Workforce Development, Employee Induction, Essential Training & Study Leave 10.28

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1 SECTION: HUMAN RESOURCES POLICY/PROCEDURE: NATURE AND SCOPE: SUBJECT: POLICY - TRUSTWIDE WORKFORCE DEVELOPMENT, EMPLOYEE INDUCTION, ESSENTIAL TRAINING & STUDY LEAVE This policy outlines how the Trust is working towards its goal of becoming a learning organisation where all employees are given the opportunity to achieve personal growth within a culture which promotes and encourages learning from experience. It establishes the framework within which Induction and Essential Training will be provided for the Trust and provides guidance on determining the priorities given to education, training and continuing professional development opportunities. DATE OF LATEST RATIFICATION: JULY 2018 RATIFIED BY: HR CORE GROUP IMPLEMENTATION DATE: REVIEW DATE: APRIL 2021 ASSOCIATED TRUST POLICIES AND PROCEDURES: Capability and Performance Employment Policy Grievance Policy and Procedure ISSUE 12 JUNE 2018

2 NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST WORKFORCE DEVELOPMENT, EMPLOYEE INDUCTION, ESSENTIAL TRAINING & STUDY LEAVE 1.0 Introduction 2.0 Purpose 3.0 Definitions 4.0 Duties 4.1 Chief Executive CONTENTS 4.2 Learning & Organisational Development 4.3 Specialist Speakers & Trainers 4.4 HR Department 4.5 Line Managers 4.6 Employees 5.0 Implementation 6.0 Training 6.1 Induction 6.2 Essential Training 6.3 Delivery of the Training 6.4 Essential Training Grids 7.0 Target Audience 8.0 Review Date 9.0 Consultation 10.0 Relevant Trust Policies 11.0 Monitoring Compliance 12.0 Equality Impact Assessment 13.0 Associated Documentation 14.0 Champion & Expert Writer Appendix 1 Appendix 2 Equality Impact Assessment (EIA) Screening Tool Record of Changes ISSUE 12 JUNE

3 1.0 INTRODUCTION NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST WORKFORCE DEVELOPMENT, EMPLOYEE INDUCTION, ESSENTIAL TRAINING & STUDY LEAVE 1.1 Nottinghamshire Healthcare NHS Foundation Trust (the Trust) recognises that the delivery of high quality clinical services depends on its ability to recruit and retain highly skilled, motivated and committed employees. The Trust also recognises all employees need the opportunity to develop their knowledge and skills to enable the Trust to deliver services to the highest levels of quality rightly expected by its service users and carers. This document outlines the Essential Training and Induction requirements necessary for all employees of the Trust. It is informed by statute, government legislation, best practice according to the CQC Fundamental Standards as well as Trust policy and procedure. It is therefore an important means of helping to ensure compliance with safe working practices, as well as contributing to the Trust s risk management culture. 1.2 Employers have a duty of care to ensure all employees receive appropriate information and training in order to fulfil essential legislative requirements. 1.3 Two separate Guidance Documents have been produced alongside this policy to clarify the process to be used for Induction and Essential Training and Study Leave. The Guidance Documents can be found on the Learning and Organisational Development Intranet site and Learning and Organisational Development Website The overall aim of the policy is based on reducing clinical risk and increasing patient safety. It is recognised that receiving relevant and timely risk management learning and development, with the introduction of appropriate measures, will minimise risk. 2.0 PURPOSE 2.1 The Trust: will: Work towards its goal of becoming a learning organisation where all employees are given the opportunity to achieve personal growth within a culture which promotes and encourages learning from experience, including learning from mistakes Develop a philosophy of adult learning whereby it works in partnership with staff to identify and respond to their learning and development needs Seek to ensure, wherever appropriate, that learning is undertaken in a collaborative, inter-disciplinary way to enable opportunities for networking with, and learning from, a diverse range of partners including staff-side, user and carer groups, Social Care, voluntary agencies etc Develop a fair, open and equitable process to ensure that all employees have flexible access to learning and development opportunities. The Trust supports the importance of ensuring access to learning for all staff regardless of race, ethnicity, national origin, religion, beliefs, gender, age, marital/partnership status, sexual orientation, gender identification, language, trade union membership, mental health status, hours of work, profession, grade or disability Ensure it has a systematic approach to implementing Induction and Essential Training and Study Leave throughout the organisation - see Guidance Documents. ISSUE 12 JUNE

