Apprenticeships - during employment

Guidance for apprentices and managers during the apprenticeship

Length of apprenticeship

Changes in the time period of employment for a new entrant apprentice are possible for a number of reasons, such as:

  • exceptional performance and early completion of any training programmes may reduce the overall time to completion of the Apprenticeship;
  • sickness, changes in personal circumstances, failure to achieve any academic milestones, or any other unforeseen circumstances, may result in an extension to an Apprenticeship being granted.

The University Apprenticeship Manager should be contacted for further advice in all such cases.

Functional Skills

For those that are doing functional skills alongside their apprenticeship, there are a range of past papers available to support in passing these exams.

FUNCTIONAL SKILLS PAST PAPERS

Maternity, adoption, paternity and shared parental leave

The entitlement to the family leave schemes applies equally to apprentices as to any other member of staff, subject to satisfying any qualifying criteria, whether for statutory or contractual benefits. Arrangements to suspend, extend or delay a course of training to enable this leave to be taken will be made with the Training Provider(s), as appropriate, to enable the member of staff to complete their Apprenticeship.

Sickness

Sickness should be reported as per the departmental processes. If sickness impacts the apprenticeship training, the apprenticeship team and the training provider should be notified.

Poor performance

Failure to achieve the agreed learning milestones, or any other disciplinary issue, should be addressed through the normal HR processes detailed in the Support Staff Handbook at the earliest possible opportunity. However, the University Apprenticeship Manager must be consulted in all such cases, before any formal process is followed.

Whilst the normal HR processes apply to apprentices, there may need to be special consideration given in respect of the Apprenticeship and the University’s commitment to provide training to the apprentice.

Probation periods apply to apprentices in the same way as to any other member of University support staff.

Concerns

If there are any concerns with the apprenticeship course or provider, in the first instance raise this with the line manager and training coordinator. If unresolved, please contact the apprenticeship team.

Functional Skills

For those that are doing functional skills alongside their apprenticeship, there are a range of past papers available to support in passing these exams.

FUNCTIONAL SKILLS PAST PAPERS

Terms and Conditions

Existing employees are able to access apprenticeship training whilst keeping the original terms and conditions of their role, including their salary.

If there are any changes to the employee's circumstances, please ensure the training provider and the apprenticeships team are informed. It is the responsibility of the department's HR team to update the employee's apprenticeship UDF on PeopleXD. 

Maternity, adoption, paternity and shared parental leave

The entitlement to the family leave schemes applies equally to apprentices as to any other member of staff, subject to satisfying any qualifying criteria, whether for statutory or contractual benefits. Arrangements to suspend, extend or delay a course of training to enable this leave to be taken will be made with the Training Provider(s), as appropriate, to enable the member of staff to complete their Apprenticeship.

Concerns

If there are any concerns with the apprenticeship course or provider, in the first instance raise this with the line manager and training coordinator. If unresolved, please contact the apprenticeship team.

Related content

Apprenticeship - end of contract guidance

Contact us

Apprenticeships Team

T: +44 1865 270536

E: apprenticeships@admin.ox.ac.uk