Apprenticeship Procedure

  1. Introduction

This document outlines the procedure for establishing an apprenticeship program at Volunteer State Community College (Vol State). The process ensures that all aspects of an apprenticeship, including approval, registration, reporting, and financial obligations, are properly managed. The guidelines apply to both credit-bearing apprenticeships (those associated with degree programs) and non-credit apprenticeships within the Workforce Development Division.

  1. Initial Approval Process

To initiate an apprenticeship at Vol State, the following steps must be followed:

  • Apprenticeship Approval Checklist: The Apprenticeship Approval Checklist must be completed. This form is to be signed and initialed by the necessary staff members to indicate their approval and understanding of the process.
    • If the apprenticeship is for credit/degree, the form must be completed by the Dean of the Academic Division that will host the apprenticeship.
    • If the apprenticeship is for workforce development purposes, the form must be completed by the Senior Director of Workforce Development.
    • Regardless of whether the apprenticeship program is credit-bearing/degree-based or non-credit, the Senior Director of Workforce Development must be notified and provided with a copy of the Apprenticeship Approval Checklist. Upon receipt, the Senior Director will verify that the apprenticeship is planned to occur within the College’s designated 11-county service area.
  1. Identifying the Appropriate Academic Division
  • Vol State will determine which academic division aligns with the apprenticeship request. This decision will be based on the nature of the apprenticeship (whether it is credit-bearing or non-credit) and the specific field of study or industry.
    • Credit/Degree Apprenticeships: These apprenticeships will be managed within the relevant academic division.
    • Workforce Development Apprenticeships: Apprenticeships intended to align with THEC (Tennessee Higher Education Commission) workforce formula hours will be housed within the Workforce Development Division.
  1. Employer or Third-Party Organization Request
  • Apprenticeships should be developed based on a request from an employer or a third-party organization.
    • The college must ensure that the request aligns with Vol State’s academic and workforce development goals and priorities.
    • The request should specify the nature of the apprenticeship and the expected outcomes for both the employer/organization and the participants.
  1. Sponsor and Training Provider
  • Vol State must identify the sponsor and the training provider(s) for each apprenticeship program.
    • The sponsor is typically the employer or third-party organization that partners with the college to offer the apprenticeship, but the college may also serve as the sponsor.
    • The training provider(s) are responsible for delivering the curriculum and ensuring that participants receive the necessary training and support throughout the program. This training is referred in the apprenticeship program as Related Technical Instruction (RTI).
    • VSCC’S Senior of Director of Workforce Development will be responsible serving as the point of contact working with the Tennessee Department of Labor Apprenticeship office to determine the sponsor and training provider, as well as complete all registration forms, appendixes, etc.. Academic Divisions must assist and provide the Senior Workforce Director required and requested information.
  1. Federal RAPIDS Reporting
  • The Workforce Development Division will be responsible for all Federal RAPIDS (Registration and Apprenticeship Partnering Information Data System) reporting, regardless of where the apprenticeship is housed (whether within an academic division or the workforce division).
    • In coordination with the State Apprenticeship Agency Regional Director, the Workforce Development Division is responsible for ensuring all federal reporting requirements are met in compliance with the U.S. Department of Labor guidelines. This includes verifying that all required U.S. Department of Labor registration documents are completed, signed, and entered into the RAPIDS system prior to the start of each respective apprenticeship program. The forms include Appendix A (Work Process Schedule), Appendix B (Related Instruction Outline), Appendix C (Wage Progression Schedule), Appendix D (Employer Acceptance Agreement), and ETA Form 671(Apprenticeship Agreement and Registration).
  1. Registration of Participants
  • Registration of apprenticeship participants will be handled based on where the apprenticeship is housed:
    • Credit-Degree Apprenticeships: Participants will be registered in Banner (Vol State’s student information system) by administrative assistants of the academic divisions to ensure the receive academic credit.
    • Workforce Development Apprenticeships: Participants will be registered in Campus, Vol State’s system by the Workforce administrative assistant for non-credit courses.
  1. Financial Obligations and Payment Agreements
  • Financial obligations must be clearly defined, especially when the employer or third-party organization is covering the costs of training. The following steps must be taken to ensure proper financial handling:
    • If the employer is paying for the apprenticeship training, the third-party/Banner payment agreements and forms must be completed and signed by all necessary parties.
  • All financial agreements and obligations should be clearly outlined in writing to avoid any misunderstandings between Vol State and the employer/organization. The Senior Director of Workforce Development will serve as the primary liaison between the employer and the Local Workforce Development Board (LWDB), ensuring that appropriate procedures are followed for class payments and reimbursement from the LWDB to the employer.
    • Class Payment Process:
      • The employer will establish an agreement with Volunteer State Community College for the provision of Related Technical Instruction (RTI) associated with the apprenticeship program. For credit-bearing courses, a Third-Party Authorization Form will serve as the official agreement. For non-credit Workforce Development courses, a Special Industry Agreement will serve as the formal contract.
      • Vol State will invoice the employer for the cost of instruction.
      • The employer is responsible for remitting payment directly to Vol State.
    • Reimbursement Process:
      • The employer will enter into a reimbursement agreement with the appropriate Local Workforce Development Board for RTI-related tuition expenses.
      • Upon submission of the required documentation, the Local Workforce Development Board (LWDB) will reimburse the employer for eligible tuition expenses paid on behalf of participating apprentices. This process includes the completion and submission of the LWDB’s Employer Apprentice Grant Application. Once the application is received, the LWDB will review the materials and make a determination regarding reimbursement.
  1. Points of Contact and Ongoing Management
  • A point of contact (POC) must be designated for each registered apprenticeship program to ensure ongoing management and follow-up. This includes:
    • Maintaining records for all participants, including their progress and any reports required by federal and state entities.
    • Follow-up on funding: Ensuring that financial obligations are met and that any third-party payments are processed in a timely manner.
    • Evaluation and Reporting: Overseeing evaluation efforts and ensuring compliance with all reporting requirements.
    • Comprehensive List: The workforce development division shall maintain a comprehensive list of all registered apprenticeships associated with the college.
  1. Summary of Steps for Apprenticeship Program Launch
    1. Complete and submit the Apprenticeship Approval Checklist to Vice President’s and President’s direct reporting meeting for approval. (Dean or Senior Director of Workforce Development will be responsible for this submission).
    2. Determine the relevant academic division or the Workforce Development Division for hosting the apprenticeship.
    3. Establish the sponsor and training provider(s) for the apprenticeship.
    4. Ensure Federal RAPIDS reporting responsibilities are assigned to the Workforce Development Division.
    5. Register participants in Banner (credit/degree) or Campus (workforce development).
    6. Identify and complete the necessary third-party payment authorization or Special Industry Agreement if the employer is financing the training.
    7. Designate points of contact for ongoing reporting, funding, and evaluation purposes.