1. business and industrial

Partners Instruction
Manual - 2014
Partners Instruction Manual v.1.00
1
UK Rural Skills - Partners Instruction Manual
Partners Instruction
Manual - 2014
SectionPg
1) Trainee Form
2) Course Application Form
3) Risk Assessment Form
4) Checklist
Contact info for Traineast
Subcontractor’s rules of engagement
Eligibility of trainees
Eligibility of courses
Allocating funds
Subcontractor’s admin/overhead rates
Traineast management fees
How to apply for a funding
What to do at the course
How to claim afterwards
Payments & VAT
Course List - Specification 21
2
3
4
5
5
6
6
7
8
10
11
12
Appendix:
14
16
18
19
In most instances contact:
Jo Bruce – Project Manager
Northfield, The Row, Wereham, Kings Lynn, Norfolk. PE33 9AY.
Tel/Fax: 01366 500050 Mobile: 07940 160632
Email: jo@traineast.co.uk
Initially speak to Sally or Steven on the above number who should be able to assist you.
For queries regarding IT issues, website, adverts or editorial please contact:
Chris Gage – IT Manager
Lodge Cottage, Letheringham, Woodbridge, Suffolk. IP13 0NA.
Tel: 01728 748 000 Mobile: 07769 900738
Email: chris.gage@catrain.co.uk
Regarding audits, partner meetings or any complaints contact in the first instance:
Mike Appleyard - Project Co-ordinator
28 Bracken Way, Grimston, King’s Lynn, Norfolk. PE32 1XA.
Tel: 01485 601291 Mobile: 07519 949979
Email: mike@ukruralskills.co.uk
Full information can normally be found on the partner’s area of the website:-
The partners Login area is www.ukruralskills.co.uk/partners
Your username is the email address you have supplied to us. If you forget the password we issue to
you, then you can request your password via the web page it will then be emailed to you.
All information contained within this manual is © Traineast Ltd 2014 and covered by an nda
agreement with Traineast Ltd Partners. All information supplied in this manual is in good faith.
Traineast Ltd and Defra T&C may change without notice. No loss or liability accepted as a result of
actions resulting from this guidance.
2
ukruralskills.co.uk
Subcontractor’s rules of engagement
Initial checks
A pre-subcontract questionnaire is issued & will need to be returned along with proof of documentation like
business insurances, data protection, and internal policies for Quality Assurance, Health & Safety, Equal
Opportunities, etc. These items are the minimum requirement for entry.
Note: Without a pre-contract questionnaire & your policies on file no subcontract can be issued. Therefore
no courses can be funded.
Next a subcontract will be issued which ties you in to the main DEFRA Framework agreement that
Traineast have signed. A copy will be provided via email & found on the partners area of the UKRS website.
All rules must be followed. Failure to comply will mean termination of any agreements in place & funding
will be withdrawn.
On-going monitoring
You have been put into regional groups to keep traveling to a minimum. The inception meeting on 10th April
is likely to be the only National meeting we hold during this project lifetime.
In autumn 2014 Traineast will run four regional meetings with all subcontractors to seek theirs plus industry
feedback on delivery to date and any improvements for future course delivery. Invitees will include local
farmers and staff, related industries (e.g. chemical companies, land agents), YFC, NFU, NPTC, Lantra, to
hear how they see the project progressing and any skills areas that specifically need addressing. These
meetings will be held half way through the project to share good practice and ensure any negatives can be
resolved in a timely manner.
From December 2014 through to March 2015 the Co-ordinator will hold audits at all active subcontractor’s
premises to go through all procedures from application for funding through to post claim. We will want to
see that your administration and financial systems are fit for purpose and robust. The Co-ordinator will
also make sure that any internal/external advertising is of the set standard and consistent with the project.
All policies are in date and genuine. Payments for a few randomly picked courses in & out can be traced
through your accounts. (Full Audit information can be found on page 11).
We will operate spot checks of courses & trainees by phone. We will be checking for things like correct
course dates, venue address, trainee numbers signing in on the day against claim, etc.
Partners Instruction Manual v.1.00
3
Eligibility of trainees
All of those eligible beneficiaries who work in agricultural, horticultural and forestry management including
sole traders, partners, owners, managers, supervisors and staff with a managerial and/or decision making
role.
•This Specification is primarily aimed at Measure 111 beneficiaries.
•In the agricultural and food sectors, trainees must be engaged in a business, organisation or social
