Apprenticeship process for existing staff

Existing staff undertaking an apprenticeship

Apprenticeship levy funding allows University of Warwick staff to access over 800 accredited courses, from GCSE to Master’s level, including recognised qualifications like ILM and CIPD. Explore available courses.

There’s no change to your contract, salary, or fees. Learning happens during working hours, with 20% of your time dedicated to the programme. There’s no age limit, despite common misconceptions.

Learn how Warwick staff have used apprenticeships and how the levy can support your development.
Note: Eligibility criteria apply – not everyone may qualify. Read the full criteria.

Useful documents

Apprenticeship Setup Form

Data Processing Agreement

FP11 Form

Supplier Assurance Questionnaire

1. Research to find the right apprenticeship for you

A good starting point is to use the apprenticeship occupational maps. Next, discuss the opportunity with your line manager in your Personal Development Review (PDR)Link opens in a new window or 1-2-1 discussions. The line manager will need to confirm support of the apprenticeship as 20% of your working time each work will need to be dedicated to the apprenticeship. The apprenticeship will need to link to your current jobrole as you have to demonstrate the learning in practice, this is requirement of the funding rules. Note: there is criteria regarding who can be funded for an apprenticeshipLink opens in a new window Link opens in a new window

The apprenticeship levy fund will cover the cost of the training programme. Any other costs will need to be covered by the department, for example, travel (some are online programmes), equipment, professional registration.
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2. Contact the Warwick apprenticeship team: staffapprenticeships@warwick.ac.uk

We will be able to explore if the course is funded by the apprenticeship levy and whether or not we have an existing training provider for that programme or help identify one.

3. Training provider

If the apprenticeship is delivered by the University of Warwick, they will act as the training provider.

If not, a new provider will need to be sourced. Consider your preferred delivery method (online, in-person, hybrid). The apprenticeship levy covers course costs up to the funding cap but not travel, equipment, or registration fees.

Once a provider is chosen, they must complete Warwick’s Data Processing Agreement, Supplier Assurance Questionnaire, and issue a contract. The line manager must collect this paperwork, along with a signed FP11 form (by a team budget holder), and send it to the Legal Team for review. Only a Finance Director can sign contracts—Legal will coordinate this.

Please allow 4 weeks before the apprenticeship starts.

The contract schedule (with apprentice name, course, and cost) must also be signed by a Finance Director—ideally alongside the main contract—as payments can’t be set up until both are signed.

3. Skills scan

The staff member will need to complete a learning review with the training provider to map out their apprenticeship programme. They will need to review your job description to ensure it is possible for you to put the learning from the apprenticeship into practice. They will also discuss your prior learning. Note: If you have completed a similar subject area qualification, they may not be eligible to complete the apprenticeship. You will need to contact the Training Provider for advice on whether or not they would be able to access funding for this apprenticeship.

4. Setup

You will need to sign a commitment statement (supplier by the training provider). Once this statement is sighed, please send a copy to the apprenticeship team along with the apprenticeship setup form and the signed copy of the training provider contract. This form contains the staff members date of birth, therefore it needs to be emailed to staffapprenticeships@warwick.ac.uk using an encrypted format for example, Warwick File sharing.

The staff member will be invited to a Warwick Apprentice Induction. They will also be added to the Warwick Apprenticeship Community Group (using MS Teams). This group have regular community cafes and are a supportive network of staff who are all completing their apprenticeship while working at Warwick.