Hi, we’ve recently had our ESFA audit and one of the recommendations is that although we are asking our learners to record their 20% OTJ (we get them to include it as part of their CPD Log), we also need to record it by learner centrally and so monitor it across the full programme by learner to ensure it’s being achieved.
It would be good to understand what other providers are doing in this respect so we are able to replicate the good practice of others and there is a consistent approach amongst providers for the ESFA.
We have also recently undergone an audit, we were calculating 20% off the job as days of attendance due to our block release delivery. The auditor requested that hours of attendance were logged to match the contracted hours of the apprentice.
We have a timesheet in place which logs the hours and type of activity and is then signed off by the employer, learner and ourselves upon completion. I’m concerned though that this will not be enough to demonstrate training.
I would hazard a guess from the OP that the auditor could not see how you could effectively monitor the learner’s progress on an ongoing basis. This then posing a risk to successful completion of the apprenticeship?
Our learners update their log with the employer and assessor’s support, this is uploaded monthly and monitored by the Team Leader to ensure that the OTJ training plan is on track to meet the original plan.
It may just be the case that they couldn’t see your full system of control, or it may be that you just need to introduce and document some formal regular checks ‘centrally’, this may then satisfy the audit requirements.