Learning and Development Policy.doc.doc.doc

Learning and Development Policy

Document Information

Board Library Reference

Document Type

Document Subject

Original Document Author

Assured By Review Cycle

HR_Gov_16 Policy Learning and Development Policy

Deputy HR Director (Learning and Development)

3 Years

Version Tracking

Version Date Revision Description Editor Approval Status

1.00 2005-09-01 Version approved by the Board on 2005-09-01

LN Approved

1.01 2007-09-04 Permission given at Integrated Governance Committee to roll forward the review date to September 2008

AM Approved

1.02 2008-06-27 Administrative amendments – IG Forum for monitoring

JF Approved

2.01 2008-07-25 Major re-draft and change of title from Development and Training to Learning and Development. Submitted to GNG

JF Draft

2.02 2008-08-16 Comments from GNG incorporated and out to consultation

CS Draft

2.03 2008-09-16 Back from consultation and re-submitted to GNG with suggested amendments including comments from AWP Head of Risks and Complaints

AM Draft

2.04 2008-09-24 Following GNG comments AM Draft

2.04 2008-10-02 Following submission to MWF AM Draft

2.06 2008-12-02 Submission to IG AM Draft

2.06 2009-02-25 Approved by Trust Board AM Approved

HR_GOV_16: Learning and Development Policy

Avon & Wiltshire Mental Health Partnership NHS Trust

Learning and Development Policy

1. Introduction

1.1. This policy describes the objectives that underpin learning and development within the Trust, the process through which the annual learning and development plan for the Trust is developed and the mechanisms through which staff can access learning and development. It also identifies the methods for monitoring learning and development, and the reporting and assurance routes.

1.2. This policy should be read in conjunction with the Appraisal Policy, the Equal Opportunities and Diversity in the Workplace Policy, the Health and Safety Policy, the Dignity at Work Policy, the Individual Performance Improvement and Capability Policy, the Clinical Supervision Policy, and the Induction Policy.

2. Purpose

2.1. Learning and development activity within the Trust is guided by the following objectives:

2.1.1. To improve the quality of the service as experienced by users and carers

2.1.2. To ensure that learning needs are identified in a systematic way linked to service development and organisational priorities as well as to personal needs.

2.1.3. To promote a learning and development culture in which people are treated with dignity and respect regardless of gender, race, colour, ethnicity, ethnic or national origin, citizenship, religion, disability, mental health needs, age, domestic circumstances, social class, sexual orientation, beliefs, political allegiance or trades union membership.

2.1.4. To promote a philosophy of continuous personal development which incorporates both informal and formal learning opportunities for all staff.

2.1.5. To enable the Trust to discharge its statutory and mandatory responsibilities for training staff, and ensure compliance with external standards and frameworks such as Standards for Better Health and the requirements of the Clinical Negligence Scheme for Trusts (CNST)

Location: Version: Status: Date: Page:

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2.1.6. To ensure that the Trust delivers modern and effective services, through enabling staff to develop their skills in line with changing national priorities, policy guidance, clinical guidelines and service development

2.2. These principles are the foundation of the overarching learning and development strategy within the Trust.

3. Scope

This policy covers all post qualification learning and development activity across the organisation. The processes in relation to non-medical staff are contained within the body of the policy while the procedure for the continuing professional development of career grade and consultant medical staff this is attached as Appendix two. The statutory and mandatory training standards of the organisation are attached as Appendix one.

4. Policy Statement

4.1 The Trust recognises the important contribution which learning and personal development makes to the Trust's continuing effectiveness as a leading provider of mental health services and accepts its responsibilities in creating an environment where development and learning take place.

4.2 Staff will be briefed on the Trust’s approach to learning and development as part of the induction process, and enabled to identify learning and development needs and the means of addressing these through the annual appraisal process and ongoing management supervision.

5. Definitions

The following terms and abbreviations are used within this policy:

5.1. Continuing professional development (CPD)

Development activity undertaken post qualification. This is often compulsory for members of professions, in order to maintain registration.

