COVID-19 FAQs for employers of apprentices

Wherever we can, we will deliver training as part of the apprenticeships we run with you. As work-based learning programmes, apprenticeships need additional consideration in terms of their delivery during this time and the University are taking a regular review of how feasible it is for apprentices to stay on programme and meet the knowledge, skills and behaviours required of the apprenticeship standard.

It may mean some adjustments to assessments or learning which requires them to be on-site at work or on campus including practical competencies. The programme leader for each apprenticeship, and our Skills Team in Business Development will keep in touch with you about any significant changes.

Apprentices can continue to study as the University has replaced all face to face delivery with online learning. All the necessary learning materials will be on Canvas module sites. This may include online lectures and seminars, as well as pre-recorded lectures and notes. Live discussions and seminars may be provided through Microsoft Teams as this is integrated with Canvas.

All planned assessments have been evaluated by module teams to see what can go ahead unchanged by using technology, and what may have to change. For example, an individual or group presentation may still go ahead, but in a remote format. Alternatively, the presentation may be substituted by a different form of assessment. Unless it is a professional body requirement, all planned examinations must be converted to alternative forms of coursework assessment, ensuring that the learning outcomes can still be assessed. Module leaders will advise apprentices about this and any other changes to the assessment through their Canvas sites.

Yes, it is of vital importance that apprentices continue to feel supported by both the University and you throughout the apprenticeship, even at this difficult time. Employer Liaison Tutors can arrange remote meetings with you and your apprentices, using Skype or Microsoft Teams.

If apprentices feel that their personal circumstances are impacting their ability to engage with their studies, they have been reminded that they can speak with their employer liaison tutor or programme leader who will be happy to listen and advise.

In the apprentice section of these FAQs we have highlighted the main COVID-19 guidance for students. This has information on well-being and support, including guidance on how apprentices can look after themselves when studying at home.

Whilst an apprentice remains on programme, they are required to fulfil the 20% off the job learning requirement.  For some, working in different ways or on emergency projects associated with maintaining ‘business as usual’ during COVID-19 is another way in which they might acquire the knowledge and skills needed, alongside formal off the job learning which is met through studying on modules. Apprentices have been asked to continue to record off the job learning activity as usual.

The apprentices should continue to record all learning opportunities if applicable to their role. However, if this is not possible because the role has changed substantially, and they have to focus solely on the job, you may need to consider giving the apprentices a break-in-learning.

If you have apprentices who are nearing Gateway and due to undertake the End Point Assessment (EPA) during this period, then there needs to be discussion between you, the University, and the EPA organisation. We are working proactively to ensure that apprentices approaching EPA, can complete as planned and on time.

End Point Assessment organisations have adapted their approach to enable remote assessments of apprenticeships during the pandemic to ensure timely completion.

The term furlough refers to an employee who has had to take a leave of absence from their job, due to economic conditions affecting their employer. The UK Government recently announced plans to help companies severely affected by COVID-19, under the Job Retention Scheme. Some companies can furlough employees but still pay them a wage through the financial assistance offered by the Government. This provides employers with another option when reviewing the circumstances of their business.

The Government are covering 80% of salary costs up to £2500 per month for employers who use the scheme, and some employers will make up the remaining 20% so that furloughed workers still receive full pay.

• Employers must make use of the Job Retention Scheme to ensure that apprentices are paid at least the national minimum apprenticeship wage for any time spent on training, in order for the apprentice to continue with their training whilst furloughed. Government advice is available to employers.
• The University is committed to helping apprentices remain on their programme as long as possible, and we are taking decisions about this on a programme-by-programme basis.
• Our decisions are influenced by the planned learning for the period of furlough (or a fixed term as the furlough length may not be specified) and the extent to which it can be achieved without access to work based learning or ongoing employer support. We would like to work with you to ensure that apprentices have as much access as possible to ongoing learning and support from your workplace during a period of furlough, but this is ultimately your decision. Furlough requires an employee to stop providing a service or generating revenue for their employer during the furlough period. However, access to work systems for the purpose of training or mentoring / management support during this time should still be accessible where agreed.
• If apprentices cannot meet the learning required of the programme whilst on furlough, because of a lack of access to employer systems or data, or they were scheduled to be in placements which have had to be delayed, we will look at whether apprentices must have a break-in-learning.

