Continuity Of Apprenticeships Policy

This policy has been developed to reflect the principles detailed in our Disaster Recovery Plan and the requirements of the Education and Skills Funding Agency (ESFA) Apprenticeship Funding Rules. This policy is designed to prepare LEAP and provide assurance that we have considered a wide range of risks that could impact learners’ ability to successfully undertake or complete their programmes and that we have contingency plans in place to eliminate, mitigate or manage these risks. The plan considers those incidents that will have a significant impact on the operation of our Apprenticeship provision following a major crisis or disaster or an event, and which creates the need for short-term closure or suspension of activity.

Processes and policies are in place to ensure a transparent approach to the delivery of Apprenticeships. All policies and procedures are available to staff and Apprentices through the work-life platform / LEAP Apprenticeship site and our group website. All new staff receives training on this during their induction process and the element is signed off on the induction checklist once completed. Processes and policies are routinely reviewed annually by the Policy lead, supported by the Quality Team. Any interim updates are agreed with the Leadership Team if changes prior to the annual review are required. All policies are signed off by the Director of Apprenticeships and Early Careers

Our Apprenticeship training is delivered through a blended approach and this provides a level of flexibility and a number of options to ensure the relevant training continues to be delivered to our Apprentices. The methods of training include face-to-face delivery, virtual, directed, and supervised learning activities, webinars, online coaching, telephone coaching, set reading and feedback, work-based learning assignments, and work-based assessments. Our face-to-face locations provide national coverage allowing learner support to be easily accessible to coaches in different locations. 

We have qualified and experienced coaches who are able to step in at short notice to support sickness and where the coach is unable to deliver training. There is always more than one coach to support the delivery of a programme. Visibility between coaches is tracked through an internal progress tracker that allows coaches to regularly document learner progress and key actions. The tracker includes links to learner files in order to ensure access is available to relevant coaches and support staff. Learners are requested to share all apprenticeship work with ilp@leapapprenticeships.co.uk, this allows the centre staff to hold central access to learner's documents. Only those that need access will have access through this link in line with our GDPR policy. Learning resources are accessible via google classrooms for both learners and coaches and classrooms are owned by multiple apprenticeship members. 

In instances where we are unable to provide continued support to apprentices, we will vet various training providers to transfer the delivery of our apprentices. All external providers will be reviewed by our robust review process in order to ensure learners will receive a high quality of education and will be added to our preferred supplier list, where instances as such occur.

As a nationwide team delivering and assessing across the UK, our Apprenticeship Team is home-based with ad hoc travel where face-to-face support is required. All staff is issued with portable IT equipment to enable them to work remotely, at home, or off-site in places such as public spaces (libraries, offices, etc.) and at the employer’s premises as required. IT support is readily available to tackle or support IT challenges and replacement IT equipment is purchased as required to support the delivery and assessment of the Apprenticeship. 

All staff are issued with portable IT equipment to enable them to work remotely, negating the need to travel in the event of an emergency. Remote visits can be completed using a mobile phone, email, and software such as Google meets.

Apprentices are required to make their own arrangements to attend their place of work and study. Where a change of location of study is required for contingency reasons, we would seek to provide an alternate location that is as close as practicable to the original place of study. Where alternate arrangements have to be made that could not easily be accessed by the usual forms of transport, we will work with the employer to consider the nature and impact of alternate transport arrangements on individual learners and agree on an appropriate solution. 

Expenses are paid to contribute towards the cost of fuel and general upkeep of the vehicle to enable staff to maintain this source of transport. As an alternative, we recommend the use of public transport such as buses or trains and private transport such as taxis or car sharing where appropriate.

Our Apprenticeship Team structure ensures we have relevant resources in place to enable learning to continue during the period on programme. Should a Coach or Manager leave the business, or be unavailable for a prolonged period, Senior Managers will have sufficient staff resources in place to continually support each Apprentice on programme. In nearly all cases there will be more than one person capable of delivering the programme or level. 

If that were not to be the case; 2 © 2022 LEAP Apprenticeships & Early Careers 

• An alternative provision would be available as an interim measure to support training until a new suitable resource can be recruited or brought in. 
• Travis Perkins works alongside external specialists in a range of areas including Maths and English. These specialist staffs are accessible to all areas of the business and can support as required.

LEAP Apprenticeship data is mainly stored electronically, either remotely or online. Remote data is stored on portable laptops, secured by Travis Perkins Group (associated with LEAP) encrypted passwords that are required to be changed on a regular basis. 

Electronic data is held on business-critical systems Google Drive and Google Mail. All systems are secured by passwords individual to the user that is changed on a regular basis. 

Training materials are stored in a shared drive, which is accessible to relevant colleagues in order to support apprenticeship delivery. 

Each system automatically backs up data on a daily basis, allowing lost information to be recovered and restored where necessary on any PC using the secure login issued. 

