DON’T LET OFF-THE-JOB TRAINING PUT YOU OFF 

Despite apprenticeships being widely used, there is still some misunderstanding about the nature of the “off-the-job” element of this programme.

This guide clarifies precisely what constitutes apprenticeship off-the-job training; many will be surprised at how many common workplace activities can fall under this banner.

Some employers still hesitate to take on apprentices because they worry about how much time these trainee employees will spend attending training sessions rather than working. Many still wrongly assume the apprentice must attend off-site training, like the old “day-release” system. The reality is that much of the off-the-job training an apprentice must undertake is completed in the workplace. A good chunk of it takes the form of activities that any new employee, apprentice or not, would undertake to develop and become more competent in their job. 

What is apprenticeship off-the-job training?

For an apprentice to have the cost of their training funded by their employer’s apprenticeship levy or government funding and be awarded certification, they have to spend at least 20% of their working hours undertaking what is referred to as “off-the-job” training. To calculate how many hours must be spent on this training, working hours are capped at 30 hours a week. So, a full-time apprentice must spend six hours a week on off-the-job training. Evidence that these hours have been allocated to training time must be gathered and recorded.

These six hours are usually a mix of training led by the apprentice’s tutor from an apprenticeship provider and training provided by their employer in the workplace.

Employer-led off-the-job training usually takes place in the workplace during working hours. You may be surprised how many activities are acceptable as forms of off-the-job training. The six hours weekly soon add up! Here are some activities that count as off-the-job training:

Colleague shadowing

Shadowing established staff members within and beyond the apprentice’s department provides invaluable knowledge. Observing a colleague execute job-related tasks during structured time away from the apprentice’s own duties counts as off-the-job training. Alongside guidance from their apprenticeship mentor[https://lcrbemore.co.uk/news/the-importance-of-the-apprenticeship-mentor/], this activity also supports the development of the apprentice’s professional behaviours and understanding of organisational ways of working.

Providing temporary cover

When apprentices temporarily cover for colleagues, it counts as employer-led off-the-job training. Whether covering for someone on leave or taking advantage of a secondment, these situations allow apprentices to gain new skills, knowledge, and behaviours by handling responsibilities beyond their usual role.

Participation in meetings

Participating in and even leading meetings builds critical professional skills and behaviours in apprentices. Skills such as effective listening, note-taking, and actively participating in discussions are developed during meetings. So, the time spent in these activities contributes to their off-the-job training requirements. 

Performance evaluations

Apprentices, like other employees, undergo regular performance evaluations, during which their achievements are assessed against set goals and criteria. These performance reviews are considered part of their off-the-job training. 

1-2-1 sessions

Any one-on-one meetings between an apprentice and their manager or another team member, whether discussing performance, specific projects, or other work-related topics, qualify as learning and development activities and so count as employer-led off-the-job training. 

Exhibitions & conferences

Attending industry-specific exhibitions or conferences is a beneficial form of employer-led, off-the-job training for apprentices. These events offer opportunities to learn about recent industry trends and network with peers.

Employer-sponsored training courses

Any course organised by the employer that falls outside of the formal apprenticeship curriculum is considered employer-sponsored off-the-job training. This could include, for example, health and safety training, continuing professional development (CPD) courses, or customised company-specific programs. 

Interdepartmental visits

Understanding how the organisation operates as a whole enhances an apprentice’s performance, just like any other staff member. Time spent by an apprentice visiting other departments to observe their colleagues’ roles qualifies as employer-led off-the-job training, helping them see how different sections work together towards the company’s objectives. 

Training sessions delivered by the apprenticeship provider

An apprentice will attend training sessions, usually online, delivered by the apprenticeship provider, providing underpinning knowledge that will enable them to do their job to industry standards. Alongside live classes, apprentices may also access videos and pre-recorded materials, all contributing to the required off-the-job training hours.

Portfolio-building

Throughout their apprenticeships, individuals must compile evidence to showcase the progress of their skills, knowledge, and professional behaviours. The e-portfolio is a pivotal component of the apprenticeship experience and is crucial to the final assessment. The apprenticeship tutor supervises the apprentice’s portfolio-building, and the employer also reviews progress. Time allocated to developing the e-portfolio also counts towards off-the-job training.

Reflection sessions

Structured work-based reflection sessions, guided by the apprenticeship tutor, are integrated into the learning programme. These sessions allow apprentices to reflect on their workplace practice, transforming experiences into learning opportunities to improve performance. These sessions are included in the off-the-job training hours.

Reviewing research & background materials

The apprenticeship provider will supply apprentices with well-researched additional personal and professional development materials to support the development of their knowledge, covering safeguarding, wellbeing, and career advancement. Reviewing and applying these resources is considered part of the off-the-job training.

Extra workshops & webinars

Occasionally, the apprenticeship provider arranges workshops or webinars for apprentices to attend alongside peers and industry experts.

So, the definition of apprenticeship off-the-job training is extremely broad. All these activities contribute to the development of the apprentice’s skills, knowledge and behaviours, which they will put into practice productively in the workplace. Not only does the apprentice benefit but so does their employer, with an employee who will have the ability and confidence to contribute to the organisation’s growth and success.