Learning and Development

Training and Development Policy

Principle:

Training and development is essential for the improvement of employee performance and career development. The Department of Human Resources is committed to providing high quality, cost-effective training programs to employees and retirees of Memorial University.

Purpose: To outline the principles and procedures to ensure training and development opportunities are applied fairly and consistently across the University and to ensure that training and development resources are used effectively and efficiently.

Scope: All employees and retirees of Memorial University.

Policy:

1. GENERAL

This policy covers a variety of courses and training programs including:

non-credit courses for professional and/or skill development;
courses required to complete certificate programs;
credit courses offered at Memorial University;
courses sponsored through the Department of Human Resources;
faculty development programs;
executive development programs

For information on apprenticeship training please refer to the appropriate terms and conditions of employment, or the respective collective agreement available on the Department of Human Resources website.

The formulation and review of this policy is the responsibility of the Director of Human Resources through the Manager, Organizational Development. The Manager, Organizational Development is responsible for:

assessing the training needs of University staff
identifying the most appropriate methods of responding to requests
developing and delivering training programs
consulting with individuals to deliver training programs
evaluating the training delivered
approving educational requests and budget expenditures
ensuring the broadest possible exposure of educational opportunities to the University community

2. TRAINING AND DEVELOPMENT OPPORTUNITIES

The following training and development opportunities are available under this policy:

2.1. Non-Credit Courses (excluding certificate programs)

Many educational programs are offered under the umbrella of professional and skills development through the delivery of courses, workshops and/or seminars. These courses provide knowledge and skill development to enhance an employee's work performance and can be applicable for either supervisors/managers or non-supervisory employees. Such training may be offered within the University through the Department of Human Resources, The Gardiner Centre, Marine Institute and/or external vendors.

2.1.1 Eligibility

All employees and retirees of Memorial University are eligible to apply for and attend this type training.

2.1.2 Approval

Approval to attend any non-credit course and/or training program must be obtained prior to payment of registration fees and attendance at the training program. The University has no obligation to pay for programs which have not received prior approval.

The application will be approved on the basis of the training budget; the nature and assessed quality of the course; the relevance of the training to the employee's position; the availability of alternative methods of delivery; and the recommendation of the Department Head.

2.1.3 Funding

The registration fee of the training program will be disbursed through a central university account administered by the Department of Human Resources. The maximum funding for any one course and/or program, through this account, will be an amount equivalent to the tuition fee for one undergraduate course. Any additional registration fees will be the responsibility of the employee and/or the respective department.

2.2 Professional Certificate Programs

This type of training involves more than one course and would normally lead to the awarding of a diploma, license, and/or certificate. The training enables employees to upgrade qualifications in their areas of employment while continuing employment.

An example of this type of program is the Supervisory Skills Development Program offered through The Gardiner Centre.

2.2.1 Eligibility

Employees in permanent or one-year contractual positions and retirees of Memorial University are eligible to apply for funding for these programs.

2.2.2 Approval

The application will be approved on the basis of the training budget; the relevance of the program to the employee's position; and the recommendation of the Department Head.

Courses paid through external sources will be evaluated on an individual basis.

2.2.3 Funding

The course registration/tuition fees will be disbursed through a central University account administered by the Department of Human Resources to a maximum of an amount equivalent to the tuition fee for one undergraduate course. Any additional registration/tuition fees will be the responsibility of the employee and/or the respective department.

2.3. University Credit Courses

The University offers many courses which may be of interest to employees. As an employer, the University encourages its employees to continue their education and encourages employee development.

2.3.1 Eligibility

Permanent employees, academic staff members, contractual employees whose contract (or series of contracts) is for a period greater than 6 months, and retirees of Memorial University are eligible to undertake one credit course per semester.

2.3.2 Approval

Approval for financial assistance for credit courses must be obtained prior to the semester for which assistance is requested. The University has no obligation to pay for courses which have not received prior approval.

When a course is not available outside normal working hours, an employee may be permitted to register for or audit one course during working hours on approval of the Department Head provided that time is repaid.

2.3.3 Funding

Upon approval from the Department of Human Resources, the employee will be eligible to have the equivalent of either one undergraduate course or one graduate course fee paid for each semester a course is taken. Employees must apply for each semester funding is requested.

The tuition fees will be disbursed through a central University account administered by the Department of Human Resources. The employee will be responsible for all other costs such as textbooks, student union fees, laboratory fees, and research and project fees.

If an employee is admitted to a graduate program, the nine-semester programme fee shall be paid on the Master's, Graduate Diploma and Doctoral level. Thereafter, continuance fees shall be paid subject to satisfactory progress towards programme completion. The School of Graduate Studies, in consultation with the appropriate graduate unit, shall inform the Manager, Organizational Development, of the student's progress on request.

2.4 Management Development for Administrators

Independent of professional development seminars, workshops and programs, there are management development opportunities directed specifically to those with senior administrative responsibilities. These may include seminars offered by Memorial University, other educational institutions, and corporate agencies.

2.4.1 Eligibility

Employees with senior administrative responsibilities may apply to attend these programs.

2.4.2 Approval

Candidates must be nominated for these courses by their department and acceptance is subject to approval from the organization offering the course. The Department of Human Resources shall assist in the identification and assessment of management development opportunities.

Attendance at the prescribed programs shall be approved by the President on the recommendation of the appropriate Vice-President.

2.4.3 Funding

The registration fee of these programs will be disbursed through a central University account administered by the Department of Human Resources. Any additional costs will be the responsibility of the employee's department.

3. REIMBURSEMENT OF FINANCIAL ASSISTANCE

Employees will be required to reimburse the University in the following situations, unless otherwise stated:

a) Where an employee has received financial assistance from the Department of Human Resources (i.e. registration fees, tuition fees) and fails to complete the course (i.e. a grade is not awarded) and/or terminates employment with the University prior to the end of the course, the employee may be required to reimburse the University.

b) Where an employee is granted assisted leave and does not return to the University for a period equal to that leave, the employee will repay the amount of financial assistance on a prorated basis based on the period of time worked following return from assisted leave.

c) Where an employee has received financial assistance for certificate courses and terminates within one year of assisted payment, a prorated amount of the financial assistance will be recovered from the employee upon termination.

4. CHARGES FOR NON-ATTENDANCE AT TRAINING PROGRAMS

The effectiveness of a program is reduced when employees register for programs but fail to attend without adequate notification.

A program "no-show" fee will be charged to departments when an employee registers for a program but fails to attend. The amount of the fee will equal either the registration fee of the program or a prorated cost based on the cost of the program (including room rental, refreshments, and training materials).

This fee will be waived when departments send a substitute for the person who has registered or provide 72 hours notice of cancellation to the Organizational Development Section, Department of Human Resources. Normally this notice period will enable the Department of Human Resources to find a replacement. When the notice period is less than 72 hours and a replacement cannot be found, the no-show charge will apply.

5. EXCEPTIONS TO THE POLICY

Notwithstanding any clause of this policy, exceptions may be granted upon recommendation from the employee's Dean/Director, and with the approval of the respective Vice-President.