NOT PROTECTIVELY MARKED FORCE PROCEDURES. Study Scheme Procedure

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1 FORCE PROCEDURES Study Scheme Procedure Procedure Reference Number: Procedure Author: L Woodman & N Bailey, Learning and Development Procedure Review Date: August 2010 At the time of ratifying this procedure, the author is satisfied that this document complied with relevant legislation and Force requirements. Sign and date L Woodman, August 2008 (Author(s)) V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 1

2 Procedure Index ELECTRONIC NAVIGATION: - move the cursor over the page number in the index or blue underlined text until a hand appears. Click the left mouse button once and it will jump to the specified part of the document. 1. Responsibilities People Development Services within Human Resources Applicant Line Manager Area Commander/Departmental Head The Strategic Training Panel Meeting Guidance Introduction Self Reflection Pre-Application Discussion Application Form Funding Decisions Payment Funding Conditions Study Time Costs of travel, subsistence and course materials Exceptions to the Scheme Monitoring/Reporting Responsibilities Procedure Aim Annexes Appeals Review...9 V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 2

3 1. Responsibilities NOT PROTECTIVELY MARKED 1.1 People Development Services within Human Resources The People Development Services team will collate all applications and acknowledge receipt to the individual, usually by Human Resources will utilise the quarterly strategic training panel meetings will be used to evaluate and make a decision on the level of funding awarded. (Members of the Police Federation, Unison, Learning and Development and other senior managers from throughout the constabulary will be represented at these panels.) The People Development Services team will advise all applicants of the results of their application as soon as possible. 1.2 Applicant The applicant is responsible for contacting the People Development Services team within Human Resources and discussing their course requirements The applicant is responsible for ensuring that an Application for Learning Study form is completed in full, authorised and submitted to the People Development Services mailbox or directly to a member of the People Development Services team before the deadline along with their course details (including course costs) and latest appraisal. The deadlines for form submissions will be published both on the Intranet and within Weekly Orders The applicant is responsible for full payment of the course and claiming back the percentage granted via a form 2 unless 100% funding is granted. In the case of 100% funding, the People Development Services team will provide the applicant with a sponsorship letter to pass to the course provider. 1.3 Line Manager The line manager is responsible for checking that the applicant has discussed the course with a member of the People Development Services team within Human Resources The line manger is responsible for completing their section of the Application for Learning Study form and through discussion with the applicant ensuring that the syllabus meets the needs of the organisation The line manager is responsible for recommending what level of support is appropriate, following the guidance provided in Annex A The line manager is responsible for the post-course plan within which the candidate will apply the knowledge, skills and behaviour to benefit the department and the organisation. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 3

4 1.4 Area Commander/Departmental Head The Area Commander or Departmental Head is responsible for completing their section of the Application for Learning Study form to endorse the course chosen by the applicant and indicate satisfaction that the course meets the needs of the organisation. 1.5 The Strategic Training Panel Meeting Members of the Training Panel meeting will each receive the applications at least two weeks in advance of the meeting in order for them to read through the applications. Whilst the actual level of funding is ultimately awarded by the Training panel their decision will consider the recommendation and evidence provided by the individual, Line Manager and Area Commander/Departmental Head. 2. Guidance 2.1 Introduction All Police staff on permanent contracts who have completed their probationary period (including staff who are on a fixed term contract, but excluding temporary staff) and police officers having completed their probationary period are eligible to apply for funding to undertake a course of study through the Study Scheme An overview of the scheme and guidance on funding can be found in Annex A. 2.2 Self Reflection Before making a request for funding under the Study Scheme, the applicant must consider the following: Why you want to undertake this course? How the syllabus links in with your current work? What specific improvements in performance or knowledge you expect to see? Whether your aim is to improve your current competence or to develop new skills and knowledge. How the proposed course fits into your development plan? What style of study/learning you are most suited to? 2.3 Pre-Application Discussion Applications should be the result of the appraisal process between line manager and staff, which can include monthly supervision discussions. Applications will not be considered without line management support through this process The People Development Services team within Human Resources are available to guide and assist in the application process including research into alternative training providers and colleges. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 4