4 2.1.6 Ensure it complies with the minimum requirements identified in the CQC Fundamental Standards Give first priority to education, training and development which is strongly work related and brings clear benefits to enhancing the quality of patient care for example Essential Training. The Trust has a target of 85% of staff being up to date with all Essential Training at one time (95% for Information Governance). 2.2 This policy describes the whole system-approach to managing Induction and Essential Training and ensures clear procedures are in place to inform and support all those involved throughout each stage of the process. 2.3 A request for education, training and development which is non-essential must be made to the individual s line manager using the Study Leave Form (SL1) see Guidance Document All doctors in training have an agreed annual Curriculum Study Leave (CSL) budget set by Health Education England (HEE). CSL is applied for via an Intrepidv10 account which is created by Health Education England (HEEM) East Midlands on commencement of training. Trainees are also expected to discuss their CSL requirements with their named Educational Supervisor. Further information and advice relating to CSL can also be obtained via the Trust s Medical Education Manager or via the following link to the Trust Intranet site The Trust will provide a range of learning and development interventions using flexible and innovative approaches to suit individual, team and organisational needs. It aims to utilise web based access where appropriate to ensure best use of new and developing technology. 2.6 Development activities should be identified through the Trust Appraisal process. Registered professionals will be required to provide evidence of undertaking Continuing Professional Development (CPD). Advice will be given by the Divisional or Service Professional Lead. 2.7 The Trust will seek to maximise funding through working proactively with the relevant bodies and organisations. Education, training and development for staff is currently funded via a number of different routes including local training budgets, corporate budgets and budgets held centrally within Learning and Organisational Development for example the Apprenticeship Levy The Trust, in line with all NHS organisations must make the most effective use of public money. 2.9 This policy applies to all staff (new and existing) in all staff groups including part-time staff; locum; bank/agency staff; Apprentices; those on fixed-term contracts employed by the Trust and Involvement volunteers The policy includes Board Members, Non-Executive Directors and Senior Managers of the Trust who are expected to attend Essential Training in line with the agreed Essential Training Needs identified. Additional risk awareness sessions will be organised as necessary and appropriate All employees should read, understand and apply this policy. 3.0 DEFINITIONS ISSUE 12 JUNE

5 3.1 Training Needs Analysis - each Directorate will produce a Training Needs Analysis which contains the specific Essential Training required for each staff group and refresher requirements which are reviewed on an annual basis. 3.2 A Suite of Training will be developed on an annual basis which outlines the courses available, where accessed, methods of delivery and booking details. This is available on the Trust Intranet site. 3.3 Study Leave - an education, training and development initiative which requires the employee to be absent from their usual place of work and thus unable to fulfil their job responsibilities at this time. The most common examples of study leave will be internal or external courses and events, but it might also include private research, revision, taking examinations, E-Learning, secondments or placements and development forums and events see Guidance Document DUTIES 4.1 Chief Executive The Chief Executive of the Trust has the overall responsibility for ensuring the Trust complies with all relevant statutory and legislative requirements and will be kept informed of performance through Trust Board reports. 4.2 Learning & Organisational Development The Learning & Organisational Development Department is responsible for: Conducting in liaison with the Trust Divisions an annual Training Needs Analysis for planning purposes to establish the number of courses and resources required both for internal and external training events. Developing action plans in association with specialist speakers and trainers in order to deliver the training required. Co-ordinating, planning and booking venues and securing speakers for Essential Training events and others as required. Responding to employees requests to book Essential Training. Responding to new starter information from Human Resources and booking new staff onto the Induction programme. Liaising with specialist speakers and trainers involved in the delivery of Induction, Essential and other training regarding training dates and details of venues. Ensuring Essential Training registers are input onto the relevant Training Database within 7 working days of receiving within the Department. Updating the relevant Training Database to show attendance status at Induction, Essential and other training events. Providing summary reports in order to provide performance against agreed targets. Advising managers of non-attendance. Ensuring Learning and Development is quality assured and that Equality and Diversity is embedded into all that is delivered. Sourcing innovative methods of training delivery, making best use of the available technology. 4.3 Specialist Speakers and Trainers ISSUE 12 JUNE

