Policy No:PP25
Version:3.0
Name of Policy: / Mandatory Training Policy
Effective From: / 23/10/2012
Date Ratified / 01/10/2012
Ratified / Human Resources Committee
Review Date / 01/10/2014
Sponsor / Director of Transformation and Compliance
Expiry Date / 30/09/2015
Withdrawn Date

This policy supersedes all previous issues.

Version Control

Version / Release / Author / Reviewer / Ratified By / Authorised By / Date / Changes
(Please identify page no.)
1.0 / Oct
2009 / Joanne Donnelly / JCC
TPF
Trust Board
1.0 / Jan 2010 / Joanne Donnelly / N/A / N/A / Review date extension
to allow for in-depth
review of policy as
part of NHSLA
auditing process
2.0 / Feb 2010 / Joanne Donnelly / Human Resources Committee / 01/02/2010 / Format and monitoring changes to meet NHSLA standards 2009/10
3.0 / 23/10/2012 / Sam Stevens / Human Resources Committee / 01/10/2012 / Revised to cover all mandatory training and changes in practice

CONTENTS

SectionPage

1Introduction...... 4

2. Policy scope...... 4

3.Aim of policy...... 4

4Duties(Roles and responsibilities)...... 4

5Definitions...... 6

6Main Body of the policy...... 6

6.1Checking that all permanent staff complete the relevant training programmes in accordance with the training needs analysis 6

6.2Following up those who fail to attend relevant training programmes..7

6.3Following up those who have not completed the Mandatory Training Day within the last two years 7

6.4Co-ordinating training records...... 7

6.5Monitoring compliance with all of the above...... 7

7.Training...... 7

8.Equality and diversity...... 7

9.Monitoring compliance/effectiveness of the policy...... 7

10.Consultation and review ...... 8

11Implementation of policy (including raising awareness)...... 8

12References...... 9

13Associated documentation(policies)...... 9

Appendices

Appendix 1 Management of non-attendance...... 10

Mandatory Training Policy

1Introduction

The delivery of safe and effective care to patients, and the well-being of all employees and volunteers is of optimum importance within the organisation.

The Trust is responsible for and committed to ensuring that all employees and volunteers are appropriately trained to enable them to undertake their duties, and to protect their own well-being. The Trust therefore recognises that mandatory training is of vital importance and that provision must be made for staff to attend and to be released from the workplace in order to do so. Paid leave will be granted to all employees undertaking mandatory training.

2Policy scope

For the purpose of this document the term ‘Mandatory Training’ refers to the training defined within the Trust’s Mandatory Training Needs Analysis.

Within the Training Needs Analysis the types of training, renewal requirements and eligible staff groups are defined. This policy does not cover the content or delivery of the training but how it is delivered, supported and monitored.

This policy applies to all members of staff working within Gateshead Health NHS Foundation Trust and volunteers.

3Aim of policy

The aim of this policy is to ensure that all staff receive the appropriate training to reduce and manage the risk to the organisation, individual and service users.

The policy outlines the roles and responsibilities of groups within the Trust, the processes for the administration, delivery, recording, monitoring, evaluation and reporting of Mandatory Training.

4Duties (Roles and responsibilities)

Trust Board

The Trust Board, through the Director responsible for HR, is responsible for and committed to ensuring that all staff and volunteers receive appropriate mandatory training to enable them to undertake their duties competently and to protect their own well-being.

Managers

  • nominate a divisional/directorate/departmental mandatory training lead to co-ordinate the nominations for the mandatory training day/e-learning locally;
  • Ensure staff have completed all of the training specified as mandatory for their staff within the Mandatory Training Needs Analysis
  • Provide staff with dedicated time to complete their training. Whether this is time away from the department for taught sessions or protected time to complete e-learning
  • enable staff to attend training on which they are booked and to attend for the full duration. Notifying OD and Training as soon as it is known that an individual will not be able to attend a course
  • incorporate attendance/completion into the CONTACT review process and Personal Development Plan (PDP);
  • Support staff to transfer learning from the training into everyday practice;
  • access Cognos on a monthly basis to their department/areas current completion rate
  • follow up non-attendance or non compliance in accordance with Appendix 1
  • ensure local compliance in relation to this Policy is monitored

Nominated officer(s) for volunteers

  • ensure volunteers attend/access all relevant training, including updates, at the required frequency;
  • enable volunteers to attend training on which they are booked and to attend for the full duration;
  • enable volunteers to access mandatory training via e-learning if required;
  • keep up-to-date records of attendance/completion;;
  • follow up non-attendance or non compliance in accordance with Appendix 1;
  • ensure local compliance in relation to this Policy is monitored.

All staff and volunteers

  • Whilst the Managers, MT Lead and OD and Training all aid and support an individual in their Mandatory Training, completion of their training is the individual’s responsibility.
  • Attend/access the course(s) on which they are booked/allocated;
  • inform their line manager and the OD and Training (OD&T) department immediately if they are unable to attend a booked session, providing a reason for not attending and arrange an alternative date;
  • if required, access and complete e-learning within 3 months of registration and if applicable access basic life support training;
  • keep up-to-date personal records of attendance/completion and certificates.

