Subcontracting Statement 2023 – 2024

The Training Trust has sourced subcontractors in complementing its commitment to the apprenticeship programme across many years. We have found this to be beneficial in working with high quality specialist training organisations, which in turn has introduced new industrial sectors to apprenticeships, generating a fresh, highly productive workforce.

Using subcontractors allows us to increase our offer across a varied range of apprenticeships providing employers with the ability to use just one provider for their training needs. It widens our offer in supporting applicants of all academic abilities within our local community due to the diverse entry criteria involved, thus offering a wide variety of training opportunities, contributing to social inclusion and supporting social mobility.

We locate high quality, well established subcontracting organisations to deliver specialist training that meets the needs of employers and responds to their demand. These subcontractors have alternative resources and expertise available in addition to those offered by our organisation supporting cost effective training.

We continually research alternative appropriate training provision to ensure the apprentice has the greatest chance of success along with a positive learning experience. Research includes benchmarking and testing of alternative provision to confirm high quality and success. This ensures that subcontracting remains cost effective to the stated benefits subcontracting brings.

The costs associated with the training are agreed and detailed within a formal service level agreement as broken down within it: See Appendix 1.

However, there are no management fees payable and each subcontractor receives 100% of their costs in order for them to deliver a high quality service. This also ensures that learners receive 100% of their apprenticeship funding to support them with their career choice.

An agreement to use any of our subcontractors will be made with the employer prior to the starting of an apprentice. All costings relating to a learner’s programme of learning are discussed with the employer and broken down within the signed commitment statement ensuring complete transparency.

Training Trust will take reasonable measures to ensure that all subcontractors meet the standards of quality and care expected by funders and inspectorate by only subcontracting with high quality, low risk colleges or training organisations. These training organisations must be ‘live’ on the Apprenticeship Provider and Assessment Register (APAR) as a main or supporting provider.

Measures are in place, as not to inadvertently fund any extremist organisation and all arrangements will only commence when the Training Trust has been fully satisfied that no conflicts of interest are forthcoming. The use of any subcontractor has the written authority of the board of Trustees once all stakeholders are in agreement of the arrangement.

The Training Trust will seek to work with existing partners in developing apprenticeship provision that does not compromise the contract of the Training Trust and keep within the Education and Skills Funding Agency funding rules.

Engaging subcontractors improves the scope of provision within the community and in turn enables us all to raise standards by the sharing of good practice.

All policies and procedures relating to the delivery of the Education and Skills Funding Agency contract will be used to monitor the performance of the sub-contractor.

The Training Trust and subcontractors will work together in partnership to achieve a common goal to support every apprentice in achieving their planned outcome within the timescales set. This will be carried out through carefully planned stages and responsibilities of all involved will be agreed by legally binding contracts.

Listed below are examples of services provided by Training Trust and associated Subcontractors (please note this is not meant to be an exhaustive list, other documents should be consulted)

Provided Services – Training Trust

  • Full recruitment, assessment/selection of relevant, eligible candidates
  • Comprehensive employer engagement/sign up process
  • Learner Induction/preparation including IAG
  • Comprehensive administration management of the whole apprenticeship
  • Complete finance and invoice management of the whole process
  • Learner review/progress monitoring
  • Learner welfare, IAG, Health and Safety and personal development training
  • Learner ‘expected behaviours’ and employment skills training
  • Functional Skills training and examinations
  • Learner and employer training relevant to their industry
  • Wellbeing training for all (safeguarding, knife crime, mental health etc.)
  • Audit and contract compliance service of subcontractors
  • Quality monitoring of subcontractors – E.g. Observation of teaching & Learning
  • Interviews of all subcontracted learners and associated staff
  • Solely responsible in organising external quality assurance audits of subcontracting
  • Delivery of teaching and assessment activities (on and off the job)
  • Support and delivery of Functional Skills

Provided Services – Subcontractors (all listed may not be applicable):

  • Qualification registrations
  • Delivery of technical training
  • Delivery of practical training
  • Delivery of Functional Skills
  • IQA services
  • EPA arrangements

