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Calculating how many hours are required to be spent off-the-job isn't always easy, and there are several factors you need to consider. This article exists as guidance, but please ensure you refer to the official ESFA rules and regulations when it comes to off-the-job.

Calculating the 20% target

To calculate the target "Off-the-job" hours required, you should look at:

  • The duration of the apprenticeship
  • The contracted working hours of the apprentice

Let's use the Early Years Practitioner apprenticeship as an example. This apprenticeship has a duration of 12-months, prior to end-point assessment.

Firstly, you will need to calculate the total number of working days in the duration of the apprenticeship, then subtract any bank holidays and annual leave. Then, using the number of working hour per day for the Apprentice, multiple the two numbers together, shown below:

Total working days in duration of apprenticeship, minus bank holidays and annual leave216
Total working hours per day7
Total work hours throughout the duration of apprenticeship (216 x 7)1512

The next step would be to enter this number into the learner's "Timesheet" page, shown below:

Clicking save will calculate the "Target Off-the-job" hours, which in this example is 20% of 1512 = 302.4.

Recording off-the-job time

You can now use the various features that allow you to capture off-the-job time, such as:

  • Creating Timesheet entries
  • Logging time in Learning Journal entries
  • Attending off-the-job Register Sessions
  • Completing Assessments flagged as "Off-the-job"

What can be classed as Off-the-job?

Remember, there are very specific rules about what can and be classified as off-the-job. Again, please refer to the official guidance from the ESFA.

When time off-the-job time is logged in OneFile, you'll see a record of each individual entry on the "Timesheets" page, as well as an overview of the time broken down into each timesheet category:

Calculating actual off-the-job time and percentage

OneFile does all of the leg work when it comes to calculating the total amount of time spent off-the-job for each learner and also what percentage they're on! When off-the-job time is logged, you'll see an icon on their portfolio to indicate that their off-the-job figures are being recalculated:

Once done, you'll see the new off-the-job percentage and total off-the-job hours in the timesheets page, by clicking on the link, shown above.

Reporting on off-the-job

There are several ways to report on off-the-job in OneFile. Firstly, there's an "off-the-shelf" Off-the-job report. The report includes all learners that meet the filters at the top.

Top Tip

Clear the dates from the "Anticipated Completion Date" filter to view all learners regardless of their end dates.

As with all OneFile reports, you can export this and open exertnally in excel to create your own insights and graphs.

The second option for reporting is to access this off-the-job data in the Data Exports. The off-the-job data lives in the "User.csv" file and is updated every day, overnight. This data can be downloaded from the FTP area and processed to feed your Data Warehouse or simply just to download the files.

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