Apprenticeship Agreement and Written Statement of Employment Particulars
This Apprenticeship Agreement and Written Statement of Particulars is issued in accordance with Apprenticeship, Skills, Children and Learning Act 2009 and The Employment Rights Act 1996, andis subject to the satisfactory completion of the pre-employment checks set out in your offer letter. (Where applicable)
EMPLOYER / Southampton City Council, Civic Centre, Southampton, SO14 7LYAPPRENTICE NAME / «PERS_TITLE»«PERS_FIRST_FORNAME»«PERS_SURNAME»
EMPLOYEE NUMBER / «EMPLOYEE_NUMBER»
SERVICE AREA / «SERVICE AREA»,
JOB TITLE / Apprentice «POST_LONG_DESC»
START DATE / «EMP_POST_START_DATE»
SCC Continuous employment start date / «Continuous Began with SCC»
Continuous local government service (Modification Order): / «CONTINUOUS SERVICE START DATES»
Aggregated service details:
Employer / Start Date / End Date / Service Area
Total / 00/000
EMPLOYMENT STATUS / It is intended that the contents of thisagreement be an Apprenticeship Agreement within the meaning of the Apprenticeships, Skills, Children and Learning Act (2009) and not a contract of apprenticeship.
DETAILS OF YOUR APPOINTMENT / This Apprenticeship Agreement is expected to end, without further notice, upon completion of your apprenticeship which is anticipated to be «EMP_POST_PROJECTED_END_DATE» (unless terminated earlier in accordance with the written statement of particulars).
You will be employed as an apprentice in connection with the following apprenticeship standard/framework(*delete as appropriate) and level: [STANDARD/FRAMEWORK].
The skill, trade or occupation for which you are being trained is [SKILL, TRADE, OCCUPATION].
The training provider is [NAME OF PROVIDER]. The council reserves the right at its discretion to change the training provider.
ThisApprenticeship Agreement is subject to the council continuing to receive funding for completion of the apprenticeship In the event that the funding ends, the agreement will be terminated in accordance with the below notice periods.
DUTIES / The duties of your post are set out in your job description and Commitment Statement, which details the plan for your apprenticeship training. Please note that Southampton City Council reserves the right to update your job description from time to time to reflect changes in or to the job. The Commitment Statement does not form part of Apprenticeship Agreement.
As an apprentice you are undertaking a structured work-based and theoretical training program; therefore you will not be undertaking the full range of post duties. You manager will agree with you what duties you will undertake, and any changes to these as you progress through your apprenticeship.
JOB LOCATION / Your initial workplace is «LOC_LONG_DESC» and at such other place of employment in the service of the council as required.
HOURS OF WORK / Your normal hours of work are «EMP_CONT_HR»hours per week however you may be expected to work additional hours if necessary in order to perform specific duties as required.
(Where applicable) The council operates a flexi hours scheme for some employees. If you are covered by this scheme, details of the Flexible Working Hours Scheme can be found on the HR Intranet Site.
PAY/GRADING
PAY ARRANGEMENTS / Your apprenticeship pay is in accordance with the Living Wage which is set by the Living Wage Foundation review and recommendations.
Therefore, your apprenticeship salary in line with your current contractual hours is £LIVING_WAGE per annum.
You will be paid for the time you attend training as part of your apprenticeship (STANDARD/FRAMEWORK). The plan for your training that forms part of your apprenticeships (STANDARD/FRAMEWORK) is set out in more detail in your commitment statement.
You will normally be paid one twelfth of your annual salary each calendar month. This will be paid into your bank/building society on the 23rd of each month (or the working day before).
You must maintain a suitable bank or building society account into which payment can be made, ensure HR Pay hold details of it and are notified of any changes.
PROBATIONARY PERIOD / Permanent posts and fixed term appointments of one year or more are subject to a probationary period of 6 months. Satisfactory completion of the probationary period is necessary in order to be formally confirmed in post. Further details can be obtained from HR Pay or the HR intranet site.
