HomeMy WebLinkAbout5-10 Training Development Amended June 09
Cape Breton Regional Municipality
Human Resource Services
Policy
Category: Training and Development Number: 5-10
Date: May 31, 1996 Page: 1 of 6
Approved by Council: August 20, 1996
Amended: August 18, 1998
Amended: June 16, 2009
Employee Training and Development
It is the policy of the Cape Breton Regional Municipality to promote a climate within the
organization, which recognizes the importance of staff training and professional development for
all employees and that this training should be ongoing for the duration of the employment with
the CBRM.
1.0 Objectives:
1.1 The objectives of this policy are to:
(a)ensure the continued growth in skills and abilities of Municipal employees so
as to ensure that the employees are capable of initiating and utilizing the most
appropriate modern practices and techniques to improve municipal overall
productivity and efficiency;
(b)provide a consistent and equitable method of meeting the training,
development, and professional needs of employees in accordance with current
and future Municipal requirements.
(c)ensure the continued growth in skills and abilities of elected municipal official
by ensuring that opportunities are available for participation in educational
events directly related to their position as councilor such as Union of Nova
Scotia Municipalities and Federation of Canadian Municipalities.
2.0 Responsibilities:
2.1The Council will approve the Employee Training and Development Policy.
(a) The Council will determine the preferred or required qualifications for the
CAO’s position.
2.2 The Management Committee will review, amend and adopt changes to the Employee
Training and Development Policy for recommendation to Council.
(a) The Management Committee will determine the preferred or required
qualifications for the position below the Director level. The Management
committee may delegate this responsibility below the Director level to
.
Directors or Department Heads
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2.3 The Director of Human Resources will:
(a)ensure that the training is linked to Council’s Business Strategies, Business
Planning Needs, Core and Business Unit competencies, Succession Planning
needs, Performance Development Plans and Employee Continuous Learning
Needs.
(b)is accountable for interpreting the policy, implementing the procedure and
ensuring the procedure is understood by staff;
(c) ensure that proper records are established and kept up to date with respect to
participation in training/education activities;
(d) monitor the effectiveness of training, education, and professional development
programs;
(e) administer the budget for central training initiatives undertaken by the
Municipality;
(f) recommend changes to the Employee Training and Development Policy, where
considered appropriate;
(g) assist Department Heads in the development and implementation of a planned
approach to their departmental training activities;
(h) ensure that employees who participate in training or educational related
programs which will benefit the Municipality organization are provided with
appropriate recognition.
(i)create strategic opportunities for advice on development and training issues
particularly in areas of diversity awareness, workplace rights and career
management including retention and succession planning.
2.4 Department Heads will:
(a) be responsible for ensuring the procedures as set down by the Director of
;
Human Resources are followed
(b) ensure, if possible, that sufficient funds are included in the budget so as to
ensure that Municipal employees within their respective departments can take
advantage of various training opportunities which will benefit the Municipal
organization;
(c) ensure that programs provide employees with the necessary skills to meet
current and future job demands and schedule training for any deficiencies
noted.
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(d) assist the Director of Human Resources in monitoring the effectiveness of the
training, education, and professional development programs participated in by
the Municipality’s employees through tests and evaluations in relation to the
minimum requirements for the position.
(e) ensure that all courses of training and professional development taken are
recorded on the appropriate employees’ personnel files;
(f) emphasize the need for the ongoing development of staff and ensure that staff
development is undertaken in a planned and comprehensive fashion;
(g) recommend appropriate changes to the Employee Training and Development
Policy to the Director of Human Resources;
(h) ensure that employees in their departments are made aware of training and
development opportunities.
(i) create a positive environment that promotes training and development of the
employees.
2.5 Employees are personally responsible for initiating participation in training and
development programs. In some cases, the employee’s commitment may involve the
voluntary upgrading of skills at personal expense. However, the Municipality should
make every effort to assist employees in obtaining appropriate training and
professional development.
All employees will:
(a) make productive use of the staff training and development opportunities
available;
(b) take personal responsibility and initiative for their professional development in
order to maximize their contributions to present and future job assignments;
(c) complete an evaluation report on any training/development activity and
forward it to the department head.
