
be addressed, including education, criminal justice, faith, charities, the Internet and health.
If an employer has concerns about an apprentice, they should inform their college contact
who will then ensure that the College policy is adhered to.
Anti-bullying Policy
The policy is intended to show that at York College bullying is taken very seriously and
apprentices and employers should be assured that they will be supported when bullying
is reported. Bullying will not be tolerated. This applies to all students at York College and
extends to the workplace, in the case of apprentices.
If an employer is concerned that an apprentice is being bullied either at work or in College,
the employer should report it immediately to the apprentices’ assessor. This will then be
managed by the College, following the full policy.
Fitness to Study Policy
The College recognises the importance of students’ health and wellbeing in relation to their
academic progress and College experience. Apprentices are expected to take a proactive
part in the process, by [wherever possible] managing their own health and wellbeing
and engaging with any support, in order to fulfil their academic potential. There may be
occasions where the health or wellbeing of an apprentice deteriorates to the point where
it raises questions about their fitness to continue their studies further, in implementing this
policy discussions will be held and decisions will be made to determine the appropriateness
of the apprentice continuing their studies* at the College. * = at that time.
If an employer has concerns about an apprentice’s health or mental well-being, they should
in the first instance contact the assessor to discuss their concerns. The assessor will then, if
appropriate implement the College’s policy.
11Attendance Policy All apprentices, are expected to attend 100% of the time (unless prior agreement has been made with the Assessor / Tutor / Employer). This is known as an ‘authorised absence’. This policy applies to all aspects of an apprentices’ programme i.e. their main qualification(s), English and maths qualifications as appropriate. Apprentices failing to attend college may put their achievement of the apprenticeship in jeopardy. If an apprentice is not required to attend the College based parts of the apprenticeship, it is expected that the employer’s own attendance policy will be followed, as with any other employee. Complaints Policy York College welcomes your feedback whether it is a complaint or compliment. All your complaints are taken seriously and the College acts appropriately whenever they are received. The College takes the view that a complaint is an opportunity to improve our level of service. When a complaint or compliment is received it is forwarded to the Quality Improvement (QI) administration team for recording and disseminating as appropriate. All complaints are dealt with as quickly as possible, ensuring all information is available for an informed decision. A formal complaint will always be investigated and for that reason a detailed record of your complaint and its nature will be recorded. The Quality Improvement Team monitor the types of complaints carefully and prepare reports for the Senior Management Team that indicate the numbers of complaints and the category of complainant (by age, gender, course and whether from a student/parent/visitor) so as to identify emerging trends and patterns. York College Policies and Documents Full versions of all York College documents and policies are available on the York College website and intranet: www.yorkcollege.ac.uk/about-us/policies-and-procedures Then search for the following polices: Attendance, Student charter, Code of Conduct, Health and Safety, Equality and Diversity, Safeguarding, Anti bullying, The Prevent Strategy, British and College values for employers and apprentices, Fitness to study, Complaints. 12
The Employer’s Responsibilities
To secure an efficient working relationship with the training provider and to protect the
interests of the apprentice.
Funding Rules
Comply with the funding rules as per the government website as well as the information in
this guidance https://www.gov.uk/guidance/apprenticeship-funding-rules
Provide information which the training provider requires in order for the training provider to
comply with the funding rules, including:
• Each Apprentice’s eligibility for apprenticeship funding.
• Eligibility for 16-18-year-old incentive payments (if applicable) the average number of
employees employed by the employer.
• The address or addresses where the Apprentice shall be carrying out their working hours.
• The name of a mentor in the workplace who will support the apprentice through their
programme.