APPENDIX 1

 

SUBCONTRACTING COSTS ASSOCIATED WITH APPRENTICESHIP TRAINING

 

(EPA costs can be subject to change in year, dependent on EPAO)

 
Subcontractor / Programme: % Funding retained by S/contractor: % Funding retained by Training Trust:

(EPA cost subject to change)
Building Crafts College:

 

Brickwork Standard – IA

 Full registration, teaching and assessment activities including IQA –  67.5% Quality monitoring – 3%

F/Skills, Reviews & progression – 9.8%

Administration – 2.5%

Assessments – 5.0%

EPA – 12.2%
Building Crafts College:

 

Carpentry Standard – IA

 Full registration, teaching and assessment activities including IQA –  71.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 10.4%

Administration – 2.5%

Assessments – 5.0%

EPA – 8.1%
Building Crafts College:

 

Carpentry Standard – AA

 Full registration, teaching and assessment activities including IQA –  71.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 10.4%

Administration – 2.5%

Assessments – 5.0%

EPA – 8.1%
Building Crafts College:

 

Stone Standard – IA

 Full registration, teaching and assessment activities including IQA –  70.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 7.6%

Administration – 2.5%

Assessments – 6.0%

EPA – 10.9%
 
Choice Training:

 

BSE Installer Standard – IA

 

 Full registration and teaching activities including IQA –  42.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 24.5%

Administration – 2.5%

Assessments – 10.0%

EPA – 18.0%
Choice Training:

 

BSE Craft Standard – AA

 

 Full registration and teaching activities including IQA –  42.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 24.5%

Administration – 2.5%

Assessments – 10.0%

EPA – 18.0%
Choice Training:

 

BSE S&M Standard – AA

 

 Full registration and teaching activities including IQA –  56.0% Quality monitoring – 3%

F/Skills, Reviews & progression – 14.5%

Administration – 2.5%

Assessments – 6.0%

EPA – 18.0%
 

Subcontractor responsibilities:

  • To carry out the OTJ technical training in accordance with the prescribed, approved apprenticeship standard relevant to the apprentice’s job role
  • To ensure that any equipment used for training is up to current industry standards
  • To register the apprentice with the relevant awarding organisation and have all the necessary systems in place to satisfy the awarding organisation, Ofsted and the current ESFA funding rules to enable successful completion of the apprenticeship standard
  • To abide with the Training Trust’s comprehensive service level agreement (copies available on request)
  • To pass any due diligence undertakings prior to, and during, the using of subcontracting services
  • To achieve performance milestone targets at set times throughout the contract
  • Contribute regularly to our reassessment of risks associated with subcontracting activities during the life of the agreement
  • EPA arrangements (preparation and booking assessments)

Training Trust Rationale for using subcontractors for ‘Services’ contract:

  • Subcontracting enhances the opportunities available for learners in supporting them with training where other centres have no apprenticeship contract
  • The use of subcontracting assists us in supporting niche provision and meets the needs of employers and specific industry sectors
  • Using subcontractors creates a diverse provision with a wide range of opportunities with different entry criteria which may offer an entry point for certain disadvantaged groups
  • Working with subcontractors’ enables the sharing of good practice and raises standards in all provision which in itself supports the subcontractor’s ability to obtain their own apprenticeship contract

Training Trust services associated with subcontracting

(Which are parallel with our own directly delivered programmes):

Administration

  • Office based team ensure a compliant system is in place to manage funding and to process payments associated with the apprenticeship programme
  • Ensuring data is collected, stored and processed in accordance with funding rules
  • Full employer engagement service including vetting, compliance, compatibility and account management
  • Full recruitment and learner initial assessment process to ensure individual eligibility and suitability to the apprenticeship (this must be carried out in order to satisfy ESFA and Ofsted)
  • Learner induction to prepare the individual in starting their apprenticeship
  • Assessment of learner to identify if any learning support is required
  • Assessment of learner’s literacy and numeracy skills to identify any gaps in learning

