Off-the-job training – how it works and what’s new

Off-the-job training – how it works and what’s new  

All apprentices in England must undertake an element of off-the-job-training (OTJT) as part of their apprenticeship, under DfE funding rules. 

And while most people would agree that this is a reasonable requirement of any apprenticeship programme, it’s essential OTJT hours are reported correctly. Get that wrong and you could be asked to pay back your apprentice funding for the current year and even for previous years.  

On top of this, there have been some significant changes to OTJT minimum hours recently so it’s even more important that you’re completely up to date with the reporting rules. 

To help you navigate OTJT, here’s some useful information from Onefile so you avoid the most common pitfalls: 

1. What does OTJT actually mean?  

The DfE defines off-the-job as 'learning which is undertaken outside of the normal day-to-day working environment and leads towards the achievement of an apprenticeship. Training can be delivered at the apprentice's normal place of work but not as part of their normal working duties.   

Basically, OTJT is about the apprentice's personal development. It’s training that’s over and above the specific operational requirements of their role.  

Off-the-job training can include:  

• Theory, such as lectures, role playing, online learning and simulation exercises 
• Practical training apprentices wouldn't usually do during the week, such as shadowing staff members, mentoring, taking part in industry visits or entering work-related competitions 
• Learning support and time spent writing assignments or presentations  

Off-the-job training cannot include: 

• Progress reviews or on-programme assessments that are required as part of the apprenticeship standards  
• Training that takes place outside the apprentice's paid working hours 

To increase flexibility and reduce red tape, the DfE is simplifying off-the-job training and removing the delivery link between the minimum required hours and the apprentice’s planned (or actual) time on the programme.  

As a result, training providers will no longer need to calculate the minimum OTJT hours for each apprentice. Under the new rules, the minimum requirement – for an apprentice with no prior learning – will be published on each standard. 

Providers can deliver the published minimum required hours, shortened where appropriate for relevant and evidenced prior learning, over any time period (subject to meeting the minimum duration of eight months) without it impacting of the volume of off-the-job training required.  

Changes to OTJT minimum hours for some apprenticeship standards take effect from January 2026, so to reflect this and make sure our clients remain compliant, Onefile has updated Enrol and the RPL Funding Calculator.  

3. Decide how to schedule off-the-job training  

So, the new minimum requirements for each standard are clear, but it’s up to you to decide how and when off-the-job training is delivered. It could be for one day a week, for one week out of five, or grouped together at the beginning or end of the apprenticeship.  

Whatever you decide, you must record evidence that you've complied with the minimum off the job training requirement.  

Note also, that when it comes to OTJT, there’s no longer a distinction between a full-time and a part-time apprentice. This means that providers don’t have to automatically extend the programme for part-time apprentices as they did before. But, when setting the duration, providers must, says the DfE, consider an apprentice’s working hours so that training expectations are realistic. 

Apprentices must be allowed the time to complete the minimum hours of OTJT as set out in their apprenticeship standard.  

Employers who fail to release apprentices for off-the-job training could lose access to current funding, and have previous awards clawed back.  

Engaging in illegal activity can result in the complete removal of an employer's right to use their levy funding. And employers who break the rules will lose control over how the funds are spent. 

Public money, through government funding, supports apprenticeships, so it’s only right that these funds are used legally and correctly.  

To learn more about how Onefile can help you accurately record and submit OTJT, get in touch.