6 Trainers and specialist speakers involved in the delivery of Induction, Essential and other training are responsible for: Developing action plans in association with the Learning and Organisational Development Department in order to deliver the training required. Ensuring that they are available for sessions they are booked to deliver or ensuring a nominated deputy is available if they are unable to attend. Ensuring training materials and presentations are up-to-date in line with current legislation and Trust policy. Providing the Learning and Organisational Development Department with timely and accurate registers of attendance within 5 working days of completion of a session - for inputting onto the relevant Training Database. Providing expert review of E-Learning training packages as appropriate. 4.4 HR Department The HR Department is responsible for: Providing the Learning and Organisational Development Department with new starter information in order to book new starters onto the relevant Induction programme and Essential Training. Ensuring the Electronic Staff Record (ESR) is up-to-date and accurate. 4.5 Line Managers Line Managers are responsible for: Carrying out a local Department/Ward Induction with new starters within the first month of employment using a Local Work Area/Department Induction Checklist. Forwarding a copy of the completed Local Work Area/Department Induction Checklist to the Learning and Organisational Development Department. Ensuring employees are released to attend Induction, Essential and other agreed training. Following up on non-attendance/non-completion at Induction, Essential and other agreed training events and re-scheduling training as appropriate. Introducing new employees (including locum, bank and agency staff) to the work area, colleagues and the job. Other education, training or development is identified through the Appraisal process and is recorded on the individual s Personal Development Plan (PDP). Ensure where possible, Essential Training is completed before granting Study Leave for other activities. Ensuring there is equity within the team/service. Identification of appropriate financial resources. Undertaking, in partnership with the Learning and Organisational Development Department an annual Training Needs Analysis for both internal and external provision. Ensuring new employees do not use work equipment until training has taken place. ISSUE 12 JUNE

7 4.6 Employees Employees are responsible for: Planning and attending all Essential and other agreed training as appropriate to the role ensuring punctuality and professionalism. Communicating with the Learning and Organisational Development Department and respective Line Managers to inform them if they cannot attend training and re-schedule as appropriate. Where an individual fails to submit assignments, complete or withdraws from a course, the individual may be asked to make a repayment of the financial assistance provided by the Trust or other providing body, unless there are exceptional circumstances, or a medical certificate is provided in the case of sickness. 5.0 IMPLEMENTATION 5.1 The policy will be implemented immediately after ratification. 6.0 TRAINING 6.1 Induction All new Trust staff will receive an Induction on commencing in the Trust. This will include a Trust Core Induction, a Divisional (or site) Induction and a Departmental/Ward Induction see Guidance Document 1. This will, in part, utilise a web based approach Essential Training All Trust staff will be required to undertake identified Essential Training which has been matched against their job role Essential Training is the overarching term which describes the training staff are required to do, and is made up of requirements arising from statute, legislation, Trust policy and procedure, departmental and individual risk assessment and the Trust Appraisal system. It is applicable to all permanent staff, including part-time staff, bank/agency staff, Involvement volunteers and those on fixed-term contracts All Directorates and Services will undertake an Essential Training Needs Analysis (ETNA), which will be reviewed on an annual basis. The ETNA will describe the training determined to be Essential for specific staff groups If there are additions or major changes to be made to the overall suite of Essential Training which affects Directorates and Services a submission for the change must be presented to the Trust Learning and Organisational Development Department. If the change is substantial a decision will be made at the Trust Workforce, Equality and Diversity Committee. 6.3 Delivery of the Training The delivery of the Essential Training is planned using the Directorate/Service Essential Training grids developed which denote which staff require which training and within what time period. ISSUE 12 JUNE

8 6.3.2 A suite of Training is developed on an annual basis, posted electronically on the Trust Intranet site and Learning and Organisational Development Website. This will include information on Essential Training A sufficient number of courses are organised in order to enable staff to attend. Other methods of delivery e.g. E-Learning and other technological solutions are also available for some areas of Essential Training. Where at all possible courses are organised to minimise time spent away from the workplace. Alternative start times and locations can be negotiated. 6.4 Essential Training Grids The Essential Training grids developed for each Directorate and Service area can be accessed by contacting the Learning and Organisational Development Department If new Services join the Trust an Essential Training Needs Analysis will be undertaken as a priority. 7.0 TARGET AUDIENCE 7.1 All Trust employees, locum doctors, bank staff only employees, Apprentices, temporary staff and Involvement volunteers. 8.0 REVIEW DATE 8.1 This policy will be reviewed in 3 years or in light of organisational or legislative changes. 9.0 CONSULTATION 9.1 Trust Core Group; FSSMG; Local Partnerships Quality & Risk Group; Learning and Organisational Development Department Management Team RELEVANT TRUST POLICIES Capability and Performance Employment Policy 11.0 MONITORING COMPLIANCE 11.1 A formal record of attendance will be held on a centralised database which is co-ordinated by the Learning and Organisational Development Department If an individual fails to attend/complete an Essential Training session/programme managers are informed of the individual s absence/non-completion either by , letter or telephone Key staff within Directorates and Services can be granted access on a read only basis, to view the information held in their particular areas on the centralised Training Database. This allows Directorates and Services to have real time information and access to reports on attendance, Did Not Attends, when training is due and overall performance Monthly performance reports will be produced for Services, Directorates and the Trust Board. These figures will also include Did Not Attend numbers Regular training statistics will be tabled at the Trust Groups and Directorate and Service Business Meetings as required. Specific training subject up-dates will be given at meetings such as the Trust Wide Safeguarding Group and others as appropriate. ISSUE 12 JUNE