13Contract of Employment Provide a contract of employment which is long enough for the apprentice to complete the apprenticeship successfully. Register as an employer and operate PAYE on the income of directors even if there are no other employees. The Apprentice must be employed for a minimum of 30 hours per week and training both on and off the job is included in those hours of employment. For guidance about contracts and written statement look at the following website: www.gov.uk/employment-contracts-and-conditions/written-statement- of-employment-particulars Apprenticeship Agreement The employer must provide evidence that the apprentice has an apprenticeship agreement with them at the start of, and throughout, their apprenticeship. The assessor will help you to complete this process alongside the commitment statement. This agreement must be signed by the apprentice and the employer at the start of the apprenticeship. See web link to apprenticeship agreement: www.gov.uk/government/publications/apprenticeship-agreement-template Support Off the Job Training - Time off to Train During Work Hours OTJT is training received by the apprentice, during the apprentice’s paid hours, in college and in the workplace, for the purpose of achieving their apprenticeship and should be a minimum of 20% of their contracted working hours. It must be directly relevant to the apprenticeship framework or standard, teaching new knowledge, skills and behaviours required to reach competence in the particular occupation and can include the following: • The teaching of theory (for example, lectures, role playing, simulation exercises, online learning, and manufacturer training) • Skills training: shadowing, mentoring, industry visits, and attendance at competitions • Learning support and time spent writing assessments/assignments 14
15
Minimum Wage The employer is committed to pay the apprentice’s wage at the minimum consistent with the law for the time they are in work and in off-the-job training. However, York College do encourage employers to pay above the apprenticeship minimum wage. The cost of the apprentice’s wages must be met by the employer. Guidance can be found on the national minimum wage website www.gov.uk Workplace Induction The employer should carry out an induction to the workplace at the earliest opportunity so that the apprentice has a clear understanding of the work place and what is expected of them. As a guide, after a workplace induction everyone involved should know and understand the following: • Nature of the business – what products or services are involved and who the customers are. • How to get around the workplace – where important places are located, including toilets and canteen facilities, the First Aid box, etc. • Who the workplace supervisor and other important staff are. • Contract details, rights and responsibilities, hours of work – including breaks etc. • What to do in the event of absence for illness or other reasons (at work and College). • Health and safety requirements – including highlighting safety hazards, protective clothing requirements, accident reporting procedures and First Aid procedures. • Employer’s and Employee’s responsibilities for safety. • What to do if there is a problem at work, and which member of staff to contact. • Notify York College of any accidents involving the apprentice. For further information and advice regarding health and safety contact the Health and Safety team on HSW@yorkcollege.ac.uk. On-going Review Process As part of their commitment to support the apprentice, the employer should participate in the review process, as well as the apprentice and allow the training provider and its staff to carry out regular progress reviews and assessments in the workplace, to support guide and encourage all parties through the programme. In addition, allow auditors, contractors 16
or agents, access to the apprentice, the employer’s premises and any relevant records or
documents, including health and safety records and the company’s liability insurance, to
allow the training provider to comply with their obligations under this agreement. Such
access shall be as reasonably agreed between the parties with reasonable notice from the
training provider.
Absence from College Due to Illness
Ensure the apprentice or employer Inform York College of any absences as they occur and
this is recorded at each review meeting so confirmation of attendance can be agreed and all
parties are aware of any absence concerns.
Support in the Workplace
The apprentice must have appropriate support from within the organisation to carry out
their job role and develop their knowledge, skills and behaviours to the satisfaction of the
apprenticeship programmes requirements.
York College recommends that new employees are appointed an employer’s representative
acting as a mentor to support them in the workplace and throughout their programme.
Apprentices often make much better progress if a member of staff in the workplace is
identified as a mentor for them. This can be someone they are working closely with and who
is familiar with the role they are carrying out.
Most people will learn better if they have the guidance and help of a mentor throughout the
learning process. Essentially the mentor serves as a role model, someone who can provide
support to an individual and with whom they can discuss their career plans.
What does a mentor do?
The mentor can play a crucial part in the development of the apprentice: for example, by
sharing information, explaining systems and practices, clarifying goals, checking progress
and giving support where needed. The mentor is someone who can demonstrate by
example.
