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      ApprentiScope User Types

      Learn more about ApprentiScope's seven user types and the use cases for each.

      Cheat Sheet

      Note: User types 

      For additional information on each user type and their abilities within ApprentiScope, click on the links below or scroll further down:

       

      User Type Use Case
      Applicant A user that has applied for a program you offer.
      Apprentice A user that is currently enrolled in an Apprenticeship.
      Mentor A user that manages Apprentices within a single occupation.
      Supervisor A user that manages Apprentices across multiple occupations or employers.
      Provider A user from an educational institution who manages apprentice grades and RTI hours
      Administrator A user that manages all functions within a single employer. 
      Sponsor A user that manages all functions across multiple employers.
      Regulator A user that manages multiple Sponsors/Intermediaries.

       

      Applicant

      The Applicant user type is used for the Applicant tracking feature included in ApprentiScope.

      If you plan to create application links or manually add applicants, this is the user type they will be.

      Applicants can do the following within ApprentiScope:

      Apprentice

      The Apprentice user type is for individuals who are participants in an apprenticeship/program. 

      Apprentices can do the following within ApprentiScope:

      The Apprentice User Guide walks the apprentice through their ApprentiScope site and provides basic instructions for the major functions.  Specific links above are for items not directly addressed in the guide or provide more detail.

      Mentor

      The Mentor user type is for users responsible for overseeing apprentices within one employer and occupation.  Mentors can manage any apprentices within their assigned employer/occupation (no assignment to the apprentice is required).

      Mentors can do the following within ApprentiScope:


      Supervisor

      The Supervisor user type is for managers who are responsible for overseeing apprentices across employers and/or occupations.  Supervisors can only manage apprentices who are assigned to them.

      Supervisors can do the following within ApprentiScope:

      • Run Apprentice Submission Reports

      Provider

      The education provider (partner) user type is for instructors or related technical instruction providers who need to manage apprentice grades, class attendance, and/or RTI hour submission or approval. 

      Providers can do the following within ApprentiScope: 

      • Automate class attendance (QR codes) & Enter grades
      • Submit RTI (related technical instruction/course) hours on behalf of apprentices
      • Review, Edit, & Approve Apprentice RTI Submissions
      • Log apprentice Grades
      • Assign Individual Apprentice Tasks
      • Perform Apprentice case management (internal - notes & files, tracking of communications, tracking of support services/grant monies provided)
      • View OTJ/RTI progress and wages
      • Run RTI Summary Reports

      Administrator

      The Administrator user type is for administrators who are responsible for coordinating apprentices, mentors, and supervisors at a single Employer.  Administrators can manage any user within their employer.  Note: When applicable, sponsors may authorize additional features not listed below or disable features listed below.

      Administrators can do the following within ApprentiScope:

      • Initial Platform Configuration
        • View, create, & edit occupations (full program standards & wage schedules)
        • Add, edit, & delete educational providers
        • Add, edit, & delete apprentices (before inviting them) 
        • Manage settings and permissions for users
      • Optional Platform Settings
        • Create & schedule recurring reminders for users (ie. to submit and/or approve OJT/RTI, to complete evaluations, etc)
        • Create custom evaluations for employer user types (administrators, supervisors, mentors) to complete on apprentices or for apprentices to complete on themselves (ie monthly or quarterly apprentice evaluation)
        • Upload historical data for apprentices (general, hours, competencies, grades, etc)
        • Conduct Custom Performance Evaluations on Apprentices
        • Review & Comment on Apprentice Journal Entries
        • Assign Individual Apprentice or Partner Specific Tasks
        • Perform Apprentice case management (internal - notes & files, tracking of communications, tracking of support services/grant monies provided)
        • Perform Partner case management (internal - notes & files, & tracking of communications)
        • Upload Files to Apprentice Accounts 
        • Run Standard and Custom Reports

      Sponsor

      Note: See this video for an in-depth tutorial on the Sponsor view.

      The Sponsor user type is for administrators who are responsible for coordinating applicants, apprentices, providers, mentors, supervisors, and administrators within the apprenticeships they sponsor.  Sponsors can manage all users under their sponsorship. 

      Administrators can do the following within ApprentiScope (contract contingent): 

      • Initial Platform Configuration
        • Add, edit, and delete occupations (full program standards & wage schedules)
        • Add, edit, and delete partners (employers & educational providers)
        • Add, edit, delete apprentices (before inviting them) 
        • Manage user type settings and permissions
      • Optional Platform Settings
        • Create & schedule recurring reminders for employer user types and/or apprentices (ie. to submit and/or approve OJT/RTI, to complete evaluations, etc)
        • Create custom evaluations for employer user types (administrators, supervisors, mentors) to complete on apprentices or for apprentices to complete on themselves (ie monthly or quarterly apprentice evaluation)
        • Upload historical data for apprentices (general, hours, competencies, grades, etc)
      • Invitations
        • Invite, edit and delete all user types
        • Create job postings and track applicants
        • Initiate & Sign Federal & State Apprentice Agreements (with integrated E-signatures)
        • Conduct Custom Performance Evaluations on Apprentices
        • Review & Comment on Apprentice Journal Entries
        • Assign Individual Apprentice or Partner Specific Tasks
        • Perform Apprentice case management (internal - notes & files, tracking of communications, tracking of support services/grant monies provided)
        • Perform Partner case management (internal - notes & files, & tracking of communications)
        • Upload Files to Apprentice Accounts
        • Run Standard and Custom Reports


      Regulator

      The Regulator user type is for administrators who are responsible for coordinating apprentices, mentors, supervisors, administrators, and sponsors across multiple sponsor programs. Regulators can manage any user within their sponsor programs.  

      Regulators can do the following within ApprentiScope:

      • Add OJT/RTI hours on behalf of an Apprentice
      • Approve, Edit, and Delete OJT/RTI hours
      • Perform performance evaluations
      • Mark competencies as complete
      • Review wage progressions
      • View and comment on Apprentice journal entries
      • Perform Apprentice case management
      • Run standard and custom reports
      • Add and Delete occupations
      • Add employers and sponsors
      • Edit occupation details
      • Edit employer information
      • Invite, Edit, and Delete users
      • Create job postings & track applicants
      • Manage settings & permissions