Christina Marfleet

OTJ calculator


Good Morning,
Would anyone be willing to share their off-the-job training calculator that they use to work our a learners OTJ please?  We have one which we thought was working but now with the introduction of DSAT 21A-216 it would seem something is awry.

For some learners it has highlighted that the ILR has been coded incorrectly, but for a number of learners the figure in our ILR is the number given by our calculator which according to the DSAT report is wrong.

Many thanks 



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That report is a bit weird, can't work out *exactly* how it's calculating. A client had a year long App on 278 hours (30 hrs a week) and it was popping up on the report even though that's the classic minimum value (and the one my spreadsheet would produce!). It *might* be rounding up rather than rounding down, so there's literally half an hour difference, but, like I say, because it doesn't say what it thinks the minimum OTJ should be, it's just guesswork. I'll drop them a line.

Are your examples year long, 30 hrs/week as well?

Christina Marfleet

Hi @Steveh yes it seems to be the 30hours a week and also a couple of learners who only work 38 weeks a year it doesn't like their value as the duration of the programme has been extended to take into account the learner only working term time but still working 30+ hours.


Aha, I think the term-time only ones shouldn't be flagged as 30+ hours a week, you should use the average hours per week over the programme in Employment Intensity, which I'm guessing will be 21-30?

Christina Marfleet

Thank you @Steveh I will double check with the teams to see what they are doing with the term time only learners.  I know with the one case that is on the DSAT that the hours haven't been averaged over the programme which is probably why the report is looking for more. 

It would be useful if the report were able to give us the bare minimum OTJ the learner would be required to do, based on the lower thresholds.  But then I guess some may take the figure provided and use it when they should really be using a figure calculated to each learners circumstances.

Catarina Smith

I'm also having difficulty with the calculation compared to others calculators.

Could someone please advise:

My calculation is that a learner on a 12 month programme (or 366days) Full time 5 days a week, 30hrs a week contract = 1398 contracted working hours and 280 20% threshold. 

I have done this by taking 366 - 28days leave = 338 

388 - 104 (Non working days/weekends) = 234 working days

(30/5)*234 = 1404 hours for the 12 months and 20% = 281min OTJH

However the calculators I've seen others using, are calculating it as 52*30 (weeks per year times contract hours) or 6*366 (daily hours times 366 days of the year)

If the non working days and the holiday entitlement is not included then you have way over the threshold. But could result in more paperwork later if that isn't met (because the requirement is too high/unrealistic) - so I want to be sure our calculator is working correctly with the above formula and we aren't miscalculating the minimum.

I was worried because of the 366 days on programme minimum. As the actual working days per year do not total 366 but the duration of the Apprenticeship is 366 days. Hope that makes sense. 

Any advice is appreciated.

Kay Mellanby

I am using the following calculation: 

prog duration in weeks x hours per week of learner x 0.2 = OTJ

So for a learner who works 37 hours a week on a 12 month programme this would be be:

52 weeks (minus 5.6 for annual leave) 46.4 x 37 hours a week x 0.2 = 343 OTJ

Is this correct?