enterprise which is dependent on agriculture or utilises any agricultural products. The level of evidence
required is for the beneficiary to self-declare that they are eligible by signing the trainee form having
ticked the appropriate box against this statement included on the form.
In the case of training for the forestry sector, trainees must be engaged in a business, organisation or
social enterprise which is dependent on woodland or utilises any woodland or forest products.
Training and information providers must be running training courses and providing activities which are
matched to the needs of the agricultural, horticultural and forestry sectors. Support will only extend to
the courses and resources taken up by qualifying trainees. Other formally constituted groups/organisations gathering farmers, growers and foresters for training will also be eligible.
For M111 the minimum age reference is adult. Although adult is legally 18 years and above, there will
be occasions where 16 and 17 year olds who are not apprentices or in full time education will be able to
benefit from M111. To ensure eligibility these beneficiaries will have to sign a declaration they intend to
work in the sector within the next six months. There is no maximum age.
For Measure 331 a beneficiary may not be in full-time education, and the SME businesses must be
rurally located. For a definition of rural please see below:
•
•
•
•
Rural Definition:
A full report on rural definition can be found on Department of Environment, Food, Rural Affairs (DEFRA)
website http://archive.defra.gov.uk/evidence/statistics/rural/rural-definition.htm A list of post codes will be
available to identify whether the businesses will qualify for grant aid from RDPE.
SME Definition:
The Authority adopts the European Commission definition that defines a Small Medium Enterprises as one
with fewer than 250 employees and turnover equal or less than €50 million or a balance sheet of below
€43. http://ec.europa.eu/enterprise/policies/sme/facts-figures-analysis/sme-definition/index_en.htm
Geography:
All of England.
TIPS For any customers you are unfamiliar with we would recommend you carry out an eligibility check to ensure
they qualify for funded training. Our eligibility guidance notes will be on the member’s area of the website.
Make sure they read it & confirm they are eligible or have supplied you with company information so you
can decide. If in doubt check with the Jo via email in the first instance.
Examples of some eligible businesses are – chemical companies, agronomists, seed firms, drainage
boards, agricultural machinery dealers & engineers, agricultural training organisers, National Trust if employed in farming.
Examples of some ineligible companies/businesses are – Government departments like Natural England,
Environment Agency, Landscape Gardeners, National Trust if employed in gardening/tourism activities.
4
ukruralskills.co.uk
Eligibility of courses
We are limited to about 20 placements for Full & Foundation BASIS under spec 21 so some will be approved through spec 23. We are keen to only fund farmers for this type of training. So it’s about individuals
not courses. It needs to be aimed at anyone who would not be able to do this training without financial assistance.
The course list will alter as the project develops. You can apply for agronomy groups through spec 21 as
long as the emphasis is on management skills like new markets, new products, and improving efficiency but
not aimed at pesticides, diseases, general agronomy. In this instance it would be a spec 23 course. Same
goes for Health & Safety its management courses not operator level.
DEFRA do not want to fund DEAD WOOD so legislative courses that would run anyway cannot be funded.
However some technical skills like carrying our asbestos surveys could be aimed at management technical skills instead of simply operator’s level. It’s all in the way you write your course application form. As long
as I can justify it to DEFRA & I can sign it off with a clear audit trail it should be fine. Obviously I can spot a
PA1 a mile off so don’t try rebranding legislative courses please!
A full list of all the approved spec 21 and 23 courses can be found on the partner’s area of the UKRS website (see pages 18-19 of this manual.) This will be updated regularly as the project develops. Our application forms will have the full list in alphabetical order built in for you to pick. If it’s not listed you need to add
its full title in to the ‘OTHER’ section. We will then need to seek DEFRA approval before authorising it.
DEFRA have stated in the contract that you can only claim a course up to 3 months after it has run. With
our 10th day of the month claim deadline that means if a course ran on 9th March you only have until 10th
May to get it in to me for claim. If left until June it will be older than 3 months.
PLEASE NOTE:
