New information needed for Training Agreements

January 2011

There are changes to the information collected when employers sign new Training Agreements with ETITO.  Some additional details about trainees and apprentices are needed to meet the requirements of the Tertiary Education Commission [TEC], which is the government agency that funds industry training. This information supports TEC’s planning and monitoring and ensures funding is allocated to eligible trainees only.

The updated Training Agreement has updated Terms and Conditions which employers will need to consider, both for themselves and their trainees.

What has changed in the Training Agreement document?

Each ETITO Training Agreement is accompanied by an ETITO Training Programme Enrolment which sets out the training programme the trainee will be enrolling in.

The ETITO Training Programme Enrolment is a document that contains the same training programme information as was previously in the Training Agreement. There are no new requirements or content changes.

To complete the Training Agreement employers must verify that their trainees are legally eligible to work and train in New Zealand. 

The three eligibility criteria are:

• Employment status
• Residency status
• Age

The other changes reflect an effort to collect more accurate information about industry including fields relating to iwi and ethnicity. 

What has changed in the Terms and Conditions?

The new Terms and Conditions included in the Training Agreement reflect the additional documentation and information required to support TEC’s monitoring and planning work for industry training and to ensure that funding is allocated only to eligible trainees.

Other changes set out the specific performance criteria that employers and trainees will be required to meet, and outline the specific obligations required of all parties to the agreement, including ETITO.

What will the changes mean for employers?

Employers will be required to ensure that the relevant verified documents proving a trainee’s eligibility, accompany the training agreement when it is returned to ETITO.

For training agreements signed before 2011, ETITO will work with employers to establish the easiest way to achieve the verification that is required. 

What will the changes mean for trainees and apprentices?

Trainees and apprentices will have to provide documentation that they are eligible for industry training to their employer [if they have not already done so].

What requirements need to be met for trainees to be eligible for Tertiary Education Commission funding?

Trainees must have an employment contract to cover the full term of the training programme.  Trainees must be legally able to work and study in New Zealand. Trainees must also meet the age criteria for industry training.

What are the age requirements for trainees?

Employee’s should be 16 years or older.  If they are not they must have an approved exemption from their school or a certificate from the Ministry of Education exempting them from school under section 21 of the Educations Act 1989.

Modern Apprentice Trainees should be between 16 and 21 years. If the modern apprentice trainee is over 22 years of age the Training Agreement should be accompanied by a letter of exemption from a Modern Apprenticeship Coordinator.

What documents can be used as evidence of employment?

Either an ETITO training manager can sight the original document or a verified copy of the contract can be provided to ETITO of the following:

• Contract of employment
• Volunteer agreement
• Contract of service [for self-employed contractor]

What documents can be used as evidence for residency and age for trainees?

A verified copy of either of the following documents will be needed:

• New Zealand Passport
• New Zealand Birth Certificate
• New Zealand Citizenship Certificate
• Permanent New Zealand Residency Visa – to be supplied with a verified copy of current passport
• Work Visa with Variation of Conditions – to be supplied with a verified copy of current passport [must cover expected term of the training programme].

What is the best way to deal with larger numbers of trainees?

For an organisation with numerous trainees the simplest way is for ETITO to work with staff who will act as verifiers and set up the process. All they will need to do is verify one of the documents as above and provide ETITO with this copy alongside the signed Training Agreement.

Some companies may already hold the information required in the Human Resources departments.

What is a verified document?

A verified document is a photocopy that has been signed by a verifier as a true and accurate copy of the original.

Who can verify a document?

An ETITO staff member or ETITO authorised verifier, Justice of the Peace or a member of the New Zealand Police.

Who can be an ETITO authorised verifier?

Any employee from the organisation the employers considers appropriate. This employee will need to be registered with ETITO to be an authorised verifier.

How do you register an employee as an ETITO authorised verifier?

The first step is completing the ETITO Authorised Verifier application form

What are the details the verifier will have to include when signing the document?

• The name of the verifier [printed]
• Their job title
• Their signature
• The date the document was verified.

Where can I find out more information about this process?

If you have any further questions please talk to an ETITO Training Manager.

Commercial Training Managers [Contact Centre, Security and Financial Services]

Electrotechnology Training Managers