Why is the role of the mentor so important?
Having a mentor or role model is a useful thing at any stage in a person’s career, but
particularly in times of rapid development or major change. Mentors are people who will
listen, challenge and help apprentices review their progress in order to encourage them
to make the most of their opportunities and progress in their careers. Mentors may have
completely different backgrounds from those of the people they are helping.
17Functional Skills Functional Skills are part of an Apprentice programme and as such, by recruiting an apprentice, the employer is agreeing to release the apprentice from work to complete their Functional Skills. If an employer fails to release their apprentice, the College reserves the right to charge the employer for the full cost of the training programme. See page 7 for detail of Functional Skills delivered by York College. End Point Assessment for Apprenticeship Standards Cooperate in good faith with the training provider to arrange for any necessary end-point assessment and allow the apprentice to attend and enable the successful delivery and completion of each apprenticeship. Provide payment for end-point assessment resits required by the approved apprenticeship standard. E portfolio - VQ Manager York College use VQ Manager as the E-Portfolio for the delivery of apprenticeships. It stores evidence and maps them against the apprenticeship standard/framework structure. Both the apprentice and employer will be given access to the E portfolio with support from their key contact the assessor: • As soon as the apprentice has been enrolled onto the system and received a welcome e-mail they will have access to view their commitment statement, the employer and apprentice handbook, and will be expected to upload evidence and log the ‘off the job training’ hours on here. As part of the progress review meetings there will be discussions about the progress of evidence on VQ and the completed progress reviews will also be on here to view. • The employer will be sent a welcome e-mail and will have ‘view only’ access to the apprentice’s commitment statement, the employer and apprentice handbook as well as progress and the completed progress reviews. It is important we have the right employer contacts on VQ manager so let the assessor know who to include so we get the right person and they are able to support the progress of the apprentice. Safeguarding York College takes its responsibilities towards Apprenticeships very seriously and encourages the employer to develop their knowledge to support protecting the Apprentice from a safeguarding perspective. 18
To protect and safeguard the welfare of their apprentice:
• Create a safe environment for the apprentice.
• Ensure that all staff have the appropriate DBS checks (where relevant).
• Fully brief all staff who are working with the apprentice about their responsibilities with
regard to safeguarding.
• Refer any concerns disclosed by apprentices to the key contact at York College at the
earliest opportunity.
What is Safeguarding?
Safeguarding and promoting the welfare of children is defined as: protecting children from
maltreatment; preventing impairment of children’s health or development; ensuring that
children grow up in circumstances consistent with the provision of safe and effective care;
and taking action to enable all children to have the best outcomes. At the heart of Prevent
is safeguarding children and adults and providing early intervention to protect and divert
people away from being drawn into terrorist activity. Children includes everyone under the
age of 18.
Prevent
What is the Prevent Duty? Section 26 of the Counter-Terrorism and Security Act 2015 places a
duty on certain bodies, to have ‘due regard to the need to prevent people from being drawn
into terrorism’. These statutory bodies include: Education, Health, Social Care and Police.
Employers have a responsibility to:
• Suitably protect apprentices from the risks associated with radicalisation and extremism.
• If an employer has concerns that their apprentice is being drawn into extremism, they
should inform their college contact who will then ensure that support is provided and the
college policy is adhered to.
What is Extremism?
The government has defined extremism in the Prevent Duty as: ‘vocal or active opposition
to fundamental British values. This also includes calls for the death of members of the British
armed forces. Extremism and radicalisation might include; violent Islamist groups, the
extreme right wing and other causes.
