The Apprentice Completion status is only used when an apprentice has actually fulfilled all requirements of the apprenticeship program including meeting the time and/or competency requirements.

When an apprentice is completed in Apprentix, the apprentice will be emailed a copy of their transcript and if this is a registered apprentice, the Program Sponsor will be emailed an application for a certificate of apprenticeship completion that will be automatically filled out. It is the Sponsor's responsibility to submit that application to their Office of Apprenticeship or State Apprenticeship Agency to request a physical certificate of completion be mailed to the apprentice.

Once an apprentice is completed, the status is permanently changed and cannot be undone. However, an apprentice can be added to a new apprenticeship program within Apprentix. To do so, the Admin would go to People > Add New Member and select "Existing user" since the completed apprentice was already in the system.

The Apprentice Suspension status can be used for disciplinary reasons, personal reasons, or because there's a pause in work or projects. If an apprentice is working on a project but then doesn't have any work, or isn't working on a project relevant to the apprenticeship occupation, it's best to suspend the apprentice from the program rather than cancelling them. The reason is that you can always reinstate the apprentice if and when they work on a relevant project. The process of reinstatement requires a simple click of a button whereas cancelling and then re-enrolling an apprentice requires a lot of paperwork and also doesn't look good with the Dept. of Labor.

There are many reasons why you might cancel an apprentice and here are some of the most common reasons:

Just remember, when you cancel an apprentice, they cannot be reinstated without going through the full process of registering them again. As a result, you cannot change an apprentice's status from Cancelled to Active.

When you want to suspend an apprentice, you must provide the start and end date of the suspension. That said, you can reinstate the apprentice at any time so those dates are just informational for the Dept. of Labor. You'd still need to actually reinstate the apprentice in Apprentix and then update the Dept. of Labor if it's a registered apprentice.

Since the Dept. of Labor doesn't technically allow you to reinstate an apprentice who has been cancelled, you have to register that apprentice again. This poses a challenge in Apprentix because each apprentice is tied to a single email address.

Let's say an apprentice's account is under [email protected] and then the apprentice is cancelled. One month later, Jordan returns to the company and you want to enroll them back into the same apprenticeship. Well technically they've already been cancelled so now what?

By adding a + sign to an email address, it creates an alias that allows you to create multiple variations of your email address that all forward to your primary inbox. The part after the + sign is ignored by the email server so all emails are routed to the primary inbox.

In Jordan's situation, they were cancelled from the apprenticeship program where their account was created under [email protected]. Once an apprentice is cancelled, the Dept. of Labor deems that change to be permanent, meaning, you can't undo that status. So Apprentix doesn't allow you to undo a cancellation.

As a result, you have to re-enroll Jordan back into the apprenticeship which requires a new account, a new apprenticeship agreement, and new tracking. To make life easy for Jordan, you can use the + symbol and add any text after the + symbol, like "apprentix", to create an alias (e.g. [email protected]).

This gives Jordan a new login for tracking in Apprentix, while all email notifications would go to his existing email inbox. By the way, this tech trick works with most email providers but not all.