1.  Introduction

This Standard Operating Procedure (SOP) defines the process by which National College of Ireland (NCI), as Coordinating Provider, engages with employers and industry partners for the delivery of statutory apprenticeship programmes.

It ensures that employer partnerships:

• Support structured on-the-job learning aligned with QQI-validated programme outcomes
• Meet statutory quality assurance expectations set by QQI and SOLAS
• Are governed through formal approval, monitoring, and review mechanisms
• Facilitate active industry involvement in programme development and oversight

This SOP applies specifically to:

• Statutory apprenticeship programmes where NCI is Coordinating Provider
• Employers who register apprentices with SOLAS and participate in workplace training and assessment
• Industry stakeholders contributing to programme governance via Consortium Steering Groups

2.  Employer Engagement Process

Employer engagement in apprenticeships and work-based learning follows a structured process that ensures high-quality training, compliance with national standards, and strong industry partnerships. This process includes employer approval, onboarding, mentor training, placement integration, and ongoing monitoring. The procedures outlined below ensure that employers are suitably qualified to deliver training, actively involved in programme governance, and compliant with regulatory requirements.

2.1. Employer Approval & Due Diligence

Before an employer can participate in an apprenticeship or work-based learning programme, they must undergo a formal approval process to assess their ability to provide a structured and supportive learning environment. Employers must submit an Expression of Interest (EOI) Form, detailing their company profile, training facilities, availability of a qualified Workplace Mentor, and capacity to support learner development.

Once an EOI is received, NCI conducts an Employer Suitability Review, which evaluates the organisation’s workplace training capacity, adherence to employment regulations, and compliance with the Apprenticeship Code of Practice. The assessment considers factors such as the appropriateness of training facilities, the employer’s ability to deliver programme learning outcomes, and the structured nature of mentorship and assessment within the workplace.

If deemed necessary, a site visit is conducted to verify that the employer’s training environment meets the required standards. This visit includes discussions with company representatives, prospective mentors, and training staff to ensure that workplace learning aligns with academic and apprenticeship standards. Following a successful review, the employer signs a Memorandum of Agreement (MoA) with NCI, outlining their commitments to learner development, assessment responsibilities, and compliance with training regulations. Employers are only fully approved once this agreement is signed, and they are issued with an Employer Handbook detailing work-based learning procedures, assessment obligations, and mentor expectations.

2.2. Industry Engagement & Programme Governance

Employer engagement extends beyond individual training placements to active participation in programme governance, curriculum alignment, and industry feedback mechanisms. To ensure that apprenticeships and work-based learning programmes remain responsive to sectoral needs, employer representation is embedded within the Consortium Steering Group (CSG). This group provides strategic oversight of programme development, assessment policies, and employer compliance, ensuring that work-based training remains aligned with industry skill demands.

Employers also participate in Industry Advisory Groups, where representatives from various sectors contribute to curriculum updates, assessment review processes, and workforce planning initiatives. These advisory groups play a key role in ensuring that employers have a voice in shaping training methodologies, supporting ongoing professional development for mentors, and ensuring that apprenticeship pathways remain aligned with industry innovation.

Biannual Employer Forums are held to facilitate direct engagement between NCI, employer representatives, and industry stakeholders. These forums provide an opportunity to review programme effectiveness, discuss emerging workforce trends, and address challenges related to workplace learning and assessment integration.

2.3. Workplace Mentor Training & Certification

Each employer is required to assign a designated Workplace Mentor who will oversee apprentice development and work-based learning assessments. This mentor must be an experienced industry professional with relevant expertise in the apprentice’s occupational area. The Workplace Mentor’s responsibilities include guiding apprentices through structured on-the-job training, providing performance feedback, and ensuring that workplace learning aligns with the programme’s expected competencies and learning outcomes.

To ensure consistency and quality in mentorship, all designated Workplace Mentors must complete the NCI Workplace Mentor Training Programme before they are permitted to supervise apprentices. This training covers the structure of the apprenticeship, assessment methodologies, feedback techniques, and compliance with workplace learning agreements. Workplace Mentors are required to attend annual refresher training to maintain their certification and stay informed of updates to apprenticeship governance and assessment frameworks.

Throughout the apprenticeship or work-based learning placement, Workplace Mentors are supported by an NCI Academic Supervisor, who acts as the primary point of contact for mentorship support, workplace assessments, and dispute resolution. The Academic Supervisor conducts regular check-ins with the Workplace Mentor and may conduct workplace visits to ensure that apprentices are receiving appropriate training, assessment, and developmental opportunities.

2.4. Learner Placement & Employer Onboarding

Following employer approval, apprentices and work-based learners are placed within industry settings through a structured matching process that considers learner qualifications, programme requirements, and employer capacity. Employers are required to submit details of available placements prior to each apprenticeship intake, ensuring that NCI can match learners to suitable workplaces.

Before commencing their placement, learners must complete a workplace induction, which is delivered by the employer and includes an introduction to company policies, health and safety briefings, an overview of work-based learning expectations, and an introduction to the Workplace Mentor. The induction process is monitored by NCI to ensure that learners receive a clear understanding of their workplace responsibilities, assessment expectations, and professional conduct standards.

2.5. Compliance & Monitoring

Once an employer is actively engaged in an apprenticeship or work-based learning programme, they are subject to ongoing compliance monitoring to ensure that they continue to meet programme, regulatory, and quality assurance requirements. Employers must maintain accurate attendance records, training documentation, and assessment logs for each apprentice under their supervision. Quarterly progress reports must be submitted to NCI, detailing learner performance, workplace learning activities, and any issues requiring intervention.

NCI conducts annual employer audits, which may include onsite evaluations, mentor interviews, and apprentice feedback analysis. These audits are designed to assess the quality of workplace learning environments, adherence to agreed training plans, and employer compliance with apprenticeship governance structures. Following each audit, employers receive a formal compliance report, outlining strengths, areas for improvement, and any required corrective actions. Employers failing to meet compliance expectations may be required to implement an improvement plan under the supervision of NCI’s Apprenticeship Office.

2.6. Dispute Resolution & Employer Removal Process

To maintain the integrity of apprenticeship and work-based learning partnerships, a structured dispute resolution mechanism is in place for addressing conflicts between employers, apprentices, and NCI. Any disputes should first be addressed at the workplace level between the apprentice, Workplace Mentor, and employer. If the issue remains unresolved, it is escalated to the NCI Apprenticeship Office, where a mediation process will be facilitated. Disputes related to assessment, learner treatment, or compliance failures may be referred to the Apprenticeship Programme Board for formal investigation.

Employers who fail to meet programme requirements may be subject to suspension or removal from the programme. Grounds for removal include failure to provide adequate mentorship, non-compliance with employment regulations, poor apprentice feedback, or repeated breaches of training obligations. In cases where an employer is removed from the programme, alternative placements are arranged for affected apprentices to ensure that their learning is not disrupted. Employers may appeal removal decisions through the Consortium Steering Group, where their case will be reviewed based on compliance history, corrective actions taken, and programme impact considerations.

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