19Radicalisation The process by which a person comes to support terrorism and/or extremist ideologies. To help protect your apprentice(s) from the risks associated with radicalisation and extremism we have attached a link with a training activity for you and your apprentice to carry out. Please go to this link: http://course.ncalt.com/Channel_General_Awareness/01/index The activity will take you around 25 minutes, at the end of which you can print a certificate of completion and display this in your business. We are hopeful this training will be useful in raising your awareness of some of the issues faced by young people. What next? There is no single way of identifying who is likely to be vulnerable to being drawn into terrorism. Factors that may have a bearing on someone becoming vulnerable may include: • Loneliness or isolation leading to negative influence from other people or via the internet. • Drugs, gangs, violence and crime against them or their involvement in crime, e.g. race/hate crime, anti-social behaviour etc. • Family tensions and breakdown, poverty, homelessness and lack of self-esteem. • Personal or political grievances or recent political or religious conversion. • Sexual exploitation, physical or mental abuse. Encourage dialogue with each other as well as colleagues within the business to identify if there is anything you should be concerned about. Be alert to any changes in your Apprentices’ behaviour, that in your professional opinion gives you cause for concern. Report safeguarding or prevent concerns involving an apprentice to your assessor at the earliest opportunity. 20
British Values, Behaviours and Welfare
What are British Values?
British values are defined as democracy, the rule of law, individual liberty and mutual respect
and tolerance for those with different faiths and beliefs. York College encourages all students
and staff to respect other people with particular regard to the protected characteristics set
out in the Equality Act 2010 -see link www.gov.uk/guidance/equality-act-2010-guidance.
Employers are expected to support apprentices in their development in relation to British
Values, Behaviours and Welfare. British values are defined as Democracy, The Rule of Law,
Individual Liberty and Tolerance and Respect.
Equality and Diversity
York College is committed to equality of opportunity. The aim is to create an environment
in which people treat each other with mutual respect, regardless of: age, disability, family
responsibility, marital status, race, colour, ethnicity, nationality, religion or belief, gender,
gender identity, transgender, sexual orientation, trade union activity or unrelated criminal
convictions.
Employers are expected to act in line with the College’s policy, to support and encourage
their apprentices in their own development and understanding of equality and diversity
within the workplace, at college and during reviews. It is the responsibility of all staff and
students to uphold the College policy on equality.
Health and Safety
It is the duty of the employer to provide a safe working environment, to be aware of their
responsibilities under the Health and Safety at Work Etc. Act. and make sure the apprentice
receives adequate health and safety training. Some of this will take place during induction
whilst other aspects of health and safety will be ongoing (see ‘workplace induction’ for
further detail).
Adhere to York College Policies Where Appropriate
Full versions of all York College documents and policies are available on the York College
website:www.yorkcollege.ac.uk/about-us/policies-and-procedures
Then search for the following policies; Attendance, Student charter, Code of Conduct, Health
and Safety, Equality and Diversity, Safeguarding, Anti bullying, The Prevent Strategy, British
and College values for employers and apprentices, Fitness to study, Complaints.
21The Apprentice’s responsibilities Contract The apprentice should agree contractual arrangements with the employer, be paid as per PAYE regulations and have a clear understanding of their employee rights and responsibilities as well as the apprentice programme. College Induction Apprentices are expected to partake in the college and employer workplace inductions to ensure that they have a clear understanding of their responsibilities and requirements for the achievement of the apprenticeship programme as well as their job role. Any queries should be directed to the employer or college contact. All apprentices should follow the student charter and code of conduct. Attendance Attendance at college or planned online delivery is classed as a normal working day and is paid by the employer as part of their contracted hours. Apprentices are expected to attend college where required, including any functional skills required, be on time and ready to study for lessons with the required resources i.e. pens, paper, PPE etc. and any homework completed that has previously been set. If an apprentice is unable to attend due to illness they must inform their employer, as per the employer’s absence policy, as well as inform the college assessor or tutor on the day of illness before the start of the day. Functional skills - Expectations of Apprentices The Functional Skills sessions will run with a maximum of 12 apprentices in each group. Apprentices will be informed of the dates by letter from the college to the employer and a reminder from the assessor. It is important that the apprentice arrives on the correct day for each session. If an apprentice is sick and unable to attend they MUST inform the college and their employer immediately. Attend all sessions timetabled. Failure to attend a session will result in the apprentice being withdrawn from that particular course. Attendance will be required on another date. Punctuality is essential as time is limited for delivery. During the course, apprentices will need to be engaged and motivated. 22
All apprentices will need a note pad (lined) and pens.
