training and development policy

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KOUKAMMA MUNICIPALITY
POLICY
ON
TRAINING AND DEVELOPMENT
0
TABLE OF CONTENT
1.
Introduction ……………………….........................................................1
2.
Purpose of the Policy……......................................................................1
3.
Training and Development Strategy………………………………………2
4.
Training Committee…………………………………………………………4
5.
Functions of Training Committee………………………………………….5
6.
Succession Planning……………………………………………………….5
7.
Induction…………………………………………………………………….7
8.
In – ServiceTraining………………………………………………………..7
9.
Study Assistance……………………………………………………………8
10.
Roles and Responsibilities …………………………………………….....11
11.
Study Leave………………………………………………………………...11
12.
External Bursaries…………………………………………………………12
13.
Schedule of Post Qualifications…………………………………………..15
14.
Application of Policy……………………………………………………….15
1
TRAINING AND DEVELOPMENT POLICY
1.
INTRODUCTION
The Municipality is committed to the structured and systematic training
and development of all its employees on an ongoing basis to enable
them to acquire skills, knowledge and suitable qualifications in order to
develop their potential and enable them to perform their duties
diligently, effectively and efficiently.
2.
2.7.
PURPOSE OF THE POLICY
2.1
Ensure continuity of suitably trained staff in key posts for the
future
2.2.
To ensure that someone is always available to fulfill any
particular job in the municipal service, even in the event of
illness, resignation or death. More than one staff member in a
specific department should always be able to do any particular
job.
2.3.
To comply with the legal requirements of the Employment Equity
Act which requires the appointment and promotion of suitably
qualified people from previously disadvantaged groups, to
ensure proportional representation in all occupational categories
and levels.
2.4.
To ensure that training programs are undertaken in an orderly
way and that staff do not simply attend training courses without
a purpose. In this way training initiatives can be properly
focused.
2.5.
To develop career paths for individual staff members to assist
them in their careers, making them more enthusiastic about their
jobs and therefore making them more productive. In this way,
the individual skills may be utilized to achieve the goals of both
the department as well as the organisation.
2.6.
To assist the employee in meeting his/her performance goals.
Individual goals must be aligned with the goals of the overall
department and the organisation, including the Council’s
Integrated Development Plan (IDP) and budget. Succession
planning and career planning must, furthermore, be aligned with
all other human resources activities such as selection, training,
performance management etc.
To establish a highly motivated work force which could lead to a
decrease in staff turnover.
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3.
TRAINING AND DEVELOPMENT STRATEGY
3.1
The training and development strategy of the Municipality must ensure
that there is always a linkage between the training needs identified in
the skills audit undertaken in respect of staff of the Municipality and the
capacity enhancement needs of such staff as identified in the
Integrated Development Plan of the Municipality.
Training will be provided on the following priority basis:
3.1.1 The development of a leader group, as identified by the Director
Corporate Services after consultation with Heads of Departments, to
ensure optimal utilization of the management ability of this group.
Conceptual, strategic and tactical skills will, in particular, be developed
in this group.
3.1.2 The development of a skilled labour force, which will include
specialized skills.
3.1.3 The development of semi-skilled labour force.
3.1.4 All training and development initiatives shall be properly planned,
programmed and recorded and the results reviewed to determine how
training methods can improve and how maximum benefit can be
obtained from resources devoted to training and development. Inter
alia, this includes a systematic and cost effective training and
development approach, consisting of externally developed and
presented, as well as in-house training and development programs.
3.1.5 In respect of all training and development activities the following shall
apply:
3.1.5.1
3.1.5.2
3.1.5.3
3.1.5.4
A structured approach to determine training and
development needs; cost – effective procurement and/or
development of training courses or programs based on
needs and evaluated in terms of criteria laid down from
time to time
Attendance and/or presentation of training programs
according to a training- planning schedule;
The evaluation of training in terms of trainee reaction,
learning, practical application and results achieved;
Annual reporting on training interventions
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3.1.5 The department of Corporate Services shall provide advice and
assistance on training activities, and it will be responsible for
administrative and operative co-ordination of the training process and
programs.
3.1.6 Departmental training schedule based on the assessment of individual
and Council training needs will be drawn up annually to take full
account of the human resources needs of various departments and
shall include budgetary provision.
