Process Guide

WHAT IS APPRENTICESHIP?

Apprenticeship is a talent development strategy that combines onthe-job learning, classroom learning, and mentorship to train individuals to be experts in their field. Apprentices often start an apprenticeship with little or no experience in their chosen occupation.

WHAT IS REGISTERED APPRENTICESHIP?

Registered Apprenticeships are apprenticeship programs that are well-defined and documented, and are approved by the US Department of Labor (DOL). The DOL has been overseeing and registering apprentices in the US for nearly a hundred years.

WHAT ARE THE RULES?

US DOL Registered Apprenticeships are governed by the Code of Federal Regulations (CFR), Title 29, Parts 29 and 30. It is recommended that individuals in the workforce development field who support apprenticeship development and management read both of these parts from the CFR.

WHAT’S THE PURPOSE OF THIS GUIDE?

This Registered Apprenticeship Process Guide is meant to provide individuals working in workforce development with a full understanding of Registered Apprenticeships, including how to create them, how they’re launched and managed, and how to find additional information and resources about apprenticeship.

WHAT’S THE STRUCTURE OF THIS GUIDE?

This guide is broken into four sections: The Basics, Build, Launch, and Manage. Each section includes a series of pages on individual topics related to registered apprenticeship. Throughout the guide, you will find links and downloadable related resources to review as needed.

HELPFUL LINKS & REFERENCES

1. CFR Title 29, Part 29: Labor Standards for the Registration of Apprenticeship Programs – the federal regulation that provides the overall rules and standards for apprenticeship in the US. 
2. CFR Title 29, Part 30: Equal Employment Opportunity in Apprenticeship – the federal regulation that governs how sponsors must ensure equal opportunity in their programs
3. O*Net Database – the nation’s primary source of occupational information; provides occupation codes for ~1000 standard occupations along with information on wages, education, etc.
4. MI Apprenticeship – a general resource for individuals interested in learning about apprenticeship in Michigan, e.g. employers, candidates, educators, etc.
5. DOL Apprenticeship Quick Start Toolkit – DOL overview of creating a registered apprenticeship.
6. MI Talent Apprenticeship Page – provides information about apprenticeships in Michigan, download-able branding materials and more.
7. MI Apprenticeship Partner Contacts – lists apprenticeship-related partners from around the state including those from the DOL, educational institutions, Michigan Works! Agencies, etc.
8. WIN Apprenticeship Program – includes information about WIN’s intermediary apprenticeship program that employers can join.
9. DOL Apprenticeship.gov Occupations List – the list of over 1,400 occupations that the DOL has identified as “apprenticeable;” aligned with O*Net codes.
10. Workforce GPS Apprenticeship Samples – a collection of resources including a sample apprenticeship program that individuals can reference when building a new apprenticeship program.
11. Urban Institute National Occupation Frameworks – competency-based apprenticeship frameworks developed by the Urban Institute; pre-approved CB work processes for a series of occupations.
12. Online Apprenticeship Tracking Tool – the online apprenticeship tracking tool used and recommended by MI Apprenticeship.

BENEFITS FOR EMPLOYERS

Apprenticeships benefit employers by allowing them to…

• Develop and grow a highly-skilled workforce.
• Reduce turnover and foster loyalty among employees.
• Create customized, flexible training solutions to meet their unique needs.
• Retain institutional knowledge as experts near retirement age.
• Be considered for funding opportunities tied to registered apprenticeship.

Want to know more about how apprenticeship benefits employers? Check out this Apprenticeship Return on Investment (ROI) calculator to see how apprenticeship can reduce employers’ costs! https://miapprenticeship.org/employers/roi-calculator/

BENEFITS FOR APPRENTICES

Apprenticeships offer huge benefits to apprentices, allowing them to:

• Earn while they learn with an increasing wage during the apprenticeship.
• Develop new skills in high-demand fields.
• Learn from a mentor who is an expert in the apprenticeship occupation.
• Begin a long-term career with little or no college debt.
• Earn a nationally-recognized apprenticeship certificate from the U.S. Department of Labor.
• Ensure their personal and professional growth based on the expressed commitment of the employer
• in their training and success.

BENEFITS FOR EVERYONE!