To behave in line with York College policy. Any disruption to sessions or poor behaviour will
result in the apprentice being removed from the course, sent back to work and the employer
informed.
On-going Review Process and Regular Feedback
Regular progress reviews will take place throughout the programme to ensure that the
apprentice is progressing well and that the programme is working for everyone involved. The
work-based assessor will visit the workplace no more than 10 weeks apart. The visits will be
planned in advance at a time convenient to the employer and apprentices work activities.
The apprentice is expected to be prepared for these meetings and to have completed any
work or actions set at the previous review.
The Assessment Process and End Point Assessment
The assessment process will be explained to the apprentice as part of the assessment
planning at the beginning of the programme and they are expected to co-operate in good
faith with the training provider to arrange any necessary end-point assessment.
E portfolio - VQ Manager
York College use VQ Manager as the E-Portfolio for the delivery of apprenticeships. It stores
evidence and maps them against the apprenticeship standard/framework structure.
Both the apprentice and employer will be given access to the E portfolio with support from
their key contact the assessor:
• As soon as the apprentice has been enrolled onto the system and received a welcome
e-mail they will have access to view their commitment statement, the employer and
apprentice handbook, and will be expected to upload evidence and log the ‘off the job
training’ hours on here. As part of the progress review meetings there will be discussions
about the progress of evidence on VQ and the completed progress reviews will also be on
here to view.
• The employer will be sent a welcome e-mail and will have ‘view only’ access to the
apprentice’s commitment statement, the employer and apprentice handbook as well as
progress and the completed progress reviews.
It is important we have the right employer contacts on VQ manager so let the assessor know
who to include so we get the right person and they are able to support the progress of the
apprentice.
23Additional Learning Support Whilst support will naturally be given by tutors, assessors and other staff, should they feel they need it, apprentices can ask for and access additional support at any point during their programme. The application form and enrolment forms give the apprentice the opportunity to acknowledge whether they have learning difficulties or disabilities and if they would like support so that the college can follow up any support needs identified. Even if the apprentice does not want support at the start of the programme this can be changed at a later date if felt necessary through discussions with the college staff, apprentice and employer. For more information or to talk to someone about support at any time during the programme, please contact any of the following: • Tutor • Work Based Assessor • Learning Support email SJackson@yorkcollege.ac.uk British Values, Behaviours and Welfare Apprentices are expected to take a proactive part in managing their own health and wellbeing and engaging with any support, in order to fulfil their academic potential. Apprentices are also expected to take a proactive role in their understanding of British Values, Equality and Diversity and Health and Safety while at college, at work and during the reviews carried out in the workplace. British values are defined as Democracy, The Rule of Law, Individual Liberty and Tolerance and Respect. Health and Safety Apprentices have a duty of care both in College and at work to make sure they are working safely and receive adequate health and safety training within the workplace and college- if unsure they should ask their employer and/or assessor. Adhere to York College policies where appropriate Apprentices are responsible for making sure they are informed in the following areas in relation to their work place as well as the college environment. Guidance can be sought from college tutors or any key contact such as the assessor. Full versions of all York College documents and policies are available on the York College website: www.yorkcollege.ac.uk Then search for the following policies; Attendance, Student charter, Code of Conduct, Health and Safety, Equality and Diversity, Safeguarding, Anti bullying, The Prevent Strategy, British and College values for employers and apprentices, Fitness to study, Complaints. 24
25
