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The University of Southampton
Human Resources

Staff apprenticeships - Terms and conditions

Duration of the apprenticeship and permanency of employment

Apprenticeship programmes can last from one to four years, depending on the industry sector and level of qualification the apprentice is studying for. Most apprenticeships take between one and two years to complete.

Irrespective of the anticipated duration of the apprenticeship programme, all apprentices must be employed on permanent contracts of employment and will be expected to comply with the University’s terms and conditions. In addition to the University’s standard terms and conditions, the contract of employment issued to an apprentice will include certain terms and conditions relating to working time and pay that apply only during the apprenticeship programme, and the clauses required within an apprenticeship agreement.

Permanent contracts are used because the apprenticeship funding rules require that “you must not employ apprentices solely to deliver an apprenticeship; there must be a genuine job after they have completed their apprenticeship.”

Pay and grading

Apprentices will be appointed at the substantive grade of the role requiring the qualification being sought via the apprenticeship programme (i.e. if the University employed qualified Stonemasons at Level 3, apprentice Stonemasons would also be appointed at Level 3).

All apprentices are then paid at a fixed percentage of the lowest spinal point of the applicable grade*, in recognition of the fact they are in training. The fixed percentages are as follows:

The apprentice will remain on the bottom pay point of the applicable grade throughout the apprenticeship programme.

Subject to satisfactory performance (e.g. meeting University standards of capability and conduct, achieving probationary period objectives etc.) and, where appropriate, the achievement of qualification milestones, the apprentice’s pay rate will increase (in accordance with the incremental provisions listed in paragraph 3.2.5) on the anniversary date of their employment start date (not their apprenticeship training start date). (NB – apprentices will also benefit from any increase to the value of the substantive spine point as a result of any national or local pay negotiations).

* NB - Notwithstanding the provisions set out above, all apprentices will receive a salary which equates to at least the applicable National Minimum Wage or National Living Wage rate for their age, where this exceeds those contractual provisions.

It is expected that apprentices will not start employment with the University significantly earlier than their planned apprenticeship training start date (i.e. not more than three calendar months before their training start date). If there is a gap between employment and training start dates, the employee must still be afforded with the full provisions of their contract of employment as an apprentice (including provision of 20% off-the-job training whilst waiting for their formal apprenticeship training to start). This will fall to local management to facilitate. Whilst the skills learned during this period will no doubt count towards becoming fully skilled in the role they are apprenticed to, any off-the job training prior to starting the formal training cannot be banked against the 20% off-the-job apprenticeship training or the costs of such training be drawn down from the Apprenticeship Levy.

On the anniversary of the apprentice’s appointment, and subject to satisfactory performance, the line manager must raise a ticket via Service Now, instructing HR Transactions to amend the employee’s pay to the next appropriate percentage of the grade. A contractual variation letter will be issued by HR Transactions to the employee detailing the increase in pay.

Upon successful completion of an apprenticeship program, the (former) apprentice will move to 100% of the lowest spinal point of the grade of the post and will qualify for pay progression in accordance with normal policies).

Working hours and holiday

Working hours, working patterns and time allocated to training must be discussed and agreed with reference to the requirements of the apprenticeship programme. An apprentice must spend at least 20% of their time on off-the-job training.

Standard holiday and time-off entitlements will apply, including service-based holiday entitlements, where applicable.

Apprenticeship Agreement and Commitment Statement

Line Managers are responsible for ensuring that between themselves, the Training Provider, and the Apprentice sign a commitment statement which details how all three parties will support the successful achievement of the apprenticeship. Line managers are responsible for ensuring that the commitment statement is signed by all three parties, and that each party is given a copy. It is recommended that this is provided no later than the apprentice’s first day of employment. Managers must ensure the statement includes:

The line manager should raise a ticket through ServiceNow, in order to ensure the commitment statement is stored on the apprentice’s employee record.

Apprentices must also be in receipt of a copy of the apprenticeship agreement between an employer and an apprentice under which the apprentice undertakes to work for the employer and is in the form prescribed by s32 of the Apprenticeships, Skills, Children and Learning Act 2009 (ASCLA) and states that the agreement is entered into in connection with a qualifying Apprenticeship Standard.

Apprenticeship agreement

Example apprenticeship agreement template

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