5 2.4 Application Form NOT PROTECTIVELY MARKED After considering the choice of course carefully, and discussion with the line manager and HR, the Application for Learning - Study Application Form should be completed. The application form is available electronically on Looking Glass in the Learning Zone section Whilst the actual level of funding is ultimately decided by the Training Panel meeting, their decision will primarily be based upon the evidence provided in the application form and the recommendation of local management. The Training Panel meeting will want to see that the applicant and their manager have given full and proper consideration to: The relevance of the course to current role. How it fits in with agreed development plans. How the course furthers local business objectives and priorities It is important therefore that both the applicant and their manager provide a full and detailed application For courses of study that extend over 12 months, a new Application for Learning Study form is required for each subsequent year following the initial application with part B completed. This is not a renewal application for funds, but notification of continued study on the funded programme. Evidence of completion of last year of study will be required For those who are applying to start a course of study under the 'Building Block' approach all sections of the Application for Learning Study application form should be completed, not part B. The Building Block approach is when there is a clear progression of academic courses leading to a final accreditation. For example, there may be a requirement for an individual to undertake a foundation course before embarking on a full degree, or for an individual to complete a certificate before embarking on a diploma The checklist enclosed with the Application for Learning Study application form should be used to ensure that the relevant documentation to support the application is provided The key documents that MUST be enclosed with the application form are: A copy of the applicant s role profile Information outlining the course the applicant wishes to study including a summary of the syllabus and course fees. A copy of their most recent appraisal The form should then be forwarded to the applicants line manager for their comments on the choice of course and their signature to support the application. The line manager must talk through the request with the applicant in order that they have a clear understanding of the course requirements The form should then be passed to the Area Commander or Departmental Head for their signature to support the application, together with details of the course applied for as above. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 5

6 The completed form and documentation should then be forwarded to the People Development Services mailbox or given directly to the team, who will collate the applications and pass them to the next Training panel meeting Any applications received which do not include all the required documents will be immediately returned and individuals notified of the deadline so that they can re-submit. Applications that do not meet the deadline or do not include all the relevant supporting documents by the time of the deadline will not be considered Applications will only be considered retrospectively for courses that are still being undertaken. 2.5 Funding Decisions The Strategic Training Panel meetings are held quarterly and the dates are published on the Intranet in the Learning Zone Once support has been agreed by the Training Panel meeting, letters of confirmation will be sent to the applicant along with details of how to arrange the support In the event that the demand for funding exceeds the budget available, then preference will be given as follows Applications for funding to continue a course currently being funded by Cheshire Constabulary. (This will apply where an individual is part way through a course spanning a number of years but not where a completed course leads to a further qualification using the building block approach) Applicants who have joined Cheshire Constabulary part way through a course and where continuation has been guaranteed during the recruitment process. (Clearly the meeting would want to ensure that the course qualification is relevant to the individuals new post with Cheshire Constabulary) Applicants who have NOT previously received funding for a course of study from Cheshire Constabulary Other applicants not listed as above. 2.6 Payment The applicant is responsible for paying the course fees in full and reclaiming the percentage granted via a form 2 from People Development Services, HR. On production of the form 2 and attached payment receipt, People Development Services will update the financial spreadsheet and authorise payment. The form will then be forwarded to the Finance department for payment. In the event of 100% funding being offered, the applicant will be sent a sponsorship letter for the course provider to invoice Cheshire Constabulary direct The applicant must advise the People Development Services team immediately if they choose not to take up the offer of funding. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 6

