Overview
This article provides guidance on calculating and recording off-the-job training hours for learners created before 1 August 2022, in line with ESFA changes. Please note that this method is no longer applicable for learners created after this date.
Always refer to the official ESFA rules and regulations for the most accurate and up-to-date guidance.
Calculating the 20% Off-The-Job Target
To calculate the required off-the-job hours, consider:
- Apprenticeship duration
- Contracted working hours of the apprentice
Example: Early Years Practitioner Apprenticeship
- Duration: 12 months (excluding end-point assessment)
- Working days: 216 (after subtracting bank holidays and annual leave)
- Working hours per day: 7
Total working hours = 216 days × 7 hours = 1512 hours
To calculate the off-the-job target:
- 20% of 1512 hours = 302.4 hours
This figure should be entered into the learner’s Timesheet page. Clicking Save will automatically calculate the target off-the-job hours.
Recording Off-The-Job Time
You can record off-the-job time using the following features:
- Creating Timesheet entries
- Logging time in Learning Journal entries
- Attending Off-The-Job Register Sessions
- Completing Assessments flagged as "Off-The-Job"
What Qualifies as Off-The-Job?
There are specific rules about what can and cannot be classified as off-the-job training. Please consult the official ESFA guidance to ensure compliance.
When off-the-job time is logged in OneFile, each entry will appear on the Timesheets page, along with a breakdown by category.
Tracking Actual Off-The-Job Time and Percentage
OneFile automatically calculates:
- Total off-the-job hours logged
- Percentage of off-the-job training completed
When new entries are added, OneFile updates the learner’s portfolio and recalculates the figures. You can view the updated percentage and total hours on the Timesheets page.