Recording apprenticeship programmes
Recording employment status for apprenticeships
Employment status data is used to monitor and ensure eligibility for funding for apprentices; you must complete the employment status records accurately.
For all apprentices, you must return an employment status record for the apprentice’s employment status prior to the start of their apprenticeship programme.
A new employment status record with a Date employment status applies of the first day of the apprenticeship programme must be added if:
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The apprentice was unemployed prior to starting the programme, or
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The apprentice was employed with a different employer prior to starting their programme.
All apprentices must have an employment status record that applies on the first day of their programme with an employment status of ‘In paid employment’ (Employment status code 10).
Examples
Apprentice who is employed with a different employer prior to starting the programme
A learner starts an apprenticeship programme on 28 September 2019 with ABC Engineering. The learner was employed in the week prior to starting the apprenticeship with a different employer.
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An Employment status record with a date prior to 28 September 2019 is recorded with a status of ‘In paid employment’ (code 10). No Employer identifier needs to be recorded.
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A second Employment status record with a date of 28 September 2019 is recorded with a status of ‘In paid employment’ (code 10). The Employer identifier for ABC Engineering is recorded.
Apprentice who is unemployed prior to starting the programme
A learner starts an apprenticeship programme on 15 September 2019 with ABC Engineering. The learner was unemployed and looking for work prior to starting the apprenticeship.
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An Employment status record with a date prior to 15 September 2019 is recorded with a status of ‘Not in paid employment and looking for work and available to start work’ (code 11).
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A second Employment status record with a date of 15 September 2019 is recorded with a status of ‘In paid employment’ (code 10). The Employer identifier for ABC Engineering is recorded.
Apprentice who changes employer and progresses to a second apprenticeship programme
A learner progresses from an Intermediate-level apprenticeship framework to an Advanced-level apprenticeship framework on 4 June 2020 with a new employer (DEF Engineering).
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A new Employment status record with a date of 4 June 2020 is recorded with a status of ‘In paid employment’ (code 10). The Employer identifier for DEF Engineering is recorded.
If there is any change in the apprentice’s employment status or employment status monitoring during their programme, then a new employment status record must be added to accurately record this. For example, a new record must be added if the apprentice changes employer, changes their hours of work, or ceases to be employed.
There are circumstances in which a change to an apprentice’s employment status will make the apprentice ineligible for funding; refer to the applicable Funding Rules for details.
Small employers (as defined in the applicable Funding Rules) should be identified on the ILR by recording the code SEM1 in the Employment Status Monitoring fields. You do not need to identify small employers on the ILR for frameworks recorded on Funding Model 35.