Top Tips for Monitoring Externally Delivered Apprenticeships

Posted by Carla Martinho

Whether you’re an apprenticeship training provider or Employer Provider, you probably have a combination of apprentices you train under your own contract and some delivered to your staff by other Main Providers. Particularly if you’re a Levy-paying employer, this combination allows you to access specialist training areas outside of your sector expertise.

If that sounds familiar to your organisation, are you using your learner management system to track all your apprentices and get the most out of your reporting? Here’s how you can achieve top results with Tribal’s Maytas.

Why do I need to record my externally delivered apprentices in Maytas?

  • Make it easier to reconcile your Apprenticeship Service Employer account against Maytas by including all your learners in Maytas.
  • Informs the Financial Forecasting module for accurate and complete forecasting of your levy spend as an employer and revenue as a provider.
  • Easy access to data about all your apprentices for competitions like the Top 100 employers, demonstrating your organisation’s full contribution to skills development in your region and lobbying industry and government bodies.
  • Visibility of all of your apprentice population in one place, with real-time reporting.
  • Store all your apprentices’ contact details in one system, allowing for easy communication of apprentice-specific messaging – particularly important for safeguarding and well-being with younger learners.

What data should I collect?

At the apprenticeship start:

  • Unique Learner Number,
  • Name,
  • Date of birth,
  • Gender,
  • Ethnicity,
  • Disability/Learning Difficulty,
  • Area of the business (for example, the division, department or team),
  • Employer postcode (if you have multiple sites),
  • Apprenticeship Level,
  • Sector (for example, Engineering or Business admin),
  • Job Role (if different from the standard name),
  • Apprentice work email address,
  • Programme entry route (for example, direct entry of a new recruit, upskilling existing staff or progression from a previous apprenticeship),
  • TNP,
  • Standard code,
  • Start and Planned End Date,
  • Apprenticeship Provider name,
  • Delivery location postcode (the provider location postcode).

When the apprentice exits the programme:

  • Status/outcome,
  • Actual end date,
  • Destination and progression details. Consider including more than the usual ILR Destination and progression options. For example, if the reason is set to 'other' in the ILR, add a field to specify the reason at a more granular level and, where applicable, for withdrawals/leavers, a brief description of actions taken to retain the apprentice. This is a good practice for all your apprentices, and where you are the training provider is evidence to show Ofsted why your learners are leaving. An early leaver may dent your achievement rates, but if you can show that a learner is leaving for a more senior job role, that’s a good outcome for your learner.

Effort v. benefit - is it worth it?

You’re probably collecting a lot of this information already through your HR or Learning and Development teams, so why not store it in Maytas and make that data add value to your business?

If you were competing to be one of the Apprenticeships Top 100 Employers 2023 today, could you easily access the information to answer these sample questions?

  1. Number of apprentices currently on the programme by level.
  2. How many apprentices started (or will start) an apprenticeship with your organisation between 1st April 2021 and 31st March 2022 by level? Please state whether these apprentices were recruited from outside your organisation, transferred from a previous apprenticeship, or are existing employees.
  3. Please give details about the diversity of the apprentices that started (or will start) an apprenticeship with your organisation between 1st April 2021 and 31st March 2022.
      1. Number of male apprentices:
      2. Number of female apprentices:
      3. Number of apprentices 16-18:
      4. Number of apprentices 19-24:
      5. Number of apprentices 25+:
      6. Number of black, Asian and ethnic minority apprentices
      7. Number of apprentices with learning difficulties or disabilities (LDD), including mental health and neurodiversity 

    Ultimately it all depends on how many externally delivered apprenticeships your organisation has and how important it is to you to have visibility of that information. Still, with investment in time and no extra spend, you can create a valuable tool, especially if you’re a Levy-paying organisation.

  1. If you'd like to learn more about Maytas,  check out the product page, or schedule a call with our team.