http://www.kirklees.nhs.uk/uploads/tx_galileodocuments/Training_Education_and_Development_Policy

Training Education and Development Policy

Responsible Directorate:

Patient Care and Professions

Responsible Director:

Sheila Dilks

Date Approved:

9th July 2008

Committee:

Governance Committee

Version Control

Document Title Document number Author Contributors Version Date of Production Review date Postholder responsible revision Primary Circulation List Web address Restrictions

Training, Education and Development Policy 1 Liz Butterfield V1 June 2008 July 2011 for Head of Knowledge and Learning

Standard for Better Health Map

Domain

Governance

Core Standard Reference

C8b, C11b, C11c.

Performance Indicators

1. All Trust Training & Education Programmes have the approval of the PCT. 2. All staff to be offered appropriate, identified training programmes.

3. Mandatory training programmes to be evaluated.

4. Annual Report to be produced and approved by the Board.

Page 1 of 18

Contents

Section

1 2 3 4 5 6 7 8 9 10 11

Page Policy Statement Introduction Associated Policies and Procedures Aims and Objectives Scope of Policy Accountabilities and Responsibilities Annual Trust Training Prospectus Training Needs Analysis Training Database Equality Impact Assessment All Other Trust Policies Monitoring Compliance with Policy

Appendices A Template for Training Needs Analysis/Strategy B Training Booking Procedure C Key Stakeholders involved in this Policy

3 3 4 4 4 4 4/5 6 6 7 7 7

8-12 13-15 16

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Policy Statement

Kirklees PCT will have a planned and systematic approach to the development of systems and processes to identify, deliver, capture data and evaluate all Trust Training & Education programmes which is based on need (identified by both legislation and Trust priorities) and supported by training needs analyses/strategies.

1.

Introduction.

Kirklees Primary Care Trust (PCT) is committed to providing the best education, training and professional development opportunities to all staff (all staff includes, permanent, temporary, seconded, bank, hosted, volunteers and where appropriate contracted staff) The Trust recognises that access to training and development is critical to our ability to be able to adapt and meet the challenges of the future, and to achieving successful individual, team and organisational performance.

Kirklees PCT has a set of Vision and Values that have been agreed by the Board following consultation with all staff. These Vision and Values reflect the paramount importance of patients and the public, with service delivery achieved by a well supported and sustained workforce, in particular the objective; ‘Develop a learning environment that promotes continuous professional development, motivates people to achieve their full potential and aids recruitment and retention of high calibre staff’.

The Trust acknowledges that quality healthcare can only be provided by employees who have the correct skills, knowledge and attitudes to meet the needs of the patients, service users and carers. There is a need to ensure that all staff, both clinical and non-clinical, are occupationally competent and fit for practice. These skills, knowledge and attitudes can be achieved through developing and delivering the appropriate training and education programmes.

In order to deliver the above, the Trust must have approved systems and processes, including documentation, in place to ensure that the organisation can identify which staff groups are required to attend each type of training and then all staff are offered the training at appropriate frequencies.

2.

Associated Policies and Procedures.

This Policy / procedure should be read in accordance with the following PCT policies, procedures and guidance.

• • • • • •

Training & Education Strategy Study Leave Policy Long Course Panel Procedure Health and Safety Policies Infection Control Policies Induction Policy Page 3 of 18

3.

Aims and Objectives.

The aim of this policy is to ensure that all Trust training programmes are: •

Approved by the appropriate committees

•

Identified via a Training Needs Analysis

•

Linked to the appropriate KSF dimensions

•

Captured within the Trust Training Management programme database (ATL)

•

Forms part of the Trust Training Prospectus

•

Reported on to the appropriate committees

•

Evaluated

4.

Scope of the Policy

This policy and its enclosed procedures must be followed by all Kirklees PCT employees and staff on temporary or honorary contracts as well as pool staff, hosted staff, where appropriate contractors and students. It is the responsibility of the Human Resources department to inform the Training department of all hosted staff, as well as students and staff on honorary contracts working within the Trust to ensure they are included within the training programme circulations.

5.

Accountabilities & Responsibilities

5.1.

