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HomeMy WebLinkAboutHUR160 Training, Develop. EducaCITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: ,, A , , Oc;160 [,1, 0,9(/,-7 Category: Subject: 001 /001 Policy Title: TRAINING, DEVELO UCATION ASSISTANCE POLICY POLICY STATEMENT: The City of Pickering is committed to staff training and development, and encourages employees to acquire, maintain and improve their skills and knowledge through programs of. study that are either related to their present positions, or programs of study that enhance their future potential, value and contributions to the City. Employees may be either permitted to participate in training and development courses on the basis of individual or Corporate needs, or be required to attend training courses to correct performance deficiencies or attain required performance standards and requirements, with or without the assistance of the City. POLICY OBJECTIVE: The objective of this Policy is to: 1. Outline procedures for a corporate training and development program to ensure consistent application across the organization. 2. Provide a process for meeting the training and developmental needs of City employees in accordance with individual and organizational needs, requirements and objectives. 3. Enrich the work experience of employees to achieve greater job satisfaction and increased levels of performance and responsibility. Page 1 of 1 • CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY • GENERAL: 01 Definitions: 01.01 — Corporate Training & Development Plan — A plan which outlines the job related workshops or courses (excluding seminars and conferences) that will be provided by the Corporation in each calendar year. 01.02 Departmental/Divisional Training and Development Programs Programs that have been designed to address specific training needs within a particular department or division. 01.03 Development Programs - Program(s) of activity designed to prepare an employee for future job responsibilities and promotional opportunities. 01.04 Educational Assistance — Funding provided by the Corporation to reimburse eligible employees who have successfully completed educational courses outside of their regular hours of work. 01.04 Permanent Full-time Employee — An employee hired into a permanent full-time position and who has successfully completed the required period of time which constitutes probationary service. 01.05 P.R.E.P. Forms — Forms that are included in the Performance Review and Evaluation Policy (HUR 120) as Appendix 2. 01.06 Program of Study — Program of activity involving more than one job- related course offered by an accredited educational or professional institutions that results in a certificate, diploma, degree or professional designation. Page 1 of 6 • CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 01.07 Training Programs - Programs of activity designed to enhance an employee's ability to effectively perform current job responsibilities. 01.08 Workshops — Brief intensive training sessions that emphasize participation in problem solving, experiential exercises, role playing and group interaction sessions. [revised, change word from experimental to experiential — Feb. 28/02] 02 Responsibilities: • 02.01 Council to: Actively support this Policy. 02.02 Chief Administrative Officer to: (a) Actively support this Policy. • (b) Approve this Policy and any amendments as may be required from time to time. (c) Review and approve the annual Corporate Training & Development Plan. 02.03 Division Head, Human Resources Division to: (a) Actively support this Policy. (b) Receive and review Corporate Training & Development Plan and submit same to CAO for approval. Page 2 of 6 • • • CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 02.04 Department/ Division Head to: (a) Participate in training and development activities provided by the Corporation, as required. (b) Utilize new skills that have been acquired through participation in workshops or educational courses. (c) Identify, prioritize and implement training and development programs that will meet specific departmental/divisional needs. (d) Allocate sufficient funds in the departmental/divisional budget for specific training and development programs. (e) Forward departmental/divisional training and development records to the Safety & Training Co-ordinator for review and retention purposes. (f) Monitor the effectiveness of departmental/divisional training and development activities to ensure employees possess the necessary skills to meet current and future job requirements. 02.05 Supervisor to: (a) Participate in training and development programs provided by the Corporation, as required. (b) Utilize new skills that have been acquired through workshops or educational courses. (c) Identify staff training and development needs and advise Department/Division Head accordingly. Page 3 of 6 • • • CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY (d) Encourage staff to participate in ongoing training and development activities, on and off the job. (e) Ensure that staff development is undertaken in a planned, comprehensive manner to maintain an efficient workforce and higher levels of productivity. (f) Create opportunities for employees to apply new skills acquired through training and development activities. 02.06 Safety & Training Co-ordinator to: (a) Identify the overall training and development needs of the Corporation with input from departmental client representatives. (b) Prepare and submit a Corporate Training & Development Plan for the following year to the Division Head, Human Resources on or before September 15th of each year. (c) Coordinate the development and implementation of training and development programs to meet the Corporation's needs, goals and objectives. (d) Assist Department/Division Heads in the development and delivery of departmental/divisional training and development programs. (e) Establish and maintain centralized training and development files and records, and ensure all courses taken are recorded in the employee's personnel file. (f) Assess annually the effectiveness of training and development programs throughout the Corporation and report on findings to the Board of Management through the Division Head, Human Page 4 of 6 • • • WOKlatilei CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY (g) Resources. Advise employees of internal workshops and relevant external training and development opportunities. (h) Promote the importance and value of training and development activities on an on-going basis. (i) Consult with departmental officials and representative employee focus groups and refer to completed P.R.E.P. forms to plan, develop and prioritize the Corporation's annual training needs. (j) Recommend changes to this Policy as required from time to time. 02.07 Human Resources Division to: (a) Assist employees in the identification of training and development activities that enhances their ability to achieve individual job/career goals. 