Training Policy Purpose
An employee training and development policy can also be referred to as Staff Training and Development Policy or Employee Development Policy. This policy refers to the company’s learning and development programs and activities. A training plan is formulated and revised every year by the Human Resources (HR) Department based on the firm’s current projects and future plans. It outlines the objectives and targets of training for the year.
Sample Employee Training Policy
This policy applies to all permanent, full-time or part-time employees of the company. All eligible employees are covered by this policy without discriminating against rank or protected characteristics. Employees with temporary/short-term contracts may attend training at their manager’s discretion. This policy doesn’t cover supplementary employees like contractors or consultants.
Imparting training policy is a joint effort. Employees, managers and HR should all collaborate to build a continuous professional development (CPD) culture. Employees are responsible for seeking new learning opportunities. Managers are responsible to coach their teams and identify employee development needs. The HR Department is responsible for conducting workshops, seminars and refresher courses to keep the workforce informed and updated with the latest learnings.
There are various methods to impart training. The selection of the training delivery method depends on cost-effectiveness in terms of achieving the training outcome. Training activity will mostly be delivered in a combination of the following forms:
- Formal training sessions (individual or corporate).
- Training provided by internal and/or external experts.
- On the job training (OJT).
- Conferences/Seminars participation.
- Rotation assignments.
- Pre-employment training.
- Training apprentices.
- Continuous education assistant.
- Employee coaching and mentoring.
- Job shadowing.
As part of the ongoing learning and development provisions, arrangements for subscriptions or educational material can also be availed wherever applicable. This provides all employees access to news, articles, and other material that can help them become better at their job. However, to avail this facility, employees need to get written approval from their Managers and the concerned HR team.
- Subscription/Material should be job-related.
- All relevant fees should not exceed the limit set for the employee.
Classification of Courses
The training modules are classified based on:
- Technical Skills: Specialized subjects to develop technical skills and knowledge according to the job/function.
- Managerial Skills: Skills necessary for employees of managerial levels to manage their function and employees.
- Soft Skills: To develop personal attributes that enhance an employee’s interactions effectively with other employees internally or externally.
- Professional Certification: Training programs that certify an employee in a certain specialty.
Individual training programs
There are certain provisions regarding individual training programs, the right of which lies with the company. All employees who have worked for the company for (number of months) months are eligible to participate in external training programs individually or in teams. At the beginning of a financial year, a budget, which is renewed annually, is set for each employee and a team. Once an employee enrolls for a training program, they must ensure their attendance for the same. However, in cases of emergencies, concerned managers and the HR team must be kept informed.
Employees can be absent from training for up to (number of days) per year. They can choose to attend as many training programs as they want, provided they don’t exceed the budget and day limit. In case, they exceed the budget, extra fees must be borne by the employee. Employees have to apply for paid time off in case they exceed the day limit.
Employees may have to bring proof of attendance to such training if asked for.
Any employee training that the company mandates, due to reasons such as inadequacies of an employee’s performance or changes in their job description, is excluded from the training budget and time limit.
Corporate training programs
We occasionally engage experts to train our employees. In such cases, the company will cover the training program’s entire cost and employees need not pay or use their leave for these types of training. Attendance records may be part of the process.
These training programs are:
- Equal employment opportunity training.
- Diversity training.
- Leadership training for managers.
- Conflict resolution training for employees.
Corporate training programs also include sessions conducted by internal experts and managers to:
- Train new employees.
- Train teams on company-related issues.
- Prepare them for promotions, transfers or new responsibilities.
Other types of training
Employees and managers are responsible for finding the best ways for CPD. They should be open to changes to improve their skills and productivity. Employees must ask their managers for direction and advice. Managers should do the same with their superiors, and encourage and mentor their subordinates.
Employees are encouraged to use their rights for self-paced learning. They are welcome to ask for educational material and access to other resources within the allocated budget.
- Managers should keep records for reference and better improvement opportunities. They should regularly evaluate the success of training material and efforts.
- Employees should try to make the most out of their training. They must make efforts in finding ways to implement the knowledge gained for the betterment of their work.
- Employees must use their allocated training budget and time for training purposes.
Procedure to attend external training
- Employees and/or their team leaders should identify and document the need for training.
- Employees and team leaders should discuss effective training programs/methods and give suggestions.
- Employees or team leaders must contact HR with their proposal. They complete all the paperwork involved.
- HR researches the proposal while keeping in mind the budget and the training content.
- HR approves or rejects the proposal.
- If rejected, HR gives the employee/team reasons in writing.
- If approved, HR makes arrangements for dates, accommodation, required reservations, etc.
- If the company doesn’t pay for the training directly, employees will have to pay and send invoices/receipts to HR. HR will approve employee reimbursement accordingly.
- If an employee decides to drop or cancel a training, they’ll have to inform HR immediately. In such cases, cancellation or other fees are to be paid by the employee.
- If the training ends with an examination, employees must submit the results. If they don’t clear the exam, they will need to retake it at their own expense.
Most of the time, the company will cover one-time training fees including registration and examination. Depending on the program, transportation, accommodation and personal expenses could also be covered by the firm.
If HR decides to cover these costs, they would make arrangements for tickets, hotel reservations, etc. Any other covered expenses that employees have will be reimbursed after employees furnish all relevant receipts and invoices.
For subscriptions, employees should contact HR directly or ask their managers to do so. In most cases the HR will set up the subscription. For others, they might give formal approval to employees so they can do it themselves. After getting the subscription, employees should inform HR of the cost and any other details in writing. Any relevant invoices should also be sent to HR.
HR’s Responsibilities Include
- Assess training needs.
- Maintain budgets and training schedules.
- Assist with learning and development activities and strategies.
- Promote corporate training programs and employee development plans.
- Calculate learning and development KPIs whenever possible and decide on improvements.
At the end of every training, an evaluation is carried out through forms, surveys or face to face discussion. The effectiveness of the training is measured on the basis of skills, knowledge and competency gained from the program and how is the employee expecting to implement the new skills in his/her work. Training activities are evaluated to determine whether the objectives and the expectation, on which the training modules are based, have been met.