What exactly is Off the Job Training?

Discover everything you need to know below — from key insights to helpful tips that make a difference.

What is Off-the-Job Training (OTJT)?

DfE funding rules state that:

“Off-the-job training is training received by the apprentice, during the apprentice’s paid hours, for the purpose of achieving their apprenticeship. It is not training delivered for the sole purpose of enabling the apprentice to perform the work for which they have been employed.”

Off-the-job training is a statutory requirement for all apprenticeships. Apprentices must receive a minimum of 6 hours per week, on average, for training and learning during their paid working hours.

As part of our onboarding process, all learners take part in a 3-way Training Needs Assessment (TNA) and Training Agreement meeting with their trainer and line manager. This allows us to review initial assessments and plan the programme accordingly.

What should Off-the-Job Training include?

New learning relevant to the apprentice’s standard
Activities meaningful to their job role and personal development
Development of knowledge, skills and behaviours contributing to apprenticeship achievement
Learning that takes place during normal paid working hours

Common Barriers to OTJT

“It’s extra work”
“We don’t know what it is”
“We don’t have time to log it or know how to”
“The apprentices already know what they’re doing!”

However, apprentices cannot progress to their End Point Assessment (EPA) unless a full log of OTJT hours is in place.

What qualifies as Off-the-Job Training?

Ask yourself two simple questions:

Is it new learning?
Is it related to the apprenticeship standard?

If the answer to both is yes, then it counts as OTJT — and no, it doesn’t have to happen at a college or away from the workplace.

Examples of Off-the-Job Training include:

Face-to-face or online teaching and learning sessions with a trainer (during working hours)
Role-playing or simulation exercises
Online learning, CPD or specialist training relevant to the role
Practical training
Job shadowing and observation
Mentoring or coaching
Learning support activities
Research and completing work set by the trainer

What is not included?

Progress reviews or on-programme assessments
Training outside of paid working hours
English and Maths (up to Level 2), which is funded separately
Learning that occurs outside the official apprenticeship programme dates

Planning Off-the-Job Training

The apprentice, employer, and training provider collaborate to assess prior and potential learning needs alongside job role and business objectives to create a meaningful training plan before the programme begins.

How We Use TNA to Support OTJT

We use the TNA to identify learning gaps and tailor a personal development plan. This helps both the employer and provider to plan meaningful OTJT activities and allocate time appropriately within the business.

For example, if a learner wants to develop presentation skills, their manager can work with them to plan and support a live presentation opportunity. We also consult with line managers on timing, shadowing opportunities, and in-house training to align with business needs.

Fareport calculates target OTJT hours based on the learner’s working hours, holiday allowance, and the programme’s duration.

Recording Off-the-Job Training

Recording is just as important as completing the training. It helps ensure activities are relevant and measurable.

Fareport uses OneFile, an online portfolio system, to record OTJT hours. This data is assessed as part of the apprenticeship standard, and employers can be granted access too. You will be advised of the required OTJT hours at the start of the programme.

Advice for Learners

You’re probably learning more than you think — it’s about becoming conscious of your learning. Think back over the last week and list times you needed advice or had to research before completing tasks. These may count as OTJT.

To evidence your OTJT, record reflections in your journal along with the total time spent. Reflections should include: