Apprenticeships for employers

Overview

There are many questions employers have about higher and degree apprenticeships, especially around the process. This section should give you the detail you need to get started. Here is a simple step-by-step guide to the process.

1. Choose an apprenticeship standard for your organisation. You will need to decide on the level and job requirements. Find information on standards from Institute for Apprenticeships and Technical Education (iFate).
2. Find a training provider (eg University of Brighton).
3. Check available funding and grants (see funding section for further details).
4. Advertise your apprenticeship internally and externally.
5. Select an apprentice.
6. Complete an apprenticeship agreement and commitment statement to begin the training.

How to set up an apprenticeship

An apprentice can be either a new hire or a current employee.

To get started, create an account at the Digital Apprenticeship Service (DAS), the online government portal which allows employers of all sizes to manage everything in one place.

You can use the DAS to:

• access funds you’ve paid into your levy
• receive or transfer levy funds from/to another organisation
• find and manage apprenticeship training providers, such as the University of Brighton
• manage apprentice recruitment.

Before starting the recruitment process, you will need to choose an apprenticeship standard. These standards underpin all apprenticeships. They set out what an apprentice will be doing, and the knowledge, skills and behaviours required to perform the professional job role. Find out more about the apprenticeship standards.

You can advertise your apprenticeship vacancy internally or externally on Find an Apprenticeship, accessed through your DAS account. Other places to advertise include the UCAS Career Finder or sector-specific job boards, for example NHS Jobs, or local job sites. Once you’ve chosen your candidate, you’ll need to register them on the DAS.

What to look for in an apprentice

Look for someone who possesses qualities and attitudes that meet your organisation's needs and goals. Look for candidates who are eager to learn, have potential and passion, and an understanding of the work required. Candidates will need to fulfil the entry criteria for the learning aspects of the apprenticeship programme.

How does an apprenticeship work day-to-day?

Your apprentice works with you while undertaking university study in an agreed pattern. They must be employed for a minimum of 30 hours per week and receive a salary accordingly. At work they will be supervised by one of your appropriately qualified line managers who will set tasks according to the standard against which they are studying.

We’ll meet with your apprentice and their line manager regularly to discuss progress. Once all parties are satisfied that the apprentice has completed their learning programme and is competent at their role, you’ll recommend them for an End Point Assessment to formally finish their apprenticeship and graduate from their degree.

How much time will an apprentice spend at university?

Apprentices will spend a minimum of 20% of their time doing off-the-job learning, which includes attendance at university. Learning patterns vary between individual apprenticeships, and are tailored to the professional requirements and the job role.

For further information on how apprenticeships work, visit www.gov.uk/employing-an-apprentice.

What are the employer’s commitments?

Employers are responsible for providing an Apprenticeship Agreement. This provides details of the occupation the apprentice is trained for, the dates of the apprenticeship and overview of the training provided. 

A Commitment Statement is also signed, which includes training content and schedule, expectations of all three parties, and details on how to resolve complaints. 

The employer must also provide: 

• a contract of employment which sets out employment rights, responsibilities, and expectations of the apprentice. The contract must last for the duration of the apprenticeship
• job description with tasks and project to develop the apprentice’s skillset 
• payment in line with or above the National Minimum Wage for apprentices 
• induction to the workplace and progress reviews 
• an appropriately qualified line manager to monitor and feed back to the apprentice and university.

Policies and contracts

What are the rules about employment contract for apprentices?

All apprentices must be employed for a minimum of 30 hours per week* and receive an apprentice wage. In addition, all higher and degree apprenticeships last for a minimum of 12 months. Employers are expected to employ apprentices for the duration of their apprenticeship. Apprentices study around their work commitments, facilitated by block release, distance learning or blended learning.

* Please contact us if you would like to hire an apprentice to work less than 30 hours per week.

Which university policies will cover my apprentices while they are studying? 

As members of our university community, apprentices are subject to most of the regulations, policies and codes of conduct that govern university life. 

These policies are designed to protect and maintain two areas vital for the success of our students, the university as a whole, and ultimately you, the employer.  These are: 

• academic quality – covered by academic regulations 
• rights and responsibilities of members of the institution – covered by more general policies and guidance. 

As students of the University of Brighton, apprentices are covered by the Student Contract. Apprentices are subject to the General Examination and Assessment Regulations for Taught Courses. 

Subcontracting declaration

As part of our strategy of widening access and participation, the University of Brighton works with its further education partners, as subcontractors, to deliver the Level 2 Functional Skills component of apprenticeship training programmes for those apprentices who need to achieve this qualification. This enhances the opportunities to access university-level apprenticeships that may otherwise not be open to young people and adults. Our Functional Skills provider partners are: Functional Skills UK, who are based in Portslade and operate across Kent, Surrey and Sussex.

Costs

How much will an apprenticeship cost my business?

The educational costs can vary for each apprentice depending on age and level of study. Each apprenticeship standard carries a set fee. This can range from £9,000 up to £27,000. Training costs will be made clear before your apprentice starts on the programme and adjustments may be made if your apprentice has any Recognised Prior Learning (RPL).

Who pays apprentice wages?

Apprentice’s salaries should be paid by you as the employer. There is a national apprentice wage which applies as a minimum, but you may choose to pay your apprentices a higher salary. In some cases, you may receive an incentive payment from the government which you could choose to use towards your apprentice’s wages.

Do apprentice employers pay national insurance contributions?

If you employ an apprentice under the age of 25, you may no longer have to pay employer Class 1 National Insurance contributions on their earnings up to the new Apprentice Upper Secondary Threshold.

Funding for levy paying organisations

If your organisation has a pay bill of over £3million you will automatically contribute 0.5% of your annual bill into the Apprenticeship Levy. You can fund the full cost of the apprenticeship education and training through your apprenticeship service account.

You have 24 months to use funds once they enter your organisation’s apprenticeship service account, after this point, your funds will expire. This is to encourage levy-paying employers to invest in high-quality training and assessment.

Organisations that pay the apprenticeship levy can transfer up to 25% of their funds to other employers. This should cover 100% of training and assessment costs for the receiving employer. These funds cannot be used for anything else.

Read more about the Funding Rules.

Find out more about the Apprenticeship Levy.

Reserving funding for SMEs

Smaller employers that do not pay the apprenticeship levy can set up an apprenticeship service account to fund 95% of the cost of the education and training for their apprentices (up to the funding band maximum). The 95% funding is paid directly by the government to the training provider (the University of Brighton), and the employer pays the remaining 5%.

Alternatively, smaller organisations can set up a levy transfer arrangement with a levy-paying partner employer to fund 100% of these costs.

Find out more about reserving funding.

Levy transfers

Many larger organisations such as local councils and nationwide companies pay bills which far exceed £3 million, and while they are using their levy to create apprenticeships within their own sector, many are unable to spend their whole levy pot. Sometimes these larger organisations will have strategic priorities that support their business goals across other sectors and can transfer levy to your organisation. We work with many of these organisations and can help you to find and arrange a levy transfer opportunity.

Levy paying organisations are able to transfer up to 25% of their funds to other employers; this should cover 100% of education and training and assessment costs for the receiving employer. These funds cannot be used for anything else.

Find out more about levy transfer.

Incentives and grants

What incentives/grants are available for hiring an apprentice?

The government offers incentives for employers taking on an apprentice. These payments vary according to the age of the apprentice and the start date of the apprenticeship. Incentives typically range from £1,000 up to £3,000 and are subject to change.

Find out more about incentives for hiring a new apprentice and more about the apprenticeship funding rules.