Apprenticeships help the overall labor market by fostering a culture where employers see the value in investing in their employees, and individuals, in turn, feel committed to their employers and are incentivized to remain and grow with their employer. Further, knowledge is continually handed down from expert journeypersons to individuals entering their field, providing a consistently skilled labor force in high-demand and highly technical fields.

• US DOL: About Apprenticeship
• MIApprenticeship ROI Calculator

1. OCCUPATION

Every DOL registered apprenticeship is focused on a single occupation. A program’s occupation must be selected from a list of US DOL approved occupations – sometimes called “apprenticeable occupations.” Apprenticeable occupations are linked to O*Net codes, which come from O*Net, the nation’s primary source of occupational information.

Related Resources: Process Guide: Selecting an Apprenticeable Occupation, DOL Apprenticeable Occupations List

2. WORK PROCESS

Apprenticeships combine on-the-job learning with classroom learning. In a DOL registered apprenticeship, the program’s on-the-job learning requirements are documented in a Work Process. The work process can take different forms, but it describes what an apprentice will learn to do while on the job, and may describe how long that learning is expected to take.

Related Resource: Process Guide: Types of Registered Apprenticeships

3. RELATED TECHNICAL INSTRUCTION

Apprenticeships combine on-the-job learning with classroom learning. In a DOL registered apprenticeship, the program’s classroom learning requirements are documented in its Related Technical Instruction (RTI) outline. RTI may occur at a college, union, private institution, internally at the employer, or some combination of these. Institutions delivering RTI are called RTI Providers.

Related Resource: Process Guide: Related Technical Instruction

4. WAGE SCALE

All registered apprenticeships must include at least one wage increase for the apprentice to ensure that they are compensated for skills gained. Each apprenticeship employer can set their own minimum wages in their wage scale. Apprentices can always be paid at rates above what is described in the wage scale, but never below.

Related Resources: Process Guide: Wage Scale

• Process Guide: Selecting an Apprenticeable Occupation
• DOL Apprenticeable Occupations
• Process Guide: Types of Registered Apprenticeships
• Process Guide: Related Technical Instruction
• Process Guide: Apprenticeship Wage Scale

EMPLOYERS

A registered apprenticeship cannot exist without an employer, or group of employers. Employers arguably play the most important role in an apprenticeship, as they work with partners to develop a customized Work Process and RTI suited to their needs, and employ and mentor apprentices throughout their program.

APPRENTICES

Apprentices participate in employer-driven apprenticeship programs to grow their skills and kick-start their career in their apprenticeship occupation and industry. Apprentices may be existing employee within an organization, or they may be new hires selected specifically to participate in the company’s apprenticeship program.

US DEPARTMENT OF LABOR

The US Department of Labor (DOL) is the department of the US government that is responsible for reviewing, approving, and overseeing registered apprenticeship programs. The US DOL Office of Apprenticeship (DOL OA) in Michigan works with employers and other organizations sponsoring apprenticeships to ensure that programs maintain a high quality standard, program records, and provide a benefit to apprentices.

INTERMEDIARIES

Third party organizations sometimes serve as apprenticeship sponsors in the role of an apprenticeship intermediary.

RTI PROVIDERS

RTI providers deliver the required Related Technical Instruction (RTI) defined in apprenticeship programs. All types of training providers can serve as RTI providers, but RTI providers are often community colleges or unions that work with employers to develop a curriculum for their apprenticeship programs. RTI providers also work directly with apprentices for matters related to enrollment, financial aid, etc.

WORKFORCE DEVELOPMENT AGENCIES

Workforce Development Agencies (in Michigan, these are Michigan Works! Agencies or MWAs) are often involved in helping employers develop and launch apprenticeships. Among other things, MWAs offer employers access to talent and funding opportunities to support their programs.

• Process Guide: Apprenticeship Sponsors
• MIApprenticeship Partner Contacts

WHAT IS A PROGRAM SPONSOR?

Every DOL Registered Apprenticeship has a single organization that is responsible for its successful implementation. This organization is called the program sponsor or standards-holder of their apprenticeship program.

WHO CAN BE A PROGRAM SPONSOR?

• Employers – employers often sponsor their own apprenticeship programs.
• Labor Unions – many labor unions sponsor apprenticeship programs and provide apprenticeship RTI.
• Third Party Organizations – sometimes, a third party organization may serve as the sponsor of an apprenticeship program on behalf of employers. This essentially “outsources” the management and oversight of the program to the sponsor.

