/ CHHS15/157

Canberra Hospital and Health Services

Operational Guideline

Learning and DevelopmentApplications External and Cost IncurringApplications (MHJHADS)

Contents

Contents

Purpose

Alerts

Scope

Section 1 – Presenting Paper or Poster at a Conference

Section 2 – External Learning and Development Activity – No Registration Costs

Section 3 – External Learning & Development Activity – Incurring Registration Costs

Implementation

Related Policies, Procedures, Guidelines and Legislation

Attachments

Purpose

To provide staff of MHJHADS with information regarding the process for submitting applications to attend external and cost incurring learning and development activities.

MHJHADS are committed to providing a supportive learning environment for all staff across the Division. MHJHADS aims to achieve a sustainable workforce and build a culture that values ongoing learning, safe and competent practice, workplace diversity and appropriate work related learning and development opportunities.

This process refers to the ACT Government Health Directorate Strategy which indicates that:

  • Conference attendance will be targeted for agreed development opportunity for the organisation
  • Limit attendees to one person per conference unless otherwise approved by the Deputy Director-Generals or Director-General.
  • When applying for attendance at a conference the applicant must identify ‘key questions’ to be presented on return to the relevant team meeting – for example an Executive Director may report at a meeting with his/her managers or at a monthly Group Meeting chaired by a Deputy Director-General.
  • Meetings interstate should be limited to one representative unless approved by the one or more of the following Executive Director, Deputy Director-Generals or Director-General.
  • Travel to a conference or a meeting is to be undertaken on the day of the start of the conference and meeting unless otherwise approved by the Executive Director, Deputy Director-Generals or Director-General. This doesn’t apply to conferences and meetings in Perth and Darwin. Overnight travel may be considered for conferences and meetings held in other locations.

Scope

Alerts

Please note that sufficient time is to be given for the approval process to be completed and applications will not be approved retrospectively. As a guide;

  • Completed applications should be lodged with your Team Leader / Manager at least 3 weeks prior to the conference or workshop. Team Leaders / Managers are to action applications and supportive documents promptly so that they can be presented at Director’s meeting for approval at least 2 weeks prior to conference or workshop.
  • Submitting a conference paper or poster will not necessarily mean that approval for attendance or funding will be granted.

Scope

  • This process pertains to all Divisional staff with the exclusion of Medical Staff who are eligible to apply under the Medical Education Expenses (MEE) and Training Education Study and Leave (TESL).
  • The Division recognises learning and development as a responsibility of both the individual and the organisation, covering a broad spectrum of activities.
  • Organisational support and funding is available for learning and development and reflects this dual responsibility and will be determined by a two-tiered approval process to ensure a transparent process and equity for staff across the division.
  • Accommodation costs as per procedure will only be paid for nights that relate directly to the work related travel and any associated travel days. All other accommodation is the responsibility of the employee (including costs of accommodation for weekends taken in conjunction with work related travel).

Section 1 –Presenting Paper or Poster at a Conference

Equipment

  • Learning and Development Request Form
  • Draft abstract and /or poster
  • Travel Form
  • Supporting Rationale
  • Capabiliti Record of Essential Education

Procedure

  1. Seek approval from your team leader/Manager for the proposed paper or poster;
  2. Prepare a draft abstract and/or poster;
  3. Seek endorsement by your Team Leader/Manager, once endorsed; .
  4. Presentation by your Program Operational Director at the MHJHADS Director’s meeting for discussion and for final approval. Ensure that the abstract has adequate supporting evidence.
  5. If approval to present is gained, registration, accommodation and travel costs will be met by MHJHADS. Considerations of approval will be considered against relevance and budgetary capacity.

Back to Table of Contents

Section 2 – External Learning and Development Activity – No Registration Costs

Equipment

  • Learning and Development Request Form – Completed
  • Travel Form - Completed
  • Conference / Workshop Registration Form - Completed
  • Supporting Rationale
  • Capabiliti Record of Essential Education

Procedure

  1. Complete MHJHADS Learning & Development Request Form with the following attachments (application will not be processed unless all documents are completed and attached):
  2. Relevant learning & development activity information
  3. Completed Conference/workshop registration form
  4. Record of completedHealth Directorate and Divisional Essential Education (Capabiliti)
  5. Completed ACT Government Health Directorate Travel Form if applicable
  6. Rationale supporting the application
  7. Team Leader/Manager to approve or decline the application. Discipline Principals may be consulted if training is in relation to professional competency standards.
  8. Manager/Team leader to file copy of completed form on applicants personnel file.
  9. Following approval, applicant to add training details to Personal Details / External Conferences & Courses on Capabiliti.
  10. Approved applications will then be forwarded to the Organisational Development Unit where the Administration Officer will place the training information on the MHJHADS central training register.
  11. The training register is tabled to the Divisional Scorecard Committee.

