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CHHS15/157

Canberra Hospital and Health ServicesOperational Guideline Learning and Development Applications External and Cost Incurring Applications (MHJHADS)

Contents

Contents...................................................................................................................................1

Purpose.................................................................................................................................... 2

Alerts........................................................................................................................................2

Scope........................................................................................................................................3

Section 1 – Presenting Paper or Poster at a Conference..........................................................3

Section 2 – External Learning and Development Activity – No Registration Costs...................3

Section 3 – External Learning & Development Activity – Incurring Registration Costs.............4

Implementation........................................................................................................................6

Related Policies, Procedures, Guidelines and Legislation.........................................................7

Attachments.............................................................................................................................7

Doc Number Version Issued Review Date Area Responsible PageCHHS15/157 1 04/08/2015 01/06/2020 MHJHADS 1 of 15

Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register

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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.



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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



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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):o Relevant learning & development activity information o Completed Conference/workshop registration formo Record of completed Health Directorate and Divisional Essential Education

(Capabiliti)o Completed ACT Government Health Directorate Travel Form if applicableo Rationale supporting the application

2. Team Leader/Manager to approve or decline the application. Discipline Principals may be consulted if training is in relation to professional competency standards.

3. Manager/Team leader to file copy of completed form on applicants personnel file.4. Following approval, applicant to add training details to Personal Details / External

Conferences & Courses on Capabiliti.5. 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.

6. The training register is tabled to the Divisional Scorecard Committee.


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):o Relevant learning & development activity information o Completed Conference/workshop registration formo Record of completed Health Directorate and Divisional Essential Education

(Capabiliti)o Completed ACT Government Health Directorate Travel Form if applicableo Rationale supporting the application



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2. 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.

3. 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.

4. 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.

5. 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.

6. Staff who have 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.

7. 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.

8. 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.

9. The training register is tabled to the Divisional Scorecard Committee.10. Staff will be notified of all declined applications by their Director or Manager.11. The applicant will add training details to Personal Details / External Conferences &

Courses on Capabiliti following attendance.12. The committee uses the guideline on the following page to determine funding. 13. If a staff member is directed to attend an identified professional development

opportunity, the application will be fully funded.14. Staff will only be considered for a total of 2 funded applications per financial year with

the exception of special circumstances.15. 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.

16. 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.



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Local Attendance within the ACTRegistration Employer Contribution Employee Contribution<$250 17. Funded Time

18. Registration Fee19. Incidental Costs i.e. meals

>$250 20. Funded Time21. Consideration up to 75%

of registration fee

22. Incidental Costs i.e. meals23. Remainder of registration

fee

Interstate and International AttendanceRegistration Employer Contribution Employee Contribution<$250 24. Funded Time

25. Consideration up to 100% of Registration Fee

26. Consideration of up to 50% of either travel or accommodation

27. incidental costs i.e. meals28. remaining travel and

accommodation

>$250 but <$750

29. Funded Time30. Consideration up to 75%

of registration fee31. Consideration of up to

75% for either travel or accommodation

32. incidental costs i.e. meals33. remainder of registration

fee34. remainder of travel and

accommodation

>$750Note this may require Executive Director approval dependant on total costs

35. Funded Time36. Consideration of up to

75% of registration fee37. Consideration of up to

50% of either travel or accommodation



accommodation


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.




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Related Policies, Procedures, Guidelines and Legislation

PoliciesLearning and Development Framework ACT Health http://health.act.gov.au/c/health?a=dldivpoldoc&document=957Capacity Building for Mental Health ACT Via a Learning & Development Frameworkhttp://acthealth/c/healthintranet?a=sendfile&ft=p&fid=1179624200&sid=ACT Health Directorate travel policy.Essential Education Policy – ACT Healthhttp://inhealth/PPR/Policy%20and%20Plans%20Register/Essential%20Education%20Policy.docx Essential Education Guideline – ACT Health http://inhealth/PPR/Policy%20and%20Plans%20Register/Essential%20Education%20Guideline.docx

Guidelines ACT Health Study Assistance Guidelineshttp://acthealth/c/healthintranet?a=sendfile&ft=p&fid=1116665658&sid=Positive Professional Development Pathway – Guidelineshttp://acthealth /c/healthintranet?a=sendfile&ft=p&fid=-220748332&sid =