TYPICAL SPONSOR RESPONSIBILITIES

A program’s sponsor is the organization that is ultimately responsible for ensuring that the program is run properly and in accordance with their standards and DOL regulations. Their responsibilities include (but aren’t limited to):

• Maintain records in accordance with DOL regulations, including records documenting Apprentices’ completion of RTI
• • Apprentices’ progress through the program’s work process
  • Proof of required wage increases
  • Employer EEO policy
  • Hiring procedures and HR records
• Prepare for, participate in, and resolve DOL program audits
• Work with DOL to
• • Develop program standards
  • Develop RTI and Work Process
  • Update and maintain program
  • standards and appendices
• Register apprentices in RAPIDS (DOL online tracking system)
• Report apprentice progress to DOL through RAPIDS

WHO CAN BENEFIT FROM APPRENTICESHIP INTERMEDIARIES?

Many companies may benefit from utilizing an intermediary to sponsor their apprenticeship program. In particular, small and mid-size companies without extra HR capacity can benefit from an intermediary’s support in creating and managing their apprenticeship programs.

• Process Guide Section 4: Manage
• WIN Apprenticeship Program

There are three types of registered apprenticeships:

TYPICAL APPRENTICESHIP DELIVERY MODELS

There are three typical apprenticeship delivery models:

• Process Guide: Selecting an Apprenticeable Occupation
• DOL Apprenticeship Quick Start Guide

The Registered Apprenticeship Standards document is the key document in any registered apprenticeship program. The Standards describe, at a high level, how the program will run and who is responsible for key aspects of program management. The organization that signs the apprenticeship standards is the program sponsor or “standards holder” for the program. Potential sponsors can request a template for their apprenticeship standards from the US DOL Office of Apprenticeship.

Note: The Standards and Appendices are living documents! The sponsor or employer can always refine and update them as their needs and understanding change.

APPENDIX A

There are several standard appendices to the Registered Apprenticeship Standards, but the most important is the Appendix A. The Appendix A contains the outline of an apprenticeship program’s Work Process, Related Technical Instruction, and minimum wage scale. When developing an apprenticeship program, employers can review sample versions of the Appendix A for their selected occupation and customize it to suit their needs. Note that one set of Apprenticeship Standards can have many associated Appendix A’s for various occupations.

• Building an Appendix A

This checklist describes the tasks that need to be completed in order for an employer to develop a registered apprenticeship program for which they will act as the sponsor.



Note: The employer (sponsor) is ultimately responsible to complete each of these tasks, but they may receive guidance along the way from DOL, college, MWA, or intermediary partner!

This checklist describes the tasks that need to be completed in order for an employer to develop and join a registered apprenticeship program that is sponsored by an intermediary.



Note: The employer will complete each of these steps with the support of their intermediary partner. When an intermediary is involved with developing a new apprenticeship program, they act as the liaison between the employer and the various program stakeholders to get all apprenticeship documents developed, approved, and updated.

OVERVIEW

There are four types of registered apprenticeship programs:

1. Group Joint
2. Group Non-Joint
3. Individual Joint
4. Individual Non-Joint

MULTIPLE APPENDIX A'S

A single apprenticeship program registered under one set of Apprenticeship Standards can include several Appendix A’s.

• A set of Individual (single employer) or Group (multiple employer) Standards may govern a program to train employees in several occupations and include an Appendix A for each occupation.
• A set of Group Standards (multiple employers) may have several Appendix A’s for the same occupation if each Appendix A is customized to suit the needs of each employer. E.g. Company 123 and Company 456 both need to hire apprentice machinists, but they each require slightly different RTI and Work Processes.
• However, a single employer with Individual Standards cannot have two different Appendix A’s for the same occupation, since that would indicate that they don’t have a consistent internal definition for their employees’ roles in a given occupation.

OVERVIEW

When developing an apprenticeship program with an employer, selecting the right occupation(s) for the program is crucial. This section describes how a workforce development professional can help an employer make the right decision about which occupation(s) to include in their registered apprenticeship program.