Back to Table of Contents

Section 3– External Learning & Development Activity – Incurring Registration Costs

Equipment

  • Learning and Development Request Form – Completed
  • Travel Form - Completed
  • Conference / Workshop Registration Form - Completed
  • Supporting Rationale
  • Capabiliti Record of Essential Education

Procedure

  1. Complete MHJHADS Learning & Development Request Form with the following attachments (application will not be processed unless all requirements are met):
  2. Relevant learning & development activity information
  3. Completed Conference/workshop registration form
  4. Record of completed Health Directorate and Divisional Essential Education (Capabiliti)
  5. Completed ACT Government Health Directorate Travel Form if applicable
  6. Rationale supporting the application
  7. Team Leader/Manager to support or decline. Discipline Principals may be consulted if training is in relation to professional competency standards. If not supported team leader/manager to discuss with staff member.
  8. Program Operational Director to consider applications. Supported applications are to be presented at the Directors’ meeting each Monday by the supporting Operational Director, where they will be discussed and endorsed or otherwise. If not supported, Directors will provide feedback to the staff member.
  9. Approved applications will then be forwarded to the MHJHADS Organisational Development Unit where the Administration officer will notify the applicant of approval and place the training information on the MHJHADS central training register.
  10. Applications of staff that have been successful in gaining full funding for course registration, travel and accommodation will be forwarded to the Organisational Development Unit where the Administration officer will process the application and organise registration, travel and accommodation. If approved for CabCharge Vouchers, these will need to be provided by the Administrative Officer from each team.
  11. Staff whohave been successful in gaining a partially funded application to attend cost incurring learning and development activities will be required to cover the full costs initially. These costs may include course registration, airfares and accommodation. The staff member will need to complete a Staff Reimbursement form and attach all appropriate receipts to receive the approved financial support. This information is forwarded to the Organisational Development Unit Administration Officer who will process the invoice for reimbursement.
  12. All accommodation and flight bookings for partially funded applications must be made by the applicant in line with the current ACT Government Health Directorate Travel Policy to be considered for reimbursement. The Organisational Development Unit can provide additional information to staff upon request, however staff need to arrange and book their own travel and accommodation.
  13. Approved applications (fully and partially funded) will be placed on the training information on the MHJHADS central training register by the Organisational Development Unit Administration Officer.
  14. The training register is tabled to the Divisional Scorecard Committee.
  15. Staff will be notified of all declined applications by their Director or Manager.
  16. The applicant will add training details to Personal Details / External Conferences & Courses on Capabiliti following attendance.
  17. The committee uses the guideline on the following page to determine funding.
  18. If a staff member is directed to attend an identified professional development opportunity, the application will be fully funded.
  19. Staff will only be considered for a total of 2 funded applications per financial year with the exception of special circumstances.
  20. Applicants can supplement costs by applying for financial support via scholarships or grants through Health Directorate areas such as Nursing and Midwifery office, office of the Allied Health Advisor or externally such as professional bodies.
  21. International Conferences require approval from the Director General at least 6 weeks prior to travelling; therefore applications need to be made with enough time to allow for Director General’s approval process.

Local Attendance within the ACT

Registration / Employer Contribution / Employee Contribution
<$250 /
  1. Funded Time
  2. Registration Fee
/
  1. Incidental Costs i.e. meals

>$250 /
  1. Funded Time
  2. Consideration up to 75% of registration fee
/
  1. Incidental Costs i.e. meals
  2. Remainder of registration fee

Interstate and International Attendance

Registration / Employer Contribution / Employee Contribution
<$250 /
  1. Funded Time
  2. Consideration up to 100% of Registration Fee
  3. Consideration of up to 50% of either travel or accommodation
/
  1. incidental costs i.e. meals
  2. remaining travel and accommodation

