Apprenticeship contract creation

ENTERPRISE – APPRENTICESHIP CONTRACT CREATION – ENT-PRO-001-A

Version: 1.0 | Last update: 06/11/2025 | Department: Enterprise & Admissions

🎯 Objective

Define the standardized process for creating and managing apprenticeship contracts
for students enrolled at the Dubai Precious Metals University.
This ensures consistency, compliance with legal standards, and proper traceability between the company, the student, and the institution.

👤 Who

  • Enterprise Relations Officer
  • Administrative Assistant (Contracts)
  • Academic Coordinator (for validation)

🧩 Inputs / Outputs

Inputs:

  • Company information sheet
  • Student information (personal + academic)
  • Training agreement and program title
  • Work schedule and tutor details

Outputs:

  • Validated apprenticeship contract (CERFA + complementary agreement)
  • Digital and physical archives
  • Notification to all parties (company, student, administration)

⚙️ Process Steps

  1. 1. Collect Required Information
    The Enterprise Relations Officer gathers:

    • Company details (SIRET, address, contact person, OPCO)
    • Student identity and training path (program, year, campus)
    • Tutor name and position
    • Work schedule and start date

    This data is recorded in ENT-FOR-001 (Apprenticeship Info Sheet).

  2. 2. Generate the CERFA Contract
    Using the latest national template (CERFA n°10103*09 or latest version):

    • Fill all mandatory fields
    • Verify training reference and program title (RNCP)
    • Ensure consistency of dates (start / end)

    The file is saved as CERFA_[Student]_[Company].pdf.

  3. 3. Create Complementary Agreement
    The Administrative Assistant generates the school’s internal complementary agreement including:

    • Rights and duties of the apprentice
    • Training rhythm (school / company)
    • Pedagogical contact and emergency details

    File naming: Complementary_[Student]_[Company].pdf.

  4. 4. Verification and Validation
    The Academic Coordinator checks:

    • Conformity of the position with the training title
    • Dates aligned with the academic calendar
    • Presence of the company tutor and legal representative

    Once validated, both documents are ready for signature.

  5. 5. Signatures
    Signatures required:

    • Company legal representative
    • Student (and parent if under 18)
    • Pedagogical Director or authorized DPMU representative

    Signature collected either manually or via Zoho Sign.
    Once complete, a signed copy is distributed to each party.

  6. 6. Transmission to OPCO
    The Administrative Assistant sends the full file to the appropriate OPCO for registration.
    Documents included:

    • Signed CERFA
    • Complementary agreement
    • Training schedule and program sheet

    OPCO acknowledgement is archived in ENT-LOG-001.

  7. 7. Archiving and Traceability
    The finalized contract is stored in:

    • WorkDrive › Enterprise › Apprenticeships › [Year]
    • And attached to the student record in Zoho CRM (Contract tab)

    The status “Contract signed” is updated in the CRM.

✅ Controls

  • All contracts double-checked before OPCO transmission
  • Signatures from all parties obtained
  • Archived in both WorkDrive and CRM

📁 Records

  • Apprenticeship Info Sheet (ENT-FOR-001)
  • Signed CERFA and Complementary Agreement
  • OPCO transmission proof (ENT-LOG-001)
  • Stored in WorkDrive › Enterprise › Apprenticeships › [Year]
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