HTP EMPLOYER HUB:
APPRENTICESHIPS

Your Apprenticeship Service account

The Apprenticeship Service is a government online service which will allow you to set up and manage your Apprenticeships.

All Apprenticeships in England must be managed through the Apprenticeship Service and you will need to set up an account in order to use the service.

Why you need an account

By creating an Apprenticeship Service account, you’ll be able to:

• Access and manage Apprenticeship funding
• Set up and approve apprentices
• Advertise roles on the ‘Find an Apprenticeship’ service
• Approve training costs
• Check payments to training providers
• Give training providers permission to carry out some tasks on your behalf
• Give feedback on Apprenticeship training

How to create an account

To create an account, you will need:

• An email address
• Permission to add your PAYE schemes to the account
• Permission to accept the employer agreement on behalf of your organisation

You will also need either the Government Gateway login for your organisation, or your accounts office reference number (AORN) and employer PAYE scheme reference number

You can create an account by using this link

  Want to know more about the Apprenticeship Service? See our selection of video information guides

Initial Assessment and Recognition of Prior Learning

Before an apprentice starts, HTP Apprenticeship College will work with you and the apprentice to assess relevant prior learning they may have.

Prior to the start of Training, HTP will:

• Carry out free organisational/training needs analysis and labour market research to identify training requirements
• Provide initial advice and guidance on the range of services available
• Refer you to alternative provision if HTP Apprenticeship College is unable to meet your requirements
• Design and deliver bespoke, flexible training to meet the needs of your business and individual learners
• Discuss requirements and resources for learners, including additional support needs

Existing knowledge could mean less time spent training

If the initial assessment shows that the apprentice is already competent in any area of the apprenticeship, then they should not have to do this part of the training. After reductions have been agreed, the practical training period must be at least 12 months in length.

Negotiating price based on reductions in training

Any reduction in training due to Recognition of Prior Learning (RPL) will be assessed through a skill scan will be carried out as part of the initial assessment and this will form part of the justification for a reduction in the negotiated price.

How can you help?

Each party has a role in the initial assessment. As an employer you should:

• Help identify areas of the job role that the apprentice might be competent in
• Highlight areas in which you believe the apprentice requires more training
• Support the apprentice with evidence of their competence, if applicable

Induction and Planning Training

At the start of training, HTP will provide a comprehensive induction programme to explain essential information to you and your apprentices​​​​​​​. We will also provide the opportunity for you and your apprentices to discuss any issues and concerns prior to the commencement of the programme.

What to expect at the start of training

Once the initial assessment process has been completed and a start date has been agreed for the apprenticeship, an HTP representative will arrange to complete the initial documentation required with you and the apprentice. There are 3 key documents to be completed prior to the start of training:

• Employer Apprenticeship Contract
• Apprenticeship Agreement
• Apprenticeship Training Plan

Employer Apprenticeship Contract

The Employer Apprenticeship Contract is between HTP Apprenticeship College and the employer, and sets out the key requirements of the apprenticeship to ensure they are met, including:

• Contract Particulars – The Employer
• Contract Particulars – The Apprentice
• Roles and Responsibilities
• Initial Assessment and Prior Learning and Experience
• Training Requirements
• Recruit an Apprentice
• Apprenticeship Duration
• Off-Job Training
• Eligible and Ineligible Costs
• Apprenticeship Service, HMRC and PAYE
• Levy Payer Employer Obligations
• Non-Levy Payer Employer Obligations
• Apprenticeship Cost, Breakdown and Payment Schedule
• Definitions, Terms and Conditions
• Declaration, Confirmation and Signatures

​​​​Apprenticeship Agreement

An Apprenticeship Agreement is signed by the employer and apprentice before the start of the programme and outlines key details about the apprenticeship. It is a legal requirement and acts as a contract of employment between the apprentice and employer. This includes:

• Details of the apprentice and their job role / employment arrangements
• Key dates including start and end of the apprenticeship, and the practical training period
• The amount of Off-Job Training hours required
• The Standard connected to the apprenticeship