Lead Director

The Director for Patient Care and Professions is the lead Director with Board level responsibility for Training and Professional Development who is supported by the Assistant Director of Clinical Governance, Standards and Professional Development reports who is turn is supported by the Head of Knowledge and Learning. Each Directorate Lead and Heads of Services are responsible for ensuring that all their staff maintain competencies relevant to their roles, and attend mandatory training.

5.2.

Committee Duties

The Head of Knowledge and Learning is responsible for producing this Policy, the Training & Education Group will have the responsibility for the implementation of this policy, and the Governance Committee will ratify and review this policy.

6.

Annual Trust Training Prospectus The Training Department is responsible for producing an Annual Training Prospectus which will be approved by the Governance Committee, and which identifies all training to be provided. The Training Prospectus will contain the following information as a minimum: 1.

2.

3.

4.

Title of the training activity.

Aims and objectives of training Expected outcomes Identified which staff groups require the training

There will be 3 types of training within the prospectus, namely: Page 4 of 18

1. Mandatory Training Mandatory training is training which all organisations must offer to staff as a part of their legal and statutory obligations.

Mandatory training is relevant to all staff and is graded on a basis of need with all staff completing a basic level of mandatory training on the Trust Induction programme when first starting their employment. A mandatory training matrix will be produced which states clearly which staff have to attend which training, at what levels and the frequency which the training has to be attended.

2. Compulsory Training Compulsory training is training which the Trust feels is essential for specific staff groups, i.e. staff who manage or supervise other members of staff, or specific cohorts of clinical staff.

Many of these sessions are specifically related to specialist clinical areas or Human Resource Policies. All staff will be identified via the Training Needs Analysis.

3. Continuing Professional Development CPD training relates to all other areas of training which is relevant to the post-holders remit and regulatory bodies requirement, and will be in line with their KSF outline.

Each training flyer will provide the following information as a minimum: 1 2 3 4 5 6 7

Title of the training activity.

Aims and objectives of training Expected outcomes Identified which staff groups require the training Frequency of training course requirement Trainer/s delivering the training venue, dates and times of training

All training is advertised for all staff in a number of different ways, including via the Trust Training Prospectus, the intranet, flyers by email, notice boards and within the Weekly Bulletin and Monthly Newsletter.

It is the responsibility of all staff to attend the appropriate mandatory and compulsory training identified for the post they are employed in. It is the responsibility of the line manager to ensure that this is adhered to, and should form part of all staffs’ annual appraisal process.

It is the responsibility of all managers/trainers to ensure that all training programmes have been identified and agreed with the Training and Education team, and all documentation relating to the training is forwarded to the Training department.

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7.

Training Needs Analysis A training needs analysis will be undertaken throughout the organisation by Managers and Directors using appropriate sources of information, such as legislation, guidance, external and internal reviews, NHS standards, reported risks and management and staff feedback. The Training Needs Analysis will then be used to develop training programmes to include the following: • • • • • •

Who needs to attend the training, and at what levels How the training will be delivered Who is responsible for delivering the training Aims and objectives of the training Expected outcomes Links to KSF Profiles and outlines

The Head of Knowledge and Learning has produced a template to be used to ensure consistency across the Trust. (Please see Appendix A).

8.

Training Database The AT Learning tool is a web based Learning Management System (LMS) which is designed and developed to facilitate the offer, delivery, management, evaluation and commissioning of learning and development in an organisation.

The Trust Training department uses this management system to input and capture all training information and data which occurs within the Trust. All staff within the Training department will be trained to use this system.

This system will have information of all training courses offered by the Trust, which staff have booked on, which staff have attended and which staff failed to attend. For any staff who do not attend a course, the system will send out an email to the person involved, plus a copy to the line manager for information and further action. It is the responsibility of all staff to attend the appropriate mandatory and compulsory training identified for the post they are employed in. It is the responsibility of the line manager to ensure that this is adhered to, and should form part of all staffs’ annual appraisal process.

Reports can be produced from this management system to inform Trust attendance percentages as well as individual staff reports as required. This information will form part of the Trust Training Annual Report.

Please refer to Appendix B for the Procedure for the recording of all attendance of training, including non-attendance.

All staff training records are held within the Training department via the AT Learning system and is password protected.

9.

Training Records The Training department will keep records of the following: 1.

2.

3.

