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DTSP PT Training: KSBs, Skills scan, planning, action and impact

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On 9 September 22, I attended a Digital and Technology Solutions (DTS) degree apprenticeship practice tutor (PT) training event, hosted by Chris Thompson from the School of Computing and Communications. I attended this event as a degree apprenticeship practice tutor.

What follows is a brief set of notes from the event, which might be helpful to fellow practice tutors, or any other colleagues who play a role within the DTS scheme.

For reference KSB refers to: Knowledge skills and behaviours. 

PT job description

One of the first slides reiterated the PT job description. 

Key points of the role include: to support each learner; to be a key point of contact; to prepare and support learners to commence their studies; maintain relationships between different stakeholders; to conduct review meetings; to coach and develop each learner to integrate academic learning with their professional work; and to guide each learner to develop a portfolio of evidence to demonstrate their technical competencies as required by the apprenticeship framework. 

When speaking to apprentices and employers, I emphasise my role in very similar terms, referring myself as being a bit of ‘glue’ between the academic study, and the apprenticeship.

ESFA requirements

ESFA is an abbreviation for the Education and Skills Funding Agency. We were directed to the Further Education and Skills Inspection handbook (pdf).

A point was made that each progress review should cover points p60.1 through to p60.7. These relate to: checking of progress against agreed actions; gathering of off-the-job training evidence; checking progress against a training plan; provide an opportunity to update the training plan; discuss concerns; discuss changes of circumstances; and agree and document actions, and have the progress review signed by all parties.

Inspection

Each degree apprenticeship programme is potentially subjected to an inspection. We were directed to another resource: the education inspection framework (pdf).

Ofsted are particularly interested in the impact of education and will look to evidence of progress. One of the notes I made during this section was about looking for evidence of where the apprentice started, and where are they heading to. One aspects of the practice tutor role is, of course, to be the glue, and to integrate everything together.

Practice tutors need to know core skills apprentices should be working towards gaining, and what is being taught through the academic content. If the work that the apprentice is currently carrying out doesn’t relate to the academic modules, it is a responsibility of the practice tutor to speak with the apprenticeship team.

Skills Scan

The skills scan is a document. Some apprentices may have completed their skills scan when they have started, and this should have been uploaded to the ePortfolio system. If a skills scan document doesn’t exist, it is important that a practice tutor asks the apprentice, or the APDM, if one has been completed.

One of the roles of the PT is to take what has been written on skills scan and relates it to the modules they are studying and the work the apprentice is performing. The skills, in turn, are related to the KSB criteria, and the PT needs to check through a skills scan document to make sure that everything makes sense.

Module briefing documents

PTs have access to something called module briefing documents. These summarise what KSBs are taught in which module. There is also a mapping of learning outcomes to modules, since some LOs are repeated across the curriculum. There is also a summary of what happens and when. In any 12 week progress review, there will be some items that have been covered since the last tripartite review meeting.

Tripartite meeting preparation

The first tripartite reviews is to take place within 4 weeks of an apprentice starting the programme, and the second one is expected to be face-to-face (unless good reason not to), another one within the 12 weeks. Over a period of a year, there should be 5 progress reviews within a year (which are fully documented within the ePortfolio tool).

The university is going to be publishing some further guidance about tripartite meetings, and more detailed will be provided within forthcoming PT training. The expectation is that all PTs will be expected to carry out to cover the same kinds of topics.

I made a note of suggested agenda items for a review. These included: actions from previous review, TMAs and EMAs, recording off the job time, KSBs, and English and maths skills. 

Key actions during the meetings included: updating the skills scan based upon their development of the knowledge, skills and behaviours (ticking things off); encouraging the apprentice to reflect on their role, responsibilities and progress (to add value for the employer); clarification of agreed actions to be completed by all, before the meeting. Also, connect employer targets to the apprenticeship programme. 

Other actions during the meetings may also include discussing any changes to working hours, career development, leave and opportunity for reflections, and ensuring that timesheets are completed and signed off.

Main tasks of the tripartite meeting

The PT must understand what KSBs apprentice needs to demonstrate to become competent at work and find ways to enable them to do this. Specifically, a PT must ensure that everyone has a good understanding of what is involved. The skills scan is considered to be the apprentice’s starting point, and is a tool used by the PT to find out about the progress they are making. 

During the meeting, the review meeting, the role of the PT is to discuss with the employer about possibilities in which they may be able to apply the KSBs, and achieving these should be evidenced in the ePortfolio tool.

Induction materials

The Computing apprenticeship team has been updating the induction materials that are available to new apprentices. There is a new area called “your study plan” which emphasises what needs to be done within the first 12 weeks of study. It also offers an introduction to each year.

Summary

The takeaway points from this session reflects the title. The main takeaway point is about KSBs; knowledge skills and behaviours. These need to be demonstrated in an apprentice’s 80% of workplace time, rather than the 20% of their academic study time. This also connects to the point that PTs play a fundamental role in ensuring that academic study is linked to work-based learning.

Another point is that the skills scan document plays an important role in relating what is done to the KSBs. On reflection, I need to make sure that I bring the skills scan document into my own practice. This will help me to gain evidence of an apprentice gaining their KSBs, which then, in turn, must be recorded within the ePortfolio.

A couple of new things for me were the module briefing documents, and the new induction materials. Before my next tripartite review, I plan to look through all these materials, to make sure I can share these with both employees and apprentices.

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