Before recruiting an apprentice, verify the state agency route and paperwork requirements for your specific jurisdiction.
Key takeaways
- Before recruiting, distinguish between joining an existing program and creating a new one.
- For your next hire, write down the state and whether the job is public works.
- Then identify the existing program or sponsor and list the agency’s paperwork to review before recruitment.
Identify the state program and sponsor or training-agent route
The first step is determining whether your firm will create a new program or join an existing one, as these routes have distinct agency requirements. In New York, organizations that want to sponsor Registered Apprenticeships must have their programs approved by the NYS Department of Labor, according to New York Department of Labor. This approval process applies to the program itself, not just the individual hire. In Washington, employers can join an existing program to become a training agent, a setup that can be completed within weeks, though it may include tuition and training fees, according to Washington Department of Labor and Industries.
These two examples illustrate the core decision: creating a sponsor or joining a program. A recruiter can compare these options without submitting a form or signing an agreement. The paperwork differs significantly between these routes. This ensures you are following the correct agency rule set for your specific situation. For a related hiring-paperwork pass, see minor-hire paperwork checks.
New York’s approved sponsor and written agreement
Before recruiting, confirm the specific agency route and paperwork for New York. The state distinguishes between the entity that holds the program and the individual worker.
Sponsors of registered apprenticeship programs are considered employers, according to New York Department of Labor. This classification defines the legal status of the entity overseeing the training. The relationship between the worker and the sponsor is formalized through documentation. There is a written contract between an apprentice and the sponsor that acknowledges their shared commitment to the training process, according to New York Department of Labor. It specifically addresses the training commitment.
To verify if an employer participates in a group or JAC program, contact the program sponsor directly, according to New York Department of Labor. Do not rely on general state listings for this specific verification.
For firms considering creating a new program, the approval process includes a public review period. New program applications are posted for a minimum of 30 calendar days to solicit public comments, according to New York Department of Labor. This 30-calendar-day public-comment rule applies to new program applications, not an apprentice’s individual hiring turnaround. It does not set a deadline for hiring a specific worker. It is a procedural step for establishing the program itself.
Keep the sponsor approval and the apprentice agreement distinct. The sponsor status determines who is legally responsible for the program. The written agreement determines the specific terms between that sponsor and the individual apprentice. Record the hiring decision with Hiring Decision Debrief: Notes to a Recorded Decision.
Joining an existing Washington or Oregon program
For employers in Washington or Oregon who wish to hire a registered apprentice without creating a new program, the primary route is becoming a training agent for an established apprenticeship. This decision is distinct from creating a sponsor or launching a new program, and the paperwork requirements differ by state.
In Washington, the Department of Labor and Industries outlines a specific process for employers who want to join an existing program. To become a training agent, you would use the Apprenticeship Registration & Tracking System (ARTS) to find programs that operate in your region, according to Washington Department of Labor and Industries. Once you have identified a suitable program through ARTS, you would then follow their application rules, according to Washington Department of Labor and Industries. This route allows you to participate in a pre-existing structure rather than building one from the ground up.
In Oregon, the Bureau of Labor and Industries provides guidance for employers who want to become a training agent for an established apprenticeship program. If you are an employer and want to become a training agent for an established apprenticeship program, please take a look at this Training Agent Information Sheet, and contact the program you want to work with, according to Oregon Bureau of Labor and Industries. This direct contact with the program is the initial step in the Oregon process for joining an existing entity.
While the Oregon guidance for joining an existing program is specific to contacting the program, the same agency provides detailed steps for those who might consider creating a program instead. For context on what a program entails, the agency advises to identify basics and gather information to build your apprenticeship program - including the trade/occupation, your partners, core knowledge that apprentices will gain, curriculum and training plan, how you’ll provide training, and the wage scale, according to Oregon Bureau of Labor and Industries. This list highlights the complexity of creating a new program compared to the training agent route. See also Salary history questions: 3 state rules to check.
