5 Steps Towards Employing an Apprentice or Trainee
What exactly are apprenticeships and traineeships?
What financial incentives are available to you?
STEP 1 > FIND THE RIGHT PERSON
STEP 2 > CHOOSE YOUR PARTNERS
STEP 3 > AGREE TO WORK TOGETHER: SIGN AN AGREEMENT
STEP 4 > CREATE A TRAINING PLAN
STEP 5 > PUT SOMETHING IN AND GET SOMETHING BACK
What exactly are apprenticeships and traineeships? <Return to Contents>
Apprenticeships and traineeships allow people to learn while they work. An employer and an apprentice or trainee sign a training agreement so that the apprentice or trainee can learn the skills of the occupation they have chosen.
Apprenticeships and traineeships can be full-time or part-time. Students can also start an apprenticeship or traineeship while at school. The length of apprenticeships and traineeships depends on the industry, the occupation or trade, any previous training the apprentice or trainee may have had and how quickly they learn the skills of the apprenticeship or traineeship. An apprentice or trainee can learn at work and with a registered training organisation. Traineeships usually last one year, while apprenticeships usually take four years to complete.
For a list of all apprenticeships and traineeships currently available in Queensland, please telephone the Training line on 1300 369 935.
What’s in it for you? <Return to Contents>
Apprenticeships and traineeships mean you can train your own people. They give you staff who are familiar with your company, your work environment, your standards, your equipment and your customers. It’s also your chance to give someone an opportunity to learn valuable skills as you teach them what you know.
Taking on an apprentice or trainee provides:
What financial incentives are available to you? <Return to Contents>
Queensland Government Incentives
Under the Private Sector Employment initiative, which is a component of the Queensland Government’s Breaking the Unemployment Cycle initiative, private sector employers and group training companies can receive a cash bonus of up to $2,000 for each additional apprentice or trainee employed on or after 1 October 1998, in industries suffering skills shortages that are crucial to the development of the State’s economy.
To receive the cash bonus, you have to employ an apprentice/trainee who is additional to the number of apprentices/trainees in your employment as at 30 September 1998. They must also be a new employee to the organisation. An employer who converts an existing employee into an apprentice or trainee is not eligible for this incentive.
Generally, where the training period normally takes three or more years full-time to complete, a $2,000 payment will be made. Where the training period normally takes less than three years full-time to complete, a $1,000 payment will be made.
Employers do not need to apply. The Queensland Government will automatically identify employers who have employed additional apprentices and trainees since 1 October 1998 in a skills-shortage industry. Documentation will be sent to you to confirm ongoing employment of your apprentice/trainee and your eligibility under this initiative.
A full list of the eligible apprenticeships and traineeships, together with the eligibility criteria, is outlined in the Private Sector Employment initiative brochure, which is available from all departmental regional offices.
Similiar incentives are also available to public sector employers including State Government departments, statutory authorities and local governments.
For further information on private and public sector employer incentives please contact your local departmental office.
To check if you are eligible to receive a cash bonus under this initiative, please contact the Employment Taskforce on 07 3225 2009, 07 3406 2095 or 1300 369 925.
Commonwealth Government Incentives
When you take on an apprentice or trainee, you may also be eligible for a Commonwealth employer incentive or subsidy. Employers and their apprentices or trainees must satisfy the eligibility criteria set out in the Commonwealth New Apprenticeships Incentives Programme Guidelines to receive payment of incentives.
New Apprenticeships Centres can provide you with information on these incentives and assist you in lodging claims. To find the New Apprenticeships Centre closest to you, call 1800 639 629.
STEP 1 > FIND THE RIGHT PERSON <Return to Contents>
Taking on an apprentice or trainee is a big commitment. It is important that you think carefully about whether you can give someone an apprenticeship or traineeship opportunity.
You should think about whether you have skilled staff to train an apprentice or trainee and the right facilities in which to train them. It is also important to think about what kind of person you need in your business so you can choose the right person. You should:
Group Training Australia will put you in touch with a group training scheme in your area. Group training schemes employ apprentices and trainees and place them with different businesses on a short or long-term basis. To suit peak workload and seasonal variations, they offer businesses carefully selected apprentices and trainees, without the worries of long-term employment contracts. Group training schemes will screen, recruit and handle administration matters such as wages and workers’ compensation.
Contact Group Training Australia to find the scheme nearest to you.
Telephone 07 3844 3444.
How Job Network can help?
You can phone the Job Network employer line, where you will be given a list of Job Network members in your area. Contact your nearest member and they will match unemployed people to your vacancy so you can select those you want to interview. Contact the Job Network employer line on 13 17 15.
How the Department of Employment, Training and Industrial Relations can help?
Departmental officers at all regional locations can provide you with assistance and information on all aspects of apprenticeships and traineeships, including:
STEP 2 > CHOOSE YOUR PARTNERS <Return to Contents>
A New Apprenticeships Centre and a Registered Training Organisation
You don’t have to do all the work towards signing on your apprentice or trainee. New Apprenticeships Centres and registered training organisations can help you. Training agreements are available from your local Department of Employment, Training and Industrial Relations office or New Apprenticeships Centres.