5.2 The knowledge and skills framework (KSF)

The KSF defines and describes the knowledge and skills which NHS staff need to apply in their work. Each role should have a corresponding KSF outline defining the knowledge and skills required to deliver that role. KSF outlines are stored on the Trust intranet and can be accessed via this link: http://sharepoint/C16/roleoutlines/default.aspx



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http://sharepoint/C16/roleoutlines/default.aspx


5.3 The managed learning environment (MLE)

An IT platform that is a learning and development database, from which monitoring reports are generated, but which also functions as an e learning platform

5.4 Training matrices

Charts which illustrate the statutory mandatory and essential training needs of all of the occupational groups within the Trust, Training matrices are stored on the Trust Intranet and can be accessed via this link: http://sharepoint/C7/Training%20Matrices/default.aspx All staff joining the organisation receives a copy of the relevant training matrix as part of their induction pack.

5.5 Statutory training

Training which there is a legal requirement for the organisation to provide, and for staff to attend.

5.6 Mandatory training

Training which there is an organisational requirement for staff to attend.

6. Roles and Responsibilities

6.1. The Executive Director for People is accountable for:6.1.1 The activity of the learning and development function, in the context

of the overall workforce portfolio; 6.1.2 Ensuring that learning and development activity enables the

organisation to achieve compliance with a range of learning and development focussed external standards;

6.1.3 Chairing the Learning and Development Group, and Modernisation and Workforce Forum, and

6.1.4 Reporting to the Board on learning and development activity via the quarterly Workforce Report.



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http://sharepoint/C7/Training%20Matrices/default.aspx


6.2. The Deputy Director of HR, Learning and Development is responsible for: 6.2.1 Managing the Learning and Development Team, and learning and

development funding streams; 6.2.1 Overseeing the development and delivery of the annual Learning

and Development Plan, ensuring that this is aligned with service priorities, and that it enables the organisation to meet the requirements of relevant legislation and external standards,6.2.1.1. Develop and make available an annual training

prospectus detailing all learning and development opportunities provided internally and, relevantly, at University of West Of England. This prospectus to also describe the process for applying for funds for other training opportunities through AWP’s Bursary Panel.

6.2.3 Ensuring that comprehensive reports on learning and development

activity are delivered to the Board integrated governance routes, and that the performance team are given the necessary information to inform their reporting on learning and development targets.

6.3 The directors of strategic business units and corporate directorates are responsible for: 6.3.1 Having an overview of the learning and development requirements

and priorities of the workforce within the strategic business unit and directorate, and

6.3.2 Ensuring the right conditions are in place for these to be met, through the workforce, activity, and financial components of the integrated business planning process.

6.4 In-house specialist advisors are responsible for:6.4.1 Making an assessment of the training activity required to enable the

organisation to meet the requirements of relevant legislation and external standards, and

6.4.1 In discussion with The Directors of Strategic Business Units and Corporate Directorates, and the Deputy Director of HR, Learning and Development, developing deliverable training standards, which will then be delivered through the annual Learning and Development Plan.



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6.5 The learning and development team is responsible for:6.5.1 Developing the annual Learning and Development Plan, in

collaboration with operational managers, heads of profession, service users and carers;

6.5.2 Co-ordinating the delivery of the Learning and Development Plan, within budget, through a combination of internal and external provision;

6.5.3 Manage CPD provision, both through Strategic Health Authority contracts and through the internal Bursary Panel mechanism.

6.5.4 Ensure that information on learning and development opportunities is available to all staff

6.5.5 Manage the application processes for all learning and development activity. Guidance regarding application process and the relevant forms are available on the Trust intranet and can be accessed via this link: http://sharepoint/C2/TrainingApply/default.aspx

6.5.6 Monitor learning and development activity through maintaining the Managed Learning Environment (MLE), and report on this via the Learning and Development Group, to the Modernisation and Workforce Forum.

6.5.7 Advise on the most effective and efficient means of identifying and meeting learning and development needs.

6.6 The line manager:



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http://sharepoint/C2/TrainingApply/default.aspx


6.6.1 Should brief staff on the Trust’s approach to learning and development as part of the induction process.

6.6.2 Should understand the statutory and mandatory training requirements of their team, as outlined in the relevant training matrices.

6.6.3 Carry out appraisal and supervision, bearing in mind the service and team objectives, and the KSF outline for the employee’s role.

6.6.4 With the individual employee, supported by the Learning and Development team and professional advisor(s) where appropriate, to identify learning and development needs and together determine the priority and how each need will be met.

6.6.5 Enable employees to access agreed learning and development activity by supporting them in carrying the application process, and ensuring that they can be released from the workplace to attend learning opportunities when necessary.