(d)bring to the attention of their manager their long-term career training and
development interest.
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3.0 General Procedure
For all training and development activities, applicants will be selected on the basis of
identified Municipal and individual needs, assuming candidates meet program standards
and requirements.
3.1 Municipal employees may either:
(a) be requested to participate in training courses, or
(b) request to participate in training courses with or without the assistance of the
Municipality.
3.2 Application
All employees who are applying for, or are requested to participate in, training and
development courses where funding by the Municipality or where time off from the
workplace is required, will complete the Application for Training (Appendix A) in
consultation with their supervisors. Detailed descriptions of course context and
requirements should be attached to the application.
3.3 Criteria for Approval
Approval for participation (where financial assistance or time off is being requested
of the Municipality) must be obtained prior to enrolment in the program. Approval
and authorization for assistance will be granted in accordance with the following
criteria:
Guidelines for funding:
? Decisions as to whether training should be provided should be based on
considerations such as the following:
(a) Short Term:
- a thorough and realistic assessment of the requirements for training;
- an analysis of expected costs and benefits, including the possible
consequences of not providing the training;
- the cost effectiveness of training as a solution by comparison with other
options;
- identification of municipal and individual needs if candidates possess the
prerequisites.
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(b) Long Term:
When considering training and development and development that involve a
long-term course of study that will result in the employee obtaining a
degree, license or credential, there are two factors to be considered:
What is the gap, if any, between the employee education and training and
the minimum required for the position; and an assessment of the need and
the eventual benefit to the municipality of upgrading the employee through
the proposed training and development.
It is recognized that courses leading to professional designations, Bachelor
Degrees, Masters Degree or other similar designations are expensive and
while they should enhance our employee performance, the measurement of
such improvement may be difficult to quantify. Such degrees and
designation offer long term benefits to the municipality and to the employee.
When granting funding for these degrees and designations, the Department
Head, CAO and Human Resource Director should treat people in similar
position the same and be convinced that there is a reasonable expectation
that the employee may continue in the employment of the municipality for
some time to come (ie. ten years). Consideration should also be given to the
amount of experience the employee has and if such education is likely to
enhance their performance. There is a reasonable expectation that the
professional designation and degrees will enhance or sharpen a person’s
mental skills and their work performance. In all cases, Appendices A, B and
C must be completed. Particular attention should be paid to the anticipated
benefit to the municipality. The total cost of education is limited by the
budget, so decisions will have to be made in favour of the greatest benefit to
the municipality.
It is also recognized that a lengthy work record demonstrating superior
performance and good decisions may be considered equivalent to a degree
or professional designation in the employment of the Cape Breton Regional
Municipality.
(c)Succession Planning/Long Term Training:
On an annual basis, each Director should evaluate their staff complement
and determine the staff strengths and weaknesses for their departments and
develop a plan to address current and future staff requirements as well as the
skills required by the staff. As part of the evaluation, it shouldbe
determined if the requirements can be met through staff development or if it
will be necessary to hire from outside of the organization. If it is determined
that existing staff are suitable and are interested in development, then
consideration should be given to the type of training required.
As part of the process, consideration should be given to internal and external
training. Internal training could include, but not limited to, on the job
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training and course development by CBRM staff. External training could
include, but not limited to, specialized courses, Bachelor Degrees,
Professional Designations and Masters Degree.
The Director will submit their individual training plan to the Human
Resource Director for comments.
For any individual training expected to last more than a year or that will
exceed $2,000 cost to the municipality, a letter of recommendation will be
required from the Human Resource Director which will clearly indicate that
he either supports or does not support the proposed training. The Human
Resource Director will meet with each Director to discuss their plan and
determine if it fits into the overall strategic plan of the municipality. The
Human Resource Director may make suggestions to the Director for
improvements or other changes. As part of this review, the Human
Resource Director would discuss the Director’s personal education plan for
the coming year and ensure that it is part of the Department’s plan. Once
the plans are complete, costs must be assigned to the proposed training. It
will be the Human Resource Director’s responsibility to coordinate the
various department plans and present them to the CAO for consideration or
management committee.