9 11.6 Action plans will be developed as required and monitored via the relevant Service Management Group and Business Meeting Training packages including E-Learning - will be evaluated on an ongoing basis and will be reviewed and adapted in line with any national or local requirements. This will be undertaken by the Learning and Organisational Development Department, associate training leads and other relevant stakeholders Six-monthly training reports will be produced for the Trust Equality and Diversity Committee. The reports will comprise of all Essential Training measured against all the Essential Training strands Objectives, learning outcomes or performance criteria will be available for all training activities delivered by Trust staff and external providers of training EQUALITY IMPACT ASSESSMENT 12.1 This policy has been assessed using the Equality Impact Assessment (EIA) (attached at Appendix 1). Following the EIA screening exercise it has been concluded that a full EIA is not needed. The policy aims to provide a framework and process which ensures that Trust staff are enabled to access relevant and appropriate education, training or development opportunities. It ensures appropriate support and guidance is available to both staff and managers and individual and collective needs are identified and addressed ASSOCIATED DOCUMENTATION Employee Induction and Essential Training - Guidance Document 1 Study Leave Procedure Guidance Document 2 Essential Training Needs Analysis Learning and Organisational Development Strategy Learning and Organisational Development Suite of Training 14.0 CHAMPION & EXPERT WRITER 14.1 The champion of this policy is Clare Teeney, Director of Human Resources. The Expert Writer is Denise Harrison, Head of Learning & Development. ISSUE 12 JUNE

10 EQUALITY IMPACT ASSESSMENT (EIA) SCREENING TOOL (Towards an Equality and Recovery Focused Organisation) APPENDIX 1 A. Name of policy/procedure/strategy/plan/function etc. being assessed: B. Brief description of policy/procedure/strategy/ plan/function etc. and reason for EIA: C. Names and designations of EIA group members: D. List of key groups/organisations consulted: E. Data, Intelligence and Evidence used to conduct the screening exercise: WORKFORCE DEVELOPMENT, EMPLOYEE INDUCTION, ESSENTIAL TRAINING & STUDY LEAVE This policy outlines how the Trust is working towards its goal of becoming a learning organisation where all employees are given the opportunity to achieve personal growth within a culture which promotes and encourages learning from experience. It establishes the framework within which Essential Training and Induction will be provided for the Trust and provides guidance on determining the priorities given to education, training and continuing professional development opportunities. Denise Harrison, Head of Learning & Development, Kevin Warren, Training Manager, Charlotte Whyman, Deputy Head of Workforce & Organisational Effectiveness Policies and Procedures, Trust Core Group, Leadership Council, FSSMG, Local Partnerships Quality & Risk Group, Learning & Organisational Development Department Management Team; Divisional WED Groups Previous policies, staff feedback, steering group comments, manager feedback and CQC guidance. ISSUE 12 JUNE

11 F. Equality Strand Does the proposed policy/procedure/ strategy/ plan/ function etc. have a positive or negative (adverse) impact on people from these key equality groups? Please describe Race Gender Inclu. Transgender and Pregnancy & Maternity Disability Religion/Belief Positive impact. The policy is applicable to all staff. It enables equal access to education, training and development and conforms to relevant legislation. 1. All essential training and Induction is monitored. 2. Equality & diversity is embedded in training e.g. Therapeutic Management of Violence & Aggression and Life Support. 3. Training is designed to meet individual needs i.e. dyslexia, cultural. Includes equality & diversity training every three years which ensures staff understand their roles and responsibilities. As race. Furthermore adaptations are made to enable participants to participate fully including nongroup work and dyslexia etc. As race. Furthermore adaptations are made to enable participants to participate fully including nongroup work and dyslexia etc. As race. Furthermore adaptations are made to enable participants to Are there any changes which could be made to the proposals which would minimise any adverse impact identified? What changes can be made to the proposals to ensure that a positive impact is achieved? Please describe Have any mitigating circumstances been identified? Please describe Areas for Review/Actions Taken (with timescales and name of responsible officer) n/a n/a Author to review in 3 years ISSUE 12 JUNE

