DTL Learner InductionInduction process 2020-21

Design and contracting with employer

Advertise

Advertise & explain Apprenticeships to stakeholders (Sales Team) 2-3 days per month. Handout leaflet to employers with relevant info and contact details. Handout learner handbook to learners with course details or refer to our website.

TNA

Each learner interested in an apprenticeship needs to complete a Training Needs Assessment form to determine the most appropriate programme for the learner and the skills needed.

Employer also needs to complete the TNA form stating what skills are needed for their organisation.

Set calendar dates for Induction days – can be booked via DTL website (using MS Bookings).

Explain what will be expected from all parties and the assessment structure.

Agreement

If the learner and employer both agree to the TNA, an agreement will be made by the employer with the training provider and the sign-up process can begin.

Employer statement is required.

Employer contribution needs to be agreed.

NOTE: Each employer can only sign up 10 staff on apprenticeship training with a training provider across the whole of their organization.

This limit applies to employers who sign up staff on the non-levy scheme.

Non-levy is applicable to employers who are small to medium businesses, whose wage bills are below 3 million per annum.

Enrolment Process for new learners 2020-21

Eligibility

Gather eligibility details and documents from learners and employer, determine enrolment status.

NI number, payslip, copy of employment contract, job description, CV, valid Passport or Residential Permit.

IAG

Provide IAG, IA, and Diagnostic Assessment – use of BKSB is paramount.

Use the TNA document to support any decisions made in IAG.

Explain what will be expected from all parties and the assessment structure.

Sign up

Complete enrolment paperwork and gather relevant documentation / evidence e.g. ID, RPL certifications, exemptions, etc.

Enrolment paperwork to be completed and signed by all parties i.e. learner, employer, and training provider.

Notification to Coach

Inform the coach of learners available to allocate.

Provide contact details and BKSB IA and DA results.

Notification to Learner

Inform the learner of who their allocated training Coach will be and their contact details.

NOTE: a coach will be allocated within 3 weeks of confirming enrolment.

First Visit

Training Coach to set first assessment i.e. delivering triage of support: 20 min observation, 20 mins each on BKSB / FS training, 10 min feedback, booking of next assessment and agree on date with employer.

NOTE: Cover FS in length and explain what is involved for each aim. For example, FS English has 3 components: REA, WRI and SLC.

Initial Assessment via BKSB

• The IA scoring will determine your eligibility for the level of apprenticeship you enrol on and to gauge what you do not know, so your coach can support you in your learning, when you enrol.

Initial Assessment Level Score

Level Score as per Bksb marking scheme

DTL Grading benchmark

Level 1 Level 2 22-27 19 plusHigher E3 -L1

Level 2 Level 3 28-30 24 plusHigh level Entry 3 -Level 1

Level 2 Level 5 28-30 26 plusHigher Level 1-Level 2

NOTE: the table on the right is based on paper-based assessments.

Assessment Documentation

• Assessment structure:

• Full name and date in the header of each assignment submitted – for validity.

• Include reference number and title of unit in the header.

• Include page number at the footer of every page.

• References to be included at the end of each assignment.

• Learners need to accept evidence on e-portfolio platform once submitted.

• Coach feedback will need to be accepted to authenticate evidence.

• Plagiarism will not be tolerated and evidence will be checked for authenticity.

Assignment example – header

You MUST always set out your full name, date of submission, and full unit reference number and title in the header for every assignment you complete. The assessment criteria should be written as sub-headings.

Assignment example – footer

You MUST always include the page number at the footer of each page for every assignment you complete.

Referencing – Harvard style

• All learners are to include a reference list at the end of each assignment.

• You will need to cite the source of your information used in your assignments.

• You can find reference generators online to aid you and get you accustomed to using the Harvard referencing system.

• To start, you can visit www.ukessays.com/referencing here to generate a reference.

• In the Harvard style, the author and year are cited in-text, and full details of the source are given in a reference list.

Harvard referencing example• The image is an example of what

the reference list should look like using the Harvard style.

• This referencing can be used for books, journal articles, websites.

• For more information on the Harvard style, please visit the following web address.

• www.scribbr.co.uk/referencing/Harvard-style/

Image source: www.scribbr.co.uk/referencing/Harvard-bibliography/

Breakdown of Functional Skills

English

This qualification includes three mandatory components:

• Speaking, listening & communication –This component is internally set and marked. Learners must complete two activities based on a discussion/ exchange with at least one other person. The total assessment time should not exceed 30 minutes.

NOTE: a minimum of 3 and maximum of 5 attendees, including the candidate is required.

• Reading – Learners must complete one written examination that is externally set and marked. The assessment time is 1 hour.

• Writing – Learners must complete one written examination that is externally set and marked. The assessment time is 1 hour.

Maths

This qualification consists of one mandatory component. Learners must complete one written examination that is set, marked and moderated by the awarding body. The duration of the examination is 1.5 hours.