6.6.6 Where appropriate to ensure that cover is available.6.6.7 Designate an area within the unit where a member of staff can take

time to study for a short period or provide release to a suitable place (e.g. IT training suite or library);

6.6.8 Prior to an employee commencing learning or development, to identify with the member of staff, the learning objectives.

6.6.9 Following a training event, to check that the learning was appropriate and draw up an action plan to ensure that the learning is put into practice. After a period of time, to evaluate the learning and how it has assisted in carrying out the duties of the post and/or developing the service.

6.6.10 Whenever possible, to ensure that individual training is cascaded to other members of staff within the unit so that all can share the learning outcomes.

6.7 The individual employee:

6.7.1 Should actively participate in appraisal and personal development processes.

6.7.2 Be aware of the statutory and mandatory training requirements for their role, as described in the appropriate training matrix.

6.7.3 Assess their own knowledge and skills in the context of the KSF outline for their role, and engage in a discussion with their manager regarding this during the appraisal meeting.

6.7.4 Be responsible for their own development, including, where appropriate, CPD for ongoing professional registration

6.7.5 Engage with their line manager in ensuring access to appropriate learning opportunities.

6.8 Professional advisors:

6.8.1 Should assist in identifying individual learning and development needs through the clinical supervision and appraisal process; and recommend appropriate learning and development opportunities.



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6.9 Union learning reps and lifelong learning advisors:

6.9.1 These staff side representatives have a role in assisting individual learners in identifying learning needs, gaining line management support in addressing these, and supporting learners on an ongoing basis.

6.10 The trust wide learning and development group:

6.10.1 The Learning and Development Group draws its membership from operational management, heads of profession, staff side and service users and carers. It is chaired by the Executive Director of People. The role of the group is to:

6.10.1.1 Ratify the annual learning and development plan.6.10.1.2 Oversee the development and delivery of the annual

learning and development plan, monitoring the delivery of learning and development against the plan, identifying issues, and collectively identifying solutions.

6.10.1.3 Receive reports on learning and development activity on a quarterly basis, reviewing these in the context of the annual learning and development plan, Healthcare Commission Standards for Better Health, and CNST requirements.

6.11 The bursary panel:

6.11.1 The Bursary Panel is a sub-group of the Learning and Development Group, and is representative of the membership. It is held bi-monthly, and is chaired and co-ordinated through the Learning and Development team. The role of the panel is to:-a) Screen applications from individual staff for bursaries to support

development activity, or access to post graduate development via the University of the West of England.

b) Make decisions regarding which applications to support on the basis of the Bursary Panel Criteria.

c) Guidance regarding the Bursary Panel Criteria, the application process and appropriate forms are available via the Trust intranet and can be accessed via this link: http://sharepoint/C2/TrainingApply/default.aspx

7 The Process for identifying the training needs of all staff

7.1 Learning and development needs will be identified in a range of ways, including:-



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http://sharepoint/C2/TrainingApply/default.aspx


7.1.1 Organisational priorities and the service development agenda7.1.2 Statutory requirements, as defined by the law7.1.3 Mandatory requirements determined by the Trust7.1.4 Supervision and appraisal, including the KSF review process7.1.5 Through national priorities, health and social care policy, good

practice guidance, and clinical guidelines.7.2 The Learning and Development team will lead on developing a draft

annual learning and development plan on the basis of the drivers identified above. This will be ratified by the Learning and Development Group, the membership of which includes representation from across the service, and professional groups.

7.3 The mandatory training needs of each staff group will be identified on the basis of legal requirements, the external and internal policy framework, and good practice guidance. The training standards will be developed and agreed in collaboration between in house specialist advisors, the learning and development team. Training standards are included in the relevant policy documents, and are ratified through the policy ratification process. The organisations statutory and mandatory training standards are summarised at Appendix one. The statutory and mandatory training needs of all staff groups are summarised in raining matrices, and staff will be familiarised with the relevant matrix for their role as part of the induction process.

8 Developing a training prospectus

On the basis of the annual training plan the Learning & development department will develop a prospectus of courses for staff and managers to access. This will include details of the courses available, target audience and frequency of attendance required. The prospectus will be accessible to all via the Trust intranet.

9 The Process for checking that all permanent staff complete relevant training programmes

9.1 The Learning and Development team and the office of the Director of Medical Education are jointly responsible for co-ordinating training records within the Trust.