3.1.7 Training and development shall commence with the initial appointment
of the new employees and continue as long as the employee is
employed in the Council. Existing employees shall be drawn into the
training process in accordance with priorities established by way of a
structured analysis of training needs.
3.1.8 All training must be work- related and the results evaluated against predetermined objectives. These results are to be expressed in cost
benefits
3.1.9 Workplace Skills Plan to be submitted to the Local Government Sector
Education and Training Authorities (LGSETA).
4.
TRAINING COMMITTEE
4.1
With regards to capacity building, the training committee must be
established and shall assist with co-ordination and ensuring an
integrated approach to effective and goal orientated training and
development interventions in the council. The committee shall also
foster equal access to training and development opportunities to staff
and Councilors.
4.2.
The Training Committee will comprise of one Councilor, one Head of
Department or official appointed by him / her, one representative from
SAMWU and IMATU.
4.3
The Chairperson of the Corporate Standing Committee of the Council
will be the Chairperson of the Committee. In his/her absence, the
Director of Corporate Services Department shall act as a chairperson
of the committee and may delegate those powers when the need
arises.
4.4
The Skills Development Facilitator will be the Secretary of the Training
Committee.
4.5
Meetings of the Committee will be held on monthly basis unless
otherwise decided by all representative persons or bodies represented
thereon.
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5.
FUNCTIONS OF TRAINING COMMITTEE
The functions of the Committee will be as follows:-
5.1
The consideration of requests for training from employees of the
Council submitted to the Committee through the relevant Head of
Department who shall be obliged to make a recommendation on such
request;
5.2
With due regard to the Workplace Skills Plan, the formulation of
recommendations to the Standing Committee of Finance and
Administration of the Council on the formal training requests referred to
in subparagraph [a];
5.3
The assessment and monitoring of the training needs of Councillors,
employees and Committee members.
5.4
An assessment and evaluation of the effectiveness of training courses
provided by or arranged by the Council or any other body.
5.5
Making recommendations on allocation of training funds;
5.6
The ongoing assessment and evaluation of the Workplace Skills and
Employment Equity Plan of the Council;
5.7
The formulation, assessment and evaluation of a Training and
Development Policy for the Municipality.
5.8
Acting as a contact between the Department of Corporate Services,
other departments and Councilors in matters relating to skills
development activities
6.
SUCCESSION PLANNING
The procedure assumes that the overall responsibility for making the
succession planning a success lies with the Director Corporate
Services and Heads of Departments.
6.1
Stage 1 – Identification of key positions
6.1.1 The Director Corporate Services shall be required to engage the Heads
of Departments in identifying key positions within the respective
departments. These positions would normally select middle
management positions and higher as well as specialist positions.
6.1.2 The Director Corporate Services shall ensure that the titles used are
proper and correspond to those formally adopted by the Municipality.
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6.2 Stage 2 – Job Descriptions and Identification of specifications
6.2.1 The Corporate Services Department shall be required to ensure that
the job descriptions of the positions are current and up-to-date and that
specifications are on file. (These would be similar to those required
when embarking on recruitment / advertising). These details will be
gleaned from a structured interview with incumbent and verified by his /
her supervisor.
6.3. Stage 3 – Replacement Plan for each position
6.3.1 The Director Corporate Services shall be required to identify
candidates by consulting Heads of Department. Considering the
background required as well as the skills needed for the job, careful
consideration should be given to possible candidates.
6.3.2 Using the Manager’s Career Planning Review much information would
be gathered which would assist in identifying appropriate candidates.
6.3.3 The Director Corporate Services has likewise the obligation to assess
the employee’s needs by interviewing them at periodical intervals. This
would give one some understanding as to whether the expectations,
background, skills and qualifications would fit the needs of the position
being considered and whether indeed the employee would be
interested in pursuing higher office, embarking on possible training and
development initiatives and other associated activities.
6.4 Stage 4 – Forecast promotability
6.4.1 The Director Corporate Services together with an all inclusive Selection
Committee shall then be required to:
6.4.1.1
Confirm or reject candidates based on their suitability and
taking into consideration the objectives of the process
6.4.1.2
Finalize a list of immediately qualified and potentially
qualified staff.
Evaluate the key positions that do not have identified
replacements; and
6.4.1.3
6.4.1.4
Prepare action plans.
