DOL Compliance Assistance: Working with ApprentiScope

Since 2011, the number of apprentices working in the United States has grown by over 70 percent, resulting in well over 600,000 active apprentices nationwide. ¹

While these stats are encouraging—and many businesses are eager to start Apprenticeships—launching a Registered Apprenticeship Program (RAP) and remaining compliant with USDOL regulations can be difficult. It’s imperative to have a system in place to keep your data organized and easily accessible for you, your apprentices, and USDOL representatives.

To help you get the most out of your Apprenticeship program, let’s explore some common pain points associated with Apprenticeship compliance and how ApprentiScope is helping companies eliminate them.

Main DOL Compliance Pain Points

Apprenticeship programs are a great way for employers to recruit, build and retain a highly-skilled workforce. The U.S. Department of Labor (USDOL) pays special attention to apprenticeship regulations, safeguarding the welfare of apprentices while ensuring there is equal access to all apprenticeship programs. Further, USDOL helps employers by providing integrated employment and training information directly to apprenticeship Sponsors.

In an effort to ensure funding goes to the right places and apprentices are receiving the services they signed up for, the USDOL has implemented strict regulations that Sponsors are required to meet on an ongoing basis. Employers running a RAP may experience several challenges while trying to maintain these requirements, including:

Maintaining enrollment & completion records. Employers are to submit documentation to USDOL whenever an apprentice is enrolled in a RAP or completes an RAP. Failing to submit these documents can result in apprentices not receiving complete training and/or credentials.
Maintaining detailed On-the-Job Training (OJT) records. Sponsors are required to keep detailed records of an apprentice’s OJT progress to ensure they’re receiving the required 2000 hours of OJT per year. This can include hours worked, competencies completed, and performance evaluations.
Maintaining detailed Related Technical Instruction (RTI) records. Sponsors are required to maintain records of RTI completion, attendance, and transcripts to verify apprentices are receiving the required 144 hours of RTI per year.
Wage Schedule Adherence. Employers must pay apprentices at least 50% of the wage rate paid to fully trained workers whenever an apprentice begins their Apprenticeship. As the apprentice progresses in his/her occupation, Sponsors are required to grant at least one pay increase as is defined in their Standards of Apprenticeship. It’s essential that pay is tracked for each individual apprentice, and records of changing wages must be kept.
Equal opportunity. Employers must ensure that their apprenticeship programs are open to all qualified individuals regardless of race, religion, national origin, sex, age, or disability.
Staying up-to-date with changing regulations. The USDOL's regulations for apprenticeship programs are subject to change, and employers are responsible for staying current with these changes to ensure compliance. It can be difficult to stay on top of frequently-changing rules and missing an update in regulations may leave you out of compliance.

These concerns are just the start of what the USDOL looks for during an apprenticeship program audit. The Department of Labor uses audits to track compliance, and a failed audit can result in a program losing their eligibility for incentives, like reimbursements and tax credit, or even losing approval for the program itself.

What to Expect with a USDOL Audit

It’s unlikely that you will receive advance notice before a USDOL audit, so the best way to be prepared is to fully understand the audit process itself. While frequency of these audits varies, it’s best to prepare for quarterly audits and always keep records up to date.

To start, the USDOL will want to confirm your records are current and will ask to see:

On-the-Job Training (OJT) Progress (i.e., work progress schedule)
Related Technical Instruction (RTI) Progress (i.e., courses and grades)
Wage Schedule Progression
Apprenticeship Agreements (Form 671 or State Agreement)
Case Notes (if relevant)
Previous Experience (OJT & RTI)

Since the USDOL wants to confirm that apprentices are being treated fairly, equally, and safely, its biggest concerns will be if OJT hours are not being completed, if the apprentice is not receiving RTI, or if a progressive wage schedule is not being followed.

It’s imperative that the data surrounding your RAP are consistently and accurately kept. All of these elements can be difficult to keep track of, especially as your apprenticeship program grows.

Apprenticeship Management Software makes compliance easier by tracking critical data like time spent in OJT and RTI, performance evaluations and skill progression, wage increases, and case management. Let’s take a closer look at how this type of tool can automate your record-keeping and help your RAP pass USDOL audits with flying colors.

How ApprentiScope Keeps Your Apprenticeship Compliant

ApprentiScope’s expert Apprenticeship Management Software takes all the guesswork out of tracking RAP data and maintaining USDOL compliance. Automate your record-keeping with robust, industry-tested tools.

Without Apprenticeship Management software, every aspect of managing your RAP must be done manually. From the first step of hiring your apprentice and completing the apprentice agreement to filling out the form for submission to the USDOL, the employer is directly and intrinsically involved. And while this may work for one or two apprentices, manually tracking data for tens or hundreds of workers is not feasible and will hinder your program’s growth.

From the moment you find an apprentice, ApprentiScope can take over and automate all the data capture necessary for paperwork and document generation. Invite hundreds of apprentices to sign up with ApprentiScope and the software will immediately collect the essential information, insert your new apprentices in the database, and commence record-keeping for each individual.

What’s more, every aspect of RAPIDS compliance is automated in ApprentiScope’s software. This means cumbersome tasks like completing the Standards of Apprenticeship, Disability Disclosures, and more will now be generated and auto-populated within the program.

Once your apprentices are entered into the software, every aspect of ongoing data collection required for RAPIDS compliance can be tracked directly in the program. Not only does this conveniently expedite day-to-day record-keeping, but you will be able to find all this essential data in one place, making it easier than ever to share this data during a USDOL audit.

Takeaway: Let ApprentiScope Track Your Data and Make Compliance Easy

Running a Registered Apprenticeship Program is an excellent way to build a highly skilled workforce, but meeting compliance requirements can be a complex process without the right tools.

ApprentiScope can do the heavy lifting to ensure your programs stay on track and give you time back to focus on what matters.