DISCUSS THE EMPLOYER'S NEEDS

Meet with the employer to discuss their needs. Ask the employer which job roles they’re seeking to apprentice, which technologies their apprentices will be expected to learn in each role, and request a job description or job posting, if possible.

REVIEW APPRENTICEABLE OCCUPATIONS & DO YOUR RESEARCH

The DOL recognizes over 1,200 occupations as being “apprenticeable” in registered apprenticeship programs. The current list of DOL-recognized apprenticeable occupations can be found here. Use ctrl+F to search for the job title and keywords related to the employer’s needs.

If the right apprenticeable occupation from the DOL list isn’t immediately clear, do some research to determine whether there may be other names for the occupation the employer has described. For example, “Maintenance Technicians” are also sometimes called “Mechatronics Technicians.” Use O*Net and other sources to find possible alternatives.

PULL SAMPLES & REVIEW WITH THE EMPLOYER

The best way to know which occupation(s) are right for an apprenticeship program is to review some sample work processes for those occupations. Ask your DOL OA contact for work process samples, or search for relevant samples using online resources like the ones found here.

ADJUST & TRY AGAIN



DOL Apprenticeable Occupations
O*Net Online
Work Process Samples Links

WHAT IS THE WAGE SCALE?

A minimum wage scale must be defined for every occupation in a registered apprenticeship program. The wage scale represents the minimum wages that an employer will pay its apprentices throughout the program and must include at least one wage increase. The scale is set by the employer in their Appendix A for each occupation.

Note: Apprentice wages can always exceed the levels defined in their program’s Appendix A, but they can never be below them!

WHY DOES MY PROGRAM NEED A WAGE SCALE?

The requirement for at least one wage increase in registered apprenticeships is meant to ensure that apprentices are compensated for their increased skills throughout their program.

HOW DO I DEFINE MY WAGE SCALE?

POSSIBLE RTI PROVIDERS

Many different types of organizations can be RTI providers in registered apprenticeships. These are some examples of possible RTI providers:

• Community colleges (credit or non-credit)
• Private training institutions
• Unions
• Online schools
• Employers (internal RTI)

…and RTI can be delivered by multiple providers. For example, an employer may choose to do some RTI internally for specialized technology, but send their apprentices to a local college for more general courses.

RTI PROVIDER REQUIREMENTS

According to federal regulations, individuals providing apprenticeship RTI must meet the following criteria:

“Meet the State DOE requirements for a vocational-technical instructor”
– or –  Be a subject matter expert (SME), which is an individual who is recognized within an industry as having expertise in a specific occupation, and training in teaching techniques and adult learning styles.

HOW MUCH RTI DOES MY PROGRAM NEED?

Time-Based (TB) Occupations: According to federal regulations, the DOL recommends 144 hours of RTI for every 2000 hours of on-the-job learning (work process). For example a 4000 hour (2 year) program, should include about 288 hours of RTI.

Competency-Based (CB) Occupations: Most CB occupations are created based on existing TB occupations, so the number of RTI hours should be based on the number required for the analogous TB occupation. If an analogous TB occupation does not exist, the sponsor should consult with the DOL to determine an appropriate amount of RTI on a case by case basis.

Hybrid (HY) Occupations: Every HY occupation has a range of estimated work process hours. The number of RTI hours should roughly align with the higher end of the HY work process range. E.g. for a HY occupation with a range of 3000 – 4000 hours, the program should have about 288 hours of RTI (144 * [4000/2000] ).

Access the list of DOL-recognized apprenticeable occupations here.
Here is how to interpret the list…



Note: If an employer would like to launch a CB or HY program but their chosen occupation is only approved as a TB program, it is possible to seek approval for it as a CB or HY program. Consult with the DOL for more information on how to do this.

OVERVIEW

The Appendix A is one of the most important documents in a registered apprenticeship program. It contains the program’s wage scale, work process outline, and RTI outline.

Note: If an employer wants to develop apprenticeships for more than one occupation, they’ll need a separate Appendix A for each occupation.

1. OCCUPATION CODES

Once the employer has selected the appropriate apprenticeable occupation for their program, pull the RAPIDS and O*NET codes from the apprenticeable occupations list and insert them in the appropriate spots on the Appendix A template.

