Off the Job Training: New Rules from August 2025

Introduction

From 1 August 2025 there are important changes to off-the-job training (OTJT) for apprenticeships. If you are an employer thinking of taking on an apprentice, you need to know what has changed. This blog explains the new rules in plain English. It offers practical steps to help you stay compliant and get the most from apprenticeship Training.

What is off-the-job training (OTJT)?

Off-the-job training is training the apprentice receives during their paid working hours. Its purpose is to develop the knowledge, skills and behaviours set out in the apprenticeship standard. OTJT must be distinct from on-the-job training. On-the-job training teaches the apprentice how to do their job day-to-day. OTJT focuses on developing occupational competence.

What OTJT can include:

• Teaching of theory: lectures, role play, simulations, e-learning.
• Practical training: shadowing, mentoring, industry visits.
• Learning support, time spent writing assignments and revision.

What OTJT must not include:

• Initial assessment and onboarding.
• Stand-alone English and maths qualifications (these are additional).
• Activities not required by the standard.
• Progress reviews, exams or testing.
• Training outside the apprentice’s normal paid hours (except rare, agreed and compensated exceptions).

Key changes from 1 August 2025

The Institute for Apprenticeships has simplified and clarified OTJT rules. The main changes affect how minimum hours are set, how they are delivered and how evidence is recorded.

1. Minimum hours are published on each standard

   • Providers no longer calculate the minimum OTJT for each apprentice.
   • The published minimum represents the full occupational content for a learner with no relevant prior learning.
   • While the Institute’s website moves to Skills England, you can find these figures in Annex C.

2. Funding and prior learning

   • To be eligible for government funding, an apprentice with no relevant prior learning must receive at least the published minimum OTJT hours for the standard.
   • The requirement can only be reduced when you have clear, evidenced prior learning. The reduction must match the evidence.
   • The programme must still meet a floor of 187 hours of evidenced delivery and at least 8 months in actual duration.

3. Delivery flexibility: hours and duration are no longer linked

   • Providers can deliver the required hours over any timeframe, as long as the programme lasts at least 8 months.
   • This removes the automatic link between OTJT hours and planned duration. It gives you more flexibility on scheduling.

4. No distinction between full-time and part-time for OTJT delivery

   • Providers no longer have to automatically extend programmes for part-time apprentices.
   • However, when you set duration, consider the apprentice’s working hours so that training expectations stay realistic.

5. OTJT active learning and English/maths rules

   • “Active learning” for OTJT has been renamed OTJT active learning to avoid confusion with English and maths active learning.
   • If you fund English and/or maths, providers must meet both active learning requirements separately.

6. Employer statement reinstated (15 July 2025 update)

   • If actual OTJT hours are less than planned hours, providers must produce an employer statement.
   • The statement must explain the difference and be signed by employer and apprentice. This protects funding and shows agreement.

What this means for you as an employer

These changes affect how you plan and manage an apprenticeship. Here is what you should do.

1. Agree the published minimum and your planned hours

   • Ask the provider what the published OTJT minimum is for the chosen standard (or check Annex C).
   • Agree planned OTJT hours that are at least the published minimum, unless the apprentice has evidence of prior learning. You may plan more hours if needed.

2. Check prior learning carefully

   • If the apprentice has relevant prior learning, the provider can reduce planned hours. Make sure the evidence is clear and recorded.
   • Any reduction should be reasonable and documented. The programme must not fall below 187 hours or 8 months.

3. Set a realistic schedule

   • Decide together how the hours will be delivered. You can front-load, use block release, or spread training across the apprenticeship.
   • For front-loaded or block release, OTJT active learning must happen at least every three months. For other delivery models, it must happen at least every calendar month.

4. Keep records and sign the employer statement if needed

   • Ensure the planned hours appear on the training plan, apprenticeship agreement and ILR. All dates and figures should match.
   • If actual hours are less than planned, sign the employer statement confirming you are satisfied with the training and reasons for the difference.

5. Collect evidence of delivery

   • Retain quantifiable evidence that OTJT delivered new, relevant knowledge, skills and behaviours during paid hours. Examples include attendance logs, session summaries, assignment records, and mentor reports.
   • The provider is ultimately responsible for evidence, even when training is delivered by a subcontractor or your staff. But you should keep copies to support audits.

Practical checklist for employers

• Confirm the minimum OTJT hours for the apprenticeship standard.
• Agree and document planned OTJT hours and delivery model with the provider.
• Check for and document any prior learning before starting.
• Ensure training is scheduled during paid working hours and is tracked.
• Ask for monthly or quarterly OTJT activity updates, depending on delivery model.
• Retain or request copies of delivery evidence and signed statements if hours differ.

Why this change helps you

The new rules give you more flexibility. You can choose a delivery timetable that fits your business. You can also use prior learning to reduce unnecessary delivery. At the same time, the published minimum and the employer statement keep standards high and protect public funding.

VQ Solutions can help you navigate these changes. We have experience aligning OTJT with employer needs while meeting funding rules. We support evidence collection, training plans, and RPL assessments.

Conclusion

From August 2025, off-the-job training rules aim to be clearer and more flexible. As an employer, you must still ensure the apprentice receives the published minimum hours or a properly reduced figure supported by evidence. Plan the training well, document everything, and work closely with your provider.

If you want help preparing training plans, evidence packs, or RPL assessments, VQ Solutions can advise you. Contact us to make sure your apprenticeship meets the new OTJT requirements and delivers real value for your business.