Getting started with your apprenticeship

Congratulations, you're on your way to becoming an apprentice with the University of Derby!

Our applications process for apprentices follows a different process to the usual university applications. This is because you are completing an apprenticeship through your employer with the University of Derby as the training provider.

You will have received an application link through your email with instructions.

Your employer can support you with your application, please contact your Apprenticeship Lead or your Practice Education Team within your employer with any work-related queries. The contact details from that email can also help you.

The onboarding process is important as without completion you will be unable to start the programme.

Step one - create your eSignUp account

eSignUp is your apprenticeship onboarding system. Your application must be completed and uploaded to eSignUp, so that you can proceed to the next stage.

Once you have completed your personal details, you will have a next step to upload your documents (as detailed below). The qualification documents uploaded, must be already verified as acceptable by your employer.

Each apprenticeship has different entry requirements. Your application / eSignUp email will detail exactly what YOU need to submit.

The following requirements may apply:

GCSE Maths at grade 4 or above (or equivalent) (upload to eSignUp within 7 days)
GCSE English at grade 4 or above (or equivalent) (upload to eSignUp within 7 days)
Level 3 qualification (upload to eSignUp within 7 days)
Highest level of qualification (this could be your level 3 qualification, advised above) (upload to eSignUp within 7 days)
Your completed and approved Skills Scan form in MS Word format
Supplementary Information Form – (this includes your DBS (Disclosure and Barring Service number) and must have a ‘wet’ signature from your employer (upload to eSignUp within 7 days).
MOOC – of your choosing (see separate link email) (at least 48 hours before your interview)

To enable us to efficiently check all your certificates please name your files using the following format before uploading them. Use your full name and then detail what the evidence is, e.g. “John Smith GCSE Maths.”

For any issues with using ESignUp, contact FEsystems@derby.ac.uk.

Form types

Skills Scan form

You will need to complete and upload your skills scan form that has been emailed to you.

Note the following:

Only complete and upload the form in in a Microsoft Word format (.doc, .docx). This is so we can review it, and if needed, we can edit it based on your academic discussion.
Take note of the competency key for completing the skills scan:
- Mastery Level: You can showcase a supreme level of understanding and experience in the given area and can be exempt from apprenticeship training in given area. Evidence of prior learning and experience must be provided for the Academic’s approval.
- Developmental Level: You have some prior learning or experience, but not at the depth and breadth required for this level (currently doing this in current job but need training and further experience).
- Introductory Level: no prior learning or experience has been identified. Applicant requires training and experience in the selected field.
If you are claiming Mastery for any of the learner outcomes, you will be required to provide evidence of Mastery during your UoD Interview. If Mastery is agreed you will not be eligible to attend any of the teaching related to this content.
We would expect most apprentices to be at an introductory level unless you have vast experience already.
Ensure the signature boxes are completed.

Supplementary information form

Some apprenticeships may need the DBS information that is held with your employment.

Within your welcome email there will be a request for the supplementary information form to complete if this is requirement for your course.

We ask that you let us know your DBS information by completing a supplementary information form, including an occupational health declaration.

The form must have wet signatures from you and your employer. We are unable to accept incomplete forms. If you do not have a current DBS with your employer who is supporting you onto the apprenticeship, please submit the form when you do have this information.

Forms without DBS details or approvals will be rejected.

MOOC

Some apprenticeships may have to complete a MOOC. If you haven't had an email about a MOOC, you won’t have to complete this.

If you have been sent an email to complete the MOOC, provide evidence of the completed MOOC within your eSignUp application.

For some apprenticeships, if you have a level 3 certificate, you can choose which MOOC to complete. You will have been notified if this is an option for you.

Step two - BKSB maths and English assessments

Every apprentice (regardless of whether you already have the GCSE entry requirements) must complete the maths and English assessments. We use a platform called Basic and Key Skills Builder (BKSB).

Once you have created and submitted your eSignUp account, a BKSB account will be created for you. The eSignUp account generates your BKSB account, so if you haven't created an eSignUp account, you won’t get access to BKSB.