>$250 but <$750 /
  1. Funded Time
  2. Consideration up to 75% of registration fee
  3. Consideration of up to 75% for either travel or accommodation
/
  1. incidental costs i.e. meals
  2. remainder of registration fee
  3. remainder of travel and accommodation

>$750
Note this may require Executive Director approval dependant on total costs /
  1. Funded Time
  2. Consideration of up to 75% of registration fee
  3. Consideration of up to 50% of either travel or accommodation
/
  1. incidental costs i.e. meals
  2. remainder of registration fee
  3. remainder of travel and accommodation

Back to Table of Contents

Implementation

This procedure will be outlined for staff at the Divisional Orientation Program and at site specific orientation and is also included in the information folder located on Q Drive / MH / Divisional Staff Welcome and Information.

Back to Table of Contents

Related Policies, Procedures, Guidelines and Legislation

Policies

Learning and Development Framework ACT Health

Capacity Building for Mental Health ACT Via a Learning & Development Framework

ACT Health Directorate travel policy.

Essential Education Policy – ACT Health

Essential Education Guideline – ACT Health

Guidelines

ACT Health Study Assistance Guidelines

Positive Professional Development Pathway – Guidelines

Back to Table of Contents

Attachments

Attachment 1 - Learning & Development Request Form

Attachment 2 - Travel Form

Disclaimer: This document has been developed by ACT Health, <Name of Division/ Branch/Unit> specifically for its own use. Use of this document and any reliance on the information contained therein by any third party is at his or her own risk and Health Directorate assumes no responsibility whatsoever.

Date Amended / Section Amended / Approved By
Eg: 17 August 2014 / Section 1 / ED/CHHSPC Chair

Attachment 1: Learning & Development Request Form

Mental Health, Justice Health and Alcohol & Drug Services

Learning & Development Request Form

Complete all areas on both sides of the forms (4 pages) Mark boxes with an X

Refer to MHJHADS Applications for External & Cost Incurring Learning and Development Activities Guideline when completing this form.

You must attach:

  • Relevant learning & development activity information 
  • Completed Conference/workshop registration form
  • Record of completed Health Directorate and Divisional essential education (Capabiliti)
  • Completed ACT Government Health Directorate Travel Form if applicable
  • Rationale supporting the application

Your Details:
Name:______Email:______
Telephone number: ______Mobile:______
Discipline:
Work Area:______
Professional Development Leave (Nurses) will be used for this course: Yes No
Employment status: Full time Part time Contract – Expiry __/__/___

Course/Conference Details:

Is the couWorkshop / Conference Details:
Title: ______
Date/s______Time/s:______
Venue: ______
How do you intend to travel? Aeroplane Fleet Vehicle Own arrangements
Have you registered? No
Have you paid? No (if yes attach copy of registration)
Costs you are applying to have funded:Indicate actual/approximate cost (if known)

Attendance at learning & development activities is a shared responsibility and therefore funding to attend professional development activities may in some instances only be partially funded. Recommendation is required by the Team Leader/Manager and Discipline Principals may be consulted if training is in relation to professional competency standards. Application to be supported by your Director followed by the endorsement or otherwise at the Directors Meeting held weekly.

All accommodation and airline travel is to be organised by the Administrative Officer at Organisational Development Local Attendance within the ACT

Local Attendance within the ACT
Registration / Employer Contribution / Employee Contribution
<$250 /
  1. Funded Time
  2. Registration Fee
/
  1. Incidental Costs i.e. meals

>$250 /
  1. Funded Time
  2. Consideration up to 75% of registration fee
/
  1. Incidental Costs i.e. meals
  2. Remainder of registration fee

Interstate and International Attendance
Registration / Employer Contribution / Employee Contribution
<$250 /
  1. Funded Time
  2. Consideration up to 100% of Registration Fee
  3. Consideration of up to 50% of either travel or accommodation
/
  1. incidental costs i.e. meals
  1. remaining travel and accommodation

>$250 but <$750 /
  1. Funded Time
  2. Consideration up to 75% of registration fee
  3. Consideration of up to 75% for either travel or accommodation
/
  1. incidental costs i.e. meals
  2. remainder of registration fee
  3. remainder of travel and accommodation

>$750
Note this may require Executive Director approval dependant on costs total /
  1. Funded Time
  2. Consideration of up to 75% of registration fee
  3. Consideration of up to 50% of either travel or accommodation
/
  1. incidental costs i.e. meals
  2. remainder of registration fee
  3. remainder of travel and accommodation