6.4.1.5
The Selection Committee shall draw a matrix of
promotability as well as the direction of promotion. The
use of sectoral organization charts will likewise serve as
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graphic examples in finalizing promotable people against
organizational requirements
6.5 Stage 5 – Evaluate training/development/experiential needs
6.5.1 The Director Corporate Services together with the supervisor who
would oversee the process or directly supervise the candidate are
required to develop a suitable format for training taking into account
possible budgetary constraints.
6.5.2 The process is to be reviewed on an annual basis in November.
7.
INDUCTION
7.1
Every new employee, regardless of function or department/section in
which he or she is to be employed, shall receive systematic induction
training which will enable such employee to become fully oriented and
operational in his/her respective job in the shortest possible time. Every
new employee will receive induction about the Municipality from the
Department of Corporate Services, Department / Sectional Head or
delegated senior person, and his/ her supervisor within 1 (one) month
starting from the day he or she assumes duties.
8.
IN-SERVICE TRAINING
8.1
The objective of in-service training is to impart skills, knowledge and to
modify attitude of an employee or officer in the workplace in order to
improve his/her competency.
8.2
A staff member, being trained at his / her workplace, shall not be
entitled to compensation in respect of traveling and / or subsistence
costs.
8.3
A staff member, who received training at a place other than that of his /
her workplace, will be entitled to traveling and subsistence costs in
accordance with the tariffs and conditions applicable, provided that
should it be more advantageous to the Municipality for the staff
Member to travel between his / her place of residence and the training
venue daily, arrangements will be made accordingly.
8.4
If a staff member of the Municipality attends external courses,
workshops or seminars that are not presented by a Municipality and
not in the municipal premises, the prevailing traveling and subsistence
tariffs as applicable to the individual concerned shall be paid in
accordance with the standard procedure in this regard
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8.5
If the Municipality arranges training and development activities that are
exclusively intended for Council employees, any traveling and
subsistence costs that might result from that shall be settled directly by
the Municipality
8.6
Attendance of all courses, workshops and seminars shall be
recommended by the Departmental Head, Director Corporate Services
and approved by the Municipal Manager or a delegated person.
8.7
The Council may, from time to time, require that an employee be
subjected to training of short duration in a particular field of study in
order to acquire specific skills. If such training is conducted by an
institution other than the Municipality the following conditions shall
apply:
8.7.1 The Municipality must undertake to pay for all costs incurred for
registration, books or modules, tuition fees and accommodation.
8.7.2 Clause (1) above shall apply provided the following conditions
are met:
8.7.2.1
The duration of the course does not exceed 1 (one)
month;
8.7.2.2
It is a result of a skills audit and / or Performance
Management System;
8.7.2.3
The Manager of Department concurs that the course
would be to the advantage or benefit to the Municipality
and the employee concerned;
8.7.2.4
The training is relevant to the employees day-to-day
functions;
8.7.2.5
The employee is not registered for other formal studies of
a similar or extended duration
9.
STUDY SUPPORT
9.1
The Municipality will provide study assistance to an employee to
enable such employee to obtain a formal qualification suitable for use
in his or her scope of employment, subject to the following conditions:
9.1.1 Funds for study
Council;
assistance being provided on the budget of the
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9.1.2 The course in respect of which assistance is required being
recommended by training and development community for Council’s
approval.
9.1.3 The aforesaid course being of a nature and having a content which will
benefit the employee in his chosen career in the municipal service;
9.1.4 The course in respect of which assistance is required being offered by
a recognized or acceptable educational institution acceptable to the
Council;
9.1.5 All applications for study support reaching the Human Resources
Manager by not later than 30 February / March of the year preceding
the commencement of studies in order to enable the Council to make
funds available on its budget for such assistance in the following
financial year;
9.1.6 An agreement being entered into between the Council and the relevant
employee containing, inter alia, the following conditions:
9.1.6.1
The Council undertaking to pay the reasonable cost of
books and tuition fees direct to the educational institution
providing the training course or supplying the applicant
with books, subject to the applicant producing proof of
registration with such institution and invoices in respect of
the cost of books.
9.1.6.2
The applicant undertaking to pursue his/her studies
diligently and completes the approved course within the
specified study period or such other period as the Council
may approve.
9.1.6.3
The applicant submitting, at the end of each academic
year, semester or whatever period is deemed to be an
academic cycle, a report from the relevant educational
institution on his/her performance and achievements
during such academic year, semester or academic cycle.