02.08 Employee to: (a) Participate in training and development programs provided by the Corporation, as required. (b) Utilize new skills that have been acquired through participation in workshops or educational courses. (c) Initiate participation in training and development opportunities to increase effectiveness in present position and prepare for future advancement. Page 5 of 6 CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 001 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY (d) Apply himself/herself personally and professionally in developing his/her own potential. (e) Expect to make some financial and personal contribution toward his/her own professional development. (f) • • Recognize that assistance with professional development is neither an entitlement nor a reward for service. Page 6 of 6 Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 01 Educational Assistance: The purpose of this program is to encourage employees to become more effective on the job and to increase their potential for career advancement within the Corporation through workshops, courses or programs of study that are either related to their present job, or that enhance the employee's future potential, value and contribution to the City of Pickering. 02 Eligibility: Candidates for educational assistance are restricted to permanent full-time employees who have completed twelve consecutive months of service with the City of Pickering prior to the date on which the course is to begin. The Chief Administrative Officer, under exceptional circumstances, may waive this time requirement for reasons that include, but are not limited to succession planning, organizational need, correcting performance deficiencies or change management. 03 Responsibilities: 03.01 Chief Administrative Officer to: (a) Review and approve Educational Assistance Applications from direct reports according to the provisions of this Policy. 03.02 Department Head to: (a) Allocate funding within the departmental/divisional budget for employee educational assistance purposes. (b) Review, approve and verify Educational Assistance Applications from employees within area of responsibility according to the provisions of this Policy. (c) Forward copies of diplomas and certificates to Human Resources for retention purposes. Page 1 of 6 Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 03.03 Division Head & Supervisor to: (a) Review and advise Department Head on Educational Assistance Applications submitted by employees in accordance with the provisions of this Policy. 03.04 Human Resources Division to: (a) Assist Department Heads in the processing of Educational Assistance Applications. (b) Assist employees in identifying training and development activities which fulfill Corporate and individual needs, goals, and objectives. 3.05 Corporate Services Department to: (a) Reimburse eligible employees for pre -approved educational expenditures as approved by the Department Head. 04 General Guidelines: 04.01 Courses must be taken from a recognized educational institution or accredited professional association. 04.02 Courses must be taken outside of the employees' regular working hours. Overtime or time off in lieu will not be paid to employees taking courses outside of their regular working hours. 04.03 Departmental/Divisional Training and Development activities and educational assistance are funded by the Departmental/Divisional budget. 04.04 Preference will be given to educational assistance requests for participation in educational courses in traditional classroom settings. Correspondence and e -courses will only be considered if there are no alternative instruction methods available. 04.05 Approval of the initial course in a program of study does not automatically guarantee approval of subsequent courses. The Page 2 of 6 • Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY employee must seek pre -approval from the Department Head before enrolling in each individual course in the program. 04.06 The Corporation reserves the right to suspend or withhold approval of any educational program or course. In making such decisions, the Department/Division Head, in consultation with Human Resources, shall exercise such discretion after evaluating relevant factors including, but not limited to, operational requirements, availability of funds, and employee's job performance. 05 Application Procedures: 05.01 The Employee completes the Educational Assistance Application Form (Appendix 1). A detailed description of the course content, requirements, and other relevant information must be attached to the application form. 05.02 The Employee submits the completed application form to his/her Supervisor. 05.03 The Supervisor indicates his/her comments on the application form and then forwards the form to the Division Head. 05.04 The Division Head indicates his/her comments on the application form and then forwards the form to the Department Head. 05.05 The Department Head determines the level of educational assistance that the employee is eligible to receive based upon the provisions of this Policy and advises the Division Head/Supervisor of the outcome. 05.06 The Division Head/Supervisor informs the employee of the level of educational assistance he or she is entitled to upon successful completion of the educational course. 