How to Partner with Apprenticeship Providers and Schools

Key Takeaways

• You cannot hire an apprentice without an Apprentice Connect Australia Provider (ACAP). It is free.
• Your registered training organisation (RTO) delivers the training. You and the apprentice choose it.
• In Victoria, the Victorian Registration and Qualifications Authority (VRQA) approves employers and training contracts.
• School-based apprenticeships need a plan agreed between the school, student, parent, employer and RTO before the training contract starts.
• A group training organisation can employ the apprentice and manage most of these relationships for you.

Introduction

To partner with apprenticeship providers and schools, you need to know which organisation does which job. Hiring an apprentice in Victoria involves an ACAP, a training provider, the VRQA and sometimes a school or a group training organisation. Each has a defined role, and a host who understands them can avoid delays and paperwork errors.

This guide explains the roles and sets out practical steps for each partnership. Information comes from the Australian Government's ACAP guide, the Victorian Apprenticeships Victoria site and the Department of Education's school-based apprenticeship guidance.

Who Does What

Apprentice Connect Australia Provider (ACAP)

An ACAP is a free national service for apprentices and employers. The Australian Government says you cannot start an apprenticeship or hire an apprentice without one. For employers, an ACAP can help you:

• Match with the right apprentice if you do not already have one.
• Sign up the apprentice and manage the paperwork.
• Understand the incentives and support available.
• Understand your rights and obligations.
• Make changes or complete the apprenticeship.

Registered training organisation (RTO)

The RTO delivers the accredited training and assesses whether the apprentice meets the qualification requirements. In Victoria, you and the apprentice find a TAFE or training provider that offers the course relevant to the work. The RTO then develops a training plan with you and the apprentice.

VRQA

The Victorian Registration and Qualifications Authority regulates apprenticeships and traineeships in Victoria. Employers must be approved to employ apprentices and trainees, including approval of the premises, the equipment and methods used in training, and the supervisor. First-time employers of apprentices make a declaration to the VRQA that they are a fit and proper person to employ an apprentice or trainee. See the VRQA apprenticeships page.

Apprenticeships Victoria

Apprenticeships Victoria Apprenticeship Support Officers support and guide apprentices aged 15 to 24, including the transition from a school-based apprenticeship to full-time work, and work with RTOs and ACAPs.

Group training organisation (GTO)

A GTO employs the apprentice and places them with host employers. Our GTO explainer covers how this works.

Steps to Work With an ACAP and RTO

• Find an ACAP using the Australian Apprenticeships provider search.
• Agree the qualification and the training provider with the apprentice.
• Your ACAP organises the training contract and registers it.
• Once the RTO has the apprentice's student number, it develops the training plan with you and the apprentice. When everyone has signed it, training starts.
• Ask the RTO for the off-the-job training schedule so you can roster around it.

Partnering With a School for a School-Based Apprenticeship

A school-based apprenticeship or traineeship (SBAT) lets a student finish school while working and training. According to the Department of Education, an employer's responsibilities include:

• Working with the school, student, parent or carer and RTO to define the opportunity before entering a training contract.
• Offering paid employment under an industrial agreement that recognises SBATs.
• Obtaining VRQA approval to enter a training contract.
• Providing supervision by a fit and proper person with the skills to support the student.
• Supporting the student to do both the training and school study.
• Recording paid hours and monitoring absences.
• Making sure the student can readily contact the school and the Apprenticeship Support Officer.

The department also notes that locations where SBATs are delivered are considered part of the school environment for the purposes of the Child Safe Standards, so duty of care applies. Read the full roles and responsibilities overview before you agree to host.

Choosing and Working With a Training Provider

• Ask how much time the apprentice will spend at the RTO and when.
• Ask how the RTO will check progress on the job and share it with you.
• Make sure the tasks you give the apprentice match the units in the training plan.
• Raise problems early. A host, an RTO and an ACAP can often fix an issue in a conversation, but not if it sits for months.

Using a GTO Instead

If you do not want to manage the relationships yourself, a GTO can employ the apprentice and handle most of the contact with the ACAP, the RTO and the paperwork. Future1st recruits, employs and places apprentices and trainees with Victorian businesses. You can read about the process on the hire an apprentice page.

Related Resources

• What is an Apprentice Connect Australia Provider? (Australian Apprenticeships)
• Apprenticeships Victoria: getting started
• School-based apprenticeships: roles and responsibilities (Department of Education)
• VRQA apprenticeships and traineeships
• Host employer responsibilities
• Hire an apprentice with Future1st

Frequently Asked Questions

Do I have to use an ACAP?

Yes. The Australian Government says you cannot start an apprenticeship or hire an apprentice without one.

Who chooses the training provider?

You and the apprentice find a TAFE or other provider that offers the course relevant to the work.

Can I host a student still at school?

Yes, through a school-based apprenticeship or traineeship. It needs VRQA approval, a plan agreed with the school and a training contract.

What does the VRQA do?

It approves employers to employ apprentices and trainees and regulates training contracts in Victoria.

Can a GTO handle this for me?

A GTO is the employer of the apprentice and manages the contact with the ACAP and RTO. Ask the GTO exactly which tasks it covers.

Build the Relationships Before You Need Them

The best time to meet your ACAP and RTO is before you make an offer. If you want a partner to manage the process, call Future1st on (03) 9656 9797 or use the contact page.