Look out for an email with your BKSB log in details, after you have completed the EsignUp application process. Check your junk mail as well if you're not sure if you've received it yet.

The BKSB platform has the assessments which you must complete. These are located within the Focus Functional Skills folder on the BKSB platform.

Please complete the following:

Initial Focus Skills maths
Initial Focus Skills English assessments

You do not need to complete the GCSE Screener assessments or any IT assessments.

The tests take about 15 minutes to complete. They are not a pass or fail test. They give us an idea of your current level of numeracy and literacy.

Once you have completed your eSignUp apprentice application, you will be sent a Teams meeting to have an academic interview and skills scan review meeting. If you receive the interview invite at the same time as the application link, the meeting will be cancelled if you do not meet the deadline for submitting your eSignUp application.

Step three - your academic skills interview

You will receive an invite to an online interview with a member of the University team. The meeting cannot go ahead if all of your documents have not been uploaded correctly to your EsignUp account. Please make amendments promptly when requested.

The informal interview will be to review your skills scan and go through any requirements of your role.

The discussion will be your opportunity to ask any questions you may have before starting with us.

Some employers attend the interview/skills scan discussion. You will be told in advance about who will be in attendance.

Step four - complete your paperwork

You and your line manager will be sent the paperwork to complete. Documents will include:

Apprenticeship Agreement: Signed by Learner and Line Manager
Key Policies: Signed by Learner and Line Manager
Commitment to Programme: Signed by Learner and Line Manager
Skills Scan: Signed by Learner and Line Manager
Plan of Training: Signed by Learner and Line Manager

You need to add your electronic signature to all documents before you can officially join your apprenticeship.

Step five - enrolling at the University of Derby

The next onboarding stage is the enrolment process for your University of Derby account.

Use a laptop or PC rather than a phone or tablet for this stage, as phone and tablet devices don't always work with our system

You’ll receive an email to your University accounts, titled ‘It’s time to set up your university account’ from noreply_passwordcreation@derby.ac.uk (check your spam and junk folders if you haven't received it to your inbox).
Once you’ve set your password, you’ll then receive a further email titled ‘Invitation to enrol online at the University of Derby’ with an enrolment link.

If you experience problems you can find the answers to most questions on our enrolment and induction webpages.

Ideally you should have completed all of the above before your induction.

Step six - your induction

Once you have registered you will need to collect your Unicard. All students are required to provide identification at the point of collecting your Unicard. This is a separate process and not part of any other onboarding or Right to Study checks.

To avoid delays, follow our UDO guidance to upload an appropriate passport-style photo for your Unicard.

Please bring your photo identification when arriving on campus and University staff will complete a proof of identity verification check. Failure to complete this will cause delays in receiving your Unicard, being able to start your studies and may delay your student finance.

Proof of accepted identity identification:

Current signed passport
Current UK or EEA photocard driving license
Provisional UK photocard driving license
National identity card bearing a photograph of the applicant
Residence permit issued by the Home Office to EEA nationals on sight of our own country passport
Photogenic registration cards for the self-employed individuals in the construction industry- CIS4
A birth certificate is acceptable, as long as a proof of address is provided as well

We cannot accept:

Mobile phone bills
Credit card statements

If you cannot provide proof of identity for any reason, please provide two forms of accepted address identification. The address on this identification needs to match the home or term address you have registered with the University.

If for any reason your proof of identity name does not match the address registered on your student account, please bring a second form of identification alongside your photo identification. For example, deed poll/marriage certificate/birth certificate.

If your photo is out of date, please bring a secondary form of identification. This could be confirmation of your home or term-time address.

For further details on accepted forms of ID as proof of identity or proof of address, visit the gov.uk website.

Additional learning support

If you have any additional needs for consideration, please complete the Learning Support Referral Form.

You can do this before you officially start your apprenticeship.

Once the referral form is submitted the team will pick the request up and start the process by making contact (timeframe is generally around 6 to 8 weeks). You’ll attend an assessor meeting, and the support plan is collated. (Usually takes a seven to ten days to complete).

Find out more about student support at the University of Derby.