Completing the Hours Record
Planned Hours
Planned Hours are returned for learners on apprenticeship and T Level programmes.
For apprenticeships, HRS 1 will collect the planned off-the-job training hours for the apprenticeship programme. The off-the-job training minimum requirement is 20% of the learner’s apprenticeship programme hours.
Minimum off-the-job training required in hours can be calculated as below:
(X weeks (less statutory leave) x Y hours) x 0.2 = minimum planned hours
Example:
Where the apprentice is working 30 hours per week and requires the full content (no prior learning recognised) – 12 months (52 weeks) typical duration:
52 weeks (minus 5.6 weeks statutory annual leave) = 46.4 weeks
46.4 weeks x 30 hours = 1392 hours
1392 hours x 0.2 (minimum 20% off-the-job training) = 278.4 hours
In this example HRS 1 would be populated with 278.
This is an example, the HRS 1 should be based on the individualised contract hours and duration of the specific learner and as recorded on the commitment statement. The duration should be extended if the apprentice is working less than 30 hours per week.
The off-the-job hours recorded may only be less than the minimum if specific exceptions apply. These exceptions are detailed in the rule references in the Apprenticeship Funding Rules.
Apprenticeship planned hours may include:
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The teaching of theory, for example: lectures, role playing, simulation exercises, online learning and manufacturer training
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Practical training, shadowing, mentoring, industry visits and participation in competitions
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Learning support and time spend writing assessments and assignments.
Apprenticeship planned hours must not include:
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English and maths delivery at level 2 or below
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Training to acquire knowledge, skills and behaviours that are not required in the standard
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Progress reviews or on-programme assessment required for an apprenticeship standard
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Training that takes place outside the apprentice’s normal working hours
For T Level programmes the planned hours must include:
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the technical qualification
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Specialist content
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Non-qualification activity
T Level planned hours must not include:
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English and maths delivery
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Industry placements
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Other qualifications that are not part of the T Level.
For both apprenticeships and T Levels, planned hours are only recorded against the programme aim, are set at the beginning and cover the entire duration of the programme.
It is important to record the hours data accurately at the being of the programme based on its supporting evidence. Data should not be amended. The exception to this is if you are correcting a recording error.
To correct the error providers are permitted to change the value to reflect the evidence they have in the evidence pack. This includes changes required after hard close. We will monitor changes to ensure compliance with planned hours data.
Additional delivery hours
HRS 6 records the additional hours delivered for Adult skills funded and ESOL units or qualifications where a learner needs additional learning to that funded through the applicable matrix rate.
The Additional delivery hours (HRS 6) may be used for approved ESOL units or qualifications and must not be used for non-regulated ESOL or any other ESOL qualifications.
The size of the Tailored Learning Course
The hours value returned for the size of the Tailored Learning course (HRS 5) are the planned timetabled learning hours for the learning aim. We expect providers to use the information they provide to learners, for example in a course prospectus or on their websites to complete HRS 5 in the Hours Record. We do not expect providers to calculate or amend the hours for individual learners (for example, if a learner does not attend all the sessions), or adjust the return for any changes to the planned hours once learning has commenced.