Overview
The system references the official DfE spreadsheet to calculate the minimum Off‑The‑Job Training hours for apprentices starting on or after this date.
Key Updates
DfE Alignment
Minimum OTJT hours are now taken directly from the DfE published OTJT calculation table for 2025/26 starts. This ensures Centres are always using compliant and up‑to‑date OTJ values.
Timesheet Enhancements
- When a standard is assigned to an apprentice, the Published Minimum OTJ Hours now displays directly on the Timesheet page.
- This value is automatically determined by the apprentice’s Episode Start Date.
Recognition of Prior Learning (RPL)
RPL Hours Recording
- RPL hours can now be added on the Timesheet page and the Episode page.
- RPL reduces the remaining minimum OTJT hours.
- The system will never reduce the minimum below the statutory lower limit of 187 hours.
RPL and the Delivery Plan
- A dedicated RPL Hours field has been added to the Delivery Plan.
- Minimum OTJT hours are automatically recalculated based on the published DfE value minus recorded RPL.
- When the Delivery Plan is locked, RPL hours are auto‑populatedto:
- Timesheets
- Episode page
Framework Template Updates
Framework Templates now include:
- The DfE Published Minimum OTJT hours for starts in academic year 2025/26 onwards.
- The previous duration‑based OTJT minimum for earlier starts.
Learner Assignment Logic
Once a Framework Template is assigned to a learner, the system uses the learner’s Episode Start Date to determine which OTJ rule applies:
- Starts before 1 Aug 2025 → previous duration‑based calculation
- Starts on/after 1 Aug 2025 → DfE published minimum OTJT hours
Tips & Notes
- Ensure Episode Start Dates are accurate to apply the correct OTJT calculation.
- Always record RPL hours early so recalculated minimums are consistent across Timesheets and the Delivery Plan.
- Framework Templates will reflect both legacy and new DfE OTJ rules for transparency.
Terminology
Terminology used in this article may differ depending on your Centre’s configuration or delivery model.
Related Articles
Need Help?
If you require further assistance, please contact Onefile Support or your internal support team.