New apprentice intake management

ENTERPRISE – NEW APPRENTICE INTAKE MANAGEMENT – ENT-PRO-003-A

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

🎯 Objective

Define the standardized process for integrating and administratively onboarding new apprentices
at the Dubai Precious Metals University.
This process ensures each student’s contract, documents, and training rhythm are verified, communicated, and correctly entered in the internal systems.

👤 Who

  • Enterprise Relations Officer
  • Administrative Assistant (Contracts & Admissions)
  • Academic Coordinator

🧩 Inputs / Outputs

Inputs:

  • Signed contract (apprenticeship or professionalization)
  • Student information (personal, academic, and contact data)
  • Company information (tutor, schedule, OPCO)

Outputs:

  • Validated and active student record in Zoho CRM
  • Email confirmation of onboarding sent to all stakeholders
  • Student added to the appropriate training cohort

⚙️ Process Steps

  1. 1. Reception of the Contract
    The Enterprise Relations Officer verifies that the student’s apprenticeship or professionalization contract is fully signed and validated by the OPCO.
    The contract is then stored in WorkDrive › Enterprise › Contracts › [Year].
  2. 2. Data Entry in Zoho CRM
    The Administrative Assistant creates or updates the student’s record in Zoho CRM with:

    • Full name and contact details
    • Company name and tutor contact
    • Program and academic year
    • Contract type, start date, and end date
    • Work rhythm (school/company)

    Status set to “Active Apprentice”.

  3. 3. LMS & Email Integration
    The assistant ensures the student is:

    • Registered in the LMS MasterStudy platform
    • Added to the relevant class or group (BBA / MBA)
    • Provided with login credentials (sent manually from Zoho CRM)

    The login email includes course start date, contact information, and platform usage guidelines.

  4. 4. Company Communication
    The Enterprise Relations Officer sends a welcome email to the company’s tutor confirming:

    • The start date of the training
    • The training rhythm (weeks in company / school)
    • The DPMU contact for follow-up

    A copy is archived in WorkDrive › Enterprise › Communication › Tutors › [Year].

  5. 5. Internal Transmission
    The Administrative Assistant transmits the finalized onboarding data to:

    • The Pedagogical Department (for course integration)
    • The Accounting Department (for billing or payment tracking)

    Each transmission is recorded in ENT-LOG-003.

  6. 6. Follow-Up During the First Month
    The Enterprise Relations Officer performs a check-in call or email with:

    • The company tutor
    • The student

    Objective: confirm integration, verify rhythm, and detect any issue early.
    Feedback is added to the CRM “Follow-up” section.

  7. 7. Archiving
    The complete onboarding file (contract + confirmations + CRM export) is archived in:

    • WorkDrive › Enterprise › Apprentices › [Year]

    The student’s record in Zoho CRM is updated to “Integration Complete”.

✅ Controls

  • CRM record created and verified for each new apprentice
  • Login credentials sent and active
  • Company confirmation email archived

📁 Records

  • Signed contract (apprenticeship / professionalization)
  • CRM and LMS entries
  • Tutor and student welcome emails
  • Stored in WorkDrive › Enterprise › Apprentices › [Year]
0
130

Related Knowledgebase