OD and Training Department

  • co-ordinate and administer the corporate mandatory training day
  • liaise with the Mandatory Training leads to advertise dates and collate nominations;
  • inform divisional/directorate/departmental MT leads of staff who have not attended/cancelled/missed sessions for them to follow up and arrange an alternative date;
  • maintain accurate records of all staff training
  • record attendance/non attendance centrally using Oracle Learning Management (OLM) system, which is part of the Electronic Staff Record (ESR);
  • send DNA/cancelled/missed session letters to individuals;
  • provide MT leads with statistical reports of those who missed sessions, were due to attend and cancelled and were due to attend and did not attend on the day;
  • Provide monitoring statistics as required (e.g. Quarterly Trust Board Report)
  • arrange quarterly meetings with the trainers to review content, format and delivery of the mandatory training sessions;
  • Gather and collate evaluations of the training from learners and feed this back to the individual trainers

Trainers

  • Deliver their training or arrange appropriate cover where possible to minimise disruption
  • Update and review their training material on a regular basis in the light of new guidance. This needs to be version controlled
  • attend quarterly review meetings;
  • identify any resource implications that may impact the delivery of training within the Trust

Mandatory Training Leads

  • Take account of individual learning styles when assessing training. E.g. face-to-face or e-learning
  • co-ordinate the nomination process for their area in conjunction with the appropriate manager(s)
  • notify the individual of any training dates they are booked on through the lead
  • For the Mandatory Training Day, the nomination form should be complete and returned 2 weeks in advance of the date of the course
  • follow up non-attendance/cancellations/missed sessions in accordance with Appendix 1;

5Definitions

Mandatory training

The training defined within the Trust’s Mandatory Training Needs Analysis.

Mandatory Training Needs Analysis

This document describes all of the mandatory training delivered including renewal requirements, eligible staff groups, available courses and how it is delivered.

Mandatory Training Lead

The Mandatory Training lead is a nominated person with the responsibility for co-ordinating nominations and follow-up of non attendance.

6Mandatory Training

6.1Checking that all staff complete the relevant training programmes in accordance with the Mandatory Training Needs Analysis

OD and Training produces a yearly report based on the Mandatory Training Needs Analysis. This shows the numbers of eligible staff, completions, percentages and information about the number of staff that have DNA’ed and if they were successfully followed up. This is used to identity “hot spots” where training has fallen below the required or expected standards. Actions to be taken are then identified.

6.2Following up those who DNA relevant training programmes

The OD and Training Department records an individuals attendance status using the Oracle Learning Management (OLM) which is part of the Electronic Staff Record (ESR).

The OD and Training Department sends DNA/cancelled/missed session letters to individuals.

The OD and Training Department provide MT leads with statistical reports of those who missed sessions, were due to attend and cancelled and were due to attend and did not attend

The MT leads follow up non-attendance/cancellations/missed sessions and ensure staff are re-booked to attend.Appendix 1

The MT leads need to actively follow-up recurring non-attendance.Appendix 1.

6.3Following up those who have not completed the Mandatory Training Day within the last two years

The OD and Training Department will produce and distribute a quarterly report on all staff that have not attended the Mandatory Training Day or completed their Mandatory Training e-learning for over two years.

6.4Co-ordinating training records

All training outlined as mandatory by the Trust’s Mandatory Training Needs Analysis will be recorded within Oracle Learning Management (OLM) which is part of the Electronic Staff Record (ESR).

Where the training for a specific area is offered, administrated and delivered by a department/team they will be supported and trained by OD and Training in using OLM to record their training.

Where trainers deliver ad-hoc training sessions on wards or departments then appropriate details of these will be provided to OD and Training. OD and Training will then record this information in OLM.

7Training

Those staff identified in the policy with specific roles and responsibilities will be trained on this policy and its implementation.

8Equality and diversity

The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on the grounds of any protected characteristic (Equality Act 2010). Induction arrangements have been developed to meet the different needs of groups of staff.

This policy promotes awareness and understanding of equality and human rights issues in both employment and healthcare provision by ensuring training is available to all staff and volunteers. This policy supports a human rights based approach, promoting respect for the core principles of fairness, respect, equality, dignity and autonomy. This policy has been appropriately assessed. The OD & Training Department monitor and report on equal opportunities data relating to training and development in the Year End Report.

9Monitoring compliance/effectiveness of the policy

The OD and Training Department will monitor all attendance and non attendance, however the responsibility lies with the individual to ensure they have completed their training.

The OD and Training Department will notify MT leads of an individual’s non attendance on the Mandatory Training Day, cancellations or missed sessions. Detailed non attendance reports will be sent to MT leads on a monthly basis. Information on staff that have completed the Mandatory Training Day is also available to MT leads and managers through the Trust’s performance management system, Cognos.

It is the responsibility of the OD and Training department to ensure that a process is in place to monitor annually compliance with the processes detailed in this policy and to ensure they are adhered to and are effective. Any shortfalls will be reported to the HR Committee and an appropriate action plan will be drawn up where necessary with identified leads and timescales, which will be reviewed on a six-monthly basis.

The Trust Board will also receive attendance statistics on a quarterly basis as part of the HR Performance Management Report.

On an annual basis data will be collected from a randomly selected mandatory training date and will be subject to monitoring of each step in the process for checking that all permanent staff attend Mandatory Training and the process for following up those who fail to attend.

Standard / process / issue / Monitoring and audit
Method / By / Committee / Frequency
3.2.5 Risk Management Training / Audit and monitoring defined in Section 9 of this policy / OD and Training / HRC / Annually

10Consultation and review

This policy has been reviewed in consultation with OD and Training; JCC sub group; Risk Management Team and Equality and Diversity Co-ordinator.

11Implementation of policy (including raising awareness)

This Policy will be circulated by the Trust Secretary in accordance with Policy OP27.

12Associated documentation

This Policy links with the following Trust Policies and documents amongst others:

  • PP30 Induction Policy
  • Mandatory Training Needs Analysis

All of the above Policies and procedures can be found on the Trust intranet.

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Mandatory Training Policy v3

APPENDIX 1

MANAGEMENT OF NON-ATTENDANCE

MANDATORY AND STATUTORY TRAINING

DIRECTLY MANAGED STAFF

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Mandatory Training Policy v3