Ineligible costs – Meals cannot be funded. It’s also wise to mention now this important fact - It is for providers to determine the appropriate level of refreshment for the duration of the activity, No alcohol is to be
funded. The refreshment expense needs to be in realistic proportion to the total cost of the course. Therefore a light lunch, such as sandwiches or a finger buffet, would be acceptable during an all-day course.
Allocating funds
We expect this project to be demand led. You are all encouraged to look at the spec & offer courses to
your customers & the wider area that fit the requirements. In the early days I’m keen to try & share funds
within the following 4 regions – East, Midlands, North & South. However if areas prove to have a lower
demand this will be reviewed as the project develops.
We all have 2 key deadlines to remember –
•By end of June initial training plan will be in place, approx 50% will be allocated
•By end of November final training plan will be in place, approx 90% will be allocated
With this in mind we would ask you all to send over applications for courses that are already
booked & likely to run as soon as possible. I will monitor closely our budget as a whole & with a monthly
claim system we will have very up to date information regarding spend/man hours. We will email everyone
regularly with an up to date position for the whole project – allocated & claimed.
Regarding extra partners. I don’t anticipate needing to take on many due to the sheer size of our current
partnership. So for now we only plan to allow external people in through an existing partner, one of you.
That way you benefit from some of the admin fees etc. However you also run the risk if they abuse the
system. We have to be seen to cover things nationally so we must all work together where we can. As
other people approach me I’ll ask which area they are from & give them the list of providers covering that
area.
Partners Instruction Manual v.1.00
5
Subcontractor’s admin/overhead rates
I always believed that the aim of this project was to benefit our customers, the farmer not us. Obviously
costs go up when you run funded courses because of the extra admin involved. We have tried hard to keep
admin to a minimum. We also wanted to take away the burden of RPA audits, timesheets & proving your
individual running costs.
We have agreed with DEFRA a fair rate for recovering your admin fees. This will be across the board regardless of your own company’s costs. That way we are all on a level playing field not competing against
one another.
It will be recovered on a per man hour basis. It’s a tiered table as we recognise that the shorter courses
with fewer numbers incur more costs per man hour than the longer courses like BASIS. We think you will
find the rates fair.
Total Man Hours of course
Admin/Marketing fee per man/hour
1 to 9
£14.30
10 to 19
£10.80
20 to 499
£7.30
500 to 999
£3.80
1000+
£2.05
On average the majority of courses fall in the £7.30 per man/hr bracket.
Example 1 x 8 hr day for 12 trainees = 96 man/hrs so your combined admin/marketing fees are
£700.80 + vat.
We want to encourage groups to share courses & promote one another’s to ensure they are all viable. We
suggest that a good way of doing this is to offer the group booking people on to your course 1/3rd share of
your admin fees. This has operated in the East for the last 3 years & everyone has been fair with one another. It’s easy to do you simply invoice the group for your share once the course has been claimed & paid
for.
Based on the example above if you placed 1 person on this course you would receive:
£19.46 Based on the calculation (£700.80 /12 )/divided by a third
Traineast Management fees
Our fees are set this time at £5.50 per man hour to recover our costs in setting up & running the projects.
Fees go up & down depending on the final eligible trainee numbers you claim for. It’s the same for spec 21
& 23. So that’s £3.85 from DEFRA & £1.65 from your customer. These fees will be clearly visible to you on
a course by course basis starting with the course application form. You will be invoiced for our fees so it’s
pretty transparent. We will not take the payment from you until right at the end when DEFRA have paid us
so that we can pay you.
6
ukruralskills.co.uk
How to apply for Funding
We will issue you all with a course calculator gadget (see below). It’s an Adobe pdf form so free to use on
all pc’s. You can play around with it to see what admin fees you can recover & what your trainees will be
paying in match before you apply for funding. If you lose it don’t worry, it’s always available on the partners
area of the website.
If it’s a viable option, fill out the online Course Application Form then hit the submit button.( See appendix
for example of new aplication form,) this will be online only and available from www/ukruralskills.co.uk/
partners/ page
Once the course is submitted an email acknowledgement will be sent confirming receipt. At that point we
