Understanding Off-the-Job Training in Apprenticeships: A Comprehensive Guide for Employers and Providers

Off-the-job training is a critical component of apprenticeships, designed to equip apprentices with the essential knowledge, skills, and behaviours required for their chosen occupational standard. The Education and Skills Funding Agency (ESFA) outlines clear rules and expectations regarding this training, detailed in the Apprenticeship Funding Rules for 2024 to 2025.

What Exactly is Off-the-Job Training?

Off-the-job training is defined as:

Training is delivered during the apprentice’s regular paid working hours.
Designed explicitly to achieve the apprenticeship standards’ knowledge, skills, and behaviours.
Distinct from on-the-job training, which focuses solely on enabling the apprentice to perform their specific work tasks.

Examples of Eligible Off-the-Job Training Activities:

Lectures, webinars, or workshops covering theoretical knowledge.
Simulations, role-playing exercises, and practical demonstrations.
Industry visits and competitions.
Mentoring and shadowing activities.
Writing assignments directly relevant to the apprenticeship.
Specific revision sessions necessary for assessments.

Activities That Cannot Be Included:

It’s equally important to understand what does not qualify as off-the-job training:

Initial assessments and onboarding activities.
English and maths training (which are funded separately).
Progress reviews and examinations.
Training delivered outside normal working hours, unless explicitly agreed upon and compensated.

Calculating the Required Off-the-Job Training Hours:

Providers must ensure that apprentices spend at least 20% of their normal working hours on off-the-job training, capped at a maximum of 30 hours per week. Here’s how it’s calculated for a typical full-time apprentice (working 30 hours or more weekly):

Full-time example:
- Apprentices working 30 hours/week must have at least 6 hours of off-the-job training per week.
- Calculation for a 12-month apprenticeship: 46.4 weeks (52 weeks minus 5.6 weeks statutory leave) x 6 hours = 278 hours minimum.

Special Considerations:

Part-time apprentices working fewer than 30 hours per week must have their apprenticeship duration extended proportionally.
Term-time-only apprentices (e.g., teaching roles) must still meet the same minimum hours requirement over fewer weeks.

Evidence and Documentation:

Providers must:

Document all planned and delivered off-the-job training in the apprentice’s training plan.
Maintain quantifiable evidence of off-the-job training that meets the ESFA definition.
Provide a signed summary if the actual hours of off-the-job training delivered are less than originally planned.

Delivery Models:

Providers can choose various models—such as front-loaded, block release, or day release—to deliver off-the-job training. However, providers must ensure that active learning occurs regularly:

At least every calendar month for most models.
At least every 3 calendar months for block release or front-loaded models.

Monitoring and Compliance:

Providers must regularly review the apprentice’s progress, at least every 3 months, ensuring off-the-job training is adequate and effectively delivered.

Why Compliance Matters:

Non-compliance with off-the-job training requirements can result in the recovery of funding by ESFA. Providers must evidence all aspects of training delivery, adherence to the minimum hour requirements, and agreement from all parties.

For further guidance, please refer directly to the ESFA Apprenticeship Funding Rules 2024 to 2025.

Understanding Off-the-Job Training in Apprenticeships: A Comprehensive Guide for Employers and Providers