Related Resources: List of Apprenticeable Occupations (link), Selecting an Apprenticeable Occupation (PDF)

2. DEVELOP WORK PROCESS

Using samples provided by the DOL or found online, work with the employer to customize their own Work Process. They may adjust, add, or remove content from the provided samples, or they can start from scratch.

Additional tools may be used to help employers build their work process for CB programs. Search for sample program and  competency listings online, Ask your intermediary and other partners for samples and tools, and refer to the links below for more information.

3. DEVELOP RTI

Determine the employer’s preferred RTI providers, and develop the RTI course list. If a college will be providing RTI, work with the appropriate Apprenticeship Coordinator to develop a curriculum that suits the employer needs. Note: one college credit hour typically translates to 15 contact hours.

Add up the number of contact hours in the defined RTI and ensure that there are enough to meet the DOL guidelines of 144 hours per year.

Related Resource: Process Guide: Related Technical Instruction (PDF)

4. DEFINE WAGE SCALE

Work with the employer to define the apprenticeship wage scale based on employer wage rates and national wage data.

Related Resources: Process Guide: Apprenticeship Wage Scale (PDF), O*Net Online (link)

5. DEFINE JOURNEYWORKER TO APPRENTICE RATIO

In a registered apprenticeship, a journeyworker is a worker who has attained the skills, abilities and competencies that are required for their occupation, and is qualified to train an apprentice in their occupation. They may have achieved these skills through formal apprenticeship or through practical experience and formal training. Every registered apprenticeship must specify a required ratio of journeyworkers to apprentices to ensure that apprentices are receiving proper training and mentorship throughout their program.

For any occupation where there are safety concerns, as in most industrial or traditional trades occupations, the ratio is typically one journeyperson to one apprentice. Some less hazardous occupations (e.g. IT occupations where individuals are typically in “desk jobs”) have a ratio of one journeyworker to two apprentices. It’s unlikely to ever see a ratio where more than two apprentices can be learning under one journeyworker.

6. DEFINE PROBATIONARY PERIOD

Though registered apprenticeships are fully voluntary for apprentices and employers, every registered apprenticeship needs to have a defined probationary period during which the apprentice or employer may terminate the apprenticeship program without stated cause.

The probationary period cannot be more than 25% of the length of the overall program duration. E.g. for a 4000 hour apprenticeship, the probationary period cannot be more than 1000 hours.

7. DOCUMENT SELECTION PROCEDURES

On the Appendix A, the employer must describe the selection procedures they’ll use to select apprentices for their program. It does not need to be as detailed as an HR SOP would be, but should identify any specific assessments or requirements for entry into the apprenticeship.

8. FILL IN THE APPENDIX A TEMPLATE

Complete your Appendix A draft and send it to the DOL for review and approval. Request an up-to-date template from the DOL or from your program intermediary (if applicable).

• List of Apprenticeable Occupations
• Process Guide: Selecting an Apprenticeable Occupation
• WorkforceGPS Apprenticeship Samples
• Urban Institute National Occupational Frameworks (for CB programs)
• Process Guide: Related Technical Instruction
• Process Guide: Apprenticeship Wage Scale
• O*Net Online (wage data)

OVERVIEW

This section will walk through an example of how one might help an employer build an Appendix A for their new registered apprenticeship program.

1. SELECTING AN APPRENTICEABLE OCCUPATION

Company ABC is launching an apprenticeship for their Maintenance Technicians. After reviewing the apprenticeable occupations and finding more information about job titles and occupations on O*Net, Company ABC determines that their occupation should be Mechatronics Technician. They will use a time-based program for this occupation.

Visit the DOL apprenticeable occupations list and search for applicable occupations. Using the search function, you find that the appropriate occupation codes are:

RAPIDS: 2014  O*NET: 49-2094.00

2. DEVELOP AND CUSTOMIZE WORK PROCESS

After searching for samples online and/or shared by the DOL, you find the following work process to use as a starting point.



NOTE: The employer could also choose to include additional detail to the work process by adding a description to each work process category, but this is not required.

3. DEVELOP RTI OUTLINE

Since the selected occupation is an 8000 hour (4 year) program, the program should include at least (144 * 4) = 576 hours of RTI. Company ABC would like to use three RTI providers:

1. Company ABC – the company requires all new employees to undergo eight hours of internal training covering company history, culture, and policies. Machinists at the company also receive eight hours of training on proprietary technology used at the company.
2. Vendor 123 – Company ABC purchases many machines from Vendor 123. The vendor delivers their own 40 hour training on how to use the equipment.
3. College XYZ – Company ABC is located 15 miles from their nearest community college. The bulk of their apprentices’ RTI will be completed through the college’s Machining program.