ASSOCIATED LEARNING / EDUCATIONAL PROVIDER / The aim of your apprenticeship is to give you the opportunity to learn and gain occupational skills and a recognised qualification through training and employment. The training will be given on a formal and informal basis. You will be expected to attend your place of learning on the designated days and to complete all assignments /tasks to the best of your ability. Your progress will be monitored and reviewed throughout your apprenticeship.
TERMS OF APPRENTICESHIP / During your apprenticeship you will be provided a mentor (details of whom will be provided during your induction). You will be required to make yourself available for review meetings with your mentor, as well as your manager, as set out in your Commitment Statement to enable assessment of your progress.
During your apprenticeship, you will attend regularly for training at [TRAINING PROVIDER] or such other place as the council notifies you from time to time. The expected pattern of training will be outlined in your Commitment Statement and is expected to commence from [date training begins] until [date training is expected to end] in addition to attendance for assessments as part of your apprenticeship. On days during which you would normally be expected to attend training, but the training provider has asked you not to attend (for example because of annual shutdown, tutor is absent), you will be expected to attend your place of employment.
It is a condition of your apprenticeship that you meet the attendance requirements set out by your training provider when you start your training. These are outlined in the Commitment Statement which is signed between yourself, your manager and the training provider. You must sign the Commitment Statement, including any updated versions. You must keep a current signed and dated version.
If you cannot attend a training session because of sickness or injury you must follow the reporting absence procedure as outlined in the council’s Attendance Management Policy and training provider notification requirements (as set out in the commitment statement). A failure to properly report sickness that prevents you from attending training, or otherwise any unauthorised absence from training, may be viewed as a disciplinary offence and may lead the council to take disciplinary action against you.
You must maintain an adequate record of your training throughout your apprenticeship, including evidence of your attendance at training courses and all results connected with your training. You are required, at the council’s request, to provide evidence of your training and the council will request updates from your training provider on regular intervals to evidence the information you supply. Continued unauthorised absences from your place of learning and / or failure to complete set assignments/tasks, may result in disciplinary action and the possibility of your apprenticeship being terminated along with your employment with the council.
During a period of block release you are required to keep in contact with your manager. The frequency of contact and appropriate method of contact (i.e. telephone, email etc.) will be advised to you during your induction.
RECOVERY OF TRAINING COSTS: / If you fail to complete the training element of your apprenticeship and/or leave the employment of the council for whatever reason* during your apprenticeship, you will be required to repay the council the full or partial costs of any associated training** that have been funded by the council – this excludes any costs that are met by levy payments.
This is in accordance with the councils Application for External Training Costs Guidance Notes (please note this policy is not contractual).
*Including dismissal but excluding redundancy or ill health retirement
**I.e. professional subscriptions etc.
TIME OFF FOR EXAMINATIONS / ASSIGNMENTS / In addition to being absent from work to attend training, you are permitted to be absent in accordance with the council’s Conditions of Service – Hours and Leave policy (please note this policy is not contractual) which is available on the HR Intranet site.
PERFORMANCE MANAGEMENT / Southampton City Council operates within a performance management culture and as such all employees performance is monitored and appropriate support provided.
If the council is made aware by the training provider or another source that you are not attending the training sessions, or are behaving inappropriately during training sessions, or are otherwise behaving in an unacceptable manner in connection with your training, it may lead to disciplinary action against you. In serious cases, this may include dismissal.
Apprentices are expected to comply with and undertake all aspects of the apprenticeship programme to a satisfactory standard. During your apprenticeship, you will be subject to regular reviews undertaken by your line manager to ensure you are progressing satisfactorily in your studies and in your work placement.