will look at its viability & fit to the specification. It’s really important you give a full course outline showing
how you think it fits the specification. We have to demonstrate to an auditor that it is an eligible course so
it must have all the details.
You will then receive another email either authorising or rejecting it. At this point you will be given a unique
course code (starting TRA21-4*** for spec 21 or AHD23-4*** for spec 23) that you need to quote on all paperwork. Plus a copy of the completed 2 page application form detailing the full admin & management fee
elements & stating what match you would need to charge based on minimum/maximum trainee numbers.
This is the ‘region of price’ you need to advertise the course at. Please print off a copy, this will need to be
signed & returned to me at claim stage.
It’s really important you give a full course outline showing how you think it fits the specification.
We must demonstrate to an auditor that it’s an eligible course so we must have all the details.
We will also require your full venue address including postcode as DEFRA will be mapping activity this
time.
NEW: Finally you must supply a full set of dates for courses running over more than 1 day.
Partners Instruction Manual v.1.00
7
What to do at the course
Our approved Attendance Register/Risk Assessment form & Feedback/Trainee Information sheets can be
found on the ukruralskills.co.uk partner’s area for download. You must complete an attendance register for
every day the course runs. We must have a trainee form completed for every claim that comes in. So if you
are claiming a long running course in parts you must send a new from in with each claim.
IMPORTANT –
•Trainees must fill out every section in ink NOT pencil. Its vital trainee information is complete. We must
have their full home address including postcode & either a personal mobile number or email address.
•Trainee’s signatures on both risk assessment and beneficiary form need to match.
•Do not use correction fluid on forms. If amendments are made a simple line through them is acceptable.
This is so an auditor can see clearly what you are changing & that fraud isn’t being committed.
How to claim afterwards
Fill out the online Course Claim Form stating
the total number of days the course will run, the
number of days you are claiming (you may claim
for courses in parts if they are expensive long running events), your actual total trainee numbers &
the eligible number you are up to two parts claiming for, followed by the costs (excluding vat) & hit
submit. An acknowledgement email will be sent to
yourself and Traineast.
We will then process the claim for you, send you
a copy of the completed claim form for checking &
various loan & self-billing invoices will be produced
by the database & emailed over to you for your
records. Plus our management invoice (no need to
pay it yet).
You need to print a copy of the claim form that
must be signed & returned now with your claim.
NOTE – Ineligible Trainees
if there are any ineligible trainees attending your
funded course we will only take admin & management fees for the eligible trainees.
This calculation is done automatically by our database. However you must manually apportion the
costs you input.
Example –
1 day x 12 trainees attending only 10 eligible.
Instructor fees are £600
at this point you must divide by 12 & times by 10
Therefore the input in the claim form should be
£500
This calculation must be made clear on all supporting documents.
IMPORTANT – DEFRA have stated in the contract that you can only claim a course up to 3 months
after it has run. So with our 10th monthly claim deadline that means if a course ran on 9th March
you only have until 10th May to get it in to me for claim. If left until June it will be older than 3
months.
8
ukruralskills.co.uk
UKRS 2015 Claim Form V-1
Please fill in and submit your claim form, use the
"?" if you are unsure what is required
Member Number
Business Name
Your email address
Course reference
Course Title (optional)
Number of days you are claiming
Total Number of days course lasts
Training Hours per day
Number of Trainees on Course
Total Number of Eligible trainees attending
Instructor Cost
Training Materials Cost
Room Hire/Refreshments
Other Costs - Cost
Other Costs -description
Claim Number
Number of Days, this
claim
Last claim?
Yes
Choice 2
Please check your entry carefully and click the submit button. You will receive a receipt email
and then a notification of payments and loan value.
Submit
The claim pack needs to be arranged in the following order- Starting at the TOP of pack
•Original application form signed
•Course claim form signed
•Attendance register – One per course day. Remember all attendees must sign in ink (if only part eligible - note: attached breaking costs down & clearly marking any trainees that are not eligible)