Attachments

Attachment 1 - Learning & Development Request FormAttachment 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 ByEg: 17 August 2014 Section 1 ED/CHHSPC Chair



http://acthealth/c/healthintranet?a=sendfile&ft=p&fid=-220748332&sid

http://acthealth/c/healthintranet?a=sendfile&ft=p&fid=1116665658&sid

http://inhealth/PPR/Policy%20and%20Plans%20Register/Essential%20Education%20Guideline.docx

http://inhealth/PPR/Policy%20and%20Plans%20Register/Essential%20Education%20Guideline.docx

http://inhealth/PPR/PP%20Archive/Essential%20Education%20Policy%20(2).docx

http://inhealth/PPR/PP%20Archive/Essential%20Education%20Policy%20(2).docx

http://acthealth/c/healthintranet?a=sendfile&ft=p&fid=1179624200&sid

http://health.act.gov.au/c/health?a=dldivpoldoc&document=957

http://health.act.gov.au/c/health?a=dldivpoldoc&document=957

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

You must attach: o Relevant learning & development activity information o Completed Conference/workshop registration form o Record of completed Health Directorate and Divisional essential education (Capabiliti) o Completed ACT Government Health Directorate Travel Form if applicable o 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:

Workshop / 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)



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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 ACTRegistration Employer Contribution Employee Contribution

<$250 41. Funded Time42. Registration Fee

43. Incidental Costs i.e. meals

>$250 44. Funded Time45. Consideration up to 75%

of registration fee

46. Incidental Costs i.e. meals47. Remainder of registration

fee

Interstate and International AttendanceRegistration Employer Contribution Employee Contribution

<$250 48. Funded Time49. Consideration up to 100%

of Registration Fee50. Consideration of up to


51. incidental costs i.e. meals

52. remaining travel and accommodation

>$250 but <$750

53. Funded Time54. Consideration up to 75%

of registration fee55. Consideration of up to

75% for either travel or accommodation



accommodation

>$750Note this may

require Executive Director approval

dependant on costs total

59. Funded Time60. Consideration of up to

75% of registration fee61. Consideration of up to




accommodation

Time away from work ______ Hours Travel Expenses

Course Registration $.................... Accommodation



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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 formI 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 checklist65. Is your Performance Plan completed and recorded on Capabiliti?66. No Proposed Completion Date ……….. Yes Review Date ……………….67. 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,68. Course workshop aligned to Performance Plan, team priorities, MHJHADS Business

Plan69. Yes No Other______________________________

Staff Member Directed to attend trainingPrevious Approved Learning & Development Applications incurring costs – ( last 2 year period):Total Training Hours: ___________Approx Funding received: $___________Any further comment to support application:



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Discipline Principal: Name: Signature: Supported □ Not Supported Team Leader/ Manager Full Name (Printed): ___________________________________Team Leader/Manager Signature: ____________________________ Date: / / Recommended Not RecommendedDirector Full Name (Printed):Director Signature: Date: / /

70. All completed documentation should be to your Team Leader/Manager who will then pass the documentation onto your program’s Director.

71. Your program Director will present your application to the members of the weekly Directors meeting for final endorsement.

72. 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.

73. Applicants will be notified of the outcome after the meeting has taken place.74. Please retain original copy for your records if faxing application.

Office Use onlyExecutive Decision on Funding:

Recommended Not 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: ___________________________________



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Attachment 2: Travel Form

Travel FormPlease 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



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TRAVELLER’S DETAILS

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 classEconomy 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 ClassExecutives 4 star* over 4 hours Business Class 4 star*

Non Executives 3 star* Economy Class 3.5 star* Economy ClassIf you intend to seek approval to vary from accommodation standards, please give reasons:



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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

/ / / /

/ / / /

/ / / /

Details of any leave or non-official travel which you intend taking directly before or after your official travelFrom: / / To: / / Contact details: Payment of out of pocket expenses: Corporate credit card or reimbursement are the preferred methods of payment for meals and incidental expenses.Actual reasonable costs will be reimbursed upon the provision of receipts. All advances must be acquitted.Advance: $ BSB No: Account No:

Signature of traveller Date / /

Supported - funds are available and travel is recommended

Signature of supervisor Date / /

Approval of travel

Signature of delegate Pos No. Classification Date / /



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Accommodation details (to be completed after approval to travel is given). Include any private accommodation details

Signature of Chief Executive/Minister (for overseas travel only) Date / /

BOOKING REFERENCE: Advance and cabcharges acquitted (finance officer)

TRAVEL COSTS: Advance and cabcharges reconciled

COST CODES: Signature of finance officer



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