7 2.7 Funding Conditions NOT PROTECTIVELY MARKED Staff granted financial assistance under the scheme are required to remain with Cheshire Constabulary for a period of two years after completion of the course. Barring extenuating circumstances, fees will be reclaimed from individuals failing to complete a course or who leave Cheshire Constabulary within 2 years of qualifying. In calculating the total cost of fees to reclaim, the total cost of the course of study will be taken into account not most recent years of study Any training provided by Cheshire Constabulary which leads to an externally recognised qualification (such as Crime Scene Investigation and Intelligence Analysts) is covered by an educational study funding agreement and the staff are required to remain with Cheshire Constabulary for a period of two years after completion of the course. Fees will be reclaimed from individuals leaving within 2 years of qualifying (see Annex B for the conditions for reclaiming of funding and Annex C for a sample agreement). 2.8 Study Time Half a day is provided by the Constabulary for each examination or formal assessment linked to the qualification Study time is permitted for research purposes or attending residential up to a maximum of 10 days. In these circumstances the applicant must contribute half the time themselves, e.g., 10 days provided by the Constabulary and 10 days provided by the applicant Any other study time should be agreed locally with the line manager in accordance with the Protected Learning Procedure Further support can be provided to research topics relevant to studies in the work environment, access can also be given for reasonable use of the internet and for photocopying. Access can be given to Cheshire Constabulary books and materials again with prior agreement and access to the Bramshill library. In some circumstances surveys are required as part of a research topic and again permission to post surveys on the force website can be arranged with prior agreement In exceptional circumstances where the nature of the course, provider or domestic circumstances makes it impossible for the individual to complete the course within the study time provisions set out above and outlined within the Protected Learning Procedure, managers have discretion to negotiate additional study time, for example afternoon release. In these cases it is expected that the individual contributes at least half of the additional time via flexi or annual leave. Individuals who feel they may fall into this category are encouraged to speak with a member of the People Development Services team in the first instance who can help them research other courses or other study options for consideration. 2.9 Costs of travel, subsistence and course materials Travel costs, subsistence costs and the costs of any text books or course materials must be met by the individual and are not reimbursable. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 7

8 2.10 Exceptions to the Scheme a) Each department is responsible for funding career graded training and essential qualifications when requesting growth bids or submitting the role profile to the Hay panel. Therefore funding will not be considered for career graded posts as the candidate can be seen to be gaining from the force through educational funding and then a pay rise by achieving the career grade. b) The study scheme should not be used to fund positions that now require a qualification due to re-grading unless the applicant was matched through reorganisation of the force. Each department is responsible for considering how to fund such qualifications when requesting growth bids or submitting the role to the Hay panel. c) The study scheme should not be used to fund requirement to role qualifications for individuals who have achieved the role without the qualification. This is usually due to a decision to relax the qualification requirement arising from difficulties in recruiting. Study scheme funding will not be considered in these instances and this would be the responsibility of the Area or Department who had made the recruitment decision initially. d) No more than ONE course application per individual can be submitted to a training panel meeting. If a second application, unrelated to the first is made, a period of TWO YEARS must have lapsed from the completion of the course and receipt of funding, before the application will be considered. The exception to the two year rule is where an individual can show that they are developing their learning through a building block approach to related courses of academic study and that other criteria within the procedure can also be met Monitoring/Reporting Responsibilities To comply with legislation, People Development Services complete Race Relations Amendment Act monitoring statistics for all study scheme applications. This information is published by the Diversity Advisory Unit as part of the Race Equality Scheme documentation 3. Procedure Aim 3.1 The aim of the scheme is to support individuals to pursue educational qualifications that will both improve the organisation s performance and professionalism, whilst also providing an opportunity for individual self-development. V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 8

9 3.2 The purpose of the Study Scheme is to offer individuals support towards studying for an educational/vocational qualification. The qualification may be related to external training courses or academic programmes. The scheme will also provide funding for training that leads to an externally recognised qualification. 4. Annexes 4.1 The following documents support the application of the Study Funding procedure. Annex A Summary and Fees Annex B Repayment of funding Annex C Study Agreement 5. Appeals 5.1 The Training Panel meeting will make a decision based upon the information provided by the applicant and their line manager on the application form. If the applicant is not satisfied with the decision made by the panel meeting they have the right to appeal. The appeal should be passed to the Director of Human Resources in writing within 10 days of notification of the decision. 5.2 The appeal should contain further supporting evidence for the application. The decision of the Director of Human Resources is final. 6. Review 6.1 This procedure will be reviewed every 2 years from the date of approval. The review will address: - The effectiveness of the procedure in the business area concerned Any changes to legislation Challenges to the procedure Any identified inefficiencies in relation to implementation Impact on diversity and equality (Medium on the Race Diversity Impact Assessment Template) V2.1 - Study Scheme Published NOT PROTECTIVELY MARKED 9