Apprenticeship Training Plan

The Apprenticeship Training Plan details the plan of training and expectations agreed between the apprentice, HTP Apprenticeship College and the employer, and additional information about the programme. It records the dedication of all parties towards the fulfilment of the apprenticeship programme. ​​​

To help you get the best from your learner and to develop their skills and knowledge, we will jointly plan a training programme that meets the needs of each learner and your needs as the employer. ​​​​​​​The plan will also include:

• ​​​​​A full breakdown of the programme aims including content and delivery
• Details of any prior learning and experience
• Details of additional learning support required
• The Off-Job Training requirements and a plan how to achieve this
• The appeals process
• The delivery plan including the components, start and completion target dates / schedules

Our Training Consultants

At the start of the training programme each apprentice will be allocated an HTP Apprenticeship College Training Consultant (TC) who will meet regularly with you and the apprentice in the workplace to discuss all aspects of the training programme.

Their role is to provide training, teaching and learning support to ensure the apprentice is developing the skills, knowledge and behaviours they need for their apprenticeship standard. The TC is also responsible for ensuring that the apprentice successfully completes their training in a timely manner.

At each meeting, the progress made, the teaching delivered, actions required and future targets will all be recorded. You will have the opportunity to add your comments to this record along with your signature.

If you, or your apprentice, encounter any problems during the training you should discuss these with the Training Consultant when you meet. Alternatively, you can contact them by telephone, email or text at any time.

Induction

The Training Consultant will arrange to carry out the programme induction and will arrange to meet with you and the apprentice.

HTP Apprenticeship College’s role is to:

• provide training programme induction for all apprentices
• explain about work-based training and the roles of those involved
• advise you on workplace induction and initial training
• explain how vocational qualifications are achieved
• explain to apprentices their employment rights and responsibilities
• check that apprentices have understood the information they have been given at induction
• provide apprentices with written copies of the induction information for future reference
• support you, the employer, at all times but especially in the early stages of each apprentice’s programme of training.

Your role as the Employer is to:

• show apprentices where everything is located in the workplace
• introduce them to their supervisor and work colleagues
• provide health and safety training in relation to the workplace
• explain your organisational policies and procedures
• inform apprentices of their conditions of employment
• provide apprentices with basic information about the job which they will be doing
• where possible provide the apprentice with a workplace mentor

Teaching, Learning and Off-Job Training

Having agreed the plan for the apprentice’s programme, we will work together to deliver the training to develop the skills they need and achieve their Apprenticeship Standard.

Teaching and Learning

Much of the training will take place in the workplace itself. Typically, this involves apprentices learning and developing apprenticeship-relevant skills by learning from their mentor.

Apprentices will also attend formal training sessions with HTP to develop their knowledge through individual training sessions or group training workshops.

HTP will take the lead in ensuring that together we will achieve the agreed plan of learning detailed in the Apprenticeship Training Plan. This will prepare the apprentice for their End Point Assessment.

HTP will provide access to online materials to help support the development of the apprentice.

Off-Job Training

‘Off-Job Training’ is a key part of all Apprenticeship programmes. But what exactly is it and how does it work? Here’s our quick guide to everything you need to know.

What’s the purpose of off-job training?

An Apprenticeship is all about upskilling the apprentice so that they develop the skills, knowledge and behaviour they need to be “occupationally competent” in their chosen area. Off-job training gives the apprentice the opportunity to take part in a variety of activities towards achieving their Apprenticeship.

Off-job training is a mandatory part of all Apprenticeship programmes. It requires commitment from both the employer and the apprentice.

How much training does my apprentice need to do?

To be eligible for government funding the apprentice must spend at least 20% of their normal working hours (capped at 30 hours per week for funding purposes only), over the planned duration of the apprenticeship practical period, completing off-the-job training. This means that the minimum requirement, for apprentices working 30 hours or more per week is an average of 6 hours of off-the-job training per week (i.e., 20% of 30 hours) over the planned duration.

Does that mean they’ll need to spend a lot of time away from the workplace?

This is a common misconception – the name ‘off-job’ might suggest that the apprentice will need to spend a lot of time away, but in reality, it’s not the case.

