A learner has changed their working hours. I have processed the change in the working hours tracker, why hasn't it altered the programme duration?
Off the Job Hours are capped at 6 hours a week. Therefore, if the old working hours and new working hours are both over 30 hours no change will be made to the programme duration when processing the tracker.
Where is the 'Date' in the Off the Job Evidence record pulled from?
The 'Date' displayed in the Off the Job Evidence record corresponds to the 'Completion Date' entered by the user when uploading the evidence.
For instance, the date "20/05/2023" displayed in the Off the Job Evidence record below represents the completion date entered by the user at the time of the evidence upload (as demonstrated in screenshot 2).
Why is the Off-The-Job Hours card showing as 100% completed despite the learner not having met the minimum required hours?
This is likely due to the Learning Plan not having enough planned Off-The-Job Hours. If the planned Off-The-Job Hours in the learner's Learning Plan are aligned with the minimum required hours, then the Off-The-Job Hours card should display the expected information.
Why do some figures on the Off-The-job Hours card show in red?
Here are the rules for the figures to show in red on the Off the Job Hours card:
- Minimum Required: Where the minimum required figure is higher than the forecast figure, this is displayed in red.
- Planned (ILR): Where the planned figure is higher than the forecast figure, this is displayed in red.
- Forecast: Where the forecast figure is below either the minimum required or planned, this is displayed in red.
The OTJ Hours for a learner have changed, Why is this?
Please be advised that if you change the Learning Planned End date or the Learning Actual End Date in the ILR main aim, or the Weekly contracted hours, this will force a recalculation.
Please check the ILR history to see if these have been updated recently, as this could have caused the recalculation to the OTJ hours.
How do I find a learner's OTJ hours once they have been withdrawn?
If your organisation primarily uses Console, you will only be able to view this information before the withdrawal takes place.
In Classic, you can view this information by navigating to the learning plan for the previous programme, or by reporting on the OTJ field via the User Generic Report tile.
How do we provide evidence of a learner's Off the Job hours to the EPA Organisation?
We recommend using the 'Off-the-job evidence record' document to show evidence of an apprentice's OTJ hours.
It will show any OTJ hours accepted against each completed activity in the learning plan. This can be generated whenever you want to check the details of these hours.
You will need to have the document template enabled in the Compliance documents token of the Programme Builder, if it has not been enabled already.
Why are OTJ hours for submitted evidence not matching what is being reported on the Learning Plan?
Navigate to the Edit view by using the Edit button as shown.
Check the Off-the-job hours type relating to the evidence uploaded. Check if the option "This work was completed in my own time and is not OTJT" has been selected.
Change the type for the evidence files to an option that does count towards OTJ hours (those highlighted below) and this will then add the hours up on the Learning Plan.
Please note this option is only available in Classic.
Why has evidence uploaded by a learner not contributed to off-the-job hours?
One common cause is the Hours Collection type selected when the evidence was uploaded. Only evidence uploaded with Off the Job Training hours chosen as the Hours Collection type will count towards the learner's off-the-job hours total. Any other Hours Collection type will record the time against the evidence record, but will not contribute to off-the-job hours on the learning plan.
To check and resolve this:
Open the evidence record.
Check the Hours Collection type field.
If the value is anything other than Off the Job Training hours, the hours will not appear in the off-the-job hours total.
Re-upload the evidence with the correct Hours Collection type selected, or amend the existing record.
Why is the off the job hours option not appearing when submitting evidence for a learning plan components?
If the setting has not been enabled in the programme builder, the off the job hours option will not be displayed as an available option when submitting evidence for a learning plan component.
To resolve the issue, please go to the ‘Programme Requirements’ token for the programme the learner is enrolled on, and tick the ‘Collect off-the-job hours’ checkbox. Once this has been completed, the learner will then be able set off the job hours for any evidence they submit.
Are Minimum OTJ Hours based on Planned End Date or Actual End date? What happens if the Actual End date is entered afterwards, and differs from the original Planned End date?
Please be advised that our system is designed to calculate Minimum OTJ hours based on Learning Start and Learning Planned End dates (when Learning Actual End date is blank) in the ILR. If the Learning Actual End Date is not blank and has a date entered, then Minimum OTJ hours is calculated based on Learning Start date and Learning Actual End date.
If the Learning Actual End date is entered afterwards and if it differs from Planned End date, then Minimum OTJ hours will change and will be re-calculated based on Learning Actual End date.