 |
|
|
| Issued: 12/01
Classification Code: OP 03-08 |
|
OPERATING PROCEDURES
I.
Responsibility - University
training and development programs generally will be coordinated through
the Human Resources Department. Units within Human Resources are
responsible for conducting periodic needs assessments; developing,
arranging and scheduling programs; conducting enrollment; and developing
and compiling reports of activities. A.
The Training and Development unit will assure that opportunities
will be offered each year in the following areas: 1. New Employee Orientation 2. Functional, Professional, or Management Training - Programs may be presented or coordinated by staff from the office responsible for the function, by contract trainers, by internal trainers, or by any combination of the above. 3.
University Policies and Procedure - The organizational unit
responsible for a policy or procedure provides the training related to
that function. B.
The Wellness Advantage unit is responsible for coordinating
health-related seminars. C.
Other training on University systems may be offered by
departments, generally using the support and services of the Training
and Development unit. II.
Training Classification - The
University classifies training and development programs into three
classifications: Classification
1:
Training to perform the employee's current assignment including,
but not limited to, implementing new or changed policies and procedures;
increasing productivity; improving quality; improving morale; using new
tools, machines, processes, or methods; and overcoming obsolescence in
skills, technologies, methods, or products. Classification
2:
Developmental opportunities to provide skills or knowledge that
help to qualify an employee for promotional opportunities or other
career opportunities. Classification
3:
Opportunities for personal enrichment including activities,
courses or training unrelated or only incidentally related to the
individual's employment. III.
Training Programs A.
Management and Supervision Enhancement Programs 1.
To enhance the skills of employees who have been or are being
newly assigned to or hired into supervisory or management positions, a
required Management Training Series will be offered. Individuals
employed in administrative, supervisory or management positions at the
time these procedures are adopted may be relieved of the requirement to
attend any or all of the sessions in the Management Training Series if
approved by their division executive. Generally, only those
employees who have extensive experience supervising and managing people
or who have within the past five years attended comprehensive
supervisory and management training should be granted the exception. 2.
Recognizing that managers and supervisors face a wide variety of
challenges, seven common themes will be interwoven throughout the
training series: leadership, communication, teamwork, continuous
improvement, customer service, diversity, and ethics. B.
New Staff Member Orientation 1.
To familiarize new staff members with the University and provide
information regarding the focus and functionality of the institution,
newly hired staff are required to attend the New Staff Member
Orientation. 2.
The program provides a wealth of information designed to assist
the individual staff member in becoming acquainted with the
organizational structure and the student-centered focus of the
university, the history, culture, past achievements and future goals of
the institution, the academic strengths and degrees offered, the
physical layout of the campus, and the many opportunities for
self-improvement. C.
Office Support-Related Programs - To enhance the skills of
employees who have been or are being assigned to office support
positions, individuals employed in these positions are encouraged to
participate in Office Support Related Programs. The Training &
Development Office will offer a certificate program for office support
personnel. D.
Specialized or Technical Programs - Individual units are
responsible for specialized or technical training (i.e., computer
technology, boiler operations, police certification, etc.) that is
applicable only to a specific department or area. The Training
& Development Office is available to assist units in setting up this
training and maintaining attendance and evaluation records. E.
Off-campus Training - Employees may utilize Release Time for
programs offered through a reputable non-university organization if the
programs promote professional or job skill development. The
Training & Development Office will track employee participation in
such off-campus seminars and conferences. For these development
efforts to be tracked and qualify as Release Time, employees and
supervisors must complete the training form found in Appendix A and
forward it to the Training & Development Office. IV.
Employee Participation - Employees
may select program offerings from each of the three program
classifications. Additionally, supervisors may direct employees to
attend Classification 1 training programs. Any offerings that
supervisors direct employees to attend will be considered to be
Classification 1 programs. Supervisors also may suggest that
employees enroll in Classification 2 or 3 programs. V.
Release Time A.
Release Time is time the employee is relieved of regular duties
to attend developmental, wellness or training programs offered during
the employee's regularly scheduled work hours. B.
Regular and Term employees are allowed to use up to 40 hours per
fiscal year with supervisor approval for New Staff Member Orientation,
Training & Development, Wellness, and Computer Services programs
(prorated for part-time employees). Twenty out of 40 hours can be
for Classification 3 opportunities. The supervisor may approve
additional hours above this level. C.
From time to time, changed job responsibilities or changed work
processes may make it necessary for an employee to attend training in
excess of the number of hours stated in Section B. In such cases,
supervisors should approve Release Time beyond the amounts stated in
Section B. D.
The employee is not required to make up Release Time or to charge
the time to accrued leave or leave without pay. E.