The assessment will test a learner’s representing, analysing and interpreting skills using numbers (including algebra), geometry and statistics in functional contexts. The learners must answer a series of questions based on purposeful scenarios and all questions must be completed.

ICT

To pass this qualification, the evidence that the learner presents for assessment needs to demonstrate that they can meet all the skill standards for the qualification.

This qualification consists of one mandatory component. Learners will be required to carry out a number of tasks using ICT systems (and appropriate resources) which is submitted to the awarding body. The duration of the examination is 2 hours for level 1 and 2.

NOTE: No paper-based version available as learner is required to demonstrate use of certain hardware and software.

NOTE: ICT qualification may not be applicable to some apprenticeship programmes.

NOTE: Learners will need to complete functional skills tasks with the coach and build a functional skills portfolio of evidence.

Explaining the internal verification process

E-portfolio evidence

A body of work / evidence uploaded on an e-portfolio platform to meet the assessment criteria of the awarding body standards.

The DTL training coach will assess uploaded work to feedback whether they have met the assessment criteria – this will be ongoing throughout the course.

Internal sampling

Internal Quality Assurer will check the quality of work submitted by learners and assessed by training coach.

Feedback & actions

If the IQA is happy with the coaches feedback / decision on an assessment, they will sign off on the unit evidence.

However, if the IQA feels the quality of assessment does not meet the standards, actions will be given for the coach to complete.

The training coach will support their learner to ensure they achieve the assessment criteria and re-submit for re-assessing.

Final internal sampling

IQA will check the learner evidence a final time to verify the actions, if any, have been met before signing off completely.

Ready for external sampling

IQA will sign off the evidence when the criteria has been met and will be marked as ready for EQA sampling.

Explaining the external verification process

E-portfolio evidence

A body of work / evidence uploaded on an e-portfolio platform to meet the assessment criteria of the awarding body standards.

The DTL training coach will assess uploaded work to feedback whether they have met the assessment criteria – this will be ongoing throughout the course.

External sampling

This is when the awarding body sends one of their officers to check that the learner work has met their standard and that we are checking the quality is maintained according to their requirements.

Feedback & actions

If the EQA is happy with the coaches or IQA’s feedback / decision on an assessment, they will sign off on the unit evidence.

However, if the EQA feels the quality of assessment does not meet the standards, actions will be given for the IQA or coach to complete.

The training coach will support their learner to ensure they achieve the assessment criteria and re-submit for re-assessing.

Final external sampling

EQA will check the learner evidence a final time to verify the actions, if any, have been met before signing off completely.

EQA report

After the visit, the EQA will release a report detailing which learners can be claimed, subject to meeting their standards. We cannot give learners an exact date on when we can claim certificates until we receive confirmation from the awarding body.

Explaining the certification process

E-portfolio evidence

A body of work / evidence uploaded on an e-portfolio platform to meet the assessment criteria of the awarding body standards.

The DTL training coach will assess uploaded work to feedback whether they have met the assessment criteria – this will be ongoing throughout the course.

Internal sampling

Internal Quality Assurer will check the quality of work submitted by learners and assessed by training coach.

External sampling

External Quality Assurer from the awarding body will conduct a sampling visit to check the quality of work submitted by learners and assessed by training coach.

The EQA will check that assessment practice meets their standards.

Claiming

Subject to confirmation from the EQA, the training provider can begin the process of claiming learner certificates with the awarding body.

Certification

Certificates would usually be printed and posted to the training provider.

Due to the Covid-19 pandemic since March 2020, awarding organisations are releasing eCertificates, until they can resume printing of physical copies under safe working conditions.

Achievement

Once certificates are received, training provider will update their records and the funders of achievement for that claimed qualification.

NOTE: certificates cannot be sent to learners individually; it will be released after all aims are achieved within the apprenticeship.

End-Point Assessment (EPA)

• The EPA will be where you meet the EPA assessor after you have achieved all other qualifications in the apprenticeship. You will go through a series of assessments set out in the apprenticeship you are working towards. This can be in the form of many things and designed to show your competence from the on-programme training you have been receiving in the last 12 months. Once you have been passed by your EPA assessor, you will have completed your apprenticeship and be graded with a pass, merit or distinction.

• Here are some examples of the types of assessments you may need to complete in your EPA: • Portfolio of evidence through your on-programme training • Multiple choice questions • Interview with the EPA assessor • A project set out at the beginning of your apprenticeship • Observation

• You will only need to complete some of these assessments depending on the apprenticeship you are on and your training coach will discuss this with you in further detail. These will be the goals you will be working towards throughout your apprenticeship to get to this final stage.

EPA continued…

• There are 3 components in the EPA: • knowledge

• skills

• behaviour

• We refer to these components as ‘standards’ – your allocated coach will deliver training on these standards from start to 10 months into the apprenticeship.

