Understanding the Differences Between Employees and Apprentices: HR Record-Keeping Insights

Hi,

What is the difference between a regular employee and an apprentice? Will they have an EmplID? Will they have a CTC? How do we (HR of the organization) maintain their details (history) for future reference?

Please help me with the above.

Thanks,
Subbu

Can someone please help me with the below:

What is the difference between a regular employee and an apprentice? Will they have an EmplID? Will they have a CTC? How do we (HR of the organization) maintain their details (history) for future reference?

Please help me with the above.

Thanks,
Subbu

In an apprenticeship, individuals receive a fixed stipend for a specified period of time, whereas regular employees receive a salary until retirement age.

Arvind, thanks a ton.

The situation is something like this... There is an employee with 8 years of experience. He started his career as an apprentice with some X organization without stipend/salary for 10 months, and he has papers for that. Can we consider that experience?

Thanks in advance.

Subbu

Yes, I believe we can consider it as experience if we have proof of employment of that apprentice with some organization that the person had been employed by.

Hi Subbu,

Thank you, Jaspreet.

The fact is, he (Apprentice) was taken from his college by some Delivery Head (X Company).

Note: This Delivery Head (X Company) was a guest faculty at the Apprentice's college.

He (Apprentice) worked for the Delivery Head in a small company for 10 months with no pay, hoping they would hire him as a permanent employee with good pay. After 10 months, the Delivery Head offered the Apprentice a 5K monthly job, which he declined.

At the time of exit, X Company provided a letter stating that the Apprentice worked with them as an apprentice for a specific period with no pay.

Note: The Apprentice was not provided with an Employee ID, Salary Account, Email ID, or Company ID Proof.

I guess, since it's a small company, the Delivery Head managed to operate with the Apprentice for 10 months without providing an Employee ID, Salary Account, Email ID, or Company ID Proof.

Now, this so-called Apprentice has completed 8 years in the industry, counting those 10 months.

Can he claim that he has 8 (96 months) years of experience or (8 years - 10 months) = 86 months of experience?

Thanks,

Subbu

Dear Subbu,

It depends on the company whether to count the experience or not. According to me, even though he was not paid during those eight months, he actually worked in that company. Experience is not determined based on salary but on the work a person has done.

Moreover, it also depends on the capability. If you truly believe that the employee has potential, then it should not matter much. However, reference checks are essential in such cases.

Regards,
Shikha

Thank you, Jaspreet,

The fact is, the apprentice was taken from his college by a Delivery Head from X Company. This Delivery Head was a guest faculty at the apprentice's college. The apprentice worked for the Delivery Head in a small company for 10 months without pay, hoping to be made a permanent employee with a good salary. After 10 months, the Delivery Head offered the apprentice a monthly job of 5K, which the apprentice declined.

Upon exiting, X Company provided a letter stating that the apprentice worked with them for a specific period as an apprentice without pay. The apprentice did not have an Employee ID, Salary Account, Email ID, or Company ID Proof during this time.

I assume that since it was a small company, the Delivery Head managed to have the apprentice work for 10 months without the mentioned credentials. Now, this so-called apprentice has completed eight years in the industry by including those 10 months.

Can he claim that he has 8 (96 months) years of experience or should it be calculated as 8 years - 10 months = 86 months of experience?

Thanks,
Subbu

EMPLOYEE - A person who is hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business.

APPRENTICESHIP - Method in which trainees learn a craft or trade by hands-on experience while working with a skilled worker, usually under a written or implied indentureship agreement.

APPRENTICE - One who is bound by indentures or by legal agreement to serve a mechanic, or other person, in any field for a certain time, with a view to learn the art, or trade, in which his master is bound to instruct him.

In your case, you shall consider that person because normally an apprentice may have better experience as they would be working under any person for learning that field. Again, they would not have a CTC. In some cases, they may be given a stipend for their work contributed. If they are working in your organization as an apprentice, the record may be maintained the same as the regular employee but in the case of salary details, you shall maintain stipend details.

If you still have doubts, message me in private. Don't get nervous if you don't find any reply. Definitely, there would be some member to help you out with answers. ;)

Apprentices are never employees of the company. Stipend, tenure, and different types, etc., can be referred to under the Apprentice Act (ITI, Diploma, BE, etc.). The experience as an apprentice will be on-the-job, with consideration depending on the company.

ID No: The apprentice will be provided with an ID and a temporary ID for the fixed period only.

Regards,
Dr. Shiva Prasad

Dear Subbu,

I would first request you to go through the Apprentices Act, 1961, which will update you on what an apprentice is. They are not employees but are on a fixed stipend/contract fee based on the contract signed (rates may differ from state to state and for different disciplines). You are eligible to claim 50% of the apprenticeship amount from the State Apprenticeship Board after the completion of the apprentice training period.

Maintain a register/data for the same. It is not mandatory to employ them later on, but preference can be given if they fulfill your recruitment norms. IDs can be provided as they work within your installation for proper security and other reasons. They are not paid a salary but a contract fee/stipend.

(Rajiv Ranjan)

Hi Subbu,

Apprentices are paid a fixed stipend. They are provided with an employee ID, which is different compared to a permanent employee. This is for administrative purposes. Check the Apprentice Act, under which there are specific trades that come under this gamut. The Apprentice Act was solely designed by the government to provide training and employment to candidates falling under this gamut, e.g., ITI fitters, turners, etc. So, there is a clear distinction between an apprentice and a regular employee.

Also, I would understand that you would be more interested in the skill set of the employee if they meet the set criteria of your organization. The period of the apprenticeship could be considered if the employee has documents to prove the period of employment.

JK

Dear Shikha,

Thank you very much for your valuable answers. This is what I believe in a very comprehensive manner; you have elaborated the topic completely in adherence to my perspective as well.

I think Subbu, now you got all the answers to your questions!!!

Yeah, that's the best way to do it. In fact, you can also ask the employee about a few details such as:

- Who was the HR at that time?
- The name of the person he was reporting to?
- The period in which he has actually served that organization (which I believe you must have already)?
- Name of director (if it was a small company, in that case, you may also approach the director)?

Also, send a cover letter mentioning the above details along with the experience certificate, and that might really help them to find out.

Regards,
Shikha

[QUOTE=vkokamthankar;1040979]

In this case, you have to simply scan or photocopy the apprenticeship certificate and send it to the previous company and ask for their confirmation about its authenticity. This will definitely solve your problem. If that company or the person who has signed the certificate confirms the authenticity of the certificate and its content, that should be enough.

Thanks & Regards