Professional Development Support Policy

About this Policy

 

The Society recognises that the education, training and development of its colleagues is fundamental to ensure the Society remains a successful co-operative business. We are therefore committed to providing opportunities to develop and supporting the professional development of our colleagues. Where possible, the Society will support professional development through its LEAP programmes in order to utilise the apprenticeship levy. This policy covers professional development support where utilising an apprenticeship is not relevant.

 

This policy applies to all colleagues (whether employed on a full-time, part-time, fixed term or permanent basis). It does not apply to agency workers or self-employed contractors.

This policy does not form part of any colleague’s contract of employment and we may amend it at any time.

 

 

Who is Responsible for this Policy?

 

All colleagues are expected to follow the guidelines set out in this policy. Colleagues are responsible for identifying and suggesting new learning opportunities in line with their current position and future career goals within the Society. Before making a request under this policy, the colleague should explore whether appropriate training or support could be achieved through a LEAP programme. That can be done by discussing the training needs with the Apprenticeship Manager.

All managers must treat colleagues fairly and consistently in accordance with this policy. Managers should encourage colleagues to undertake professional development opportunities and identify colleague training and development needs during the colleague check-in process. Managers should ensure that colleagues requesting professional development support under this policy have considered whether a LEAP programme could be a suitable option for the development need.

 

 

Entitlement and Apprenticeship Levy

 

Like all large employers, the Society pays the apprenticeship levy which creates a pot of money for the Society to use to develop our colleagues. Before making an application under this policy the colleague must check with the Apprenticeship Manager whether this is an appropriate route for the colleague’s development. 

All colleagues are eligible to apply for professional development support to undertake courses of study that will contribute to the improvement of their professional skills and knowledge relevant to their role within the Society.

Colleagues are asked to discuss any professional development request with their line manager in the first instance at a development or career check in. Colleagues must then submit a Professional Development Support Application Form with the line managers approval for the request to be considered by the Society. Colleagues can submit a maximum of one application in a 12-month period.

It is entirely discretionary whether the Society approves professional development support. Prior written approval must be obtained in accordance with this policy before study commitments are undertaken. Line Managers are responsible for the approval of applications and the ongoing support of colleagues during the study period.

 

 

Professional Development Support

 

The Society will consider financial support for costs associated with a professional development support application and time off to study and attend exams or key training events.

Where a professional development support application is approved, the level of support provided to colleagues will be agreed. The amount of support will depend on the course of study but may include:

• Up to 100% of course fees paid for by the Society.

 

• Society contribution to funding essential study material

 

• Paid leave to take exams and attend key training events compulsory within their course. Any additional days, colleagues may be required to book annual leave.

 

• Paid study leave (up to one day per exam per year where required).

 

 

Procedure

 

All colleagues must discuss professional development support applications with their manager prior to submitting an application. That will help identify whether the proposed professional development is relevant to their role in the Society.

Where an application has been submitted, the line manager may arrange a meeting to discuss the request in more detail and explore any alternatives if necessary. A decision will usually be given to colleagues within 14 days of the meeting.

Colleagues must detail all costs associated with the professional development opportunity in the application form. Where the total cost is greater than £2000, the application will require additional sign off from the cost centre manager.

Colleagues will be notified in writing of the application decision within 28 days from receiving the application and managers will discuss next steps with colleagues. If the application has been approved colleagues will be provided with a copy of the signed agreement form to confirm what’s been agreed. There is no right of appeal of a decision.

Although the Society encourages colleagues to undertake courses of study or training that are relevant to their role within the Society, it will not always be possible to approve an application in relation to study or training.

The circumstances in which the organisation may have to refuse a request include, but are not limited to, the following:

• the proposed study or training would not significantly improve the colleague's effectiveness at work, or the performance of the business itself;

• the cost to the business of granting time off for training would not be cost effective;

• granting the colleague 's request would have a detrimental effect on the organisation's ability to meet customer demand;

• the Society would be unable satisfactorily to cover the colleague's time attending study or training;

• there may be a detrimental impact on quality or performance; or

• there are planned structural changes in the organisation.

 

Course Fees

 

All agreed expenses will be reimbursed on production of a receipt where not directly invoiced to the Society.Expenses should be submitted and will be paid in accordance with the Society’s Expenses Policy. In all cases, expenses can only be reimbursed when the colleague provides a receipt, or other documentary evidence of the expense incurred.

 

Colleague Study Agreement

 

 

Colleagues must sign a “colleague study declaration” on the Professional Development Support Application Form [RS1] prior to undertaking a professional development course. A copy of this agreement will be kept on the colleague’s personnel file.

The colleague study declaration states that the colleague will reimburse the Society in relation to their costs if the colleague fails to properly commit to the course requirements or leaves the Society before their course has completed.

If a colleague leaves the Society within 1 year of completing the programme, they must repay the costs as follows:

-        100% of the costs if a colleague leaves within 6 months

-        50% of the costs if a colleague leaves within 12 months

Upon signing the colleague study declaration the colleague gives the Society the authority to make the appropriate deduction of any outstanding payments from their final pay.

When undertaking any training or developmental activity, every colleague must continue to behave in a professional and responsible manner in line with their terms and conditions of employment.

Where a colleague fails to attend training that has been arranged for them, this may result in disciplinary action being taken against them and the Society reserves the right to withdraw expenses or fees for future training events.

Where the examinations are not passed at the first attempt, any further attempts will need to be paid for by the colleague and any additional time off will need to be taken as annual leave or unpaid leave where agreed. The Society will only pay for further attempts in exceptional circumstances.

 

Additional Support

 

If colleagues have any questions regarding this policy or require additional support, you should speak to your line manager.

 

 

Policy name:	Professional Development Support Policy	Date of last review:	August 2022
Policy owner:	HR	Issue number:	004