Please let the Skills Team in Business Development know, via be@herts.ac.uk and the programme leader associated with the apprenticeship your learners are on. It is important that we have someone to liaise with about your apprentices, even if those apprentices are furloughed or on a break.

If an apprentices ability to engage in the apprenticeship is disrupted for more than 4 weeks, the funding rules mean that the employer and/or the University (as the training provider), must report a formal break-in-learning. A break-in-learning can be requested by an apprentice, and during these exceptional times also by an employer or a training provider. If apprentices are placed on a break-in-learning, then the apprenticeship is paused and during that time they are not expected to engage in studies and are not required to meet the minimum 20% off the job learning.

We would always encourage you to come to a consensual decision with your apprentices, and to allow them to continue with their learning if possible. If the business or service needs take precedence, you can enforce a break-in-learning.

It’s important that you pause the apprenticeship on the Digital Apprenticeship Service (DAS) when you need to record a break-in-learning (including a change in circumstances). Do not stop the apprenticeship as it may lead to system issues when you wish to re-start. You must also freeze future payments to us, as your training provider, for a period of time.

If you pause an apprenticeship incorrectly, the DAS will backdate any payments to us, once you have cancelled the pause and we submit the Individualised Learner Record (ILR) for your apprentices.

You may find the ESFA video for employers useful when managing the process of pausing an apprentice on the DAS.

If a break-in-learning is required for an apprentice, you need to notify the university, via
degree-apprenticeships@herts.ac.uk and include the following;

• Full name of the apprentice
• Date from which they are starting their break-in-learning
• Date from which they will be available to re-start their studies, if known.

It is important to tell us before you make any changes, so that we can record these changes in the apprentices Individualised Learner Record.

• When you and your apprentices are ready to resume the programme, please get in touch with the programme leader for their course. The programme leader will discuss and agree an appropriate date for a return to study. It would be helpful if you could copy degree-apprenticeships@herts.ac.uk into your communications.
• Once this date has been agreed by all parties, letters of variation from the commitment statements will be issued that need to be signed by all parties; the employer, the apprentice and the university. This variation will reflect the re-start date and the varied end date of the programme, where required.
• You will also need to issue a variation of the apprenticeship agreement you have with the apprentice to reflect any changes to the original conditions. For example, the amended end date of the programme, being mindful of the fact that if your apprentice is currently on a fixed term contract, you will need to ensure that this is extended to match the amended end date.
• You will also need to re-start the apprentice on the DAS account to ensure that funding for the programme can restart.

• The University remains open for business, and whilst we keep our provision under review in line with the continually emerging Government advice, learning, teaching and assessment for apprenticeship programmes continues as before wherever possible. Some programmes will have to have modifications in place where required face to face elements cannot currently be delivered e.g. laboratory / workshop learning or placements.
• Wherever we can, we will keep delivering training as part of the apprenticeships we run with you. You should continue your conversations with our Skills Team in Business Development, via be@herts.ac.uk so that we can support you and your apprentices.

The University continues to operate as usual, simply remotely, so please discuss any potential apprentices that you have in mind with our Skills Team in Business Development, via be@herts.ac.uk and they will be able to signpost you to the admissions process for your staff.

• As this is a fast-moving and fluid situation, we cannot confirm precisely what September will look like, however the University has confirmed a Semester A intake of new students.
• Depending on how things progress over the summer alongside public health guidance, at least some of Semester A teaching, and induction / transition / orientation activities, may need to be delivered online prior to the campus opening fully again. This applies equally to apprenticeship programmes and all our other provisions.
• We will be offering a rich Semester A experience, online and / or on campus, depending on conditions that exist at the time, and will have full student support services operating.
• Applicants and employers are welcome to contact the Skills Team in Business Development, via be@herts.ac.uk to find out more about upcoming intakes.

• You can speak with the employer liaison tutor or programme leader at any point in the apprenticeship, who will be happy to listen and advise.
• For queries around pauses, breaks-in-learning and funding, please contact the Academic Services team, via degree-apprenticeships@herts.ac.uk.
• For enquiries about new apprentices, programmes and your ongoing working relationship with the University, please contact the Skills Team in Business Development, via be@herts.ac.uk.
• The Government advice for apprentices, employers, training providers and the end point assessment organisation is updated regularly.
• The Institute for Apprenticeships and Technical Education has a COVID-19 Information Hub, which is updated regularly and has sections for apprentices and employers.