Working with the company, you draft the following RTI.

4. DEFINE WAGE SCALE

Company ABC offers annual wage increases to all employees, so they would like to include annual wage increases in their apprenticeship wage scale.

Their current wages for machinists follow these guidelines:

• 0*-4 years’ experience: $18-$20 per hour
• 5-10 years’ experience: $22-$25 per hour
• 10+ years’ experience: $26-$32 per hour

* 0 years’ work experience but fully trained through college or other Machining program.

Since apprentices entering Company ABC’s program are likely to have no experience or education in Machining, Company ABC sets their minimum wage scale as follows:

• Starting wage: $14 per hour
• 2000 hours: $15 per hour
• 4000 hours: $16.50 per hour
• 6000 hours: $17.50 per hour

Ending wage (8000 hours): $19.00 per hour

NOTE: If an employer asks for feedback on their wage scale, it can be a good idea to check O*Net  for average wage information. This can help the company determine if their wages are competitive.


This chart shows average Machinist wages in Michigan and the US. Visit onetonline.org, search for the occupation of interest, and scroll down to view wage data to find a chart like this one.

5. COMPLETE APPENDIX A

Using all of the information from steps 1-4. The Appendix A sample generated from this example is attached.

• O*Net Online
• DOL Apprenticeable Occupations
• Sample Appendix A - Mechatronics Technician

This checklist describes the tasks that an employer needs to complete when launching a newly registered apprenticeship program.

This checklist describes the tasks that an employer needs to complete when launching a newly registered apprenticeship program.



* If the apprentice is enrolling in a competency-based (CB) program, they will not need to document previous hours worked in the apprenticeship. Advanced standing may be granted to apprentices in CB programs by way of their initial competency assessment.

OVERVIEW

Every employer will run their apprenticeship differently, but one thing is true for any apprenticeship program – apprenticeship programs run most smoothly when the employer has well-understood and documented internal policies that describe how the program will be managed.

It is recommends that all employers develop a set of internal policies to this end, if they don’t already exist within the company. Here are some questions that employers might consider when writing their their internal apprenticeship policies.

TUITION REIMBURSEMENT

What is the process for tuition reimbursement? Will the employer pay for the class up front, or will they reimburse the apprentice after passing the class?

What happens if the apprentice fails or drops a class? What’s the lowest grade that counts as “passing” to the company?

What is the maximum amount in tuition reimbursement that an apprentice is eligible to receive?

Can tuition reimbursement be used to pay for books and other supplies?

CREDIT FOR PREVIOUS RTI

How will the employer decide which previous courses taken can be applied to the apprenticeship?

If an apprentice has already completed some of the apprenticeship RTI, can they substitute other classes to be taken instead?

INTERNAL CANDIDATES

Will internal candidates be informed about the apprenticeship opportunity? How?

What are the apprenticeship eligibility requirements for internal candidates?

How many apprentices is the employer willing to register at one time?

Will there be a “wait list” for internal candidates that want to be apprentices?

OVERVIEW

If an existing employee becomes a registered apprentice in a time-based apprenticeship program, their employer may choose to give them credit against their work process for time they’ve already spent on the job. To do so, the apprentice must document their previous experience, to date, in each of the program’s work process categories, and should submit this to their supervisor or mentor for approval. If approved, the apprentice supervisor will enter the credit for previous experience directly into RAPIDS.

Note: if an apprentice receives credit for previous experience, their wages must reflect their advance standing according to the wage scale.

* Each employer can determine how much credit towards their time-based or hybrid work process an apprentice should receive, but must do so uniformly for all apprentices. Apprentices must be registered for a minimum of six months (about 1000 hours). Credit for previous experience is entered directly in RAPIDS once the employer has decided how much credit to grant their apprentice(s). For additional guidance, consult with the DOL.