4.

5.

6.

All individual staff training activity Training Prospectus Training course content Flyers Bookings Attendance Lists Page 6 of 18

10.

Equality Impact Assessment.

All public bodies have a statutory duty under the Race Relation (Amendment) Act 2000 to “set out arrangements to assess and consult on how their policies and functions impact on race equality.” This obligation has been increased to include equality and human rights with regard to disability age and gender. The PCT aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. In order to meet these requirements, a single equality impact assessment is used to assess all its policies/guidelines and practices. This Policy / procedure / guidance was found to be compliant with this philosophy.

Equality Impact Assessment Tool

To be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval.

Insert Name of Policy / Procedure Yes/No 1.

Comments

Does the policy/guidance affect one group less or more favourably than another on the basis of: • Race • Ethnic origins travellers)

(including

gypsies

and

• Nationality • Gender • Culture • Religion or belief • Sexual orientation including lesbian, gay and bisexual people • Age • Disability - learning disabilities, physical disability, sensory impairment and mental health problems 2.

3.

4.

5.

6.

7.

Is there any evidence that some groups are affected differently?

If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable?

Is the impact of the policy/guidance likely to be negative?

If so can the impact be avoided?

What alternatives are there to achieving the policy/guidance without the impact?

Can we reduce the impact by taking different action?

No

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If you have identified a potential discriminatory impact of this procedural document, please refer it to Head of Knowledge and Learning together with any suggestions as to the action required to avoid/reduce this impact.

11.

All Other Trust Policies For all policies developed by the Trust a training needs analysis must be undertaken & included in the body of the policy or procedure. All PCT staff training needs must be considered, but only those for whom training is a requirement should be listed in the document itself. The approved Trust Training Needs Analysis/Strategy template must be used for this purpose, and should include the appropriate KSF dimensions to which the training relates to.

12.

Monitoring Compliance with this Policy The Head of Knowledge and Learning in conjunction with the Training & Education group and the Governance Committee will be responsible for monitoring compliance with this policy.

Quarterly progress reports will be produced for the Training & Education group and the Governance Committee.

Monitoring will be carried out on an annual basis.

An Annual Trust Training Report will be produced for the Governance Committee with all relevant appropriate information regarding training statistics included. The report will include course evaluations. Effectiveness of training programmes such as Moving and Handling, Health Safety and Risk and Investigations training can be monitored via Risk Management in conjunction with incident reportings. Where appropriate action plans will be produced to identify any gaps in provision or further training requirements identified.

Appendices A.

Template for Trust Training Needs Analysis

B.

Training Booking Procedure

C.

Key Stakeholders consulted/involved in the development of the policy

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APPENDIX A

Training Needs Analysis e.g. Health, Safety & Risk It is a legal requirement that all staff receive Health, Safety & Risk training as part of their Mandatory training, this training to be undertaken bi-annually (i.e. once every two years). This training forms part of the Trust Mandatory training programme and training courses are held at regular intervals through out each year, organised through the Trust Training department.

Who needs to attend?

Health, Safety and Risk Managers, specific staff members identified by the Health, Safety & Risk team.

All Trust staff, including temporary, bank and contractor staff.

All new employees, including bank, temporary and contractor staff.

How can the training be delivered?

Level 3 Advanced: In-depth for specific staff, i.e.

Health, Safety & Risk Managers

Level 2 2 hour training course 2 hour training presentation for all Trust staff – part of the Trust Mandatory training Programme to be undertaken bi-annually.

Level 1 Basic Awareness 30 minute session for all new starters provided within the Trust Induction Programme for all new starters.

External organisations such as the NHSLA, etc.

Delivered by qualified and competent Health, Safety and Risk team.

Delivered by qualified and competent Health, Safety and Risk team within Induction

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Who is responsible for delivering this training: Title: Assistant Director of Risk and Risk Manager Name of current Post-holder(s)

Terry Service, Christopher Bedford

Training needs assessment

It is estimated that there are approximately 1340 staff (including temporary and bank staff) employed by the Trust who require this training bi-annually. This is broken down as follows: Level 3 - Advanced Nominated staff – staff responsible for Health, Safety and Risk as a key component of their role, e.g. Assistant Director and Health, Safety and Risk management and staff.