9.1.6.4
The applicant undertaking to serve the Council for a
period equivalent to each year or part of a year in respect
of which educational assistance by way of a study in
terms of this policy has been granted to such applicant;
9.1.6.5
The applicant undertaking to repay to the Council the full
amount advanced under the study or such amount as the
Council may determine, in the event of him or her:
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9.1.6.5.1
Resigning from or being dismissed from the
service of the Council prior to him/her having
served the Council for the period referred to in
subparagraph 9.1.6.4
9.1.6.5.2
Not performing satisfactorily in terms of the
academic report received by the Council;
9.1.6.5.3
Voluntarily ceasing to continue with the course of
study in respect of which study assistance has
been rendered to him or her in terms of this policy.
9.1.6.7
The applicant granting authority to the Council, in
the event of his/her resignation or termination of
service to deduct any amounts still owing to the
Council in terms of this agreement from his/her
terminal salary and, in the event of such salary
being insufficient, from any terminal and/or
pension benefits that may be due to him or her
under his/her employment contract with the
Council.
9.1.7
The Human Resources Manager shall refer every application for
a study assistance to the Management Team and Council for
consideration.
9.1.8
No amount in respect of a study assistance shall be paid unless
and until such time as the agreement referred to in
subparagraph 9.1.6 has been signed by the employee and the
Council.
It shall be the sole prerogative of the Council to approve or
reject an application by an employee for study loan assistance
and the Council reserves the right to cancel the study assistance
agreement and reclaim amounts paid on behalf of an employee
in terms of this policy from the relevant employee in the event of
such employee displaying disinterest in his or her course of
study, achieving poor academic results or in any other way
infringing the spirit of this policy, provided that the Council shall
only take action in terms of this paragraph after the affected
employee has been given the opportunity to comment on the
proposed action by the Council.
9.1.9
9.1.10
The employee shall bear all other costs associated with a
course of study, including traveling and accommodation costs to
at a study venue, as his/her contribution towards the cost of
educating him/herself.
9.1.11
First priority for financial assistance for study purposes will
always be given to employees who wish to register for studies
10
that are related to their job content rather than to employees
who want to further other studies. However, the nature of the job
and operational requirements will take preference, taking into
account the Employment Equity and Workplace Skills Plans as
well as budget provision.
Each Manager of Department will make provision in his / her
budget for a set number of officials to study each year.
10.
ROLES & RESPONSIBILITIES
10.1
Supervisor
10.1.1 Make recommendations to the Manager with regard to which employee
should be granted financial assistance.
10.1.2 Make recommendations to the Manager with regard to the effective
utilization of employees that have completed their studies.
10.1.3 Provide support in cases where students encounter problems
10.2
Employee
10.2.1 Apply for financial assistance each year.
10.2.2 Get motivation letter from the Supervisor
10.3
Employees granted Financial Assistance
10.3.1 Provide periodic reports (results) on his / her development and / or
studies.
10.4
Management Team
10.4.1 Consider applications for financial assistance by employees and their
supervisors.
10.4.2 Recommend financial assistance budget.
10.4.3 Ensure that recommendations for financial assistance by Supervisors
are in line with the objectives and priorities and contents of this policy.
10.4.4 Ensure the effectiveness utilization of staff in accordance with their
studies, where applicable.
10.5
Heads of Departments
10.5.1 Ensure identification of development needs within the department and
cases that require financial assistance.
10.5.2 Develop Departments financial assistance budget.
11
10.5.3 Make recommendations to Development Committee on staff members,
from the departments that should be awarded financial assistance.
11.
STUDY LEAVE
11.1
The Council shall employees pursuing an approved course of study,
the following periods of study leave, which leave shall be regarded as
special leave:
11.1.1 Employees who are studying towards a grade 12 (Std 10)
certificate, one days’ study leave plus the day on which the
examination paper is written per subject, regardless of whether
or not examination papers for that subject are written on the
same day;
11.1.2 Employees who are studying towards an approved
diploma or degree at a Technikon or University, one day study
leave per subject or module inclusive of the day on which the
subject or module is written.