The overall cost of training will be determined by budget as approved by
Council. If the requests for funding exceed the overall budget, then the
CAO will determine the priorities and determine which amounts will be
funded or cost shared with the employee.
When an employee commences a long-term training program such as a
Bachelor’s Degree or a Masters’ program, funding or cost sharing will be
offered for no longer than twelve months at a time. An annual review will
be required for further funding or cost sharing. The annual review will take
into consideration the employee’s progress in the program, the continued
expected value to the CBRM, current budget demands and other urgent
priorities.
For long-term training, local institutions will be used where possible.
Funding provided by CBRM will not exceed tuition costs at CBU for similar
.
or equivalent courses
? Application for tuition funding must be submitted prior to commencement of
the course.
? Funding levels are noted under Categories of Training.
? An employee who fails to complete and attain a passing grade in a course that
has been previously funded by the Municipality will be granted 12 months to
complete the course at their own expense. If the employee fails to successfully
complete the course at that time, he/she will be required to refund the total cost
of tuition via payroll deduction.
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? Funding is subject to budget.
?
Where proposed training activities are based primarily on an employee’s request
and there is no requirement for the training, financial support will not be
provided. In such cases, the employee may wish to request leave without pay.
? Educational leave and assistance is not a reward for service or a benefit to
which every employee is automatically entitled.
? If leave and/or financial assistance is granted, the amount(s) will be specified
and will be based upon management’s assessment of the relative costs and
benefits to the individual and the organization. The amount may range from
unpaid leave and no cost sharing of expenses to fully paid leave and full cost
sharing of expenses (as per Appendix C)
? Granting of educational leave and assistance to any employee is at the discretion
of the Municipality. The fact that an individual may comply with the eligibility
requirements and qualify for the program does not mean that any leave or
assistance will be granted to any given employee at any given time and the
Municipality reserves the right to use its absolute discretion in awarding such
leave.
3.4 Categories of Training:
3.4.1 Correspondence Courses, Certificate Programs and other courses that are
required by the Municipality;
The Municipality will pay 100% of the tuition. Local institutions will be
used, where possible.
3.4.2 Workshops, Seminars and Conference:
The Municipality will pay up to 100% of enrolment expenses.
3.4.3 Correspondence Courses, Certificate Programs and other courses for staff
development that will benefit the Municipality:
The Municipality will pay up to 100% of the tuition. Local institutions will
be used where possible.
3.4.4 Receipts for all expenses incurred must be attached to the reimbursement
request along with proof of successful completion of the course (if
applicable).
3.4.5 Reimbursement will not be made for courses not successfully completed or
if the employment of the employee terminates prior to completion of the
course.
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3.5 Approval:
3.5.1 Department Heads and/or the CAO will approve training and development.
3.5.2 Council approval will be required for any education and professional
development costs for elected officials.
3.6 Travel Expenses for Approved Training and Development Programs:
3.6.1 For out of town courses, workshops, seminars and conferences, approved
under 3.4.1 and 3.4.2 travel expenses will be reimbursed at 100% in
accordance with the Travel Policy.
3.6.2 For out of town courses, workshops, seminars and conferences, approved
under 3.4.3. travel expenses may be reimbursed up to 100% in accordance
with the Travel Policy.
3.6.3 When travelling by automobile for out of town courses, workshops,
seminars and conferences, travel costs will be shared when more than one
person from the municipality is attending.
3.7 Time off Work:
For courses, workshops, seminars and conferences under 3.4.1 and 3.4.2 that require
attendance during the regular scheduled shift, the employee will be allowed time off
with pay at their regular rate of pay. For courses, etc. covered by Section 3.4.3. the
employee may be allowed time off with pay.
3.8 Evaluation Reports – Courses, Seminars, Conferences
Employees who receive any financial assistance from the Municipality for attendance
at courses, seminars and conferences are required to complete an evaluation form
report on the course, seminar, or conference attended. These reports are to be
submitted to the department head for comment and review. Dependent upon program
content, employees may be required to make a presentation to fellow employees.
Following review, all reports will be placed in human resource files for future
reference.
4.0 Report to Council
The Director of Human Resources will submit a training evaluation to Council annually.
The evaluation will include the cost of training by Department segregated by short term
training and long term development.