Level 2 – Mandatory Training All existing staff – 1340 undertaken bi-annually.

Level 1 - Induction - Basic awareness All new employees to the Trust.

The learning aims and objectives for the 3 levels of training are as follows:

Overall Aim: The Aim of the Health, Safety and Risk Training is to provide the learner with an understanding of essential safety to allow them to have an understanding of the organisational policies and systems of work and to understand their legal responsibilities, personal and duty of care with regards to this topic.

Objectives for the learner Level 1 – Induction Basic understanding and knowledge of the Health and Safety at Work Act 1974, as well as the organisational policies Level 2 – All staff Knowledge of the Health and Safety at Work Act 1974, Legal responsibilities, organisational policies, incident reporting and risk assessments.

Level 3 – specific identified staff In-depth knowledge for key nominated staff regarding Health, Safety and Risk relating to their employed roles.

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Levels 1 and 2 - Links to KSF Profile/Outlines Core: Level:

Examples of KSF indicators that this course/programme may contribute to

2 – communicate with a range of people on a range of matters

e) communicates in a manner that is consistent with relevant legislation, policies and procedures

2– Develop own knowledge and skills and provide information to others to help their development

d) evaluates the effectiveness of learning opportunities and alerts others to the benefits and problems.

1.Communication

2.Personal and people development

3.

Health, Safety & Security

2 – Monitor and maintain health, safety and security of self and others

c) undertakes work activities consistent with: - legislation, policies and procedures - the assessment and management of risk f) supports others in maintaining health, safety and security

4.

Service improvement

1 – Make changes in own practice and offer suggestions for improving services

a) discusses with line manager/work team the changes that need to be made in own practice and the reasons for them e) alerts line manager/work team when direction, policies and strategies are adversely affecting users of the service or the public

5.

6.

Quality

Equality and Diversity

2 – Maintain quality in own work and encourage others to do so

a) acts consistently with legislation, policies, procedures and other quality approaches and encourages others to do so

1 – Act in ways that support equality and value diversity

a) acts in ways that are in accordance with legislation, policies, procedures and good practice

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Specific Dimension:

Level:

Examples of KSF indicators that this course/programme may contribute to

Level 3 – Links to KSF Profile/Outlines Core: 1.

2.

3.

Level:

Examples of KSF indicators that this course/programme may contribute to

3 – develop and maintain communication with people about difficult matters and/or in difficult situations

f) communicates in a manner that is consistent with relevant legislation, policies and procedures

2– Develop own knowledge and skills and provide information to others to help their development

d) evaluates the effectiveness of learning opportunities and alerts others to the benefits and problems.

Communication

Personal and people development

Health, Safety & Security

3– Promote, monitor and maintain best practice in health, safety and security

c) undertakes work activities consistent with: - legislation, policies and procedures - the assessment and management of risk d) monitors work areas and practices and ensures they: - are safe and free from hazards - conform to health, safety and security legislation, policies, procedures and guidelines

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4.

Service improvement

2 – Contribute to improvement of services

the

c) supports others in understanding the need for and making agreed changes f) constructively identifies issues with direction, policies and strategies in the interests of users and the public

5.

6.

Quality

Equality and Diversity

Dimension:

2 – Maintain quality in own work and encourage others to do so

a) acts consistently with legislation, policies, procedures and other quality approaches and encourages others to do so

1 – Act in ways that support equality and value diversity

a) acts in ways that are in accordance with legislation, policies, procedures and good practice

Level:

Examples of KSF indicators that this course/programme may contribute to

* Please note – all red text must be changed for each training programme – this is an example only

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APPENDIX B

PROCEDURES FOR RECORDING TRAINING ATTENDANCE & NON-ATTENDANCE

This procedure advises all staff and managers how to book onto a training course, and also the procedure that will be followed for all attendance and non-attendance of training courses.

All training activity coordinated by the Corporate Training & Development team is advertised via email, training information flyers, AT Learning (web based Learning Management System tool) and the Kirklees Primary Care Trust Intranet, as well as all information being contained within the Trust Annual Training Prospectus.

AT Learning is a software programme which is serviced by the Training team which captures all data relating to training and is accessible to all staff and managers. The AT Learning programme is the primary tool used for managing and auditing Trust wide and local training programmes.

