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Staff Apprenticeship Scheme

As a member of staff at Sussex, you could undertake an apprenticeship with the support of your line manager and department/division. The process may begin at any time, but your annual Achievement and Development Review is the perfect opportunity to discuss how an apprenticeship could help you to develop in your current role or fill a skills gap within your department.

The application process

1. The staff member identifies the apprenticeship programme that they are interested in and meets with their Line Manager to discuss and agree to proceed with the application. Both parties read the relevant sections of the Staff Apprenticeship Scheme Handbook.
2. The staff member completes the first stage of the online application, the Expression of Interest form. They will receive a confirmation email and a link to share with the line manager for them to complete the second stage of the application.
3. The staff member emails copies of their GCSE Maths and English (or equivalent) certificates to the Apprenticeships Officer.
4. The line manager completes the second stage of the application. They will receive a confirmation email and a link to share with the Director for final approval.
5. The Apprenticeship Officer books an informal meeting with the applicant and line manager to answer any questions and confirm eligibility and sustainability.
6. The 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. Please note that this process can take a few months.
7. The Apprenticeships Officer introduces the training provider to the staff member for initial assessments and confirmations.

What is off-the-job training?

Examples of off-the-job training could include: 

• Learning new skills at work through shadowing other members of the team
• Personal development discussions to plan new learning
• In-house training programmes relevant to the apprenticeship
• Coaching sessions with your coach
• Writing reflective journals
• Attendance at workshops, training days, or webinars relevant to the apprenticeship
• Completion of online learning through a learning system and/or an in-house system
• Mock assignments to prepare for End-point Assessment
• Self-study that includes reading research or watching videos
• Training on new working practices or new equipment
• Role-playing or simulation exercises
• Industry visits/conferences relevant to the apprenticeship
• Writing assessments, assignments and completing projects or activities
• Practical training or training in the workplace relevant to the apprenticeship.

Key considerations for apprentices 

• An apprenticeship is a big commitment. What will you get from it?
• On completion of the apprenticeship you must be able to demonstrate how it will help you in your current role.
• How will you manage your current workload given the off the job training requirement of 6 hours per week (20% of your working week)?
• You must be available for all the training dates and complete any pre or post-course work that is a requirement of the apprenticeship. 

Key considerations for line managers 

Apprenticeships are an excellent way to invest in your team’s development and to bring new talent into the University. They have become an accessible way for people of all ages and backgrounds to upskill and gain valuable qualifications, offering low-barrier access to high-quality training and stable employment, circumventing major costs and entry barriers to accessing higher education.

Offering an apprenticeship to your existing staff is an accessible and cost-effective way to enhance the knowledge, skillset, and competency of your team. Have you considered the skills that your team/department will need in the next two years, five years, and beyond? Or maybe you have identified a team member who would make a good leader or manager in the future, but needs some training first?

In advance of approving a Staff Apprenticeship Scheme request, it is important to consider:

• Is this the right development opportunity for the staff member? What would the apprentice gain from completing this programme? And do they have a clear sense of what they want to achieve, both personally and professionally?
• Does the apprenticeship programme align with the individual’s job role, and does the skillset align with organisational or departmental objectives?
• What level of commitment would be required for the staff member to complete the apprenticeship programme, and is it sustainable? Managers should check the commitment required to complete the program ensuring there are no major life events planned for the duration of the programme such as a house move, or wedding.

Other considerations:

1. For the duration of the apprenticeship, the apprentice must spend 6 hours of their working time in off-the job training. This may involve regular day release, workshops, specific project work or job shadowing. Further examples of off-the-job training can be found on the FAQs page.
2. The 6 hours off the job training will be monitored, therefore as the Line Manager you need to consider how this will be managed.
3. You will be required to advise how this apprenticeship will benefit the team and departmental objectives during the application stage.
4. An apprenticeship is a big commitment and requires input – it is not a quick win, especially at the higher levels. Managers should always consider the impact on any SLAs (Service Level Agreement) (Service Level Agreement) and other team members, especially if the department has peak work times with deadlines to meet.
5. For individuals on fixed-term contracts, the contract must cover the apprenticeship duration, including the endpoint assessment.
6. Current staff stay on the same salary and contract of employment and all the training and assessment costs associated with the apprenticeship will be met by the apprenticeship levy. There is no cost to the department or apprentice. However, some training providers may charge for exam re-sits, and occasionally books but this will be communicated prior to the programme starting.
7. The sign-up process can take 4-5 months to draw down the funding.