You are expected to hand in your assignments on time and discuss any reason why you cannot meet deadlines with both your manager and your training provider. Any extension of completion dates, leave of absence and arrangements to make up missed work, must be agreed with your line manager and will only be granted in exceptional circumstances. Apprentices should not assume they can automatically resit courses as this would depend on agreement between SCC and the training provider concerned.
Concerns will be managed through the council’s Capability or Disciplinary Policy and Procedure as appropriate. If you fail to meet targets set by your training provider or fail to attend work or your training programme, or due to misconduct, this apprenticeship may be terminated before the expiry date.
EXCHANGE OF INFORMATION WITH THE TRAINING PROVIDER / By signing this agreement, you give consent to the council exchanging information about you with the training provider and other relevant organisations for the purpose of facilitating and monitoring your training.
PENSIONS / Membership of the Local Government Pension Scheme is given from the date of appointment, subject to eligibility. For further information please visit the Hampshire Pensions Services website
ALLOWANCES AND ADDITIONAL REMUNERATION / There are no allowances attached to your post. OR
The following allowances are attached to your post: (delete those that do not apply)
Irregular Hours Pattern 1
Irregular Hours Pattern 2
Unsocial Hours/Night Working
Contractual Car User Allowance
First Aid Allowance
Fire Marshall Allowance
Emergency Planning Allowance
Tool Allowance
Standby and Call Out Allowance*
* Paid on a claims basis, where employee is on an approved rota.
Allowance details are set out in Appendix 1 and are available from the HR intranet site.
Current allowances are set within the Pay & Allowances Framework 2016, which is subject to review, change and possible discontinuation as a result of future collective consultation with the recognised trade unions.
Details on the provision of and criteria for overtime, weekend and bank holiday working payments, stand by and call out payments and mileage rates can be found in Appendix 1 and on the HR intranet site.
EXPENSES / All expenses claims need to be made within 3 months of the expense being incurred.
DEDUCTIONS / Deductions from salary will be made where this is in pursuance of a statutory provision or legal order, or where it is permitted by a contractual term or by the request or consent of the employee.
Salary deductions will be made in line with the Overpayments and Deductions Procedure. For further details please contact HR Pay or view the procedure on the HR intranet site.
The council reserves the right on termination of employment to deduct any holiday pay paid in respect of holiday granted in excess of the accrued entitlement at the date of leaving and any other sums owed to the council including, but not limited to, outstanding loans or advances, or relocation expenses.
OVERPAYMENTS / Where an overpayment ofsalary, allowances or expenses is made which isrecoverableunderthetermsofthe EmploymentRightsAct 1996,the councilreservestherighttoadjust your future salarypaymentsuntilthe overpaymenthasbeen recovered and/ortorequirepaymentuponrequest. Anyadjustmentwillonlybemade after consultation with you.
Employees are expected to check their pay slip and where there is any suspected overpayment of salary, allowances or expenses, report this immediately to the line manager and/or HR Pay.
Any recovery of overpayments of salary, allowances or expenses will be made in line with the Overpayments and Deductions Procedure. For further details please contact HR Pay or view the procedure on the HR intranet site.
HOLIDAY / Your full time equivalent basic leave entitlement per annum is detailed in the table below.
Apprenticeship First
Basic Entitlement from April 2016 / Entitlement related to service from April 2016
at least 5 years / at least 20 years
23 days / 28 days / 31 days
Any request for annual leave on college or training days will only be approved in exceptional circumstances. Wherever possible, full attendance, at college or for training is required.
You are entitled to public holidays each year in addition to annual leave. Details of public and annual leave entitlements can be obtained from HR Pay or are available on the HR intranet site. Where you are required to work on public holidays, payment will be made in line with the Pay & Allowances Framework 2015 (see Appendix 1).
For employees who work less than full time, or who work variable hours, leave is calculated in hours.
Employees starting or leaving employment during the year are entitled to leave proportionate to the number of completed days’ service during the year. The annual leave period shall be from 1 April to 31 March unless other arrangements apply in specific service areas.