There are a number of ways that staff can book onto training, either electronically via the AT Learning system, or emailing the Training team, or by contacting the training team by email, telephone or facsimile.

Via Intranet Access: •

Access www.at-learning.org 1. The staff member will be required to key in their User Name and Password (this is the same password used for e-KSF) 2. Staff will be able to search for training activities and book themselves on specific training and also cancel themselves off if unable to attend. All activity is recorded electronically via the system.

3. AT Learning is also linked to e-KSF and is useful for both staff and managers when carrying out annual Personal Development Reviews when identifying training activity for their Personal Development Plans in line with Trust objectives.

Via Email •

Email the Corporate Training & Development team Training.Bookings@kirkleespct.nhs.uk

Via Telephone •

Telephone the Corporate Training & Development team 01924351479 / 1494

Via Fascimile •

Fax the Corporate Training & Development team 01924 475212

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In order to book onto a course the minimum data set required is:

PERSONAL DETAILS:

• • • • •

FULL NAME JOB TITLE BASE CONTACT NUMBER EMAIL ADDRESS

COURSE DETAILS:

• • • •

TITLE OF COURSE COURSE DATE COURSE TIME COURSE VENUE

Confirmation of Bookings:

Staff who book on electronically will receive confirmation via ATL direct, (email automatically generated when the delegate has been booked on and an email is automatically sent to the line manager for approval) It is the line-manager’s responsibility to grant approval for their staff to attend appropriate training courses. An electronic copy of the confirmation will be retained by the system.

Email from the Corporate Training & Development team confirming staff email booking request

Telephone from the Corporate Training & Development team confirming staff telephone booking request

Fax from the Corporate Training & Development team confirming staff fax booking request.

Bookings:

All bookings for each training activity is monitored on a daily basis to ensure the course reaches full capacity by the Training Coordinator and Bookings Administrator.

Page 15 of 18

Two weeks prior to the training activity the confirmation list is downloaded from AT Learning and emailed to the Trainers. The confirmation list contains the dates, time and venues of each course with a list of delegates booked on.

If the training activity is based at a venue other than Beckside Court, 3-7 days prior to the activity the confirmation list is downloaded and printed off, evaluation sheets for each delegate are enclosed along with an attendance register and certificates are printed prior and the pack is sent to the Trainer.

Following the training activity, the Trainer will send the completed pack to the Training Programme Co-ordinator for action. Each trainer whether internal or external is responsible for forwarding the completed packs to the Corporate Training team.

Following receipt of the completed training pack the Training Programme Co-ordinator then:

• • • • • • • • • •

Cross references the confirmation list against the attendance list Any not attendees highlighted Delegates who attended without bookings highlighted Monitoring sheet completed showing the numbers of clinical and non clinical staff attended Where delegates have attended without booking, the delegates are booked onto AT Learning against the training activity undertaken The training activity is activated in ‘Pending’ on AT Learning and performance is marked, highlighting whether delegates where present or not present.

DNA letters are generated through AT Learning and emailed to the delegate and their line manager.

Within the delegates personal file on AT Learning their DNA behaviour is shown.

Where a delegate cancels their booking, this is cancelled on AT Learning with the reason and date of cancellation, this is done by whoever takes the cancellation.

When member of staff receives an email to say they did not attend, or their direct reports did not attend, but evidence is available to refute this, then the records will be amended accordingly.

Once all the above procedure has been actioned, the training activity is complete and recorded on AT Learning accurately for future reporting to be undertaken. This ensures the Trust has a complete and up to date Training database for all staff undertaking any training activity.

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APPENDIX C

KEY STAKEHOLDERS CONSULTED INVOLVED IN THIS POLICY

NAME

TITLE

COMMENTS RECEIVED

ACTIONED

Liz Butterfield

Head of Knowledge and Learning

Yes

Yes

Terry Service

Assistant Director Management

Risk Yes

Yes

Yes

Yes

Assistant Director of Clinical Yes Governance, Standards and Professional Development

Yes

Training & Education All members Group

Sue Smith

of

Human Resources Sue Ellis Department

Policy Development All members Group

Governance Committee

Yes

Yes

All members

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