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Employer Partner FAQs

What are our responsibilities when we take on an intern through Creative Access?

  1. Use a contract for training
  2. Ensure the intern has a supervisor
  3. Ensure the intern has a mentor
  4. Complete a training schedule
  5. Allow interns to attend an Induction day
  6. Allow interns to attend monthly evening Masterclasses

Do we have to use a training contract?

In order to prove that your intern is not an employee and that you have operated in accordance with the Equality Act 2010, we do advise that your intern is given a training (rather than fixed term) contract. As well as ensuring that the contractual arrangements reflect the reality that the intern is with you as a trainee, you will also benefit financially as you will no longer have to make payments or allowances in respect of the intern for Employers NIC.

 

How do we determine if the contract we enter into with our intern is a training contract?

You have to establish that the main purpose of the arrangement is to provide training. The HMRC has clear guidance here that defines what constitutes a training contract and Creative Access can provide a template training contract for you to utilise.

What constitutes a training role?

There are a number of elements that make up a training role:

  • The intern is on a contract for training and not a contract of employment.
  • The intern receives a bursary and not a salary.
  • The intern will not be providing a service.
  • The intern is paid to learn and be trained and will receive the bursary regardless of their output. Think of the bursary effectively as a contribution to their cost of living rather than a reward for services provided.
  • Productive work by the trainee is only done in order to practice skills they are learning. They cannot therefore have sole responsibility for an area of productive work.
  • The intern cannot have their training terminated for performing poorly, in relation to productive or income-generating output, but can be terminated for failure to meet expectations in terms of behaviour (e.g. not turning up on time)
  • The intern should not be replacing an employee or be taken on instead of an employee.
  • The intern has a line manager who supervises them.

HMRC provides more information about the difference between employment, provision of a service and training.

Do we have to provide day-to-day supervision to the intern?

The intern should be allocated a supervisor who can answer questions, help them and assist with their allocated tasks. This line manager should be contactable by the intern at any time, but they don’t need to watch every activity the intern does.

How do we pay the intern their bursary?

Payments of bursaries are made gross. They do not need to be paid via a payroll. We recommend that you provide a remittance advice to the intern so that there is documentary evidence to confirm the payment. Creative Access will also need copies of the remittance.

Further details of how to make payments can be found here: Paying Creative Access Interns

What are the responsibilities of the mentor?

The mentor should meet with the intern on a regular basis (monthly) and offer them support and guidance in relation to their career. Creative Access guidance notes for mentors can be accessed here.

When do masterclasses take place?

Masterclasses take place once a month between 6pm and 8pm on a weekday. We will notify the intern and the line manager with as much notice as possible of the forthcoming programme.

Masterclasses are compulsory for all interns during their internship.

Do we need to report to Creative Access during the internship?

We will need some supporting documentation for our funders that we will need to collect on a monthly basis.

We will also contact you to assess the interns’ performance at the half way point of the internship and as the internship comes to an end. We will ask you to complete a short on line form.