12 Sexual Orientation Incl. Marriage & Civil Partnership Age Social Inclusion* 1 Community Cohesion* 2 Human Rights* 3 - Including Safeguarding participate fully including nongroup work and dyslexia etc. As race. Furthermore adaptations are made to enable participants to participate fully including nongroup work and dyslexia etc. As race. Furthermore adaptations are made to enable participants to participate fully including nongroup work and dyslexia etc. As race. Furthermore adaptations are made to enable participants to participate fully including nongroup work and dyslexia etc. As race. Essential training and induction promotes and enables people learning together resulting in understanding, awareness and shared values. As race. Furthermore attendance on essential training and induction provides staff with knowledge, understanding and awareness enabling them to carry out their jobs within a safe and supportive environment. * 1 for Social Inclusion please consider any issues which contribute to or act as barriers, resulting in people being excluded from society e.g. homelessness, unemployment, poor educational outcomes, health inequalities, poverty etc. * 2 Community Cohesion essentially means ensuring that people from different groups and communities interact with each other and do not exclusively live parallel lives. Actions which you may consider, where appropriate, could include ensuring that people with disabilities and non-disabled people interact, or that people from different areas of the City or County have the chance to meet, discuss issues and are given the opportunity to learn from and understand each other. * 3 The Human Rights Act 1998 prevents discrimination in the enjoyment of a set of fundamental human rights including: The Right to a Fair Trial; Freedom of Thought, Conscience and Religion; Freedom of Expression; Freedom of Assembly and Association; the Right to Education; the Right Not to be Subjected to Torture, Degrading or Inhumane Treatment; and the Right to Enjoy Private, Family and Home Life Without Unjustified Interference from Public Authorities. ISSUE 12 JUNE

13 G. Conclusions and Further Action (including whether a full EIA is deemed necessary and agreed date for completion) H. Screening Tool Consultation End Date I. Name and Contact Details of Person Responsible for EIA (tel. , postal) J. Name of Group Approving EIA (i.e. Directorate E&D Group; Divisional Workforce, Equality & Diversity Group; Trustwide E&D Subcommittee; or Divisional Policy & Procedures Group) Following the EIA screening exercise it has been concluded that a full EIA is not needed. The policy aims to provide a framework and process which ensures that Trust staff are enabled to access relevant and appropriate education, training or development opportunities. It ensures appropriate support and guidance is available to both staff and managers and that individual and collective needs are identified and addressed. 5:00pm on Wednesday 2 May 2018 Denise Harrison, Head of Learning Development denise.harrison@nottshc.nhs.uk Tel: Ext: Equality and Diversity Sub Committee of the Board of Directors ISSUE 12 JUNE

14 APPENDIX 2 Policy/Procedure for: Workforce Development, Employee Induction, Essential Training & Study Leave Issue: 12 Status: Author Name and Title: APPROVED D Harrison, Head of Learning & Organisational Development, Issue Date: JUNE 2018 Review Date: JUNE 2021 Approved by: EXECUTIVE LEADERSHIP TEAM (02/08/2017) (USUAL RATIFYING COMMITTEE: HR CORE GROUP) Distribution/Access: NORMAL RECORD OF CHANGES DATE AUTHOR POLICY DETAILS OF CHANGE Sept 07 D Harrison PE/ D Harrison PE/07 Oct 08 D Harrison PE/07 Addition of 2.8 March 10 D Harrison March 13 D Harrison Changes throughout June 13 August 2013 D Harrison D Harrison (issue 7) (Issue 8) May 14 P Hall Change of policy number Sept 14 D Harrison (Issue 9) June 17 D Harrison April 2018 D Harrison Inclusion of equality and diversity 10.0 New heading Monitoring Compliance and Effectiveness Review Appendix 1 & 2 added Changes to review date and champion to reflect organisational change. Change all Education & Training to Learning & Development and remove Postgraduate Pg 3 (2.7) Reviewed, changes to review date and issue number only. Changes throughout with the merging of 3 policies, (10.04, and 14.05) into one policy Change to review date and issue number only Change to Trust logo and Trust name; change review date to April 2018; change Learning & Development to Learning & Organisational Development; Pg 6 removal of NHSLA Steering Group as obsolete; Pg 7 removal of reference to Health Partnerships; removal of Appendix 2 record of policy being read; change Executive Leadership Council to Leadership Council Changes throughout including addition of Grievance process May 18 D Harrison Addition of training regarding work equipment ISSUE 12 JUNE