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Apprenticeship Agreement v3

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Faraaz Mohiuddin
  • Updated

Overview

This article has information about the various parts of the Apprenticeship Agreement v3 - the read-only and editable parts. We'll also describe the pre-filled in fields - where the data in these fields is populated from. To demonstrate the editable fields, the screenshots provided in this article have been taken from the document preview view, and not the generated PDF file. You can download/view a sample Apprenticeship Agreement v3 PDF file here.

 

The Apprenticeship Agreement v3

An apprenticeship agreement must be in place at the start of the apprenticeship. The purpose of the apprenticeship agreement is to identify:

  • the apprenticeship standard connected to the apprenticeship;
  • the dates during which the apprenticeship is expected to take place; and
  • the amount of off the job training that the apprentice is to receive.

 

Basic details

Processor: Apprenticeship Agreement

You must first select the appropriate 'Processor' in the Programme Builder, to be able to configure this template.

Template: Apprenticeship Agreement v3

 

Signatures required from

  • Employer
  • Participant (i.e. Learner)

All the signatures are needed for marking the compliance document completed.

 

Document content

The ‘Apprenticeship Agreement v3’ document contains the following types of data:

  • Static (hardcoded) text (such as Apprenticeship agreement notes)
  • Dynamically pulled through/calculated values (such as Apprentice name, Apprenticeship standard, etc.)

 

Description of the various parts of the template

In this section, you can find images of the various parts of the template, followed by brief descriptions.

app1.png

Static text at the beginning of the document.

app2.png

  • Apprentice name
    • Learner’s full name (first name + last name)
  • Apprenticeship standard (version and level):
    • Standard or Framework title and its level pulled from Learning Plan token -> Criteria set.
  • Place of work (employer name and location):
    • Learner’s Employer organisation title
    • AND Learner’s Employer organisation Address (including Post code): ‘Employer Address' if set for Learner on Edit User form; otherwise, Learner’s Employer (organisation) Primary address.

app3.png

  • Start date of apprenticeship:
    • ‘Apprenticeship start date’ populated from the Programme Enrolment form, if present.
  • Start date of practical period:
    • ILR summary based ‘Practical period start date’ if applicable, otherwise current Programme episode ‘Start date’ (set up on Programme Enrolment form). The ILR summary based ‘Practical period start date’ is defined as follows:
      • If ProgrammeAim is present in current ILR episode, then operate with ProgrammeAim(s) only:
        • Identify the latest ProgrammeAim (if multiple present) by latest ‘Learning start date’:
          • If the latest aim is a Restart and ‘Original learning start date’ is populated, then the ‘Original learning start date’ of the latest ProgrammeAim is taken.
          • Else – ‘Learning start date' is taken.
      • If no ProgrammeAim is present in current ILR episode, then operate with all aims:
        • Identify the latest aim by latest ‘Learning start date’
          • If latest aim is a Restart and ‘Original learning start date’ is populated, then the ‘Original learning start date’ of the latest ProgrammeAim is taken.
          • Else – ‘Learning start date' is taken.
  • Duration of practical period (weeks):
    • Populated only if ‘Weekly hours’ is provided for the latest Employment status of ’10 – In paid employment’ status.
    • Apprenticeship duration in weeks which is calculated as aggregation of the duration of ProgrammeAims:
      • Start point for each ProgrammeAim duration = 'Learning Start date' of the earliest ProgrammeAim.
      • End point for each ProgrammeAim duration except latest one = ‘Learning Actual End Date’ of the Programme Aim if present, otherwise ‘Learning Planned End Date’.
      • End point for the latest ProgrammeAim duration = 'Learning actual end date' of the Programme Aim (if Completion status=2 AND 'Learning actual end date' < Programme episode End date ('Practical period end date')), otherwise Programme episode End date ('Practical period end date').
  • End date of apprenticeship:
    • ‘Estimated end date of practical period’ + EPA period length (set up in Programme builder: ‘Programme requirements’ token)
  • Estimated end date of practical period:
    • ‘End date’ populated from Programme Enrolment form (i.e. programme episode end date), otherwise ‘Start date of apprenticeship’ + ‘Programme practical period length’ duration (set up in Programme Builder -> Programme Requirements)
  • Planned amount of off-the-job training (hours):
    • ‘Planned hours’ pulled through from Learner’s current ILR episode latest ProgrammeAim (note: latest ProgrammeAim is identified by ‘Learning start date’)
    • If no ‘Planned hours’ registered, then ‘0’ is displayed

