OTJT Calculator

Calculate off-the-job training hours and delivery duration for apprenticeships

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

Off-the-Job Training (OTJT) is a mandatory component of every apprenticeship. It's learning activity that takes the apprentice away from their normal work duties and teaches them new knowledge, skills, and behaviours.

Minimum OTJT Requirements (2025-2026):

Each apprenticeship standard has a minimum OTJT requirement set by the Institute for Apprenticeships and Technical Education
OTJT must be recorded in the Planned hours entity in the ILR
The hours can be reduced for recognition of prior learning (RPL)
Minimum is typically 20% of paid working hours (with statutory leave included)

New for 2025-2026:

The Apprenticeship Funding Rules 2025 to 2026 include updated minimum OTJT hours from Annex C. The lookup table has been updated with the latest requirements for all apprenticeship standards.

What Counts as Off-the-Job Training?

Activities That Count

• Teaching of practical and theory knowledge
• Learning new skills away from normal duties
• Writing assignments and assessments
• One-to-one training and mentoring
• Time spent learning new work processes
• Observing/shadowing for new skills
• Manufacturer training for new equipment
• Online learning and e-learning
• Progress reviews (provider, employer, apprentice)
• Teaching English and maths (up to level 2)

Activities That Don't Count

• Normal work duties (productive work)
• Training for skills already competent in
• Employer induction activities
• Mandatory health and safety training
• Statutory leave and holidays
• Time spent traveling to training
• Break times and lunch
• English and maths above level 2

Why Use the OTJT Calculator?

Find Minimum OTJT Hours

Search the official lookup table from Annex C to find the exact minimum OTJT hours for any apprenticeship standard

Plan Delivery Duration

Calculate how many weeks and months are needed to deliver the required OTJT hours based on your weekly delivery pattern

Account for Prior Learning

Apply RPL reductions and see how this affects the total OTJT requirement and programme duration

Compare Delivery Patterns

View different weekly delivery patterns (6 hours, 7.5 hours, 9 hours, etc.) and see how they affect programme length

How to Use the OTJT Calculator

1Search for Your Standard

Use the search box to find your apprenticeship standard. You can search by:

• Standard name (e.g., "Data Analyst")
• Standard code (e.g., "ST0118")

Select your standard from the results to automatically load the minimum OTJT hours.

2Or Enter Custom Hours

If you already know the OTJT hours or want to calculate for a custom value, you can enter the hours directly instead of searching.

3Set Weekly OTJT Hours

Enter how many hours per week you'll deliver OTJT. Common patterns include:

• 6 hours/week (20%) - One day block per week
• 7.5 hours/week (25%) - Industry standard
• 9 hours/week (30%) - Accelerated delivery
• 15 hours/week (50%) - Intensive programmes

4Add Prior Learning (Optional)

If the apprentice has recognition of prior learning (RPL), enter the number of OTJT hours being reduced. The calculator will adjust the requirement accordingly.

5Review Results

The calculator shows:

• Total OTJT hours required
• Adjusted hours (after RPL)
• Weeks and months needed for delivery
• Alternative delivery patterns to compare

How the Duration Calculation Works

The calculator uses the official methodology from the Apprenticeship Funding Rules:

•Each month = 4.33 weeks (52 weeks ÷ 12 months)
•Statutory leave is accounted for in the minimum hours calculation
•Weeks required = Total OTJT hours ÷ Weekly OTJT hours
•Months required = Weeks required ÷ 4.33 (rounded up)

This ensures accurate planning aligned with the official funding rules methodology.

The OTJT Calculator Interface

The calculator provides an intuitive interface to search for apprenticeship standards, enter weekly OTJT hours, apply prior learning reductions, and view delivery duration calculations.

OTJT Calculator showing standard search, weekly hours input, prior learning adjustment, and delivery pattern comparison

Critical Rules for OTJT

•Must meet minimum hours: You must deliver at least the minimum OTJT hours specified for the standard
•Record in ILR: OTJT hours must be recorded in the Planned hours entity in your ILR submission
•Away from normal duties: OTJT must teach new knowledge/skills, not be normal productive work
•Evidence required: Keep detailed records of OTJT delivery (dates, times, activities, learning outcomes)
•RPL reductions must be justified: Any reduction for prior learning must be evidenced and documented
•Can exceed minimum: You can deliver more OTJT hours than the minimum if appropriate for the apprentice

Annex C Lookup Table (2025-2026)

The calculator uses the official Annex C lookup table from the Apprenticeship Funding Rules 2025 to 2026. This contains the minimum OTJT hours for all approved apprenticeship standards.

What's in the lookup table:

• Apprenticeship standard code and name
• Level (2 to 7)
• Minimum OTJT hours requirement
• Maximum funding band

The lookup table is updated annually. This calculator reflects the 2025 to 2026 funding year requirements.

Tips for OTJT Planning

•Start early: Plan OTJT delivery from day one - don't leave it until later in the programme
•Use the lookup table: Always verify minimum hours from Annex C rather than estimating
•Consider delivery patterns: Different weekly patterns suit different employers and apprentices - use the comparison table
•Account for variation: Some weeks will have less OTJT due to holidays, so plan buffer time
•Document everything: Keep detailed logs of OTJT delivery for audit and evidence purposes
•Agree with employer: Make sure the employer understands the OTJT commitment and agrees to release the apprentice
•Quality over quantity: Focus on meaningful learning activities, not just hitting the hours target

Ready to Calculate?

Use the OTJT Calculator to find minimum hours and plan your delivery duration.

Open Calculator