Filled reference table of four publishers’ apprenticeship checks
The table below summarizes the specific agency routes and paperwork requirements for the four jurisdictions covered in this guide.
| Publisher | Route/Action | Key Paperwork or Rule | Scope Qualifier |
|---|---|---|---|
| New York Department of Labor | Sponsor Registered Apprenticeships | Programs must be approved by the NYS Department of Labor | Only the named publisher and jurisdiction |
| Washington Department of Labor and Industries | Join an existing program to become a training agent | Setup can occur within weeks; may include tuition and training fees | Only the named publisher and jurisdiction |
| Oregon Bureau of Labor and Industries | Become a training agent for an established program | Review the Training Agent Information Sheet and contact the program | Only the named publisher and jurisdiction |
| California Department of Industrial Relations | Submit Contract Award Information (DAS 140) on a public-works project when not already approved to train | Send it to every apprenticeship program in the project area for each craft | Only the named publisher and jurisdiction |
California public works: notice, form boxes, and craft-hour ratio
California public-works apprenticeship rules apply specifically to contractors working on public projects, not to private construction or other states. Before recruiting an apprentice for a California public-works project, the hiring manager must identify which apprenticeship programs operate in the geographic area of the project and determine whether the firm is already approved to train by one of them. The California Department of Industrial Relations outlines specific notice requirements and hour ratios that govern these engagements.
If a contractor is not already approved to train apprentices, the agency requires the submission of Contract Award Information (DAS 140) to every apprenticeship program in the geographic area of the public works project, for each craft intended to be employed on the project, according to California Department of Industrial Relations. This notice requirement is distinct from the internal decision to hire; it is a regulatory step tied to the project location and the specific trades involved. The form includes boxes that indicate the contractor’s relationship to the apprenticeship programs. Box 1 is designated for contractors who are already approved to train by an apprenticeship program, meaning they hold signatory or member status, according to California Department of Industrial Relations.
Box 3 on the form indicates that a contractor will be governed by the regulations of the California Apprenticeship Council, according to California Department of Industrial Relations. This distinction matters for compliance because it places the contractor under a specific regulatory framework for the duration of the public-works engagement. The hiring manager should verify which box applies to their current status before submitting the DAS 140 form to avoid misrepresenting their approval status to the local programs.
Beyond the initial notice, the California Department of Industrial Relations sets a specific hour ratio that must be met by the end of the project. At the end of the project, straight time apprentice hours must equal a total of 1 hour for every 5 straight time journeyman hours for each separate craft, according to California Department of Industrial Relations. This 1-to-5 ratio is a public-works requirement and does not apply to private projects or other jurisdictions. To manage this, the hiring manager should track apprentice and journeyman hours separately by craft from the start of the project. If the firm is not yet approved to train, the immediate next step is to gather the list of apprenticeship programs in the project’s geographic area and prepare the DAS 140 form for each relevant craft.
Illustrative example of the craft-hour ratio
A hiring manager can test the end-of-project ratio with round figures before a real crew is on site. Suppose one craft closes with 50 straight time journeyman hours. One apprentice hour for every 5 journeyman hours means 10 straight time apprentice hours on that craft. A second craft with 30 straight time journeyman hours would need 6 straight time apprentice hours. The two crafts stay separate. Count straight time only. These figures are illustrative. They show the arithmetic only and name no firm. If the first craft had 10 straight time journeyman hours, the same ratio would call for 2 apprentice hours.
Record the route and paperwork before recruiting
For each open position, identify the state or project type, the chosen route (sponsor or training agent), the specific agency paperwork you must review, and any applicable deadlines or constraints.
Apprentice-hiring paperwork FAQ
Is a New York sponsor an employer?
Yes, sponsors of registered apprenticeship programs are considered employers. This definition applies to the New York Department of Labor’s guidance on becoming an apprentice. You should treat the sponsor role as an employer status for your hiring records.
How can a Washington employer join an existing apprenticeship program?
You can join an existing program to become a training agent. This setup can be completed within weeks, though it may include tuition and training fees. The Washington Department of Labor and Industries outlines this route for employers seeking to participate in current programs.
What does Oregon’s council review at its next meeting?
The Oregon State Apprenticeship and Training Council will review your standard at their next meeting, according to Oregon Bureau of Labor and Industries. This review is part of the process for creating an apprenticeship program in Oregon.
When is California public-works contract-award information due?
The Contract Award Information must be submitted within 10 days of the date of the prime or subcontract. It must also be submitted no later than the first day the contractor has workers employed on the public works project. This requirement applies specifically to California public works projects, not private projects.
Does New York’s public-comment period set an individual hiring deadline?
No, the 30-calendar-day public-comment rule applies to new program applications, not individual hiring. New program applications are posted for a minimum of 30 calendar days to solicit public comments. This timeline does not dictate how quickly you can hire a specific apprentice.