EXAMPLE

Company 123 is enrolling their first apprentice into their Machinist apprenticeship. The apprentice is an existing employee that started working in the shop eight months ago. The apprentice’s supervisor, who will serve as her apprenticeship mentor, believes that the apprentice’s work for the past six months (nearly 1000 hours) should count towards her apprenticeship. Here is how they document the hours she will receive credit for. This document is signed by the mentor and kept on file.

Though it will be impossible for these numbers to be 100% accurate, the apprentice and mentor should try to make this as accurate as possible based on memory and their records of the apprentice’s assignments during each month.

OVERVIEW

When an employer registers a new apprentice, they should review any previous education or training the apprentice has received that may be able to count towards the apprenticeship.

If the apprentice has taken college classes, is a current college student, or has taken other types of training in the past that might be relevant, all of this experience can be considered. It does not matter how long it has been since the training occurred.

To begin this process, the apprentice should provide their employer with all relevant records, including transcripts and certificates of completion.

• Courses in an apprentice’s background need not articulate directly to classes included in the apprenticeship RTI in order to grant the apprentice credit against their apprenticeship RTI. The employer can choose which training and education will count towards specific RTI classes at their discretion.
• Note: “credit” in this case does not refer to college credit!

EXAMPLES

OVERVIEW

Every apprenticeship sponsor needs to maintain records that demonstrate its program’s compliance with their Apprenticeship Program Standards and federal DOL regulations. If an employer is the sponsor for their apprenticeship program, they are responsible to maintain these records. If the program is sponsored by an intermediary, the employer will still need to produce certain records for the intermediary, but the intermediary organization is responsible for maintaining them.

• CFR Title 29, Part 29: Labor Standards for the Registration of Apprenticeship Programs
• CFR Title 29, Part 30: Equal Employment Opportunity in Apprenticeship
• CFR Summary

OVERVIEW

Every apprenticeship sponsor needs to maintain records that demonstrate its program’s compliance with their Apprenticeship Program Standards and federal DOL regulations. If an employer is the sponsor for their apprenticeship program, they are responsible to maintain these records. If the program is sponsored by an intermediary, the employer will still need to produce certain records for the intermediary, but the intermediary organization is responsible for maintaining them.

DOL REGULATIONS
All DOL registered apprenticeships are governed by two specific federal regulation parts, listed below. Detail about how to maintain compliance can be found in these regulations.

1. CFR Title 29, Part 29: Labor Standards for the Registration of Apprenticeship Programs
2. CFR Title 29, Part 30: Equal Employment Opportunity in Apprenticeship

* If you’re a workforce development professional and sometimes work with employers as they develop apprenticeship programs, it is recommended that you become familiar with CFR 29 29 and CFR 29 30!

PROVISIONAL QUALITY ASSURANCE

All new registered apprenticeship programs are initially approved provisionally. One year after program registration, the DOL will conduct a Provisional Quality Assurance (PQA) Assessment visit with the sponsor to move the program to permanent status, or take steps to improve the program. During the PQA visit, the sponsor will be asked to provide the DOL with specific records that demonstrate that their program is in compliance with the apprenticeship standards and federal regulations.

PROGRAM PERFORMANCE STANDARDS

Once a program is made permanent, its quality will be reviewed at least once every five years. Program quality is assessed upon:

1. Quality Assurance Assessments –review of program files to ensure that Program Standards and Appendix A are followed, at least one apprentice is registered (except between registrations), issues are resolved over time etc.
2. EEO Compliance Reviews – review EEO procedures and AAP to ensure equal opportunity is afforded to apprentices and potential apprentices
3. Completion Rates – the proportion of apprentices that complete their apprenticeship program and receive a DOL certificate.

ADDRESSING ISSUES

If issues arise during a sponsor’s PQA or quality reviews, their program will not automatically be deregistered. The DOL will work with the sponsor to fix issues with the program and help the sponsor to succeed. If the sponsor consistently does not address issues in their program or blatantly has serious issues with the apprenticeship, the DOL may recommend that their program be deregistered. The sponsor will be notified and can take 30 or 60 days to remedy issues before a final decision is made.

• CFR Title 29, Part 29: Labor Standards for the Registration of Apprenticeship Programs
• ) CFR Title 29, Part 30: Equal Employment Opportunity in Apprenticeship
• CFR Summary

• Example Online Apprenticeship Tracking Tool
• Sample TB WP Tracking Template
• Sample CB WP Tracking Template