•Feedback forms – 1 for every trainee you are claiming for. All ‘internal use only’ areas must be fully
completed by you. In particular don’t forget to include the following -
Participant Unique ID (this is made up of - first 3 letters of surname, last 3 of home post code plus
age range indicator 1,2 or 3. – assuming that 1 = <25, 2 = 25-40, 3 = over 40. In my case I’m - BRU9AY3)
Training Course Unique ID (this is quoted on your course approval form & starts TRA21-4*** for
spec 21 or AHD23-4*** for spec 23).
You must sign to declare it’s been completed as required under your contract with Traineast Ltd.
•Self Billing invoice (we generate this & email to you) charging Traineast for the course costs & stapled
to this all invoices that make this up excluding admin fees. So that includes – Instructor, Venue, Refreshments, Exams, Books, Other items like flights, hotel, trailer hire etc, plus our management invoice
that we will email you. Please note if funded/eligible trainee number differs from actual trainee number
you must write on all invoices how you have arrived at the figures being claimed.
Match Funding Invoice from Traineast & stapled to it copies of all your eligible (claimed) customers
invoices. The amount charged needs to match the amount we state on your claim form or be lower. If
more match is gathered we have to declare it to DEFRA & pay it back.
BOTTOM of pack
•
•
Partners Instruction Manual v.1.00
9
Payments & VAT
This can seem like the complicated bit, but it doesn’t have to be! The chart below explains all aspects of the
payments process including how the vat elements work. The most controversial aspect is you have to loan
us the money to pay your invoice. Traineast don’t have surplus funds to be able to bank roll a project of this
size & DEFRA expect us to prove defrayed payments before we claim. However all transactions are done
online, & if they are within the £20,000 per day online limit, are returned the same day. If not we would post
you a cheque.
Funds Flow - Full version showing vat element
Example used is a - 1 day course of 8 hours for 12 trainees
TOTAL COST IS £2028.80 + VAT (20%) - INSTRUCTOR £650, VENUE £150, PARTNER ADMIN £700.80,
TRAINEAST MANAGEMENT FEES £528
EVENT
1
PARTNER PAYS ITS SUPPLIERS + VAT AS NORMAL
PARTNERS
ACCOUNT
-£960.00
VAT
ELEMENT
-£160.00
VAT POSITION
2
PARTNER INVOICES ITS CUSTOMERS 30% + VAT
£730.37
£121.73
PARTNER OWES HMRC
3
PARTNER PAYS A LOAN TO TRAINEAST LTD
-£1,704.19
£0.00
NIL
4
STATEMENT ISSUED BY TRAINEAST LTD FOR £1704.19 SHOWING INV FOR SERVICES MINUS 30% MATCH -
4A
PARTNER INVOICE TO TRAINEAST LTD FOR SERVICES + VAT
£2,434.56
£405.76
PARTNER OWES HMRC
4B
PARTNER PAYS TRAINEAST LTD 30% + VAT FOR
MATCH FUNDING INVOICE
-£730.37
-£121.73
HMRC OWES PARTNER
5
STATEMENT ISSUED BY TRAINEAST LTD FOR £1070.59 SHOWING LOAN MINUS MANAGEMENT FEES -
5A
TRAINEAST LTD REPAYS LOAN TO PARTNER
£1,704.19
£0.00
NIL
5B
PARTNER PAYS TRAINEAST LTD INVOICE FOR
MANAGEMENT FEES + VAT
-£633.60
-£105.60
HMRC OWES PARTNER
TOTAL 'SURPLUS' (YOUR ADMIN FEES INCL VAT)
£840.96
£140.16
PARTNER OWES HIM
HMRC OWES PARTNER
Speed of payments will be reliant on the quality of the paperwork submitted at all stages. If the RPA decide
to inspect us payments can be delayed for some time. Anything we receive by the 10th of the month will
go into that months claim. Anything afterwards goes in to the next month’s claim. Our internal processing
will be no longer than 7 working days from the 10th of hte month.
Once received DEFRA should process the claim within 30 working days. So far we have received all payments within 6 weeks of submission, often much sooner.
10
ukruralskills.co.uk
Audits
Sub-contractor audit/monitoring visits will be carried out onsite once between October 2014 and March
2015 before Traineast’s final claim is submitted. The co-ordinator will check procedures from application for
funding through to post-claim. Examples of information inspected will include; administration procedures,
financial systems, and promotion material, to make sure that they are all fit for purpose and robust. He will
also make sure that any internal/external advertising meets the standard and is consistent with the project.
Finally he will ask to see actual policies, for example insurance schedules, to ensure they are in date and
genuine. Whilst there he will work through a check-list of requirements, procedures and documents so that
there is a comprehensive, ‘fool-proof’, and auditable assessment carried out.
Where issues arise, the Co-ordinator will be responsible for dealing with them immediately or deferring to
Jo Bruce until a satisfactory solution is found. The Partner/subcontractor will be given any necessary support by Traineast to try and resolve any issues. However, failure to improve at any stage could mean the
subcontractor is removed as a supplier to Traineast.
Remember audits are compulsory & We can ask for an audit with 48 hrs notice so please remember
