Overview
As of 1st August 2022, the ESFA has implemented changes to the way Off-the-Job (OTJ) funding is calculated. In line with these changes, Onefile has updated how OTJ targets and progress are calculated for applicable learners. The information below summarises these updates.
Off-the-Job Timesheet Progress
The OTJ training rule has changed to a consistent requirement of six hours per week. As a result, changes have been made to how the OTJ target is calculated and how OTJ progress is displayed.
- These changes apply only to learners with an Episode start date on or after 1st August 2022.
- Learners with an earlier start date will continue to use the previous 20% calculation model.
For learners starting on or after 1st August 2022, OTJ progress will be shown as the percentage of their planned OTJ training that has been completed.
Minimum Off-the-Job Hours
In addition to progress, the system will now display the minimum OTJ hours required for ESFA funding eligibility. This is calculated as:
(Duration in weeks – Leave Entitlement) × 6 hours per week
This information is visible in the OTJ panel on the Timesheets page.
What You Will See in the Off-the-Job Panel
The OTJ panel now displays the following information:
- Planned OTJ hours
- Duration in weeks
- Actual OTJ hours logged
- Percentage of Planned OTJ completed
- Minimum OTJ hours required
Required Inputs
To calculate OTJ values, you must enter:
- Planned Off-the-Job hours
- Duration in weeks
- Contractual hours per week
Total Contracted Hours no longer need to be entered for learners using the 6‑hour model.
Default Values
- Leave Entitlement: defaults to 5.6 weeks
- Minimum Hours per Week: defaults to 6 hours
Automatic Migration
After the update is released, any existing learners in Eportfolio with a start date on or after 1st August will be moved to the new OTJ tracking method automatically.
Terminology
The terminology used in this article may differ depending on your Centre’s configuration.
Need Help?
If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.