1.1
This policy outlines
the approach to Learning & Development (L&D) at NFDC,
ensuring all employees have access to opportunities that support
their growth, and contribute to the strategic aims within our
Corporate Plan.
1.2
NFDC is committed to
fostering a culture of continuous learning in line with our LEAF
learning value, and our People Strategy theme,
‘Grow’. We firmly believe that having the best
staff, who are well-supported, is key to delivering the best
outcomes for our residents.
1.3
This approach will
also see us best placed to negate national recruitment issues, an
ageing workforce, fast moving technology, and skills gaps in some
professional areas for new and existing staff.
2.1
All employees of
NFDC.
3.1
We support the
development of our employees through a range of methods, starting
with a robust induction and then throughout employment. This
may be compliance training, structured training, both generic and
professional (one-off or longer term), eLearning, leadership and
management development, apprenticeships, informal learning and free
learning opportunities, coaching and mentoring.
4.1
Our Growth and Goals
conversations are designed to discuss all elements affecting
employees at work, with growth as a key element to this. Our
Growth and goals conversations SharePoint page offers tools
and techniques for discussing learning and development.
4.2
Mandatory training
is set corporately, and is added to the Learning Management System
(LMS), this is completed by eLearning or toolbox talks, and the
corporate LMS is updated accordingly
4.3
If there are any
learning and development needs discussed at these meetings, they
will fall in to either corporate/generic or professional/technical
areas, and a L&D consideration Form should be submitted by the
line manager for any development the manager feels should be
supported. The Form can be found on the
Growth and goals
conversations SharePoint page.
5.1
Corporate/generic
requests will be managed by the corporate Learning Team, via a
corporate MS List from all completed forms, and agreed training
will be funded from the corporate training budget. Details of
courses will be added to the LMS for colleagues to book on
to.
5.2
Professional and
technical needs will be funded within Service and Directorate
training budgets. Outside of budget responsible officer
approval (up to £200 per head), will go to Service/Senior
Manager for consideration at Directorate meetings, via Directorate
MS List from all completed forms. All directorates will
follow a fair and transparent method for reviewing and approving
all these requests. Training will be prioritised according to
Strategic Fit/Relevance and Expected Outcomes. Requests will
be considered at regular intervals throughout the year, to support
the management of budgets. Whether approved or declined,
rationale will be given. Once completed, this triggers a
response to the request back to the manager and the
employee.
5.3
If a
professional/technical request is approved, training should be
booked within the service, and the employee is responsible for
updating the LMS with the course details (under ‘my
learning’ - ‘external learning’).
5.4
If declined, the
manager and employee should discuss alternative options at the next
Growth & Goals conversation.
5.5
The diagram below
shows how our different strands of learning work:
6.1
If the training is
£1,500 or more, the employee will be required to accept the
payback terms, shown below. The appropriate Senior/Service
Manager may reduce or waive the full payback costs at their
discretion.
I agree to complete the
approved learning & development activity and agree with the
followingconditions :
Payback period – On
completion of the agreed supported learning/development activity, I
must work for the Council for 2 years. If I leave before completion
of 2 years, I agree to pay back the following proportion of fees
and expenses (by deduction from salary if necessary) –
(except if the reason for leaving is due to Pregnancy, Long term Ill-health, Compulsory Redundancy or
death).
Up to one year -100%
Between one to two years
- 50%
Two years and over - NIL
If I fail to show satisfactory
progress in my studies, the appropriate Service Manager may
withdraw the Council’s sponsorship and, in the case of lack
of diligence, may request that any expenditure be
refunded.
If I voluntarily withdraw from
this learning/development activity, or leave the Council’s
employment part way througha qualification course,then I will be
liableto pay back, at the appropriate Service Manager discretion,
any expenditure already incurred by the Council for that particular
activity.
I give my manager permission to
obtain information on my progresson this activity, by contacting
the provider during my period of study.
If during the course of the 2
year post completion period, New Forest District Council ceases to
exist as a sovereign authority, the conditions as above will
transfer to any new authority taking over the NFDC administrative
area until confirmed otherwise.
6.2
It should be noted
that grading of posts will be unaffected by the learning
intervention, full or part, unless the Contract of Employment
specifically includes provision for a change to the grade/post or
the post is designated a career grade.
6.3
Note: If a new
employee wishes to continue learning and development commenced with
a previous employer, then it is important that the employee is made
aware at interview stage that this would be subject to Service
Manager approval.
7.1
If it is agreed to
support your learning, the council will contribute in full
or partially to
the following:
7.1.1
Learning/Development cost, including any
associated exam or membership required.
