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Logging Off-The-Job (OTJ) Training Hours
Logging Off-The-Job (OTJ) Training Hours

What counts as OTJ, how to log it, and answers to common queries

Updated over a week ago

Overview

Off-the-job training (OTJ) is a key component of apprenticeships in the UK, designed to enhance learning and skill development outside of usual work responsibilities. This guide is here to help you efficiently record your OTJ hours, ensuring you meet all the requirements of the Multiverse platform and the Education and Skills Funding Agency (ESFA).


What is Off-the-Job Training?

Off-the-job training is a key part of your apprenticeship. It includes a variety of activities aimed at boosting the knowledge, skills, and behaviours you need to thrive in your role. Here’s what OTJ might look like:

  • Job Shadowing: Shadowing colleagues to learn new skills within your workplace.

  • Applied Learning: Using newly acquired skills to address real workplace challenges.

  • Attending Learning Sessions: Participating in engaging coaching sessions, workshops and teaching sessions organized by Multiverse.

  • Project Completion: Working on projects or specific training exercises tailored to your apprenticeship.

  • Self-Study: Pursuing self-directed study, such as reading or exploring educational materials relevant to your field.


Tracking and Logging OTJ Hours

How Many Hours Are Required?

For full-time apprentices working 30+ hours a week, the ESFA requires a minimum of 6 hours per week of OTJ. Some apprenticeships may need more weekly hours to fulfil competency goals within your apprenticeship timeframe. Details specific to your apprenticeship’s OTJ requirements are outlined in your Personal Training Plan which you will receive at the start of your apprenticeship.

How is OTJ Calculated?

  • For apprenticeships started before August 2022, OTJ hours are calculated as 20% of your contracted working hours.

  • For apprenticeships initiated in August 2022 or later, OTJ requirements are customized to your apprenticeship type as detailed in your Training Plan.

How to Log Your OTJ📈

  1. Log in and locate your OTJ tracker:

    • If your learning platform is MyMultiverse: Log in to my.multiverse.io, and find the ‘OTJ’ option in the left-side menu to access the OTJ Tracker.

    • If your learning platform is Applied: Log in to applied.multiverse.io, and navigate from your home dashboard to the OTJ Tracker.

  2. As you complete each OTJ training activity, detail what you did:

    • Describe the activity.

    • Choose an appropriate category for the activity (e.g., workshop, study time).

    • Record how long you spent on it.

  3. Don’t forget to submit your log entries to keep your log current.


Frequently Asked Questions

How can I be sure whether something counts as OTJ?

  • OTJ is valid if you have learned or practised something new that is relevant to any of the knowledge, skills or behaviours that underpin the apprenticeship you are studying. Asking yourself if this is the case is an easy way to determine if a task or activity counts. As the knowledge, skills and behaviours are often broad, OTJ can encompass a broad range of activities.

Why do I have to confirm I've completed OTJ tasks during work hours?

  • This is a compliance requirement from the ESFA. Your employer should ensure you have time within your working hours to complete your apprenticeship.

If I work shifts and a learning event is planned for my day off, can I attend this and log this as OTJ?

  • It is a compliance requirement that all OTJ takes place during working hours. However, if your employer agrees to give you time back in lieu, this can be logged as this represents a rearrangement of working hours. Please note: you should agree on this with your employer in advance to ensure it complies with company and legislative employment policies.

I work weekends but there is no option to log OTJ on the weekend, what should I do?

  • If you work weekends and have completed OTJ during this time, choose the closest available time and indicate the exact date in the description.

Does OTJ adjust in the case of bank holidays or annual leave?

  • Your OTJ tracker does not know when your planned leave is, and hence will increase at the same rate each week, regardless of holidays. An adjustment is made for statutory leave and this is pro-rated across the training period. You are therefore encouraged to build up a buffer so that you don't have to catch up on your return.

What happens if I fall behind on OTJ?

  • You are encouraged to keep on top of your OTJ, as this can quickly become difficult to make up retrospectively. You cannot be behind on OTJ at your gateway date, or you will not be able to complete the apprenticeship.

Should I log OTJ after my Gateway or before my Flying Start?

  • No - you should only log OTJ during the planned learning period for your apprenticeship which begins after your Flying Start and ends at your Gateway date.

Need further support? If you have a query that isn't answered here, or you believe your OTJ tracker is showing incorrect hours, our dedicated Support Team will be happy to assist. You can contact the Support Team by clicking the chat widget in the bottom right-hand corner of this page.

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