sportscotland
Human Resources Toolkit
Attending Internal/ External Training Courses
1.0
Introduction
1.1
sportscotland’s mission is “…developing and supporting a world class sporting
system at every level”. To help achieve this mission, sportscotland requires its
employees to continuously develop their own skills and knowledge. This will, on
occasion, require employees to attend either an in-house or an externally provided
training course as part of a mandatory programme or as part of their role. Employees
may themselves identify training courses in support of their personal development.
1.2
All sportscotland employees participate in the Performance and Development
Review (PDR) process which takes place in April each year. As part of this
discussion, employees should be prepared to discuss their learning and development
needs. A key outcome from this discussion will be a Personal Development Plan
(PDP). This PDP will identify the learning and development agreements for the
employee for the next 12 months. Refer to the Performance and Development
Review Policy for further details.
1.3
It is a responsibility of every employee to manage their own learning, this includes
initiating the arrangements to attend an in-house or external training course, to
ensure the correct documentation and approvals are obtained prior to attendance
and to complete any pre- or post-course activities.
2.0
Scope of Policy
2.1
sportscotland’s Learning and Development Policy is the primary document for
employee learning and development. The scope of this ‘Attending Internal/ External
Training Courses’ policy is to:
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3.0
Develop employee capabilities internally, utilising in-house resources where
practical and external training providers only when needed
Align attendance at in-house and external training courses with learning needs
discussed and agreed during the PDR meeting
Encourage employees to take responsibility for their own development needs
Enable discussions of learning to take place prior to, and on completion of,
attendance at any training course
Provide equality of opportunity for all employees to develop and use their skills
and capabilities contributing to the success of the organisation
Guidelines
ATTENDING AN IN-HOUSE TRAINING COURSE
3.1
For the purpose of this policy, an in-house training course is defined as:
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A training course organised wholly by sportscotland’s HR (L&D) team
Delivered by an employee of sportscotland or by an external training provider
contracted by sportscotland
sportscotland HR Toolkit – Attending Internal/External Training Courses
Last Reviewed: October 2012 – Version 0.1
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A course specifically delivered to sportscotland employees or to others invited by
sportscotland
Conducted on sportscotland premises or in premises hired by sportscotland for
the purpose of training
3.2
An in-house training course will generally be published as part of sportscotland’s
quarter-yearly training programme which will detail each course and its primary
audience. Other in-house training courses may be organised outwith the training
programme to meet specific sportscotland, department or team needs.
3.3
Any employee wishing to attend an in-house training course should complete a
Learning and Development Request for Training Form (L&D Form 1) in the first
instance. This form should be approved by their immediate line manager and
forwarded to HR (L&D).
3.4
The request to attend an in-house training course may specify a date to attend (as
identified in the quarter-yearly training programme) or may be left ‘open’. Where no
specific date is identified, the employee’s name will be placed on a course waiting list
and allocated to the next available course.
3.5
Details relating to a specific course will be emailed to designated participants 14
days prior to a course start date. This detail will include:
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Course title
Start date
Finish date (where different from start date)
Start time
Finish time
Course objectives
Any other relevant information.
ATTENDING AN EXTERNAL TRAINING COURSE
3.6
An external training course is defined as:
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A training course:
o arranged by an employee with the approval of their line manager and/or
o arranged by the local administration or support team and/or
o arranged by HR (L&D)
Delivered by an external training provider at their own premises or at premises
hired by them for the purpose of delivering training.
A training course that has employees from other organisations in attendance (a
public course)
3.7
Any employee wishing to attend an external training course should complete a
Learning and Development Request for Training Form (L&D Form 1) in the first
instance. This form should be approved by their immediate line manager and where
the total costs of attendance are in excess of £1,000, the Head of Service/Principal
should properly authorise the employee’s attendance. Once fully completed the form
should be forwarded to HR (L&D) for booking administration and recording purposes.
