What are staff apprenticeships?

Apprenticeships are a combination of practical training and part-time study leading to a nationally recognised qualification. They are an excellent way for individuals to earn while they learn, gaining valuable skills and knowledge in a specific job role through a mix of learning in the workplace, formal off-the-job training and the opportunity to practise new skills in a real work environment.

The apprenticeship programme must be linked to the applicant’s current role for them to succeed. However, there are exceptions; for example, if an administrator wants to complete an apprenticeship in Project Management, then their manager will need to confirm that the apprentice will receive adequate exposure and opportunities to develop their project management skills for the duration of the apprenticeship.

Further information for both staff and managers can be found in the Staff Apprenticeships Handbook [Word 297.97KB].

Duration

An apprenticeship is always a minimum of 12 months and can take between one and four years to complete, depending on the programme, the capability of the apprentice, and the industry sector.

Funding

Apprenticeship funding works under a system introduced in April 2017. Large employers whose pay bill exceeds £3 million contribute to the apprenticeship levy. This levy amount is collected by HM Revenue and Customs (HMRC), much like income tax and National Insurance, and these funds are set aside for apprenticeship training. When it is time to use these funds, the University taps into them through a Digital Apprenticeship Service account to pay the apprenticeship training provider.

This means apprentices and their departments do not have to worry about extra training costs. And importantly, there is no cut in the apprentice's salary because their job contract stays the same. Please note, however, that some training providers may charge for exam re-sits.

Equivalent educational levels

All apprenticeship programmes have equivalent educational levels.

Apprentice experiences

Colleagues at Sussex have gained apprenticeship qualifications in a broad range of subject areas. Read about some of their experiences. Apprenticeships can be completed in a range of subjects including but not limited to: 

• Senior Leadership;
• Operational and Project Management;
• HR Consultancy;
• Coaching; and
• Digitial and Content Creation. 

Eligibility

To be eligible for apprenticeship funding, applicants must:

• be over the age of 16
• not be currently undertaking any other government-funded training
• have lived in the UK, EU, or European Economic Area for the previous three years
• have the Right to Work in the UK.

Please note that apprentices aged 19 or over are no longer required to complete English and maths qualifications as part of their apprenticeship.

Apprentices aged 16 to 18 will still need to achieve English and maths qualifications to support their career progression.

However, fully funded English and maths training remains available for those who need or wish to access it.

Do apprentices have to be employed full-time?

The minimum duration of 12 months is based on an apprentice working at least 30 hours a week, including any off-the-job training. If the apprentice works fewer than 30 hours a week, or part-time, the apprentice must agree with the training provider to extend the apprenticeship duration accordingly.

Are graduates eligible for an apprenticeship?

Yes, as long as it’s a different subject or above their degree level. A degree is a Level 6 qualification. As such, a graduate can study a suitable Level 7 apprenticeship, or undertake a Level 2-6 apprenticeship in a different subject area.

Can I do an apprenticeship if I am on a fixed-term contract?

For individuals on fixed-term contracts, the contract must cover the full apprenticeship duration, including the end-point assessment.

The application process

1. Staff member identifies the apprenticeship programme they are interested in and meets with their line manager to agree to proceed with the application. Both parties read the relevant sections of the Staff Apprenticeships Handbook [Word 297.97KB].
2. Staff member completes the online Expression of Interest Form during which applicants should provide detailed responses to the following questions:                                                                                                                                                                                                                        
   • Please share your reasons for applying for this apprenticeship programme. How will it benefit you?
   • How does this apprenticeship link to your current role and team/departmental objectives?
They will then receive a confirmation email with a link to share with their line manager for them to complete the second stage of the application during which the manager should provide responses to the following questions:                                                                                                                         
• Please outline how this apprenticeship will benefit the applicant and the team/department. How does it link to departmental/organisational objectives?
• Please outline the arrangements that you will make to ensure that the applicant can do the required off-the-job training (6 hours per week or 20% of working hours).
3. Staff under the age of 19 should email copies of their GCSE maths and English (or equivalent) certificates to staffapprenticeships@sussex.ac.uk or be prepared to start functional skills.
4. Line manager completes the second stage of the application. They will receive a confirmation email with a link to share with the Director for final approval.
5. Apprenticeships Officer books an informal meeting with the applicant and line manager to answer any questions and confirm eligibility and sustainability.
6. Apprenticeships Officer contacts the training provider to confirm details or starts the procurement process for a new provider if necessary. They will confirm training dates, delivery method, location, end-point assessment, and funding allocation. This process can take a few months.
7. Apprenticeships Officer introduces the training provider to the staff member for initial assessments and confirmations.

Off-the-job training

20% of the apprentice’s working hours should be allocated to off-the-job training, but this is very flexible and can be day release, two half days, a few hours every day, or a block of time over the duration of the programme.

Examples of off-the-job training include:

• Learning new skills at work by shadowing colleagues
• Attending workshops, training days, or webinars relevant to the apprenticeship
• Practical training in the workplace relevant to the apprenticeship, such as learning to use new software or equipment
• Attending coaching sessions
• Self-study including research and online learning
• Completing mock assignments to prepare for the end-point assessment
• Role-play or simulation exercises
• Industry visits or conferences relevant to the apprenticeship
• Writing assessments and completing projects and assignments.

Functional Skills

Only apprentices aged 16 to 18 who have not previously achieved grades 9-4 or A*-C in GCSE English and maths (or equivalent qualifications) will be required to complete Functional Skills alongside their apprenticeship programme.

Functional Skills are an alternative to the GCSE route, with the flexibility to sit assessments all year round. Learning material for functional skills qualifications is based on practical and real-life situations, so Functional Skills can increase confidence and improve both daily life and work performance and productivity.

Functional Skills are funded by the apprenticeship levy and the course runs alongside the apprenticeship. These English and/or maths modules are generally delivered online for 2-3 hours per week with one subject studied at a time (until exams are achieved), and these must be completed before the end of the apprenticeship programme.