Release Time is available for programs offered through any
university unit. To record training offered by a unit other than
Training & Development, Computer Services, or Wellness Advantage, an
employee and supervisor must complete the training form found in
Appendix A and forward it to the Training & Development Office. F.
Time used for University courses taken for credit is not covered
by this policy and these procedures. G.
Fair Labor Standards Act non-exempt employees (generally
employees who are paid on a biweekly schedule) who are required to
attend training programs conducted at other than regularly scheduled
working hours, must be paid in accordance with federal law, University
policies or the appropriate bargaining unit resolution. H.
Voluntary attendance in training programs outside of regular
working hours does not constitute overtime. However, attendance in
a Classification 1 training session may not be considered voluntary
attendance and, for non-exempt employees, must be paid. Prior to
attending Classification 1 training that occurs outside of an employee's
work schedule, the employee must obtain written authorization from his
or her supervisor. I.
Supervisors are encouraged to establish flexible schedules for
employee s who wish to enroll in programs that do not fit within the
employee's normal work schedule or are for Classification 3 programs in
excess of the allowance provided by these Operating Procedures. J. A record of the training seminars attended by each employee will be maintained in a central database. Employees and supervisors may obtain employee training records from the Training & Development Office, the Wellness Advantage Office, or Computer Services. VI.
Request Process A.
Employees are encouraged to provide their supervisors with at
least two week's notice regarding attendance at any training sessions
that will occur during work time and for all Classification 1 training
regardless of when it occurs. B.
A supervisor may deny Release Time for reasons including, but not
limited to, the following: 1.
Other training more related to job responsibilities 2.
If the employee has already used up all eligible Release Time
hours 3.
The employee's request was made less than two weeks in advance of
the session 4.
Temporary shortage of personnel 5.
Seasonal work commitments 6.
Temporary work-related emergencies C.
If denied training due to 4, 5, or 6 the employee must be
permitted to take the same training or equivalent training at another
time within one year of the denial date. D.
Employee Concerns 1. Employees who believe they are inappropriately being denied opportunities to attend offerings within the scope of this policy and procedures may seek assistance from the Manager of Training & Development to resolve their concerns. 3.
If the concern is not resolved, a summary of the complaint and
suggested resolution will be provided to the appropriate division
executives. 4.
Requests for Release Time made by employees with less than two
weeks notice to their supervisors may not be used as evidence of
repeated denials. 5.
Supervisors are advised not to take retaliatory actions against
an employee who expresses concerns. VII.
Records - Each unit that
offers development opportunities is responsible for maintaining records
for all University attendees. At a minimum, records should be kept
that identify the sessions attended by employees, the dates of
attendance by employees, the number of attendees in each session, and
participant evaluation ratings of each session. VIII.
Staff Development Advisory Committee A.
Structure 1. A standing University Staff Development Advisory Committee, appointed by the Vice President for Business and Finance and chaired by the Manager of Training & Development will be established and will generally meet on a monthly basis. B.
Purpose - The purpose of the Staff Development Advisory
Committee is to provide advice and feedback regarding the quality of
programs offered, the campus perceptions of initiatives, the
effectiveness of programs, and general feedback relating to the training
or development needs of the institution. C.
The committee will prepare an annual report on the status of
training and development programs. Appendix A Off-Campus
Training Record Form Southeast
Missouri State University Employee:
Please complete this form to record your attendance at an
off-campus training event, conference, or other event not sponsored by
Training and Development. Employee Name:
__________________________ SSN:
__________________ Department:
___________________________ Supervisor:
________________ Course Title:
_____________________________________________________ Presenting
Organization: ____________________________________________ Date(s) Attended:
____________________ Location:
____________________ Supervisor:
Please assign a Training Classification, record the number of
class hours, sign, and forward to the Training & Development Office
at Mailstop 3830. Training Classification
(1,2, or 3): __________
Number of Hours: ___________ (1- professional
development, 2 - promotional development, 3 - personal enrichment) Supervisor Signature:
________________________
Date: ______________
The University
classifies training and development programs into three classifications.
Classification 1: Training to perform the employee’s current assignment including, but not limited to, implementing new or changed policies and procedures; increasing productivity; improving quality; improving morale; using new tools, machines, processes, or methods; and overcoming obsolescence in skills, technologies, methods, or products. Classification
2:
Developmental opportunities to
provide skills or knowledge that help to qualify an employee for
promotional opportunities or other career opportunities.
Classification 3: Opportunities for personal enrichment including activities, courses or training unrelated or only incidentally related to the individual’s employment. |
|
Human
Resources
| Contact Us |
(573) 651-2206 | Fax: (573) 651-2108 | disclaimer |