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9.2 Learning and development activity within the Trust is recorded on the Managed Learning Environment (MLE). The statutory and mandatory training requirements of all individual staff are held with in the MLE, and the compliance of each individual, team or service with these training requirements can be reported upon. Trust wide reports on statutory and mandatory training compliance are delivered to the Learning and Development Group on a quarterly basis , and pass via the Modernisation and Workforce Forum to the Board. Reports on statutory and mandatory training compliance , broken down on an SBU basis are also delivered quarterly through SBU integrated governance structures. More detailed service and team based reports identifying individual staff are made available to managers. This reporting process enables the organisation to monitor compliance with training standards and take action to address issues as they arise.

9.3 On an individual basis, managers direct staff to the relevant training matrix during their induction programmes and attend to these during annual appraisals. Managers countersign applications by staff for training places. The learning and development team advise the manager and employee in writing if the employee does not attend for a booked training event.

1. Standards

1.1. Learning and development processes, structures and activity will be assessed against the following standards for better health c5c, c11b and c11c.

1.2. Further assessment will made on the basis of the requirements of the clinical negligence scheme for trusts, and the learning and development agreement with the strategic health authority.

1.3. The following factors will be considered when making assessments of compliance:-

a) -the quality of training based on external standards and the outcome of internal evaluation

b) The amount of training available, and the take up and attendance at this training, in the context of internal training standards.

2. Monitoring and evaluation

11.1 It is the responsibility of the Modernisation and Workforce Forum to monitor the provision of learning and development agreed within the annual learning and development plan, and in the context of the requirements of the standards described above.

11.2 Statistical information will be considered and action taken to minimise non-attendance as appropriate. Participants in training activity will be



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asked to complete evaluations of activity and this will be collated and reported appropriately.

3. References

This policy has been drawn up by representatives from recognised trade unions, professional staff groups and management in the light of existing UK and European employment legislation.

4. Review

This policy will be reviewed three years after its implementation to determine that development opportunities are being taken up, that personal development is recorded and that learning and development is meeting the requirements of the Trust and the individual.



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Appendix One – Training Matrices



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Statutory, Mandatory And Essential Training Matrix (Part 1 Of 2)

KEY3 - complete within 3 months of starting E - e learning available M - part of the MOT Training Day

6 - complete within 6 months of starting R - recorded orientation with Manager W - covered through workplace induction

- no specified timeframe for completion * - If appropriate to role NR – Not Required

Version 1 05/03/2009 AN EXCEL VERSION OF THIS MATRIX IS AVAILABLE FROM THE LEARNING AND DEVELOPMENT DEPT

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Statutory, Mandatory And Essential Training Matrix (Part 2 Of 2)

KEY3 - complete within 3 months of starting E - e learning available M - part of the MOT Training Day

6 - complete within 6 months of starting R - recorded orientation with Manager W - covered through workplace induction

- no specified timeframe for completion * - If appropriate to role NR – Not Required

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HR_GOV_16: Learning and Development PolicyVersion 1 05/03/2009 AN EXCEL VERSION OF THIS MATRIX IS AVAILABLE FROM THE LEARNING AND DEVELOPMENT DEPT

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Appendix 2a: Procedure for Medical Staff Accessing CPD Training

Consultant and Staff Grade medical staff make applications for CPD training by submitting a Study/Professional/Management Leave Application Form 2a. Template forms are available on the intranet. The form is completed, including details of cover arrangements.

The form is submitted to their Medical Lead for their approval.

Where the Medical Lead does not approve the application, he/she will advise the employee accordingly.

Where the Medical Lead does approve the application, he/she will return the form signed to the employee.

The employee then submits the completed application form to the Director of Medical Education with a copy of the course details & fees, travel and accommodation costs and the Director of Medical Education will then consider the appropriateness of the course proposed, and the available budget, when making a decision about whether to approve the course.

Where a course is approved the application will be registered on the DoME CPD database and a unique identifying number allocated to the form 2a. The form is then returned to the employee who will make appropriate arrangements with the training provider and book travel and accommodation as required.

Where a course is not approved, the Director of Medical Education will advise the employee and their Medical Lead appropriately


Appendix 2: Process Map for Medical Staff Accessing CPD Training


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Learning and Development Policy.doc.doc.doc