05.07 The Employee enrolls and participates in the educational course. Page 3of6 Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE. POLICY 06 Approval Criteria: The Department Head will evaluate Educational Assistance Applications based upon the following approval criteria: A. Correlation to Position 1 point: 2 points: 3 points: not essentially related to job related to job specifically related to major portion of total job function B. Benefit to Organization C. 1 point: 2 points: 3 points: not immediately beneficial not immediately beneficial in present job function, but an asset for future development immediately beneficial to present job function Employer's Obligation to Provide Assistance 1 point: 2 points: 3 points: primary obligation rests with employee mutual obligation primary obligation rest with employer 07 Determination of Educational Assistance Level: The Corporation will provide education assistance ranging from 25% — 100% of the registration/tuition and examination fees based upon the approval rating score. The degree of assistance provided will be calculated as follows: 100% Assistance: 75% Assistance: 50% Assistance: 25% Assistance: 0% Assistance: 7 points and over 6 points 5 points 4 points 3 points and under Page 4 of 6 • Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 08 Leave of Absence for Participation in Educational Course: An employee may apply for a leave of absence without pay in accordance with the Leave Policy - Non -Union Employees HUR 090 or in accordance with the relevant collective agreement where it applies. 09 Reimbursement to Employee: 09.01 The annual maximum educational assistance claim is as follows: Registration/Tuition Fees: $1,000 Examination Fees: $ 150 Cost of text books, course materials, and other fees are the responsibility of the employee and are not eligible for reimbursement. • 09.02 No re -imbursement will be granted in cases where the employee has failed to attain a passing grade in the course. 09.03 To obtain re -imbursement, the employee must submit original registration/tuition and/or examination receipts, confirmation of successful completion of educational course and a copy of the grade report, where applicable, to the Department Head. This must be done within 30 days of notification of examination results. 09.04 The Department Head verifies that the claim qualifies for re- imbursement and then forwards a completed Requisition for Payment Form, along with original receipts., to the Corporate Services Department. 09.05 The Department Head forwards a copy of the documentation submitted by the employee and the pre -approved Educational Assistance Application Form to the Safety & Training Co -coordinator for central record keeping. 09.06 The Employee forwards completed Educational Assistance Evaluation Form (Appendix 2) to the Safety and Training Coordinator for retention and planning purposes within 30 days of notification of examination results. Page 5 of 6 Chief Administrative Officer Date Originated: Policy Number: Classification: HUR Reference: Date Revised: Category: 160 Subject: 002 Policy Title: TRAINING, DEVELOPMENT & EDUCATION ASSISTANCE POLICY 10 Reimbursement to Employer: 10.01 In the event of separation for any reason prior to 12 months following course completion and notification of results, employee must repay the funds provided by the Corporation on a pro -rated basis calculated as follows: Total Amount Expended x Months not served = Repayment 12 • • Page 6 of 6 HUR 160-001 Appendix 1 EDUCATIONAL ASSISTANCE APPLICATION FORM Name: Position Title: Department: Division: Program of Study: (Please attach copy of Course Content with this application) Start Date End Date Registration/Tuition Fees Examination Fees Scholarship/bursary applied for? ❑Yes ❑ No If yes, amount applied for Is this course part of a certificate, degree, diploma or accreditation program? ❑ Yes ❑No If Yes, describe School/ Institution Location Describe how this course or program will be beneficial to you and the City of Pickering I hereby apply for educational assistance. I agree that if I leave the Corporation within twelve months of receipt of educational assistance, I will reimburse the Corporation on a pro -rated basis for the amount of assistance received. Employee Signature Date ********************************************************************** For Completion by Supervisor/ Division Head Supervisor Remarks: Do you endorse this request? Yes ❑ No ❑ Why? Supervisor's Signature Date Division Head's Signature Date Page 1 of 2 H U R 160-001 Appendix 1 For Completion by Department Head: Approval Criteria Department Head Rating 1. Correlation to Position 3 Points 2. Benefit to Organization Not essentially related to the job 3. Employer's Obligation to Provide Assistance Specifically related to major portion of total job function Total Rating: Not immediately beneficial Approval Level of Assistance: 0/0 Amount of Assistance: Departmental Budget Allocation: ❑ Yes ❑ No Account Code: Department Head Date Approval Criteria Table Criteria 1 Point 2 Points 3 Points Correlation to Position Not essentially related to the job Related to Job Specifically related to major portion of total job function Benefit to Organization Not immediately beneficial Not immediately beneficial in present job function, but an asset for future development Immediately beneficial to present job function Employer's Obligation to Provide Assistance Primary obligation rests with employee Mutual Obligation Primary Obligation rests with employer 7 & Over 6 5 4 3 & under Point Rating Page 2 of 2 100% assistance 75% assistance 50% assistance 25% assistance 0% assistance • • H U R 160-001 Appendix 2 EDUCATIONAL ASSISTANCE EVALUATION FORM Name: Position Title: Department: Division: Program of Study: Start Date: End Date: 1. On a scale of 1 - 5 (1 is poor and 5 is excellent), please indicate the following: (a) Overall rating of the course 1 2 3 4 5 (b) Course length 1 2 3 4 5 (c) Course materials/textbook (d) Relevancy to current job 1 2 3 4 5 1 2 3 4 5 2. Describe how this course will aid you in the performance of your current job at the City of Pickering? 3. Describe how this course will enhance your opportunities for career advancement within the City of Pickering? 4. Would you recommend this course to other co-workers? Yes n No ❑ 5. Additional Comments: .Employee Signature Date Thank -you for your assistance. Your feedback will assist Human Resources in identifying relevant external training and development programs.