How a New Apprenticeships Centre can help
New Apprenticeships Centres were established in 1998 as part of the new employment services market. They are contracted by the Commonwealth Government to:
To find your nearest New Apprenticeships Centre, call the New Apprenticeships Hotline on 1800 639 629.
How a registered training organisation can help
The Queensland Government has registered some training organisations to provide training or apprentices and trainees. A registered training organisation will help you train your apprentice or trainee in a way and at a time to suit the needs of your workplace. This includes:
Each registered training organisation offers different ways to train your apprentice or trainee.
Shop around for the right one to suit your needs. To help with your decision, you need to discuss:
In what ways can my apprentice or trainee receive training?
The way an apprentice or trainee receives training will depend on their chosen apprenticeship or traineeship. Training may be conducted in a training room at college or in a workplace training room (if you have one) or by the employer at work. Some apprenticeships or traineeships use a combination of both training methods. You should discuss the kind of training required for your apprentice or trainee with your registered training organisation when you are creating the training plan.
When you have chosen your registered training organisation, make sure you inform the local departmental office. Details of local offices can be found on the back page of this booklet.
STEP 3 > AGREE TO WORK TOGETHER: SIGN AN AGREEMENT <Return to Contents>
A training agreement is a legally binding agreement between an employer and their apprentice or trainee, who agree to work and train together for a length of time. It is signed by you and your apprentice/trainee, or their parent or guardian if they are aged under 18, and is then registered with the Department of Employment, Training and Industrial Relations.
When you sign this agreement, both you and your apprentice/trainee agree to do certain things. You agree to provide the apprentice/trainee with employment and training (including arranging training with a registered training organisation). You also agree to supervise the apprentice/trainee in the workplace and provide wages and conditions as set out in the appropriate award or in orders of the Queensland Industrial Relations Commission.
You’ll find full details of your obligations, and those of your apprentice or trainee, in the Conditions and Obligations section of the training agreement.
Don’t be misled!
Please remember that the training agreement is a legally binding agreement. Make sure you understand and check the information on the training agreement before you sign it. If any of the information is found to be false or misleading, you may be prosecuted.
Use probation to be sure
Probation is a period of time when an apprentice or trainee works and trains with an employer before each decides whether to continue with the apprenticeship or traineeship. It is the ideal opportunity to decide whether you have made the right choice of apprentice or trainee. Probation begins once you and your apprentice or trainee agree to the terms of the training agreement. Probation usually lasts 90 days for an apprentice and 30 days for a trainee. During probation, either of you may apply to extend the probation period. You or your apprentice or trainee may also terminate the training agreement during probation by giving a week’s notice. Please contact your local departmental office to discuss your options.
At the end of probation, you both must decide whether you want to continue with the apprenticeship or traineeship. Once probation is completed, you and your apprentice or trainee are contracted to each other for the length of the training agreement. If either of you subsequently wish to cancel the training agreement you will need to contact your local departmental office.
STEP 4 > CREATE A TRAINING PLAN <Return to Contents>
You must map out a training plan to make sure the apprentice or trainee learns their new skills.
An outline of a training plan is included with the training agreement. Working as part of a team, you and your apprentice/trainee and the registered training organisation you have chosen need to design a training plan. This outlines the type of training the apprentice or trainee needs to do and when and where it will be done. Your apprentice or trainee must be included in all decision-making, so they are actively involved in their training.
The training plan is to be completed and signed by you, your registered training organisation and your apprentice/trainee before the end of the probation period. Three copies of the training plan must then be kept: one by you, one by your apprentice/trainee, and one by your registered training organisation.
How do I keep track of what my apprentice or trainee has learnt?
Each time your apprentice or trainee learns a new skill, it must be recorded in a training record book. The book is supplied by your registered training organisation. Your apprentice or trainee is responsible for looking after the training record book. As each new skill is learnt, you, your apprentice or trainee and your registered training organisation should fill in the book.
The Department of Employment, Training and Industrial Relations regularly checks training plans and training record books to ensure that apprentices and trainees are receiving high quality training and that their books are being kept up-to-date.
STEP 5 > PUT SOMETHING IN AND GET SOMETHING BACK <Return to Contents>
How much will I pay my apprentice or trainee?
You will pay your apprentice or trainee a training wage set by the Australian or Queensland Industrial Relations Commissions. The conditions of employment for apprentices and trainees, including hours of work, overtime, holidays, sick leave, superannuation and other penalty provisions are covered by decisions of these commissions.
The wage will depend on which apprenticeship or traineeship they do and their progress during training. Your apprentice or trainee must also be paid for the time they spend training. For more information, telephone Wageline on 1300 369 945 (local call cost, mobiles and payphones may be extra).
Who pays for my apprentice or trainee’s training?
The Queensland Government will pay the majority of training costs associated with a traineeship for new employees or those who have been working for you for less than three months full-time or less than 12-months part-time or casual. The training costs for apprentices will be met for new and existing employees. Many employers are prepared to pay for the training of existing workers as they see this as a valuable investment in their current employees and their business.
