24 March 2020

Advice for apprentices and employers

The Government has now released its guidance for apprentices, employers, training providers, end-point assessment organisations and external quality assurance providers amidst the growing COVID-19 disruption.

https://www.gov.uk/government/publications/coronavirus-covid-19-apprenticeship-programme-response/coronavirus-covid-19-guidance-for-apprentices-employers-training-providers-end-point-assessment-organisations-and-external-quality-assurance-pro

Whilst the guidance sets out some temporary flexibilities in the way that apprenticeship programmes are delivered, we recognise and are disappointed that the guidance is not responding to a number of recommendations that were put forward to the DFE, and we continue to work with the Association of Education and Learning Providers and other Training Providers to ensure that apprentices and their employers are best supported during this crisis.

Below we have provided some of the key questions answered in the guidance and what this means in practice. We are confident that in most cases learning can continue and are working closely with all of our apprentices and employers to ensure that this happens. We appreciate that you may have additional queries and any question can be directed to Karly Lattimore, Managing Director of Training by emailing [email protected].

If an apprentice needs to self-isolate, what will happen to the apprenticeship?
Apprenticeships have been designed to be responsive to changes in apprentices' circumstances, for example during a period of illness. If an apprentice needs to self-isolate they should talk to their employer and Training Co-ordinator about the best way to continue with their apprenticeship.

Options may include:

• The preferred option of an increase in e-learning and remote progression
• A short pause of less than 4 weeks in the apprenticeship whilst in self- isolation. This will not affect the planned end-date of the apprenticeship
• A formal break in learning of 4 weeks or more that we can report to the funder. This will result in the planned end-date for the apprenticeship being re-planned, upon returning to learning, to take into consideration the duration in line with the length of your break
• Re-scheduling planned assessment activity for a later date

If an apprentice needs to take care of a family member can they continue my apprenticeship learning at home?
Yes, this is possible. Where remote learning can take place the BPIF can and will support continued learning.

If an employer is enforcing a work from home policy and classroom provision has been withdrawn what are the options?
If you are unable to attend scheduled learning events, there are several options available to you:

• Our preferred option is to ensure full continuation of learning via remote/digital methods.
• Apprentices can take a short pause if it is likely the apprenticeship can resume in less than 4 weeks, and you will still be able to complete your apprenticeship by the planned end-date
• Apprentices can take a formal break in learning of 4 weeks or more, resulting in the planned end-date of the apprenticeship being re-planned upon returning to learning, to take into consideration the duration of your break

Where employers are asking apprentices to take a period of unpaid leave, what happens to the apprenticeship during that time?

Where apprentices are no longer able to work, but have not been made redundant, they can take a break from their apprenticeship and resume when they return to work. Once an apprentice is back at work, they can resume their apprenticeship with the apprenticeship planned end date extended accordingly.

At the BPIF we appreciate that apprentices may want to continue to progress and we will work with the apprentice and their employer in considering the best option in these cases.

Where any apprentice has any queries around their employment terms and conditions, including wages, please refer these to your employer in the first instance. The ACAS website is also be a good source of information.

What happens to the apprentice during a period of unpaid leave in terms of monies. Do they have access to Universal Credit?
Universal Credit may be available for both workers and the unemployed alike, as long as they meet the other conditions of entitlement (including that the applicant and their partner have savings of under £16,000 between them). Apprentices may be entitled to access Universal Credit during a period of unpaid leave. They may also have access to Universal Credit even if they were working and being paid. Being laid off or on a lesser number of hours could increase the rate of Universal Credit entitlement.

Apprentices on unpaid leave may also be eligible for other benefits.

Through the Coronavirus Job Retention Scheme, all UK employers will be able to access support to continue paying part of their employees' salary for those employees that would otherwise have been laid off during this crisis. HMRC will reimburse 80% of furloughed workers wage costs, up to a cap of £2,500 per month.

How does the apprentice record progress towards their apprenticeship while they are subject to different working conditions like working from home?
All of our apprentices will already be recording off-the-job training activity either online or other approaches agreed with your training coordinator. Please continue to use this in the coming weeks. Where there are any concerns as to what constitutes as off-the-job training during this period please speak to your Training Co-ordinator in the first instance.

An apprentice is being made redundant, what happens to the apprenticeship?
For employers and apprentices, where there are any redundancies it is important that you speak to us as soon as possible so we can advise on a case by case basis.

Where an apprentice is made redundant their apprenticeship training may still be able to continue and we can still offer training, based on new circumstances, in the short term or even through to completion. We will fully support all apprentices, as best we can in these challenging times to find alternative employment to achieve their apprenticeship.

If an apprentice can't work/attend training, will they still be paid?
An apprenticeship is a job with training, so even when an apprentice is are not able to continue learning for a period of time, they are still employed. Apprentices will be paid in line with the details in their employment contract.

Where apprentices are unable to work, we suggest speaking to your employer about their polices on pay. The Government is providing a range of support to employers to help them retain and pay the wages of employees (including apprentices) during the coming months.

Where an employer is having to move staff into different and/or business critical roles that aren't related to their apprenticeship, what happens to their apprenticeship?
It is the Governments goal that apprentices can promptly resume their apprenticeship and continue to successful completion. Funding rules currently state that a break in learning must be initiated by the apprentice however employers and training providers can now temporarily also report and initiate a break in learning where the interruption to learning is greater than 4 weeks.

At the BPIF, we believe that experience of different roles within a business can contribute to developing skills, knowledge and behaviors required as part of the apprenticeship and where possible will be able record this as either on or off-the-job training. Where an apprentice is moved to a different role in the short term, please contact the Training Co-ordinator who will be able to advise further.

What do employers to do if they think an apprentice is not well enough to work?
Employers should follow the government's guidance for employers and businesses on coronavirus (COVID-19).

BPIF also have a range of resourses to support employers.

Can levy paying employers release early the 20% completion payment, that would normally be withheld until the end of apprenticeship training, to manage cash flow challenges faced by training providers?

No. Government policy does not allow payment for services in advance of delivery.

Please contact Karly Lattimore or any other member of the training team for further clarity or should you have any question not answered here. We will be sure to update this guidance regularly.