 

app4.png

  • This section appears in document only if the ILR summary based Planned End date does NOT match the Programme episode End date.
    • The ILR summary based Planned End date is defined as the ‘Learning planned end date’ of the latest ProgrammeAim OR the ‘Learning planned end date’ of the latest non-ProgrammeAim if no ProgrammeAim is present in current ILR episode (while ‘latest aim’ is detected by max ‘Learning start date’).
  • Original Learning Start Date
    • Row appears in document only if there is ‘Original Learning Start Date’ registered for Learner in their current ILR episode (‘Original Learning Start Date’ is taken from the latest ProgrammeAim (if present, identified by latest ‘Learning start date’) if it is a Restart)
  • ILR Start Date
    • ILR summary based ‘Practical period start date’ which is defined as follows [effectively, ‘Original Learning Start Date’ in case of ProgrammeAim Restart]:
      • If ProgrammeAim is present in current ILR episode, then operate with ProgrammeAim(s) only:
        • Identify the latest ProgrammeAim (if multiple present) by latest ‘Learning start date’:
          • If latest ProgrammeAim is a Restart and ‘Original learning start date’ is populated, then the ‘Original learning start date’ of the latest ProgrammeAim is taken.
          • Else – ‘Learning start date' is taken.
      • If no ProgrammeAim is present in current ILR episode, then operate with all aims:
        • Identify the latest aim by latest ‘Learning start date’:
          • If latest aim is a Restart and ‘Original learning start date’ is populated, then the the ‘Original learning start date’ of the ProgrammeAim is taken.
          • Else – ‘Learning start date' is taken.
  • ILR Planned End Date
    • ILR summary based Planned End Date
      • The ‘Learning planned end date’ of the latest ProgrammeAim OR the ‘Learning planned end date’ of the latest non-ProgrammeAim if no ProgrammeAim is present in current ILR episode (while ‘latest aim’ is detected by max ‘Learning start date’).

 

app5.png

  • The ‘Episodes of Learning’ section appears in the document only if there is, at least, 1 Restart of ProgrammeAim matching the conditions:
    • The ‘Funding model’ of the ProgrammeAim is ‘36 - Apprenticeships’ OR ‘99 - Non-funded (No ESFA funding for this learning aim)’.
    • The ‘Programme type’ of the ProgrammeAim is ‘25 - Apprenticeship standard’.
    • The ‘Completion status’ of the Original [i.e. the earliest one defined by ‘Learning start date’] ProgrammeAim is ‘6 - Learner has temporarily withdrawn from the aim due to an agreed break in learning’ AND ‘Outcome’ is ‘3 - No achievement’.
    • ‘Apprenticeship standard code’ must be equal for both Restart and Original ProgrammeAims.
    • The ‘Original learning start date’ of the Restart ProgrammeAim must be equal to the ‘Learning start date’ of the Original ProgrammeAim. 
  • Episodes details are present in historical order, starting from the Original ProgrammeAim and followed by its Restart aims sorted by ‘Learning Start Date’.
  • Start Date of Episode
    • ‘Learning start date’ fields of the respective ProgrammeAim.
  • Estimated End Date of Episode
    • ‘Learning planned end date’ of the respective ProgrammeAim. 
  • Actual End Date of Episode
    • ‘Learning actual end date’ of the respective ProgrammeAim if present, otherwise – empty.

 

app6.png

  • Apprentice
    • Option to sign document using Aptem e-signature sample
    • Can be amended by: Learner only
  • Date
    • Populated once the learner clicks the ‘Click here to sign’ button on the ‘Signature’ box.
  • Employer
    • Option to sign document using Aptem e-signature sample
    • Can be amended by: Employer only
  • Date
    • Populated once the employer clicks the ‘Click here to sign’ button on the ‘Signature’ box.

 

app7.png

  • Apprenticeship Agreement Notes: 11 points of static text

 

Generated PDF

Once all the required fields and signatures are provided, the signatory can click 'Save' to generate a PDF version of the Apprenticeship Agreement v3.

An example of a PDF version of the Apprenticeship Agreement v3 has been attached here. Note that the data in the different sections of the PDF may differ from the images shown in this article.

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