Tribal manages Apprenticeship back office data including the server for the website. They run systematic checks on functionality and security. Remote backups are completed daily ensuring that in an emergency situation there remains access to critical data.

We are currently all electronic and no paper records are held. Previous archived paper records are held in line with our Data Protection Policy and adhered to GDPR regulations.

Communication with staff, Apprentices, and Stakeholders is of paramount importance to us and more important if presented with a major incident. The primary sources of communication are via telephone and email, and all staff is issued with work mobile telephones. Mobile phones are set up to include access to the internet, and emails and are supported with a work profile and device policy. 

Key staff and contact details are provided within this continuity document 

Emails are backed up to the Google Server, this allows lost data to be recovered, and for staff to access email accounts from any PC with their own secure login. Email is accessed via Google Platform which can be used offline, though users are required to be online for messages to be sent or received.

Internet access is required for emails and for communication. All staff mobile phones are equipped with access to portable mobile data. Staff are encouraged to link to their home and public space wi-fi where possible (e.g. at employer premises). 

In an emergency, key contacts include IT support advisers, and Tribal will be able to support Apprenticeship Critical Data support. Should an incident occur, the telephone will initially be the primary method of communication with relevant staff and key contacts followed by email. 

Our apprenticeship training is delivered through a blended approach and this provides a level of flexibility and a number of options to ensure the relevant training continues to be delivered to our learners. 

The methods of training include virtual, directed, and supervised learning activities, webinars, online coaching, telephone coaching, set reading and feedback, work-based learning assignments, and work-based assessments. The following list also includes a range of tools and methods for facilitating distance learning, including those with no, some, or great levels of technological sophistication. 

In the event of a prolonged closure absence, Coaches can prepare hard copy instructional packs that learners may use at home to continue their learning. Hard copy packs may include worksheets; calendars or schedules of work to be completed; directions for tasks, projects, or written assignments. 

Coach Check-ins include a variety of technologies (telephone, email, web conferencing) can be used to facilitate one-to-one, or teacher-and class interaction or lesson delivery between learners and tutors/assessors

In line with ESFA Apprenticeship Funding rules there may be circumstances where, if an Apprentice is made redundant, We must make reasonable efforts to find the Apprentice a new employer. SR Apprenticeships also has well-established relationships with a large number of levy employers working across the construction industry. Where appropriate, these relationships can be leveraged to identify opportunities for displaced learners.

In the event of termination of the agreement with the ESFA and becoming unable to continue the delivery of the apprenticeship programme, we will engage with the ESFA to make arrangements for effective exit to minimise the disruption to both learners and employers. The details of all apprentices, their apprenticeship programme, progress made, registration with awarding organisations, and evidence that is required to contribute towards successful completion of their endpoint assessment would be made readily available. The primary goal is to see every apprentice through to successful completion of their apprenticeship standard and every effort would be made under such circumstances to enable this to happen.

In the first instance, any concern should be reported to one of the Senior Management Team. 

• Andy Rayner: Director of Apprentices & Early Careers: 07802 455575 
• Jogita Govind: Quality Manager / Deputy Safeguarding Lead: 07768 038904 
• Janette Capehorn: Apprenticeship Manager: 07713 063501 
• Michael Collins: Apprenticeship Manager: 07384 527649 
• Hannah O’Shea: Finance & Funding Manager: 07885 218656 
• Barry Moss: Apprenticeship Manager: 07469 027490 
• Ryan Beaver: Compliance & Centre Manager: 07825 783483 
• Tony Dawson: Early Careers Manager /Safeguarding Lead: 07917 177375

Once escalated at Senior Management Level, follow up additional support may be sought from: 

• ESFA: Funding issues or implications: ESFA enquiry form Telephone: 0370 2670001 Julia M: 07917 613389  E:Julia.Bakewell@education.gov.uk - Bakewell Account Manager 
• IT Helpdesk: IT / Technology Support: HelpdeskMail servicedesk@travisperkins.co.uk 0330 1010 199 
• Tribal: Apprenticeship management system: servicedesk@tribalgroup.com 
• OAL: EPA organisation: Lee Reddington Head of Partnership Development Mob: 07747442794 Office: 01904 236 483 Email: l.reddington@oawards.co.uk 
• CMI: EPA organisation: Simone Morris MCMI Partner Engagement Manager 07703 192 940 APS: EPA organisation: Jennie Harnaman Head of Apprenticeship & Membership Engagement Email: jennie.harnaman@the-isp.org Office : +44 (0)20 3637 4940 Mob: +44 (0) 7956 113245 Institute of Sales Professionals Innovate: EPA organisation: Charlotte Bosworth Block F 291 Paintworks Bristol BS4 3AW Email: epa@Innovateawarding.org Mob: 0117 3142800