this when asked for a visit date and do your very best to co-operate.
To recap, things the auditor will be looking at are:
•Invoices from - Instructor, Venue, Refreshments, Books/exams
•Invoices to – customers
•Bank statements
•Your accounts
•Course paperwork – from adverts & booking requests to course notification letters
•Policies including – Insurance, Data Protection, ICO registration, Quality Assurance, Health & Safety,
Equal Opportunities
It is simply to prove the exact course took place on the date specified; your suppliers have been paid the
amount you have claimed; that match funding has been collected from trainees & at the correct rate; your
policies are in date & genuine.
As we are looking at your accounts packages etc please ensure the person responsible for this is available
on the day. The co-ordinator will be asking you to show us the transactions so you need to know how it all
works!
Partners Instruction Manual v.1.00
11
Course List - Specification 21
SPECIFICATION 21 – MANAGEMENT AND BUSINESS SKILLS FOR AGRICULTURE, HORTICULTURE AND FORESTRY
• Advanced Business Efficiency for the Team.
• Dangerous Goods Safety Awareness
• Advanced Overview of Farm Management
• Dealing with Conflict Assertively
• Agricultural Landlord & Tennant Law
• Developing and motivating the team
• Asbestos Awareness.
• Developing Management Skills.
• Assertiveness and Influencing skills
• Developing Personal Effectiveness
• Auditing Training - (ISO 9001).
• Developing your Leadership Skills.
• Bargain Your Way To a Better Deal
• Director Business Skills.
• Basic Tree Survey
• Electrical Safety Awareness
• BASIS Certificate in Crop Protection.
• Employment Law Update.
• BASIS Foundation Award (Agronomy).
• Employment Legislation
• BASIS/LEAF Integrated Crop Management
• Energy efficiency & carbon management
• Benchmark your Business
• Farm Energy & Renewable Opportunities.
• Building the Team
• Farm Office Administrator Stock Control ICT Systems.
• Business Development Programme.
• Farm Records and Accounts
• Business Efficiency for the Team.
• Farm tenancy business planning
• Business Law Update 2012-13
• Farm Vehicles on the Road.
• Carbon Planning
• Finance for Non-Financial Managers
• CIEH Risk Assessment
Financial Risk Management
• Coaching and presentation skills
• Fire Risk Assessment.
• Commercial Strategy Training Programme.
• Fresh Produce Price Risk Management
• Communication and Influencing Skills.
• Computers Stock Control
• Grain marketing - Price risk management discussion
group
• Grain marketing - Price risk management
• Confined Space Awareness.
• Growing Business Award
• Contract Farming Agreements
• HACCP - How to set-up your Management Systems.
• Controlled Atmosphere Stores Health and Safety
Training Seminar
• Cultivating Success
• Handling Difficult Situations
• Health and safety for owners and managers.
• Cultural training
• ILM L2 Award Leadership & Team Skills
12
• Passing on the skill
ukruralskills.co.uk
• ILM L2 Award Leadership & Team Skills
• Passing on the skill
• ILM L3 Award in Leadership & Management.
• Performance Management
• Inheritance Planning
• Planning and Managing Change
• Instructional Techniques
• Planning and Managing Time
• Introduction to HACCP.
• Presentation Skills
• IOSH Managing Safely
• Profitable Farm Business Analysis.
• Joined-Up Thinking to Partnership Working
• Quality Control
• LANTRA Awards Level 2 - Health and Safety
in Agriculture.
• Lantra Tree Survey
• Recruiting and Inducting Staff
• Lean Management Review Day.
• Solving Problems Making Decisions & Developing
Personal Effectiveness
• Staff Appraisals.
• Lean Management.
• Safety Awareness of Overhead Power Lines.
• Making Meetings Effective & Use of
Body Language.
• Management Accounts Training.
• Succession Planning
• Managers Agronomy Groups – All Types.
• Tapping Into Funding
• Managing and Developing Customer care
business
• Managing Electrical Safety Awareness.
• Taxation explained for the Rural Business.
• Managing Skill Development.
• Team Development Workshop
• Managing Staff Performance.
• Team Leader
• Modern Food Economies: Developing
On-Farm Strategies.
• Motivating to Perform
• Time Management for Landbased Industries
• Negotiate your way to a better deal.
• Trailer Braking Systems: Selection, Operation
and Maintenance.
• Ultimate Farm Manager
• NEGOTIATION - BUYING AND SELLING
AT THE RIGHT PRICE
• Negotiation - Managing Conflicts
& Self-Motivation
• Overview of Farm Management.
Partners Instruction Manual v.1.00
• SWOT Analysis
• Team Building and Communication Training
• TOPICAL FINANCIAL ISSUES.
• Using land to unlock business innovation
• Waste Management Planning
13
Beneficiary Enrolment Form
PLEASE COMPLETE IN INK USING BLOCK CAPITALS
Your details
First Name (s):
Surname:
First Line of Address (home):
Postcode:
Contact Number:
Email:
Age:
Under 25 
25 – 39 
40 and over