Some Useful Links and information ACAS (Advisory, Conciliation and Arbitration Service) Aims to improve organisations and working life through better employment relations. Provides up-to-date information, independent advice, high quality training and works with Employers and employees to solve problems and improve performance. www.acas.org.uk. Further Guidance Education and Skills Funding Agency (ESFA) The ESFA provides the funding for the learning programme, although some finance may also come from European Union funding. The ESFA funds the College’s delivery of the learning programme and is also responsible for checking that the programme is effective and meets their quality standards. www.gov.uk/government/organisations/education-and-skills- funding-agency. For government services, information and the Government Equalities Office. No matter how large or small the company is, good working relationships with all employees should be strived for - it’s just good business practice! www.gov.uk. Trade Union Membership Some apprentices may wish to follow the work arrangements for trade union membership and would be free to join the trade union for which they are eligible under trade union rules. European Structural Investment Fund (ESIF) In 2013 the Government invited Local Enterprise Partnerships (LEPs) across England to submit a strategy for using ESF, ERDF and EAFRD known as a European Structural and Investment Funds (ESIF) strategy, for the 2014-20 programme periods. Funding may become available for Employers depending upon the local regional employment needs and should be aware of the government contribution as this may be needed for state aid purpose. www.gov.uk/european-structural-investment-funds 26
National Careers Service
Website: nationalcareersservice.direct.gov.uk/Pages/Home.aspx
Aims to help with careers decisions and planning. Registration is free and only takes a few
minutes. The NCS can help with some quick course information or an in-depth careers
interview.
Telephone Number: 0800 100 900. Lines are open 8am – 10pm seven days a week.
Employer Data Service and Blue Sheep (EDS)
The government uses a database called the Employer Data Service (EDS) to help them
monitor training provision against specific sector targets and track employment data by
sector. This database holds basic information about each company, such as the postal
address, phone numbers, main contact name and number of employees. It also assigns
to each Employer a unique reference number, which is now required for all companies
accessing training funded by the government. As soon as we are aware that one of our
students is working for a particular company, we check to ensure that this Employer record
exists and is up to date. We are assisted in this task by an organisation called Blue Sheep, who
contact companies to verify their details, usually by telephone. It is very important that these
checks take place, so we would like to ask that Employers provide any necessary information
to Blue Sheep. Without this validation, we are unable to fund the employee’s training and will
either charge a full cost fee or cancel the enrolment.
Unique Learner Number
The government assigns a unique reference number to all students in the country. The
intention is for students and training providers to be able to use the number to access details
of prior education and training which might otherwise be forgotten or lost. York College will
look up this number based on the information provided on the student’s enrolment form,
but we may sometimes need additional details, such as a previous postcode, in order to
match up our data with the correct record in the government’s database. If this is the case,
one of our administrators will contact the student by telephone or e-mail to ask them to
confirm the information held on file.
National Union of Students (NUS)
The Nation Union of Students is a voluntary membership organization which makes a real
difference to the lives of the students and its member students’ unions.
They are a confederation of 600 students’ unions, amounting to more than 95% of all higher
and further education unions in the UK. Through their member students’ unions, they
represent the interests of more than seven million students.
Students at York College are entitled to hundreds of discounts exclusively for students from
just £12. The NUS extra card gives you amazing discounts.
To apply just log onto www.nus. org.uk/ and then click on register.
27Parking at York College for Apprentices • York College is a ‘permit only’ site. • We ask you, wherever possible, to travel to College by bus, cycle or walking. • If you use your own car you must obtain and display a valid parking permit. • You must have held your driving licence for a minimum of 12 months. • Complete an application form (available from the Estates office) • Please read the most up to date information on our website regarding parking: www.yorkcollege.ac.uk/contact-us/157-maps-and-directions 28
Business Development Unit
York College, Sim Balk Lane, York, YO23 2BB
Tel: 01904 770368 W: www.yorkcollege.ac.uk
E-mail: businessdevelopment@yorkcollege.ac.uk
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