We can deliver flexible options – such as at the apprentice’s usual place of work, an external location, one of our campuses, or using online platforms.

What counts as off-job training?

We agree this with you when completing the Apprenticeship Training Plan.

The official definition from the government is that off-job training is ‘any learning which is undertaken outside of the normal day-to-day working environment, which leads towards the achievement of an Apprenticeship’.

Off-Job Training has to be ‘apprenticeship relevant’ and might include:​​​​​​

• Distance learning
• E-Learning
• Employer-led practical training
• One-to-one coaching
• Group training and workshops
• Research and reading study
• Assignment writing and projects
• Learning through shadowing
• Work experience
• Industry visits
• Revision

What doesn’t count as off-job training?

Off-job training doesn’t include:

• English and Maths (up to Level 2). If these are required, they will be funded separately, and we’ll work with you to plan the right approach
• Attending progress reviews or on-programme assessments needed for the apprenticeship
• Training that takes place outside of the apprentice’s paid working hours

Do I have to pay my apprentice for off-job training?

Yes. All off-job training should be planned and arranged during their normal working hours, and they must be paid for it. If an apprentice takes part in off-job training outside of their normal working hours (for example, an evening webinar), the employer must allow them to take the time back in lieu.

How do I record time spent on off-job training?

​​​​​​At the start of the apprenticeship, your Training Consultant will guide you through an Apprenticeship Training Plan. This outlines how the programme will be delivered, and how the off-job training sessions will be structured. It is the responsibility of the apprentice to regularly update their time log in their online portfolio to reflect time spent on off-job training with support from their Training Consultant.

Regular Progress Reviews

To ensure that the apprentice is getting the most out of their training programme and is progressing at an appropriate rate, their Training Consultant will meet with both you and the apprentice on a regular basis.

HTP Apprenticeship College’s role is to:

• Organise a schedule of regular progress meetings via the nominated supervisor / mentor/ manager
• Include the apprentice and workplace mentor in each meeting
• Identify and record progress made by the apprentice
• Identify additional training and support needs and update the Apprenticeship Training Plan accordingly
• Agree and record the actions and targets to be completed between meetings
• Make sure the apprentice and the workplace mentor are given a record of each meeting
• Agree a plan for the next meeting

Your role as the employer is to:

• Discuss with HTP how the apprentice is progressing in the workplace and provide feedback for the review
• Advise us of any concerns you have regarding the apprentice’s progress
• Attend apprentice progress meetings
• Confirm the Off-Job Training that has taken place
• Sign the review documentation
• Where appropriate, agree and confirm changes to the Apprenticeship Training Plan

END POINT ASSESSMENT

End-point assessment (EPA) is the final stage of an apprenticeship. It is an impartial assessment of whether your apprentice has developed the skills, knowledge and behaviours outlined in the Apprenticeship Standard.

What does End Point Assessment include?

Each apprenticeship includes an End-Point Assessment Plan which describes how the apprentice should be tested against the appropriate criteria, using suitable methods. For example, your apprentice may need to complete:

• A practical assessment
• An interview
• A project
• A written and/or multiple choice tests
• A presentation

As part of the induction and agreed Apprenticeship Training Plan, HTP will discuss the End Point Assessment requirements with you and your apprentice. We will also discuss the expected dates for the End Point Assessment to take place. A separate organisation known as the End Point Assessment Organisation (EPAO) will independently carry out the assessment process.

HTP will work with you and the apprentice to:

• Ensure your apprentice engages with their EPAO to understand what is expected of them
• Work with the training provider to develop mock assessments
• Discuss assessment preparation with your apprentice during review meetings
• Provide study leave and support for assignments
• Set out targets that are clearly linked to the assessment requirements
• Provide feedback on formative assignments
• Ensure that reasonable adjustments are put in place for the assessment, where agreed and required

After the Assessment:

If your apprentice successfully completes their apprenticeship and passes their assessment, they’ll be awarded with a certificate.

If your apprentice fails one of more components of the End Point Assessment, HTP will discuss with you and the apprentice what the retake options are and consider a supportive action plan that responds to the feedback provided by the End Point Assessment Organisation.