• Learners are expected to complete their first mock assessment(s) 6 months into the apprenticeship.

• You can read our EPA Journey guide once you are enrolled.

Explaining the learner engagement process

Monthly Training

Learners will receive learning per month, which involves:unit assignments,observations, FS English, Maths and ICT, and feedback.

Completed assignmentsmust be uploaded on an e-portfolio to show monthly progress.

Attendance logs are completed at the end of each session.

Quarterly reviews will be completed every 3 months to capture progress to date & any outstanding targets.

Functional Skills

If applicable, some learners must complete Functional Skills learning via BKSB – an online e-learning platform.

Learning progress is tracked and monitored on this system for English, Maths and ICT.

Exam preparation, resources and practice exams are easily accessible.

OTJT

OTJT (Off-the-job training) needs to be recorded on the e-portfolio system per month.

This is to capture new knowledge, skill and behaviours gained during your apprenticeship.

Remember: OTJT activities need to directly relate to the apprenticeship and needs to take place during normal working hours.

E-portfolio evidence

Learners will need to increase their progress percentage % by a certain amount per month – this amount varies depending on the length of apprenticeship. For example, learners on an 18-month apprenticeship will need to achieve 6% progress per month.

Example:

100 ÷ 18 (months) = 6%

Formula: target percentage (100) ÷ length of apprenticeship (by month)

Compliance submission

All of these activities and documents must be completed each month.

This is part of the compliance process and is in adherance to ESFA funding rules.

NOTE: The funding rules have changed 2020/21 -learners who do not engage in learning after 4 weeks must be placed on a break in learning.

If the lack of engagement continues, we will withdraw the learner from the apprenticeship, as per the funding rules.

Explaining the compliance process

E-portfolio evidence

A body of work / evidence uploaded on an e-portfolio platform to meet the assessment criteria of the awarding body standards.

The DTL training coach will assess uploaded work to feedback whether they have met the assessment criteria – this will be ongoing throughout the course.

Monthly Training

Learners will have a face-to-face or online training session with their Coach every month while on programme. The training will cover: observation, FS English, Maths and ICT, and feedback.

Both parties need to participate and complete the required compliance documents.

Attendance Log

An attendance log needs to be completed for every training session, per month.

There needs to be a clear audit trail.

OTJT

OTJT (Off-the-job training) needs to be recorded on the e-portfolio system.

Learners need to add their OTJT record per month. The minimum number of hours required per month will differ for each learner –this information can be shared by the compliance team.

Review

Quarterly reviews must be completed for every learner.

Most learners will be on a 12 month apprenticeship, meaning you will need to submit minimum 4 quarterly reviews for each learner.

If the apprenticeship duration is longer, more will be required.

Compliance submission

It is required to submit Attendance logs, OTJTs, and Quarterly reviews as and when required, in accordance with ESFA guidelines.

DTL has an internal deadline of when these documents need to be submitted by.

The compliance team tracks and monitors all paperwork submitted monthly.

Off-the-job Training - OTJT

Off-the-job training must be

directly relevant to the

Apprenticeship standard

and must take place within

the apprentice’s normal working hours.

It can include the following:

Simulated exercises & role play

Teaching of theory

•Lectures

Attendance at competitions

Some online learning

•For example, webinars or blended learning

Industry Visits or visiting other

companies or suppliers

Manufacture training

•For example, new equipment or technologies

Learning support provided by employer

or provider

Practical training

Shadowing or being mentored

Time spent writing assessments / assignments

Visiting the employer’s other departments

Self-study

Agreed Changes

• If a learner leaves an employer or has a change of employer, they will need to report the change to Head Office immediately. Also, you may need to complete some forms to record the change(s).

• The same applies when you have a change in personal details e.g. home address, mobile number, email address, etc.

• To report these changes and submit the necessary documents, please contact your allocated Contract Coordinator (you will be notified by email on who this will be).

• NOTE: all staff working for our organisation will use DTL email addresses that should look like *insert name*@divadtraining.co.uk

Training Coach policies

• The learners evidence will be marked and feedback provided within 7 days due to standardisation in agreement as a team collective.

• Training on Functional Skills is MANDATORY and achievement is expected within first 6 months on programme. This can be increased to 9 months if a learner is also taking FS ICT. This is keeping in line with our delivery model. All coaches need to tailor learning for each learner.

Learner Handbook 2020-21

• Learner handbook will include the following:

• Assessment structure and evidence of best practice

• Guidance on how to submit work / evidence online securely

• Include more information on Functional Skills and what is expected

• The enrolment, certification, IQA, and EQA process mentioned in this presentation

• All communication will need to be implemented through the e-portfolio platform (due to safeguarding)

Contact Us

• For more information about Divad Training Limited, please visit our main website on www.divadtraining.co.uk

• You can find our contact details on our “Contact Us” page.