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4.1 Return of Service Commitment
Employees will be required to sign a Return of Service Agreement Form
(Appendix B), when financial assistance including travel expenses in excess of
$1,499.00 is provided by the Municipality. A Return of Service Commitment will
not be required for mandatory training (training employees require to fulfill their
daily job). Return of Service will be as follows:
12 months - financial assistance provided $1500 to $3000
18 months - financial assistance provided $3001 to $5000
24 months - financial assistance provided in excess of $5000
5.0 Eligibility for Benefits
5.1 Vacation and sick leave credits continue to accrue during a long-term or special
educational leave and if the employee is on unpaid educational leave, vacation
leave may be used to receive pay during part of the period of the unpaid leave.
5.2 The employee’s anniversary date of employment will remain unchanged by the
granting of long-term or special educational leave.
5.3 Any merit increase due on an anniversary date which occurs during a period of
long-term or special educational leave shall be postponed, but may be granted by
the Department Head effective the first day of the month in which the employee
returns to work.
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Employee Training and Development
APPENDIX A
Application for Training
NAME: POSITION: EMP.#
DEPARTMENT: DATE OF HIRE:
Name of Training Program:
Location/Institution:
Description of Training Program: (attach course program/description where applicable)
Dates: From: To:
If course/program requires weekly attendance:
From: To:
Day of Week: Time:
Cost of Program:
Personal Data:
Educational Background:
State why this course/program will be beneficial to both yourself and the Municipality:
Employee Signature:
Date:__________________________
If the Municipality provides, or has provided,
Request approved:______ Denied: ______
me with financial assistance against tuition, or
other costs of training, I understand that my
Reason:
eligibility for such assistance is predicated
upon my successful completion and attainment
of a passing grade in the above
program/training course. Failure to meet these
requirements will render me ineligible for such
assistance and any advanced amount will be
reimbursed to the Municipality by me through
regular weekly deductions from my pay.
Department Head and/or CAO: Date:
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Employee Training and Development
APPENDIX B
Return of Service Agreement
THIS AGREEMENT is made this ________ day of ______________, 200___.
BETWEEN: The Cape Breton Regional Municipality
- and –
__________________________________________
The applicant
It is agreed between the parties as follows:
1. The Cape Breton Regional Municipality will pay:
$__________ towards course/program fees;
$__________ towards travel expenses;
$__________ towards salary (where applicable, for causes requiring a leave of absence).
For attendance at:________________________________________________________
2. In return, the applicant will provide a return of service of ______ months commencing
_________________________, 200___.
3. If the applicant fails to successfully complete ________________________________
course/program, or if the applicant terminates employment with the Cape Breton Regional
Municipality prior to the completion of the course/program, the total advance of
$____________ will be refunded to the Municipality.
4. Should the applicant not provide the full months of service, the total advance will be paid
back to the Municipality.
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5. The parties agree that any money owing to the Municipality under the terms of this
agreement will be deducted from the last pay which the employee is entitled to receive
from the Municipality.
SIGNED, SEALED AND DELIVERED )
in the presence of: )
) THE CAPE BRETON REGIONAL
) MUNICIPALITY
)
)
) _____________________________________
) MAYOR
)
)
) _____________________________________
WITNESS ) MUNICIPAL CLERK
)
)
) _____________________________________
WITNESS ) APPLICANT
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Employee Training and Development
APPENDIX C
Evaluation Guide
Educational Leave and Assistance
Relationship to Job Duties Points
0 – Not useful or directly related
1 - Useful but not directly related
2 - Generally related to position/duties
3 - Specifically related to most duties/responsibilities
Beneficiary
0 - Exclusively employee or no perceived benefit
1 - Mostly employee
2 - Generally equal benefit
3 - Mostly organization
Need
0 - Not needed for minimum standards of job
1 - Employee needs to order to attain minimum education
standards for present job
2 - Employee needs to maintain knowledge and/or learn
new techniques
3 - New or career plan duties or responsibilities
require such development
Total
Guidelines
:
0-2 points No leave or financial assistance
3-5 points Unpaid leave, no financial assistance
6-7 points Up to 50% of salary and expenses
8-9 points Up to 100% of salary and expenses