3.8
The request to attend an external training course should provide full details (course
title, dates, venue, travel/ accommodation needs, costs, etc.)
sportscotland HR Toolkit – Attending Internal/External Training Courses
Last Reviewed: October 2012 – Version 0.1
3.9
Retrospective approval and payment for attendance at an external training course
will be deemed exceptional under the terms of this policy.
3.10
Formal requests to attend a training event to an external training provider should not
be made until the necessary documentation and confirmation is received from HR
(L&D).
ROLES AND RESPONSIBILITIES
3.11
Employees –When considering opportunities for meeting a particular learning
need, employees should ask “…Can this learning need be satisfied using
sportscotland resources or can it only be met by an external provider?”
It is the responsibility of every employee to manage their own learning. This
includes ensuring the arrangements for attendance are confirmed prior to
attendance. (E.g. event fees, travel costs, accommodation costs, etc.)
Employees should liaise with their local administration team to ensure the
appropriate arrangements are in place.
Any proposed event should be adequately researched and its costs and benefits
fully understand. At least 3 months notice of attendance prior to a proposed
external training course should be given and where this is not practical, as much
notice as possible should be provided.
3.12
Line managers – Line managers should encourage employees to adequately
research and prepare their proposed learning activities prior to the annual PDR
meeting. Every line manager has a responsibility in supporting their team members in
achieving their learning and development needs as agreed in their PDP.
It is a key responsibility of line managers to ensure that any proposed
learning activity can demonstrate a value to sportscotland as well as to the
individual.
3.13
Heads of Service/Principals – Heads of Service/Principals should oversee the
requests to attend external training courses to ensure sportscotland achieves a
return on its training investment. Where the total costs of any event are in excess of
£1,000, the Head of Service for the employee’s work area should properly authorise
the employee’s attendance.
Heads of Service/Principals should also promote and encourage forward planning by
employees and line managers to avoid short notice or retrospective requests.
3.14
Directors – Directors should maintain an overview of Service spend in relation to
employee attendance at external training courses.
3.15
Local Administration and/ or Support teams – the local administration or support
team should work closely with both the line manager and employee to ensure
appropriate arrangements are made to support attendance at an external training
course. A copy of the fully completed and correctly authorised Learning and
Development Request for Training (L&D Form 1) should be retained for recording
and auditing purposes whilst the original document is forwarded to Human
Resources (HR) at the earliest opportunity
sportscotland HR Toolkit – Attending Internal/External Training Courses
Last Reviewed: October 2012 – Version 0.1
3.16
Human Resources (HR) – the role of HR is to record requests from all departments
for attendance at external training courses and to ensure adherence to this policy.
The Learning and Development budget for sportscotland is overseen and
managed by the Head of HR.
HR also has the responsibility of ensuring that all costs for attendance at an external
training course are correctly apportioned.
TRANSFER OF LEARNING
3.17
It is important that attendance at an external training course can demonstrate a value
to sportscotland as well as to the individual. Employees and their line manager
should therefore discuss and agree how any learning gained from attendance at any
training course can be transferred back into the workplace and for the benefit of other
colleagues within sportscotland and/or where appropriate, to partner organisations.
SPONSORSHIP
3.18
Any agreement between the line manager and employee will be subject to financial
considerations, the time required to attend and the perceived benefits to the
organisation and the employee.
3.19
External training courses with substantial financial demands (in excess of £1,000
(including travel/accommodation costs)) and/or time away from work will require
Head of Service/Principal approval before sportscotland will formally commit to
sponsor any employee.
3.20
Once the initial agreement between employee and line manager has been reached,
the Learning and Development Request for Training (L&D Form 1) should be fully
completed and forwarded to HR for processing.
3.21
Where additional (Head of Service/Principal) approval is required, the Learning and
Development Request for Training (L&D Form 1) should be countersigned.
3.22
The fully completed Learning and Development Request for Training (L&D Form 1)
should be forwarded to HR at least 14 days prior to the event.
sportscotland HR Toolkit – Attending Internal/External Training Courses
Last Reviewed: October 2012 – Version 0.1