Because of the rigor of the program and the standards that are established for each registered apprenticeship program, AACC highly recommends a method to track the required documentation. AACC also recommends that management systems be put in place at the college so they can monitor apprenticeship programs and work directly with industry on continued expansion and support of the apprentices. Below is a list of metrics that are required to be tracked (by DOL) and tools that could be used to track this information.
Demographic Data System and Achievement Data System for Apprentices: Basic data system could be managed by an Excel spreadsheet or proprietary software. Most information can be found in your college LMS system, such as Banner or PeopleSoft.
Instructor Data System: A central place where keep track of information needed at your college such as number of courses a faculty member taught, when the course was taught, amount paid, if that faculty conducted tutoring, etc. This is in addition to the room schedule system.
Company Data System: Basic data system specific for companies hiring apprentices that could be managed by an Excel spreadsheet. A central place to track information related to each company with an apprentice such as contact person in HR, contact person in accounts payable, number of apprentices, mentor contact information, date of visit to talk with company mentor and apprentice, etc. Some colleges are building customized tracking under programs like Salesforce.
Program Data System: Basic system to keep track of the status of registered apprenticeship programs. This would include when programs are approved, and critical contacts. This system should also house all updated versions of all materials, such as yearly program curriculum maps (outlines), weekly course/work schedules, and recruitment materials. It is recommended to institute document tracking system with dates to support version control and who can update documents.
CRM System for Outreach Team: A customer relationship management (CRM) system is a tool that provides a central place where you can store customer and prospective customer contact information, relationship status updates, and share it with colleagues. In this case, the “customer” would be potential apprentices/students. Once this is in place, you can track the history of all your interactions you have with those customers: phone calls made, emails sent, meetings held, presentations delivered, enquiries received.
Marketing Data System: Basic data system specific for outreach activities could be managed by an Excel spreadsheet. To keep track of number of outings, meetings, Information events such as breakfasts for companies or information sessions for potential apprentices, area association events attended, and ROI for these types of activities.
Perception Data System: Basic data system specific for results of continuous quality improvement (CQI) surveys done at end of semesters or annually with stakeholders (companies, instructors, mentors, apprentices and any others) provides information for CQI.
ECCA Success Stories and Promising Practices
- Kirkwood Community College (Iowa)
- Lockheed Martin
- Lincoln Electric Company
- International Business Machines Corporation (IBM)
- Grand Rapids Community College (Michigan)
- GateWay Community College (Arizona)
Other Resources
- Marshall J. Magnusen, PhD and Jeffrey Petersen, PhD. Apprenticeship and Mentoring Relationships in Strength and Conditioning: The Importance of Physical and Cognitive Skill Development.opens PDF file Department of Health, Human Performance and Recreation at Baylor University, Waco, Texas
- U.S. Department of Labor. Standards Builder: User Guide 2021.opens PDF file Employment and Training Administration Office of Apprenticeship
- TASK FORCE ON APPRENTICESHIP EXPANSION. Final Report to The President of the United Statesopens PDF file