Break in Learning (Active Learning)

Becky Hackman

Modified on: Tue, 18 Nov, 2025 at 11:13 AM

Who Can Use This Feature?

This feature can be used by the following user roles:

Centre Managers
Assessors (with Manage Learners permission)
Internal Verifiers (with Manage Learners permission)

Recording a Break in Learning

To record a Break in Learning (BIL), follow these steps:

Navigate to the learner's portfolio.
Click the Episode tab.
Locate Break in Learning.
Click Add New Break in Learning.
Enter:
- Start Date (date the BIL starts)
- Intended Return Date
- Reason for the BIL
Click Save.

Recording a Learner’s Return from Break

To record that a learner has returned:

Navigate to the learner's Episode page, or click the banner “This learner is on a break in learning”on their portfolio page.
- Note: If the banner isn’t clickable, you do not have permission to access the Episode page.
Click Edit for the relevant row.
Enter Actual Return Date.
Click Save.

OTJ (Off-the-Job Training)

During an active Break in Learning:
- Expected OTJ hours and target OTJ % are frozen until the learner returns.
- Learners cannot add OTJ during the break if the centre setting “Learning activity falls on a break in learning” is enabled.

Progress Calculation Update (Effective 19/11/2025)

Target progress (based on unit end dates) now excludes the break period when calculating unit-level progress.
This ensures a fairer and more realistic view of learner progress.

Important:

The overall structure of Learning Aim Target Progress and Overall Target Progress remains unchanged.
These continue to aggregate progress across units and learning aims, applying configured weightings where relevant.

How It Works

For each unit:

Total Active Duration = Unit Duration − Break Duration
Elapsed Active Time = Time passed since unit start, excluding break time
Unit Target Progress % =
$Duration)×100(\text{Elapsed Active Time} ÷ \text{Total Active Duration}) × 100$

To align timelines, you can extend end dates of units and learning aims to reflect approved breaks. This ensures planned durations remain realistic and progress expectations accurate.