Gender:
Status:
Employer 
Employee 
Self employed 
Ethnicity
Employment Status
Full Time
Part Time

Male 
Casual

Female 

Seasonal

Employers/Business Details - If Self-employed state ‘As Above’
Name of Employer:
Tel No:
Business Address:
County:
Post Code:
No of Full-time employees:
Less than 10

10 – 50
51 – 249

 250 or more

Type of Business:
Farming FarmingProduction
Food
Agricultural




Livestock
General
Horticulture
Industry
Contractor
Self-employed
Public
Non-profit
MicroIndividual




(non-farmer)
Organisation
Organisation
enterprise
Farmer
Does this farm business operate at least 50% of land
Yes
within a SDA (Severely Disadvantaged Area)


Vet

SQP

Industry
 Other 
Advisor
No


Declaration – the information I have provided is correct to the best of my knowledge. I understand that:
•
I have had the programme eligibility explained to me and acknowledge that the information provided is true
and accurate, and is required for equal opportunity monitoring purposes when training is undertaken.
•
Data Protection Act 1998: Traineast, AHDB & Defra will process this information for the purposes of
accounting and auditing for this programme only. In certain circumstances, individuals may be approached to
pursue further marketing and publicity opportunities. However your personal details will not be used for
publicity purposes unless you give your written permission to do so.
• I am either, currently in a management/supervisory role, or I aspire to progress to this level in the future
• I agree to match fund my place on this course either personally or via my employer
Participant Signed:
Date:
INTERNAL USE ONLY - TO BE COMPLETED BY TRAINING PROVIDER
Training Course Unique ID
Participant Unique ID
Name of the course:
Course Length (hrs):
Date :
Training Provider:
Qualification:
Key Activity:
Health and Welfare:

Course
Management
Content: Marketing: 
Competitiveness
ICT
Training

 Nutrient Management

Mixed

Not Livestock

New
New
Product


 Environment  Other 
Technology
Standards
Quality
This project is supported by the Rural Development Programme for England (RDPE) for which Defra is the Managing Authority, part
funded (or financed) by the European Agricultural Fund for Rural Development: Europe investing in rural areas
14
ukruralskills.co.uk
COURSE EVALUATION
Your feedback is crucial as it could improve the enjoyment of this course for future trainees.
Excellent
Please tick a box to rate each of the following:
Course
Organisation:
Good
Average
Poor
1. Pre-course information
2. Venue/Site Facilities
3. Appropriate to your needs
Course content:
4. Course objectives met
5. How was the pace of delivery
6. Course materials
7. Punctual, friendly & supportive
Instructor:
8. Effective presenter
9. All trainees fully involved
10. Technical demonstration/knowledge
General:
11. How do you rate the event overall?
Any other comments, likes/dislikes, changes you’d like made, etc:
We understand not everyone is comfortable leaving feedback on the day. So there is an opportunity to give
anonymous feedback via our website after the event.
Go to www.ukruralskills.co.uk/feedback when prompted enter: username - ukrs password – 12
FUTURE TRAINING NEEDS (please tick any you are interested in)
ICT/Computers
Supervisory Skills
Health & Safety
Business Skills
NRoSO cpd
Management Skills
BASIS cpd
Leadership Skills
Machinery
Marketing
Vehicles
Animal Health & Welfare
Agronomy
Refreshers
Technical Skills
Other (please state)
This programme is funded through the European and UK government and as such the information you have
provided will be passed to DEFRA and other government business support and training programmes.
If you do not wish your information to be used in this way then please tick the box
INTERNAL USE ONLY - TO BE COMPLETED BY TRAINING PROVIDER
DECLARATION - I confirm that this Trainee Registration Form has been completed as required under our contract
with Traineast Ltd for this training course (to be signed by Delivery Partner)
Delivery Partner
Signature:
Date:
PRINT NAME:
Partners Instruction Manual v.1.00
15
UKRS 2015 Application Form
-1
Please fill in and submit , use the "?" buttons to ensure you are supplying correct information
Member Number
Business Name
Your Email address
Start Date
End Date
List Actual
Course days
Type of Course
Specification 21 - Business skills in Agriculture Horticulture and Forestry including
Leadership and People Management
Specification 23 - Advanced technical skills in crops - specifically focussing on in-depth
training
Spec 21
Spec 23
Course
Address
Post Code
Total Number
of Course
Days
Min Trainees
Instructor
Name
Hours per day
Max Trainees
Accreditation
Instructor
Cost (Total)
16
ukruralskills.co.uk
Training
Material Cost
Room Hire/
Refreshments
Other Costs
Other,
description
Number of
claims
Claim
1
Claim 2
Your web
page
Course Outline
Type of Training
Training
In House
Coaching and Mentoring
Evaluation
Observation
Field
Other
Competition Criteria
Industry Requirements
Other Relevant information
Submit
Partners Instruction Manual v.1.00
17
Course Ref No
TRAINING COURSE:
Start & Finish Times
Date(s) of Course:
SITE SPECIFIC RISK ASSESSMENT
TRAINING PROVIDER:
Venue, including
postcode:
RISK & CONTROL MEASURES
CONTACT TEL:
DATE:
Number of trainees
Contact number
Phone/Mobile:
Land Owner contact
details:
Nearest Accident &
Emergency Hospital &
phone No:
Meeting point for
emergency services:
Generic Risk Assessment Ref:
(i.e Lantra /Lift Truck )
ADDITIONAL HAZARDS NOT COVERED BY GENERIC
RISK ASSESSMENTS
TUTOR:
SIGNATURE:
PTO For Declaration and Trainee Registration
Other Information.
Declaration
This project is supported by the Rural Development Programme for England (RDPE) for which Defra is the Managing Authority, part
funded (or financed) by the European Agricultural Fund for Rural Development: Europe investing in rural areas
Trainee Full Name
Employer/Company Name
Signature
Emergency Contact No.
“I understand the risk assessments that have been carried out for the event that I am attending and the control measures that
must be implemented. I have also received information regarding action in case of Fire, Medical Emergency and Accident
Reporting. I declare that I am fit to take part in the event and I agree to inform my instructor of any medical conditions that may
affect my ability to take part in the event.”
This project is supported by the Rural Development Programme for England (RDPE) for which Defra is the Managing Authority, part
funded (or financed) by the European Agricultural Fund for Rural Development: Europe investing in rural areas
ukruralskills.co.uk
18
Checklist
1) Have you returned your pre-contract questionnaire, policies & signed subcontract?
2) Ensure you check eligibility of all trainees. It’s your responsibility not ours. Focus funding on measure 111
trainees there are other specifications to help M331 beneficiaries. Aim funding at people who would not
be able to afford the training without assistance. Especially relevant to BASIS type courses.
3) If the course doesn’t appear on the online application form either pick a similar title or enter it in the
‘other’ section. This would mean the course is not pre-approved by DEFRA & will need to be forwarded to
them for checking. In this case ensure you give us plenty of information to justify the funding to help
them make a decision.
4) Include these logos & text, as they appear below, on all paperwork relevant to funded courses – booklets,
leaflets, letters, posters, websites (see below), databases, etc. Logo template can be found on our website
partner’s area.
This project is supported by the Rural Development Programme for England (RDPE) for which Defra is the Managing Authority, part
funded (or financed) by the European Agricultural Fund for Rural Development: Europe investing in rural areas
5) RDPE grant support must also be acknowledged in any press releases relating to the project. These will
normally need DEFRA approval prior to release.
6) Partner’s websites must acknowledge support received from the EU and Defra on their homepage. There
must be a web link to the EU Commission’s rural development page:
http:ec.europa.eu/agriculture/rurdev. This is normally in the form of a hyper link attached to the EU flag
(seen above 2nd from left).
7) Meals cannot be funded. Refreshments only. Under no circumstances will alcohol be funded.
8) Play fair - If you share a course with another partner/book them a place on your course, offer them 1/3rd
share of your admin fees for booking their people on to your course.
9) You can only claim a course up to 3 months after it has run. This has to fit in with our 10th monthly claim
deadline.
10) Don’t make any payments to us until you are asked. We only have a £20k limit per day & it does get used
up. I would hate to not be able to return your payment & hold up your cashflow.
11) Read the section on claims thoroughly & ensure all parts are complete before submitting/posting to us.
We don’t have the manpower to sort out your mistakes/omissions. Failure to get it right will mean we
will send you the complete claim back via recorded post for completing. This will be at your expense &
will be deducted from the final amount we pay you.
12) Remember audits are compulsory & we don’t have to give you more than 48 hours’ notice to have
everything available. So when the co-ordinator gets in touch try & agree a convenient date immediately.
Partners Instruction Manual v.1.00
19
20
ukruralskills.co.uk