Off-The-Job Validation

Overview

Off‑The‑Job (OTJ) Validation is a Centre Setting that restricts learners from logging OTJ hours when the activity dates fall outside acceptable learning periods. This feature was introduced on 30/10/2024 to support compliance with funding rules and improve data accuracy in Onefile Eportfolio.

User Roles

This feature can be used by:

• Centre Managers

Centre Setting

The validation settings appear under the Timesheets section and are titled: Prevent logging of OTJ hrs when...

The following validation options are available:

• Learning activity start date is before the learner’s start date
• Learning activity end date is after the learner’s anticipated completion date
• Learning activity start date is in the future

Steps

How to Enable OTJ Validation

1. Click Centre from the navigation menu.
2. Click Centre Settings.
3. Scroll down to Miscellaneous and find the Timesheets subsection.
4. Tick the validation setting(s) you want to enable.
5. Click Save. 

Important Notes

• If a learner is continuing beyond their anticipated completion date, update their Learner Status to exclude them from OTJ validation rules.
• Learner Status options must be configured by a Centre Manager in Look‑up Tables → Learner Status.
• OTJ validation prevents incorrect or non‑compliant activity entries, helping maintain data quality. 

More Information

Information on managing learner status can be found here:

• How to create a Learner Status
• Change Learner Status

Terminology

Terminology used in this article may differ depending on your Centre’s configuration.

Related Articles

• Why can’t I see the option to mark an entry as Off‑The‑Job?
• Reporting on Learners’ Last Off‑The‑Job Activity
• How to set a Reminder Task for OTJ Activity

Need Help?

If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.