The first step is to begin the federal registration process for the apprenticeship. Below you will find access to the DOL registration forms. Begin by downloading the required forms (Bulletin ID: 2022-17) and determining what information you have available to begin registering.

Don’t panic! If you don’t have all the information needed to complete your registration, help is available. Registration agencies and apprenticeship intermediaries (such as the Urban Institute) can help you design your apprenticeship and complete registration (your apprenticeship training plan).

After completing each form on your own or with an intermediary, email the materials to the appropriate registration agency.

• Forms: Depending on your apprenticeship program model, the number of forms required usually ranges from two to five.
• Registration contact: The contact you will submit forms to will depend on the state you live in. Some states operate under the federal DOL office (OA states), and others operate under State Apprenticeship Agencies (SAA states).

Pro tip: If you are registering a national program or NGS, the Washington, DC, OA can help you find a representative to support your registration.

First, identify the occupation(s) where you need a skilled employee(s). Identify the apprenticeship occupation by searching the occupation finder tool on the DOL website to determine if it is approved for an apprenticeship.

Form: Appendix A (required in the registration paperwork) details how your organization will deliver the apprenticeship program, including how the apprentices will be selected, what they will learn, and how much they will be paid.

Pro tip: It is easier to register an occupation that the DOL has already approved. If an occupation has not been registered, a few extra steps are needed to make it “apprenticeable.” An apprenticeship intermediary like Urban can guide you in creating new or using existing occupations.

Apprentices learn their occupation through on-the-job training (OJT) in a work setting. Sometimes an OJT outline is referred to as a work process schedule (WPS). It provides the structured on-the-job learning that apprentices will receive from an experienced mentor for at least one year. OJT is developed by mapping the skills and knowledge the apprentice must learn throughout the program to be fully proficient in the job.

Pro tip: Talk to professionals in the occupation of choice at your organization to understand what you will want your apprentices to do well on the job. These ideas will help guide your development of the WPS

The three approaches to advancement through an apprenticeship program include time based, hybrid, or competency based:

• For time-based programs, the DOL (with industry input) provides the quantity of time spent in OJT. The duration of the apprenticeship program’s OJT hours must be at least 2,000 hours.
• In the hybrid approach, the apprentice’s progress is measured through hours spent in the program and competencies demonstrated in the workplace. Hours spent in OJT for the program and job tasks are listed as a range (e.g., 2,000–2,500 hours)
• In competency-based apprenticeships, the apprentice’s progress is measured by their ability to demonstrate and apply relevant knowledge, skills, and abilities on the job. Though no requirement for time spent in OJT exists, the apprenticeship must last at least 12 months.

Pro tip: Many traditional trades and occupations use time-based approaches to OJT. However, sectors like IT and health care often use hybrid or competency-based apprenticeships. When you do your research, pay attention to the specific occupation’s approach.

Programs will indicate the approximate amount of time apprentices spend in OJT and RTI. These hours will be gathered from your WPS and RTI outline.

You will consider how many “journeyworkers,” or professionals in the occupation, will supervise and mentor your apprentices. An apprenticeship ratio is the number of apprentices in relation to journeyworkers (i.e., one apprentice to one journeyworker).

Pro tip: States may vary in their ratio requirements. Ratios may also vary depending on the occupation’s hazards and sponsor’s performance. Check in with the state director to find out the state’s requirements.

Programs will note their apprentices’ entry, intermediate, and exit wages during the apprenticeship period.

All registered apprenticeships have a probationary period. During this period, either the apprentice or sponsor may terminate the apprenticeship agreement, without stated cause, by notifying the other party in writing.

• After reviewing the probationary period, any probationary apprentice evaluated as satisfactory must be given full credit for the probationary period and continue in the program.
• A probationary period is set at 25 percent or less of the apprenticeship program’s total length.

Next, you will provide information on how you select apprentices. Selection procedures include how a sponsor plans to select their apprentices to participate.

• Selection procedures should indicate how the program and employer(s) will (1) advertise the apprenticeship, (2) recruit candidates, (3) assess candidates, (4) interview candidates, and (5) select apprentices. These are usually portrayed via a list of actions.
• Sponsors may use one or more selection procedures, as long as they are uniformly and consistently applied to applicants and are otherwise nondiscriminatory.

Prepare an RTI outline. RTI is an organized and systematic form of instruction designed to provide an apprentice in an RAP with the knowledge of the theoretical and technical subjects directly related to mastering the occupation. In registered apprenticeships, programs will provide at least 144 hours of RTI a year. In the Appendix A registration paperwork (see step 11), you will list the courses or modules that all apprentices will complete.

A variety of local or national organizations may provide RTI, including but not limited to community colleges, high schools (for youth apprentices), online programs or modules, training providers, or in-company classroom or online training

Pro tip: Consider what courses or modules you currently provide all or some employees in the occupation (i.e., onboarding courses, annual certifications, or other classes) to add to the instruction you will provide your apprentices.

This section walks you through the specific paperwork you will need to complete to register your program. The complete set of paperwork is called the “Standards.”

Section I

• Section A: Entering the Sponsor of the Standards. You will complete the blank fields throughout the boilerplate standards by entering the sponsor’s name where specified.
• Section B: Minimum Qualifications. You will decide the minimum requirements to apply for and successfully enter the apprenticeship.

Pro tip: If minimum qualifications include a driver license or physical requirements, be sure they are job related. For any physical job requirements, ensure that you include language allowing people with disabilities to meet the requirements—for example, “performing essential functions of the job with or without a reasonable accommodation.”

• Section D: Work Process Schedule and Related Instruction Outline. Determine whether or not you wish to pay apprentices for their time spent on RTI.
• Section E: Credit for Previous Experience. Determine how you will grant apprentices credit for previous experience and learning. Also, consider if additional requirements are needed to receive credit.
• Section I: Equal Employment Opportunity (EEO). Enter the name of the sponsor who will ensure EEO compliance for the program.
• Section J: Complaint Procedure. Consider which person can take complaints from apprentices. This person should be affiliated with the apprenticeship program sponsor.

Pro tip: For other general complaints, determine how long you wish to set the complaint period. OA allows for 30 days to “hear and resolve” complaints and 60 days to make a ruling on a complaint.

• Section K: Registration Agency. Leave this section blank for now. OA will assign a staff member to work with you.

Section II: Appendices and Attachments. Check the boxes of the appendices attached to the Standards.

• Appendix A should always be included. Remember to check it.
• Appendix B is not required for submission but is necessary for registering and hiring apprentices.
• Appendix C is not required for a new program submission but is required within two years of having five or more active apprentices.
• Only check Appendix D when registering with participating employers.

As a sponsor, once you’ve completed developing your program and obtained the required paperwork, you will submit materials via email to the registration agency contact or via Standards Builder. Once your program is approved, your DOL point of contact will send your RAPIDS ID for you to enter your program’s information into RAPIDS.

• Registration agencies may have varying wait times and processes to review your package for approval. Find out who is the apprenticeship representative handling your program package and the expectations for review.
• Work with your apprenticeship representative to revise your submission and submit additional details.
• Once you receive approval, register your program in RAPIDS using the RAPIDS ID you will receive from the registration agency. See parts 2 and 3 for additional information on RAPIDS and maintaining and succeeding in your apprenticeship program.
• Use the RAPIDS user guide to create an account in RAPIDS and enter your program information and apprentices into the system.