Apprenticeship

10 Records Apprenticeship Sponsors Need to Keep

Before launching and overseeing a Registered Apprenticeship Program, companies should understand what records they need to keep and maintain.

Records Apprenticeship Sponsors need to keep
William Lippolis

William Lippolis

Founder & CEO

All Apprenticeship programs require a Sponsor, which is any employer, association, committee, or organization that operates a Registered Apprenticeship Program.

While there are several approaches that Sponsors can choose from, all play a critical role in maintaining records according to U.S. Department of Labor (USDOL) guidelines. The success of an Apprenticeship program hinges on meeting these regulatory requirements.

Sponsors are largely responsible for keeping records for On-the-Job training, rates of pay, hours of work, and more. Before launching and overseeing a Registered Apprenticeship Program, companies should understand what is required.

 

What is a Sponsor?

Sponsors are any employer, association, committee, or organization that administers and operates a Registered Apprenticeship Program. 

Sponsors can be:

  • Single businesses
  • Consortium of businesses
  • Industry Associations
  • Labor management organizations
  • Community colleges
  • Community-based organizations

Every Sponsor assumes legal responsibility for ensuring that Apprenticeships are designed, managed, and operated within standards set by the USDOL. Design and execution, registration, recruiting, screening, and hiring are all overseen by these entities. Employers also receive support throughout the program's launch and operation from Sponsors. 

 

Need help building your Apprenticeship Program? Check out our guide that covers  the basics. 

 

Two Main Categories of Apprenticeship Program Records

Sponsors must know the two categories of records the USDOL requires for Apprenticeships.

  1. Program Records: Standards of Apprenticeship, HR Policies, etc.
  2. Apprentice Records: On-the-Job training, Related Instruction, etc.

Program Records

Sponsors must create Standards of Apprenticeship and have them approved by the Department of Labor.

The Standards of Apprenticeship creates the program and outlines requirements and specifications for the occupation. These include the term of the Apprenticeship, the probationary period, the ratio of apprentices to mentors, the work progress schedule, technical competencies measured, the wage schedule, and instructional components. This document also may include soft skills or behavioral traits the company plans to evaluate. 

Sponsors can place this information in Apprenticeship management software, like ApprentiScope, which outlines the framework for the program and allows Sponsors to track all the necessary components of the program.

The Apprentice Agreement is another important component in Program compliance. 

Sponsors who operate federally regulated Apprenticeship programs must use Federal Form 671 (aka the Apprentice Agreement) when enrolling new apprentices under their programs. This form creates an agreement between the Sponsor and apprentice which defines the terms, policies, and requirements for the program. Apprenticeship management software, such as ApprentiScope, can help generate these complex forms, saving your organization time and energy.

 

Apprentice Records

There are three main categories of Apprentice records that Sponsors must maintain: On-the-job training (OJT), Related Technical Instruction (RTI), and Wage Progression information.

For OJT, Sponsors must track hours for each competency if the program is time-based and evaluations if the program is competency-based or hybrid. Time is the only mark for completion with time-based Apprenticeships. For example, Competency “A” is reached after the apprentice works X number of hours. The mark for completion in competency-based or hybrid programs is a supervisor evaluation that confirms the apprentice demonstrated competency in specific skills.

 

10 Examples of Records Sponsors Must Keep

U.S. Department of Labor guidelines for Registered Apprenticeships can overwhelm employers hoping to launch a new program. Sponsors can use Apprenticeship management software to make sure they meet all Federal regulations. 

The following are examples of records that all Apprenticeship Sponsors must keep. The records fall under either Program or Apprentice Records

  1. Summary of applicant qualifications. A summary of the apprentice attributes required for the program. This might include work and education history, demographic information, and more.
  2. The basis for evaluation and selection or rejection of an application. Sponsors can select apprentices however they choose as long as they employ methods that do not discriminate against protected groups and apply selection criteria uniformly and consistently. 
  3. Invitation to self-identify as a person with a disability.
  4. Records of each apprentice’s On-the-Job Learning. These are records of mentorship hours and training opportunities.
  5. Related instruction reviews and evaluation. Measures of educational instruction and how the apprentices performed on tests and other evaluations.
  6. Record of job assignments. All job assignments must be recorded. This includes components of the occupation, and records pertaining to promotion/demotion, transfer, layoff, and termination. 
  7. Rates of pay and other compensation. All pay increases and other compensation should be noted and follow the wage progression in the Apprenticeship Standard. 
  8. Work conditions and accommodation. Reasonable modifications and adjustments to the job or work environment to accommodate a disability should be carefully recorded.
  9. Hours of work and hours of provided training. Document how many hours the apprentice spends working versus hours spent training or in related technical instruction. 
  10. Relevant personal apprentice records relevant to equal employment opportunity. Show that the Apprenticeship meets all requirements of the Equal Opportunity Act and does not discriminate on the basis of race, color, religion, national origin, sex, marital status, age, and more.

Related Content: Types of Apprenticeships You Can Offer as a Sponsor

 

Takeaways

A Sponsor should take the lead and make sure the Apprenticeship program meets all standards and regulations.

A Sponsor is required to show that their Registered Apprenticeship Program complies with all USDOL regulations. While record keeping can seem overwhelming, Sponsors can take steps to minimize this burden for their teams and partners. Adding software tools, like ApprentiScope, that help manage every aspect of Apprenticeship compliance will eliminate administrative inefficiencies and set up your programs for long-term success.

 

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