Quality

  • Processing data
  • Negotiating costs and services with subcontractors and employers
  • Due diligence checks and file management covering a wide range of criteria
  • Audit checks (remote and physical on-site)
  • Observations of delivery
  • Programme progress meetings (whole class and individuals)
  • Collation of feedback from all parties to ensure continuous improvement

Reviews, progression and assessment

  • Create and update individual learner progress tracking and monitoring systems
  • Carry out a formal learner review process to regularly interact with tutor, learner and employer to discuss progress of all areas of the apprenticeship
  • Action plan learner with specific targets to achieve a successful completion within the planned apprenticeship duration
  • Conflict manage and problem solve any employment or training issues that may arise
  • Evidence the guidance given to continuously improve the apprenticeship behaviours expected within the apprenticeship standard
  • Supply current Information, advice and Guidance on a wide range of areas including staying healthy, mental health and providing a platform to discuss any personal issues privately
  • One point of contact for learner and employer
  • Health and Safety training at every learner review
  • Manage the whole safeguarding process in keeping the learner safe from harm (including the PREVENT agenda)
  • Reinforcing all safeguarding processes at every learner review
  • Equality and Diversity awareness training at every learner review
  • Training opportunities such as knife crime, county lines and mental health to enable learners to operate in a modern Britain
  • Literacy and numeracy monitoring, training and facilitating Functional Skills qualifications
  • Regular cognitive intervention evaluation to ensure individual support takes place
  • Specific IAG reviews to ensure settling in at the early stage and advice to progress to the next levels available
  • Supporting and assessing learners in work based portfolio evidence building, at the subcontractor, at their place of work and at Training Trust main site

Subcontractors Policy 2023 – 2024 

Training Trust provides high quality training to learners, increasing employer engagement by widening the range of provision opportunities through the use of sub-contractors.

Training Trust will take reasonable measures to ensure that all subcontractors meet the standards of quality and care expected by funders and inspectorate by only subcontracting with High Quality, Low Risk colleges or training organisations who are listed on the Apprenticeship Provider and Assessment Register (APAR). This arrangement will only commence when the Training Trust has been fully satisfied that no conflicts of interest are forthcoming, all stakeholders are in agreement, and has received written authority of the board of Trustees.

No management fee will be chargeable and each subcontractor will receive 100% of their costs (subject to reduction for any underperformance).

Through the Education and Skills Funding Agency Apprenticeship Budgets the Training Trust will seek to work with existing partners in developing Apprenticeship provision which does not compromise the contract of the Training Trust and improve the scope of provision within the community. This in turn will enable our partners to raise standards in their provision and enable them to successfully increase the chances of continuing with their own Apprenticeship contracts.

All policies and procedures relating to the delivery of the Education and Skills Funding Agency contract will be used to monitor the performance of the sub-contractor.

Prior to awarding contracts, the Training Trust will request the completion of a comprehensive tendering process making re-contracting fair, transparent and open to all.

This will consist of a Pre-Qualification Questionnaire (PQQ), and an Invitation to Tender (ITT). These will be evaluated under set scoring criteria to ensure high quality exists, and accurate due diligence takes place before any contract is awarded.

The Training Trust will continue work with sub-contractors to improve the quality of all provision, share good practice, and contribute to social inclusion and social mobility.

We continually research alternative appropriate training provision to ensure the apprentice has the greatest chance of success along with a positive learning experience. Research of alternatives includes benchmarking and testing of provision to confirm high quality and success. This ensures that subcontracting remains cost effective to the stated benefits subcontracting brings.

Changes to the delivery of provision will be discussed at regular meetings prior to implementation and the process is documented within every SLA.

Details for the monitoring of provision are set out in the Sub-Contractor Agreements and monitored through the Training Trust’s Subcontracting Quality Cycles and external independent audit processes.

The Education and Skills Funding Agency (ESFA) rules for subcontracting will be adhered to at all times. Subcontracting declarations to the agency will be accurate and timely and they will be informed if there are any changes of significant control of any subcontractor collaborating with Training Trust.

 

Mark Durham

Chief Executive

1 August 2023