Your apprentice or trainee may have to pay tuition and student fees, depending on their apprenticeship or traineeship. Ask your registered training organisation whether your apprentice or trainee will need to pay these fees. The maximum tuition fee within any 12-month period is $625.80, with the maximum annual student service fee being $154.
Do I have to supply tools to my apprentice or trainee?
For some apprenticeships, you must provide tools to your apprentice. To find out which apprenticeships require you to supply tools, contact Wageline on 1300 369 945 (local call cost, mobiles and payphones may be extra).
As part of the Breaking the Unemployment Cycle initiatives, the Queensland Government also offers up to $300 in start-up assistance for apprentices and trainees. This is to help apprentices and trainees buy equipment such as tools and protective equipment (not uniforms), where required.
A list of the apprenticeships and traineeships eligible for start-up assistance is detailed in the Breaking the Unemployment Cycle start-up assistance brochure, which is available from all departmental regional offices.
What happens when my apprentice or trainee completes their training?
Once your apprentice or trainee has learnt all the skills outlined in the training plan, they will receive a qualification (a certificate) recognised Australia-wide. Six weeks before the end of the apprenticeship or traineeship, the Department of Employment, Training and Industrial Relations will send you and your apprentice or trainee a form to fill in to confirm that they have gained the necessary skills and what day the training agreement will finish.
You should return the form to the department, along with a copy of your apprentice’s/trainee’s qualification issued by your registered training organisation when they finish their training. The State Training Council will then issue a Completion Certificate confirming that the requirements of the apprenticeship/traineeship have been met.
WHAT MORE CAN WE TELL YOU? <Return to Contents>
Workers’ compensation
Like other employees, apprentices and trainees are entitled to workers’ compensation. For information contact WorkCover Queensland on 1300 362 128 (local call cost, mobiles and payphones may be extra).
Part-time apprenticeships and traineeships
Part-time employees may do apprenticeships or traineeships if the right arrangements are in place. Under a part-time apprenticeship or traineeship an apprentice or trainee must work a minimum of 15 hours per week, averaged over a four-week period. A part-time apprentice/trainee must be rostered to work on a regular and continuous basis. Casual employees may not undertake part-time apprenticeships or traineeships. Contact your local departmental office for more information.
School-based apprenticeships and traineeships
A school-based apprenticeship or traineeship allows students to study for the Senior Certificate and at the same time undertake nationally recognised training qualifications as paid employees.
Students may work one to two days a week in paid employment and attend school on the remaining days. Alternatively, students may work for blocks of time in your workplace, depending on what you and your apprentice/trainee need. You must negotiate these arrangements with the school and registered training organisation.
While some students may complete their traineeship while they are still at school, those doing apprenticeships and some doing traineeships will finish their training with you after they have left school on a full-time or part-time basis.
Telephone the Education Queensland school-based apprenticeship/traineeship information line on 1800 647 472 or your local Department of Employment, Training and Industrial Relations office.
What should I do if I am having problems with my apprentice or trainee?
Communication is an important part of employment and training. If either you or your apprentice or trainee have problems communicating, training becomes difficult and this may lead to conflict and misunderstandings. It is best if difficulties are worked out directly between you and your apprentice/trainee. Do not wait until you or your apprentice/trainee have had enough and are ready to give up before calling for assistance. Departmental officers can help you. Contact your local departmental office - details are on the back page of this booklet.
What should I do if I believe my apprentice or trainee is behaving inappropriately?
It is important you contact the Department for assistance in dealing with this situation. If the Department takes disciplinary action, it may include a written reprimand, fine, suspension or cancellation of the apprenticeship or traineeship.
Disciplinary action can be taken by the Department if the apprentice or trainee:
Yes. If your apprentice or trainee has gained all the skills outlined in the training plan before the end of their apprenticeship or traineeship, the length of the apprenticeship or traineeship can be reduced. Likewise, if the apprentice or trainee has not achieved all the skills outlined in the training plan by the end of their apprenticeship or traineeship, it may be possible to extend the length of the apprenticeship or traineeship. Contact your local departmental office.
What do I do if I want to cancel an apprenticeship or traineeship after probation finishes?
Your first option is to see if it is possible to resolve your differences and proceed with the training. Departmental officers can help you. If probation is finished, you can still apply to cancel the apprenticeship or traineeship. However as your agreement is legally binding there are conditions for cancelling the agreement. Should you wish to cancel after probation it is important that you contact your local departmental office for assistance.
What do I do if business is slow?
There are ways to help you if business is slow and you are having trouble finding enough work for your apprentice or trainee. Contact your local departmental office and ask what your options are. We may be able to arrange a period of standown from work for your apprentice or trainee or find a temporary assignment with another employer until your business picks up.
What happens to my apprentice or trainee if I sell my business?
Your apprentice or employee is contracted to you as the owner of your business. If you sell your business, your apprentice or trainee will have their training agreement assigned to the new owner of the business. For this to occur, the new owner must advise the Department of Employment, Training and Industrial Relations of the new arrangements within 21 days of the transfer of business.
For further information contact the Training line on 1300 369 935 or visit the department’s website on: www.training.qld.gov.au