Off the job hours

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Off-the-Job (OTJ) Hours — Updated for 2025-26

What’s new in the funding rules

From 1 August 2025, the Apprenticeship Funding Rules introduced major changes to Off-the-Job training (OTJ):

  • Each apprenticeship standard now has a published minimum number of OTJ hours for new starts, replacing the older requirement to calculate OTJ as a proportion (e.g. “20%” or “6 hours/week”). GOV.UK+3GOV.UK+3GOV.UK+3
  • The minimum duration for an apprenticeship has been reduced from 12 months to 8 months for new starts. GOV.UK+1
  • The OTJ requirement is decoupled from the time on programme. This means providers are no longer required to extend the programme duration automatically for part-time learners just to meet OTJ hours. GOV.UK+1
  • Relevant Prior Learning (RPL) can be used to reduce the OTJ minimum — but the reduced requirement must still respect two floor rules: (a) it must not drop below 187 hours, and (b) the apprenticeship must still last at least 8 months. www2.aptem.co.uk+2GOV.UK+2

What Counts vs What Doesn’t

What does count as OTJ:

  • Any learning that develops new knowledge, skills, behaviours required by the apprenticeship standard, beyond normal job duties.
  • Formal training: workshops, seminars, e-learning, external training.
  • Shadowing or mentoring for new skills.
  • Assignments, research, projects, reflective practice.

What doesn’t count:

  • Normal job duties, even if there is informal learning in them.
  • Progress reviews, appraisal meetings, or general staff meetings (unless they are explicitly delivering new KSBs).
  • Induction, basic safety/compliance or mandatory HR-type training unless specifically part of the standard and delivering new KSBs.
  • Training outside paid or contracted working hours (unless arranged / compensated and clearly in job contract).
  • English and Maths when not embedded in the standard (if separately funded) — unless they are part of the standard's required KSBs.

Recording & evidence in APTEM

To ensure compliance and audit readiness, here’s what we do in APTEM:

  • The Training Plan must record the published minimum OTJ hours for the relevant standard (or the reduced amount if RPL applies), linked to the standard’s knowledge, skills and behaviours.
  • Learners log actual OTJ hours in APTEM: date, duration, description of activity, which KSBs are addressed, and a reflection on how the learning was applied in the workplace.
  • Tutors/trainers review OTJ entries regularly to check validity and alignment.
  • Evidence (logs, notes, project work, reflections) is kept as part of learner’s portfolio.
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Draft OTJ minimum hours table for impact academy standards

Below is a table showing some of the apprenticeship standards you deliver, with their published minimum OTJ hours where available. For the ones marked TBC, you’ll need to check in Annex C of the funding rules or the official standard documents.

Apprenticeship Standard / Course Minimum OTJ Hours for New Start (No Prior Learning)
Multi-Channel Marketer 326
Content Creator 348
Corporate Responsibility & Sustainability 487
Housing & Property Management 396
Senior Housing & Property Management 439
Energy Management 509
Community Energy Specialist 418
Team Leader / Supervisor 348
Improvement Leader 466
Improvement Specialist 370
Improvement Practitioner 348

 

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