When it comes to apprenticeships, there’s one key requirement every employer and apprentice needs to understand: off-the-job training. But what does that mean?
Let’s break it down in a way that’s easy to understand – without losing any of the important bits.
Off-The-Job Training: What You Need to Know
Apprenticeship funding rules are clear: Apprentices must spend a set minimum number of their contracted time on off-the-job training. That’s time spent learning and developing skills that aren’t part of their day-to-day job duties but are essential for them to complete their apprenticeship.
And yes, this time must be during their paid working hours – no evening classes or unpaid overtime.
What is the set minimum hours?
| Course Name | OTJ Hours | Course Name | OTJ Hours |
| Level 2 Early Years Practitioner | 278 | Level 3 Teaching Assistant | 300 |
| Level 2 Customer Service | 278 | Level 3 EYE | 278 |
| Level 3 Business Admin | 278 | Level 3 Customer Service | – |
| Level 3 Early Years Educator | 326 | Level 5 Early Years Practitioner | 466 |
| Level 3 Team Leader Supervisor | 348 | Level 5 Operations Manager | – |
How many hours are required each week to complete in the average time
| Approximate months to deliver | |||||||
| Off-the-job training hours | Based on 6 hours per week (20%) | Based on 7.5 hours per week (25%) | Based on 9 hours per week (30%) | Based on 10.5 hours per week (35%) | Based on 12 hours per week (40%) | Based on 13.5 hours per week (45%) | Based on 15 hours per week (50%) |
| 278 | 12 | 10 | 8 | – | – | – | – |
| 300 | 13 | 10 | 9 | – | – | – | – |
| 326 | 14 | 11 | 9 | 8 | – | – | – |
| 348 | 15 | 12 | 10 | 9 | 8 | – | – |
| 396 | 17 | 14 | 11 | 10 | 9 | 8 | – |
| 466 | 20 | 16 | 13 | 11 | 10 | 9 | 8 |
So, What Counts as Off-the-Job Training?
In simple terms, the training is designed to help the apprentice gain new skills and knowledge that they wouldn’t get just from doing their regular work. This can include a wide range of activities, and the good news is – it doesn’t have to happen off-site.
As long as the training takes place outside of their usual job responsibilities and is directly related to their apprenticeship, it counts.
For example, apprentices might take part in:
- Lectures
- Role-playing exercises
- Simulations
- Management games
- Watching recorded lectures or seminars
- Shadowing a colleague in a similar role
- Being mentored by a more senior team member (like their manager)
- Online learning
- Writing assignments or completing assessments
Even things like shadowing, mentoring, and industry visits are great ways to deliver off-the-job training – right there in the workplace.
Flexibility for Employers
You’ve got options when it comes to how you provide this training. It doesn’t have to follow a one-size-fits-all model. Whether it’s a regular day release, block training, occasional workshops, or a blend of all three, the key is that it happens during paid work time or is given as time in lieu.
As long as it’s relevant to the apprenticeship programme and not something they already do in their role, you’re on the right track.
What Doesn’t Count?
There are a couple of things that don’t count as off-the-job training – even though they’re still important parts of an apprenticeship:
- Functional skills in English and Maths
- Progress reviews
- On-programme assessments required by the apprenticeship framework
These are all crucial – but they fall outside the definition of off-the-job training, as defined by the DFE (Education and Skills Funding Agency).
Here’s how the DFE puts it:
“Learning which is undertaken outside of the normal day-to-day working environment and leads towards the achievement of an apprenticeship.”
Keep Track of It
This bit’s important: make sure you record all off-the-job training.
Why? First, it helps both you and your apprentice see the skills they’ve gained and where more development might be needed. Second, this information will be spot-checked during audits, so keeping a clear and accurate record is essential.
To help with this, the Department for Education has put together a useful guide that employers and training providers can use. You can check it out here.
Final Thoughts
Off-the-job training is all about giving apprentices the time and space to grow into their roles with confidence, and equipped with the skills they need to thrive. It’s flexible, it’s practical – and when done well, it benefits both the learner and the business.
Need help figuring out how to fit this into your training plan? We’re always here to chat.