You are here: Home / Support / Academic Information / Information for Apprentices / Information for Apprentices if circumstances change

Information for Apprentices if your circumstances change

Have your employment circumstances changed, do you require a break in learning or are you thinking of changing your course?

Firstly, make sure you contact a member of your course team for advice as quickly as possible. Your employer will also need to agree to any breaks in learning or changes to your current course. If your employment circumstances have changed (this may include a change to your working pattern or a change to your employer) you must let your course team know straight away. If you have left your previous employment there are options open to you to enable you to continue studying for a degree at UCLan. If you have been made redundant UCLan will also help to support you to find a new employer to enable you to continue with your apprenticeship course.

Changes to employment circumstances

If your employment circumstances have changed in any way (this could include a change to your working pattern eg: full time to part time hours, a change to your employer, redundancy, appointment to a new role within the same company) you must notify a member of your course team as soon as possible and provide full details of the change, including details of a new employer where applicable.

Have you left your employer?

If you have left your employer for reasons other than redundancy and are intending to start employment with a new employer and to continue with the same apprenticeship course, you can continue with the apprenticeship for up to 30 days with a view to you starting with your new employer within those 30 days. The University will need to liaise with your new employer to seek confirmation that they are agreeable to you continuing the same apprenticeship course and to undertake a number of checks to ensure you remain eligible for Government funding for that course. It is, therefore, important that you provide your course team with details of your new employer without delay to allow for these checks to be undertaken as quickly as possible.

If, by the end of the 30 day period, you have not been able to start new employment with an employer who agrees to you continuing with the same apprenticeship course, you will be required to withdraw from the apprenticeship course, however, your course team can provide you with advice on the options that may be open to you, including changing to a non-apprenticeship degree course.

Have you been made redundant?

If you have been made redundant, again you must notify your course team immediately. The course team can advise you on the options open to you depending on the number of months remaining on your course, which include:

• If you have less than 6 months remaining on your course (practical period excluding end point assessment) you can continue to be funded by the Government to complete the remainder of the course as long as all the remaining elements of the course and the end point assessment can be successfully delivered without an employer. If you take a job with an employer within that 6 month period which is not related to the apprenticeship, the Government will still continue to fund the remaining costs of the apprenticeship.

• If you have more than 6 months remaining on your course (practical period excluding end point assessment) you can continue to be funded by the Government for a period of 12 weeks or until you resume your apprenticeship with another employer if this is earlier, as long as training can continue to be delivered. If you are not able to find a new employer who enables you to continue with the apprenticeship within that 12 week period, you will need to either withdraw from the apprenticeship course or consider the possibility of changing to a non-apprenticeship degree course although you must note that this will be self-funded, therefore, you would need to seek financial advice from The <i> and check your eligibility for a student loan. If you have between 6 and 12 months of the course remaining and have been required to withdraw due to redundancy, however, you subsequently find new employment, you could potentially return to the same apprenticeship course which will continue to be funded by the Government and your new employer.

The course team will support you in finding new employment. Your course team may refer you to the relevant University services such as UCLan Careers which can assist you with your job-hunting skills and liaise with the University’s Business Development Team to try and identify potential employers for you to contact. You can also use the ‘Jobs@CareerEdge’ vacancy portal to access information on vacancies.

Has your working pattern changed?

If your working pattern has changed, for example if you have reduced or increased your working hours, you must notify your course team as soon as possible. The course team will need to liaise with your employer in order to determine whether your training plan needs to be changed to accommodate your new pattern of working and to satisfy the required off the job training hours and minimum duration requirements.

Have you been appointed to a new role in your organisation, or has your role changed?

If you have been appointed to a different role within your organisation or your role has substantially changed you must notify your course team as soon as possible. Your course team will need to liaise with your employer to determine whether your new role effects your ability to continue with the same apprenticeship course or whether a different apprenticeship course might be more appropriate for that new role.

 

Changes to your course

Do you and your employer want you to change to a different apprenticeship course?

If, due to a change of role or employer, you require a different apprenticeship course, you must first contact the course team for your current course to determine whether the new apprenticeship course would be appropriate for your role and your employer. The University will send your employer an ‘Application to Change Course’ form which your employer will need to complete with you and then return to the University. On receipt of the completed form, the university will liaise with your employer to ensure that you will remain eligible for government funding for the new apprenticeship course. If your request to change course is approved you will need to sign a new apprenticeship agreement with your employer for the new course.

Do you want to change to a non-apprenticeship degree course?