11.2
Where employees are required to attend lectures during normal
working hours at an educational institution for the purpose of pursuing
an approved course of study, the Council may them special study
leave on a negotiated basis for such period of study provided that at
least 50% of the period of absence from the workplace by the affected
employee shall be deducted from such employee’s annual or accrued
leave subject further to such arrangement not conflicting with the Basic
Conditions of Employment Act 1997 insofar as it applies to the of
annual leave.
11.3
Notwithstanding the provisions of the above paragraphs, study leave
for all purposes, shall not exceed 12 working days per annum.
11.4
Prior to proceeding on study leave, the applicant shall complete the
prescribed leave form, provide proof to the satisfaction of the Human
Resources Manager that he/she is required to write an examination
and obtain the required permission to proceed on study leave.
11.5
Should the applicant, for any reason, not write an examination, then the
study leave ed to him/her shall be converted into annual leave and be
deducted from the annual leave entitlement of the employee
concerned.
12.
EXTERNAL BURSARIES
12
12.1
An applicant must be the resident of Koukamma Municipal area of
jurisdiction, or his / her parents / legal guardians must be registered or
legal residents within the Koukamma Municipal area of jurisdiction,
12.2
An applicant must be registered with a recognised tertiary institution or
currently doing Matric (or Grade 12) – (NB: That Tertiary Institution
refers to a University, University of Technology or any recognised FET
Colleges available in South Africa),
12.3
Preference will be given to candidates who are unemployed (who will
be attending classes on a fulltime basis), and whose parent’s or
guardian’s household income does not exceed R6 000 per annum,
12.4
It will be required that an income receiver must submit a certified copy
of his / her proof of income from his / her income source, in order to
prove the income of the parent / legal guardian,
12.5
Preference will be given to applicants, who are from designated
groups targeted in terms of the Employment Equity Plan of Council,
12.6
A latest proof of registration with the Tertiary Institution will be required
and must accompany the application form or be submitted to Corporate
Services Directorate, before an award of the bursary can be
entertained,
12.7
The field of study must be relevant to the operations of the municipality
or the demands of the economy of Koukamma Municipal area of
jurisdiction, such as Civil and Electrical Engineering (scarce skills),
administration and finance.
12.8
Candidates bursared (or financed) by the municipality, pursuing studies
relevant to the municipality, may voluntarily undertake experiential
training with the relevant Department within the municipality, during
their vacation period, as part of capacity building to them,
13
12.9
It is a prerequisite that “no first degree relative of Councilors or
members of the Bursary Sub-Committee may be allocated / awarded a
bursary,
12.10 The final decision on awarding of external bursaries will be made after
personal interviews have been held with the selected candidates,
12.11 All the Bursars will be required to sign a Bursary Agreement with the
Council before any payment is made,
12.12 Bursary amount will cover registration and tuition for the following year
(semester block) and will be paid directly to the educational institution,
only on receipt of the original invoice from the educational institution
concerned,
12.13 Successful candidates or Bursary recipients will be compelled to
submit their academic results for the year (or semester) in which they
have been awarded bursary to the Manager: Human Resources,
12.14 The municipality will not pay for failed courses or subjects done for the
second time,
12.15 A bursared candidate will be required to work for the municipality an
equivalent number of years he / she was assisted by the municipality,
failing which he / she will be required to refund the municipality a
prorata share of payment made,
12.16 Consideration can also be made to families who are headed by underaged kids due to varying circumstances (e.g. HIV / Aids) and are
subjected to different forms of social challenges / upheavals,
14
12.17 The amount and procedures for allocation of bursaries will be reviewed
on a financial year basis, based on the budgeted allocation made in the
particular financial year.
13.
SCHEDULE OF POST QUALIFICATIONS
In order to facilitate the application of this policy, the Human Resources
Manager shall prepare a schedule of all posts on the staff
establishment of the Council and the likely qualifications to be held or
obtained by the incumbents of such posts as well as the providers of
such qualifications, the study duration for such qualifications and the
approximate cost of obtaining same.
14.
APPLICATION OF POLICY
This policy shall apply to new appointees of the Municipality and to
those employees who have been placed in new positions by the
Council.
The policy shall not derogate from any rights which existing and placed
employees may have in terms of their conditions of service prior to their
transfer into the service of the Municipality and where such employees
are subject to study
facilities and study leave superior to those
contained in this policy, they may retain such superior facilities and
study leave on a personal-to-incumbent basis.
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