 Time away from work ______HoursTravel Expenses
Course Registration $...... Accommodation
Please provide a short rationale to support your application and your plan to implement knowledge gained into your workplace and attach the rationale to your application form
I will bring what I learn back to the Division by:
Service wide presentation: Date………………………………..Venue………………………………
Team presentation: Date………………………………………..Venue………………………………
Other small group presentation: Date………………………….Venue:……………………………...
Individual tuition/feedback: Date………………………………..Venue……………………………...
Written article to be published in the monthly Update: Month: ………………………….
Other (please specify): Date……………………………………..Venue……………………………..
I agree to:
Attend the program on the scheduled days and times.
Notify the Organisational Development Administrative Officer if unable to attend for any reason.
Applicant’s Signature: ______Date: / /
Please note: Team Leader/ Manager must complete below checklist
  1. Is your Performance Plan completed and recorded on Capabiliti?
  2. No Proposed Completion Date ……….. Yes Review Date ……………….
  3. Essential Education (modules completed as per specified group as per Essential Education Policy)
Fire & Emergency Training,  P.A.R.T/Personal Safety & Conflict Awareness Training
 Manual Handling,  Child Protection,
  1. Course workshop aligned to Performance Plan, team priorities, MHJHADS Business Plan
  2. Yes  No Other______
Staff Member Directed to attend training
Previous Approved Learning & Development Applications incurring costs – ( last 2 year period):
Total Training Hours: ______
Approx Funding received: $______
Any further comment to support application:
Discipline Principal: Name: Signature: Supported □ Not Supported 
Team Leader/ Manager Full Name (Printed): ______
Team Leader/Manager Signature: ______Date: / /
 Recommended  Not Recommended
Director Full Name (Printed):
Director Signature: Date:/ /
  1. All completed documentation should be to your Team Leader/Manager who will then pass the documentation onto your program’s Director.
  2. Your program Director will present your application to the members of the weekly Directors meeting for final endorsement.
  3. Please check that all details on application forms have been completed in full and all necessary documents have been attached. Any incomplete applications will not be processed.
  4. Applicants will be notified of the outcome after the meeting has taken place.
  5. Please retain original copy for your records if faxing application.

Office Use only
Executive Decision on Funding:
RecommendedNot Recommended Funding from Cost centre: ______
Funded Time: ______
Travel Time: ______
Registration Costs: ______
Travel Mode Funded:______
Accommodation:______
CabCharge Vouchers: Quantity: ______
(Travel to and from Airport and to venue)
Additional Comments: ______
Signed by Member on behalf of Executive: ______

Attachment 2: Travel Form

Travel Form

Please note:

All domestic and trans-Tasman flights must be booked as per the Travel Policy.

For international bookings, please complete the ACT Government Booking form as per the Travel Policy.

For all other travel related information please see Buying Goods and Services intranet site.

Travel Requisition No:

Form to be completed by the traveller and approved by the delegate before any travel or accommodation is booked.

TRAVELLER’S DETAILS
Name: / Classification:
Group: / Unit:
Work phone: / Fax: / Mobile: / Home Phone:
Home address: / Corporate Frequent Flyer Number:
Note: Frequent Flyer points are no longer accumulated. However, a flight will count towards your airline club status progression
TRAVEL DETAILS
Reason:
Departure and Arrival Details (complete times and flight details after travel is approved)
Depart location / Date / Time / Arrive location / Date / Time / Travel class
Economy or Business Class / Airline, flight no.
/ / / / /
/ / / / /
/ / / / /
/ / / / /
If travelling by private vehicle please attach copies of your current driver’s licence and comprehensive insurance.
Make, model and engine capacity of vehicle:
ACCOMMODATION AND TRAVEL STANDARDS (Note: All accommodation bookings must be made through Lido 1800 667 513 or 02 8585 0807)
Domestic / International
Chief Executives / 4.5 star* / Economy Class under 4 hours, / 4.5 star* / Business Class
Executives / 4 star* / over 4 hours Business Class / 4 star*
Non Executives / 3 star* / Economy Class / 3.5 star* / Economy Class
If you intend to seek approval to vary from accommodation standards, please give reasons:
Accommodation details (to be completed after approval to travel is given). Include any private accommodation details
Date in / Date out / Hotel/Motel/Apartment / *Accom rating / Address / Phone