If due to redundancy; having left your employer or having changed your role you would like to withdraw from the apprenticeship course but continue to study for a degree, you can make a request to change to a non-apprenticeship degree. You must be aware that once you change to a non-apprenticeship degree you will become liable to pay tuition fees for the new course and, therefore, before you request to change course you must contact The <i> for financial advice regarding funding for the non-apprenticeship course. You may be eligible to register for a student loan to cover the tuition fees and your living costs, however, you should note there may be a delay between you registering and subsequently receiving the loan.

Once you have received financial advice, and if you wish to proceed with the request to change course you should notify the course team for your current apprenticeship course. The University will send to you an Application to Change Course form and a profile containing details of the modules you have completed to date on the apprenticeship course. You must arrange to meet with a member of the course team for the new non-apprenticeship degree course (you may find in some cases that the course team for the non-apprenticeship degree course is the same team as for your apprenticeship course) and take the completed Application to Change Course Form and your profile with you to that meeting. If your application is approved on academic grounds, your previous or existing employer will need to notify the course team for the apprenticeship course in writing that you have withdrawn from the apprenticeship degree before you will be permitted to start the new course.

Requests for Breaks in Learning

It may be appropriate, with the agreement of your employer, for you to take a break away from your training for a period of time due to personal, health or other circumstances. You should note that a break in learning cannot be used to cover a period of unemployment. A Break in Learning is the formal process for seeking and approving a break from training for a period of more than one month but not normally exceeding 12 months. Beaks in Learning means that the expected practical period end date of your course (excluding end point assessment) would need to be extended by the equivalent amount of time as the duration of your break.

During a break in learning you would not be able to formally engage with your studies, or to attend off the job training activities, submit work for assessment, engage with any research or attend examinations or supervisory meetings. It suspends any consideration of your academic progress for the duration of the break in learning. The only exception to this is if you are close to finishing your course and the reason for your break in learning is maternity, adoption or shared parental leave where there is a possibility that you can use, within certain limitations, your keeping in touch days or to continue apprenticeship training and/or assessment including end point assessment.

If you are considering requesting a break in learning you and your employer must first discuss this with the course team in order to check the implications for your course and its duration. If you still wish to proceed with the request your employer will need to confirm this in writing to the Course Team and you will then be sent a Break in Learning Request Form to complete and return to the University prior to starting the break in learning. Once the form has been received and processed by the University you and your employer will receive confirmation of the start and end date for the break in learning. If you subsequently wish to extend the period of the break in learning, you and your employer must first discuss this with the course team who will provide you with advice on the academic implications of the extension. You should then complete a further ‘Break in Learning Request form’ and submit this to University. If you decide, with the approval of your employer, you would like to return to study sooner than the agreed return to study date, you should first discuss this with the course team and then your employer must notify the course team in writing confirming the earlier return date.

If you are taking the break in learning due to maternity, adoption or shared parental leave and you and your employer wish you to use Keeping in Touch days to complete the apprenticeship course, then the course team will liaise with you and your employer to complete and sign an agreement to confirm when and how these days will be used. There are limitations to how many keeping in touch days or shared parental leave in touch days you can use for training purposes without bringing your maternity/adoption or shared parental leave to an end. These limits are as follows:

For Maternity/Adoption Leave: you may work for up to 10 days
For Shared Parental Leave: you may work for up to 20 days during the shared parental leave period for each of your employers without bringing their leave to an end. These are separate and additional to any Keeping in Touch days during a period of maternity or adoption leave.

Withdrawal/Leaving Study

If you are considering withdrawing from your apprenticeship course, you must seek advice from your course team as early as possible to ensure you are aware of the consequence of what you plan to do and to ensure you have considered other options such as:

• changing to a different apprenticeship or non-apprenticeship degree course;
• taking a break in learning;
• speak to WISER, our study skills support team if you feel that you are struggling with assignments, revision or presentation skills
• apply for mitigating circumstances to potentially help you get the time/extensions/consideration you need for your studies.

Withdrawal from Study means that you are permanently discontinuing your course of study at UCLan with no current intention of resuming study at a later point in time. Your employer must let us know in writing that you are withdrawing from the apprenticeship course. Until that time you will remain enrolled and your employer may be liable to contribute to the funding of the course.

Further Advice

Contact the Academic Registry DA/CPD and Placement team on email: DAProgrammes@uclan.ac.uk for further information and advice on the processes relating to change of circumstance.

Contact The <i> to book an <i> appointment for any financial information and guidance.