7.1.2
Essential Approved
Textbooks (those which the provider specifies in advance as being
essential) and which should be purchased by the learner. The
Council reserves the right to retain any of the above books for its
continued use. (Other books required for reference purpose or as
optional background reading and recommended by the course provider
should be borrowed from the Public Library or College
Library.
7.1.3
Public transport rate covers actual costs
incurred. (2nd Class rail fare or cheap day return- rail warrants
are to be used for this purpose).
7.1.4
For daily travel
from home to attend a course, including one day, day release or
block release courses, the principle applies that you shall be
deemed to have to meet, at your own expense, the cost of travel
from home to base and return each working day. Therefore, this cost
must be deducted from the cost of travelling to college and return
home in order to arrive at the additional cost, which may be
claimed.
7.1.5
Where you are
travelling by car, please refer to Forestnet for the current
rates.
7.1.6
Where more than one
officer is attending the same venue at the same time, you should
give consideration to sharing transport in order to minimise costs
wherever possible.
7.1.7
Reasonable costs
where accommodation is required as part of a residential
course.
7.1.8
Equipment – No
financial assistance will be made for this where it is customary in
the profession or trade for an individual to provide it.
7.1.9
Examination failure – This will mean that
you are allowed a second attempt, which may be at your own cost if
lack of diligence is confirmed by the college. Failure to pass
the second time could result in council funding being
withdrawn.
8.1
The manager and
employee should discuss the time out required for any learning and
development identified and agreed. Generally, if the
development is felt to benefit both parties and offer good return
to the council, then reasonable time off will be given. Employees
are also entitled to leave with pay to sit approved
examinations/tests. At the discretion of the Service/Senior
Manager, additional leave, with or without pay, may be granted for
final review in the period preceding the examination, according to
the circumstances of each case.
8.2
Whilst generally
learning and development matters will be considered as detailed
above in this policy, outside of this, employees with 26 weeks
service have a legal right to request time off for training
relevant to their role formally once within any 12-month
period. (This right does not cover pay for the time off or
payment for the course). If the employee has undertaken any
learning and development within the past 12 months, this will count
as their request.
8.3
If an employee feels
their request for time off has not been given fair consistent
consideration, they may make a formal request for the time
off. A member of the HR Advisory Team will meet with the
manager to discuss and advise appropriately, ensuring the manager
gives serious consideration to the request.
8.4
Within 28 days the
manager will meet with the employee to discuss the request, it is
not essential for an HR Advisor to be present at the meeting,
however the employee has the right to be accompanied by an Employee
Side Representative or workplace colleague. The aim of the
meeting is to provide both sides the opportunity to discuss the
request fully.
8.5
Within 14 days of
the meeting, the manager will write to the employee to confirm
their outcome of the discussion, giving clear reasons for their
decision, as well as the right of appeal made clear.
8.5.1
The outcome could be
to accept, compromise, defer or decline the request.
8.5.2
If it is agreed that
the employee’s hours or pay are to be varied on a temporary
or permanent basis as a result of the decision, a contractual
variation will be required in addition to the outcome letter, which
should be requested via hr.admin@nfdc.gov.uk
8.5.3
If it is declined,
the business reasons for this should be explained. Possible
reasons to decline could be:
·
Unable to reorganise
work amongst existing employees
·
Detrimental effect
on the ability to meet customer demand
·
Where the manager
does not believe the training requested would help the individual
to become more effective and productive at work
·
Planned structural
changes within the service or council overall
8.6
Each request is
considered on its own merit. Agreement to one
employee’s request does not set a precedent or create a right
for another employee to be granted such time off.
8.7
Once a request has
been submitted, the employee does not have the right to amend
it. They may choose to withdraw their request, and if they
fail to attend the arranged meeting (without good reason) the
request will also be treated as withdrawn.
8.8
This decision of the
meeting equates to Stage One of the council’s grievance
procedure. If an employee is not happy with the outcome, they
can raise this as Stage Two of the grievance procedure.
9.1
Where an
apprenticeship is a viable option of learning, consideration should
be given to how the 20% ‘off the job’ time element is
accounted for in the employee’s working week. If it is
thought to be an effective route to learning, and if approved by
the Service/Senior manager, this should be discussed with the
Learning team so that appropriate providers and further details can
be established. Apprenticeship training costs are met from
the Apprenticeship Levy, and whilst they still need to be
considered with the same rigour as other development activities,
they are not subject to the over £1,500 sign off. This
is because they are funded from payments already made to the
Government. Further details around apprenticeships are covered
in employee procedure 6.3.
10.1
If you have any
queries related to learning and development, please email
learning@nfdc.gov.uk