Where employment is terminated for whatever reason, employees who have been unable to take their leave entitlement may, by agreement and in exceptional circumstances receive payment in lieu. Similarly, if an employee has taken more leave than their entitlement the payment will be recouped from the employee’s final salary.
You will be paid at your full basic rate, including any contractual overtime, for all authorised absence on annual leave.
NOTICE PERIOD / If you wish to terminate your employment with the council, the notice period you are required to give is one month.
The period of notice that Southampton City council will give to end your employment is the same as the notice required from you, unless the statutory entitlement is longer, in which case this will be given. The statutory entitlement is one weeks’ notice per year of continuous employment up to a maximum of twelve weeks’ notice after twelve years’ continuous employment. The council has the right to terminate your employment without notice or pay in lieu of notice in the event of gross misconduct or other fundamental breach of contract on your part.
Where an employee is subject to a probation period then only the statutory minimum notice requirement will apply.
DISCLOSURE AND BARRING CHECK (DBS) / The council reserves the right to require a disclosure and barring check prior to appointment and subsequent re-checks, where an employee’s post is exempt from the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (amended 2013). For further details please refer to the Disclosure and Barring Policy on the HR intranet site.
SICKNESS ABSENCE AND SICK PAY / The provisions for and entitlement to sick pay are subject to compliance with the HR Pay rules as set out in the Conditions of Service Handbook found on the HR Intranet.
DISCIPLINARY RULES AND DISCIPLINARY POLICY / The council’s disciplinary rules are set out in the council’s Code of Conduct. You are responsible for complying with the standards set out in the council’s Code of Conduct, and for following any local and professional rules and regulations required for carrying out your job safely and effectively on behalf of the council. Where behavior falls short of that expected, the council make take disciplinary action against you. In serious cases, this may include dismissal with or without notice, depending on the circumstances.
Further advice is available from HR Pay. The council’s Code of Conduct and the Disciplinary Policy and associated procedure are available on the HR intranet site.
In addition to the above, Health and Care Professional employees should also refer to the Standards of Conduct, Performance & Ethics on the HCPC website.
GRIEVANCE PROCEDURE / Any employment related grievances should be discussed in the first instance with your line manager. All employees are responsible for working with managers to genuinely seek resolution to grievances and should comply with all reasonable management instructions and continue to work normally while their grievance is being dealt with.
Further advice is available from HR Pay. The council’s Grievance Policy and the associated procedure are also available on the HR intranet site.
TERMS AND CONDITIONS OF EMPLOYMENT / There are other national agreements and statutory entitlements that relate to your employment, plus local policies and collective agreements which affect your terms and conditions. All policies relating to employment can be found on the HR intranet site, or are available from HR Pay. The only contractual employment policies are the Disciplinary Policy, Grievance Policy and the Code of Conduct.
The council undertakes to ensure that any future changes in the terms will be advised to you in writing, or otherwise recorded for you to refer to, within one month of the change.
TRADE UNION MEMBERSHIP / Southampton City Council recognises a number of Trade Unions for collective bargaining purposes. You may wish to join a recognised Trade Union of your choice.
NON-DISCLOSURE OF CONFIDENTIAL INFORMATION / This offer of employment will be conditional upon an undertaking that you will not disclose confidential information nor otherwise make any statement or action to the detriment of the council during the term of the contract, or within two years after the termination of the contract.
DATA PROTECTION / The information contained in this document will be held on a computer database and may be used by the council for statistical purposes in accordance with the Data Protection Act 1998. It may also be used for the prevention and detection of fraud and crime.
You may be criminally liable if you knowingly or recklessly disclose personal information in breach of the DPA. Any breach of the DPA or the council’s Information Governance policies may be treated as a disciplinary matter.
GOVERNING LAW AND JURISDICTION / This agreement is governed by the law of England and Wales and the parties hereby submit to the exclusive jurisdiction of the courts of England and Wales in relation to it.