This guide outlines the key steps to ensure compliance with the registered apprenticeship program at Apprentice. By following these steps consistently and accurately, you can maintain compliance with the Department of Labor (DOL) requirements and ensure your apprentices’ hours count toward Inflation Reduction Act (IRA) projects.
Step 1: Adding Apprentices to the Platform
To begin, you must add your apprentices to the Apprentice platform. Note that adding them does not automatically register them with the DOL; it initiates the registration process.
Navigate to the "People" Section:
Click on "Add Member" to start adding a new apprentice.
Select "New User" unless the apprentice is already in the platform (e.g., from another program, which is rare).
Enter Required Information:
First Name and Last Name: Enter the apprentice’s full name.
Role: Select "Apprentice" from the dropdown.
Apprenticeship Start Date: Choose today’s date. Backdating is not allowed, and there’s no benefit to selecting a future date.
Allow Digital Signing: Select "Yes" to allow the apprentice to sign the apprenticeship agreement digitally. This is the preferred method for efficiency.
Optional Fields:
Job title, manager, mentor, and address are optional. Apprentices can add their own address later.
Skip the apprentice registration number unless they are already registered with the DOL.
Use the apprentice’s work or personal email for login purposes.
Employment Status: Indicate if they are a new (within 3-6 months) or existing employee.
Employee Number: Optional, for internal use.
Submit the Apprentice:
After clicking "Submit," a magenta loading bar will appear. Once complete, the apprentice’s name will appear at the bottom of the screen with an "Onboarding" status, indicating they’ve been added but haven’t completed their steps.
What Happens Next:
The apprentice receives an email with a link to:
Set their password.
Answer DOL-required questions (e.g., birthday, phone number, address, education level, ethnic group, veteran status).
Review and digitally sign the apprenticeship agreement.
Once signed, the platform sends the agreement to the apprentice, you, and the Apprentice team, triggering the DOL registration process.
You’ll be notified when the apprentice is officially registered and can begin work counting toward IRA projects.
Troubleshooting:
If the apprentice doesn’t receive the email or has login issues, direct them to [email protected].
Alternatively, you can:
Click the three dots next to their name, select "Reset Password," and resend the email.
Assign a temporary password (copy and provide it to the apprentice with login instructions).
If digital signing isn’t feasible, apprentices can print and physically sign the agreement, though digital signing is recommended to avoid manual handling.
Monitor Onboarding Status:
Check the apprentice’s status in the platform. If it remains "Onboarding," remind them to complete their steps (password setup, questions, and signing). Failure to complete these steps means their hours won’t count toward IRA projects, as they aren’t registered.
Step 2: Tracking and Entering Time
To remain compliant, you must track and enter apprentices’ hours accurately, matching payroll data, and allocate them between classroom and on-the-job training.
Understanding Hour Requirements:
Apprenticeship programs require 2,000 on-the-job hours (approximately one year) and 144 classroom hours.
On average, allocate ~3 hours/week for classroom training and ~37 hours/week for on-the-job training (based on a 40-hour workweek).
Entering Time:
Go to Performance Tools > Time Tracking in the platform.
Use Bulk Actions to enter time for multiple apprentices:
Select the apprentice (e.g., John Apprentice).
Choose the payroll period’s end date (e.g., Wednesday for weekly payroll).
Allocate hours to:
Classroom Training: Select courses (e.g., OSHA 10, Introduction to Construction) and assign hours (e.g., 1 hour for Course 101, 2 hours for Course 201).
On-the-Job Training: Select competencies and assign hours (e.g., 7 hours for one task, 30 for another).
In the Notes field, write “Matches payroll” and include the payroll period (e.g., “7/9/25–7/16/25”).
Submit the entries, review them in the "Pending" tab, and approve them to move to the "Approved" tab.
If you make a mistake, use the "Unapprove" option to edit.
Alternative: Importing Time:
Use the Import feature for large batches of apprentices. Templates are available in the platform, and support articles at [email protected] explain the process.
Imported time still requires approval in the "Pending" tab.
Determining Hours:
Coordinate with foremen to confirm what apprentices worked on (classroom or on-the-job tasks).
Use time-tracking software or a learning management system to code hours, or allocate based on project stages (e.g., 10% classroom, 90% on-the-job).
Ensure both classroom and on-the-job hours are tracked to meet DOL requirements.
Zero-Hour Entries:
If an apprentice doesn’t work in a payroll period, enter a zero-hour entry to avoid compliance flags. The system will notify you if no time is entered for 30 days, indicating non-compliance.
Best Practice:
Schedule a weekly or biweekly task to enter apprentice hours after payroll, ensuring they match exactly. This applies only to apprentices, not journeymen.
Step 3: Updating Apprentice Status
You must update the DOL within 30 days of any change in an apprentice’s status to remain compliant.
Status Updates:
Navigate to the apprentice’s profile and select Actions to update their status:
Cancel: Use if the apprentice quits, is terminated, or is no longer in the program (e.g., project ends, and they won’t continue).
Suspend: Use for temporary breaks (e.g., seasonal work or a non-apprenticeship job), with the option to reinstate later.
Complete: Use when the apprentice finishes the required 2,000 on-the-job and 144 classroom hours.
Do not use the "Delete" function unless you entered incorrect information (e.g., wrong email) with no history. Deleting an apprentice with history violates the legal requirement to retain records for seven years.
Monitoring Status:
The platform sends reminders every 30 days to review active apprentices’ statuses. For example, filter by "Active" and update anyone who is no longer in the program (e.g., cancel Billy if he’s no longer employed).
Step 4: Monitoring Compliance and Notifications
The platform helps you stay compliant by sending notifications for:
Onboarding Delays: If an apprentice remains in "Onboarding" status, follow up to ensure they complete their steps.
Missing Time Entries: If no hours are entered for 30 days, submit a zero-hour entry or actual hours.
Insufficient Classroom Hours: If an apprentice completes 2,000 on-the-job hours but lacks 144 classroom hours, you’ll be notified (e.g., “Deficient by 52 hours”).
Status Updates: Reminders to update apprentice statuses every 30 days.
Step 5: Additional Features and Compliance Tools
Documents:
Signed apprenticeship agreements are stored in the "Documents" section.
For prevailing wage projects, Davis-Bacon certificates are issued and stored here, with reminders to renew every 90 days.
Reports:
Apprentice Reports: View all apprentices and their progress.
Transcript: See detailed hours and tasks per apprentice.
RAPIDS File: For internal compliance use; you don’t need to interact with it.
Rapid Setup IDs:
Do not edit or change these IDs, as they are used to identify you to the DOL.
Support and Resources
If you have questions or need assistance:
Use the Live Chat feature in the platform.
Email [email protected] for technical or compliance-related help.
Refer to support articles for detailed guidance, especially for importing time or troubleshooting.
By consistently adding apprentices, tracking hours, updating statuses, and responding to notifications, you’ll maintain compliance and ensure your apprentices’ hours count toward IRA projects. Contact [email protected] for any further assistance.