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Establish a mandatory training requirement procedure

Version number 1.1 | Version effective 10 August 2020
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Establish a mandatory training requirement procedure

Audience

Department wide

Purpose

This procedure outlines the process to establish a mandatory training requirement for a specific role, activity and/or all employees.

Overview

Mandatory training must be undertaken:

  • to meet legislative or regulatory obligations
  • to meet department policy requirements approved by the Director-General
  • as a control or action to mitigate a medium (for areas of lowest appetite) or high (all other areas) level risk as part of the department’s Enterprise Risk Management Framework
  • as it has been deemed, to be the most appropriate method of addressing obligations, requirements and/or identified risk
  • to meet a requirement specified in an industrial instrument
  • to maintain a qualification required to continue in a role
  • as part of the department’s internal control system.

Mandatory training is undertaken during worktime, via approved leave or under mutually agreed terms.

The Learning and Professional Development Governance Board (L&PD Governance Board) considers requests to establish a mandatory training requirement.

Work load impacts are considered during the decision-making process.

Responsibilities

Business unit

  • Understands the department’s approach to mandatory training
  • Undertakes appropriate consultation with key stakeholders, both internal and external, prior to requesting the need for a new mandatory training requirement
  • Considers work impacts as a result of an additional mandatory training requirement
  • Prepares an application to request approval to establish a mandatory training requirement
  • Completes all relevant sections of the application and provides evidence to support the request.

Learning and Professional Development (L&PD) team

  • Provides advice and consultancy services to the business unit
  • Provides support to the business unit to prepare an application to the L&PD Governance Board as required
  • Prepares and presents the submission to the L&PD Governance Board, as appropriate
  • Provides recommendations for prioritisation of the design development or procurement of mandatory training as required.

L&PD Governance Board

  • Considers the submission to establish a mandatory training requirement
  • Decides whether the request is approved
  • Provides feedback to the business unit as appropriate.

Process

1. Conduct initial consultation

Identify a need to establish a mandatory training requirement

The business unit:

  • implements consultations with key stakeholders, both internal and external, for a new mandatory training requirement with consideration of workload impact
  • if appropriate after the consultation, identifies the need for a mandatory training requirement as per both of the criteria outlined in step 2.
  • contacts the L&PD team to arrange initial consultation.

The L&PD team may also identify the need for a mandatory training requirement. If so, the L&PD team would initiate contact with the appropriate business unit to arrange a consultation.

2. Assess

Determine whether the requested training requirement meets the mandatory training criteria

The business unit meets with the L&PD team to:

  • review the request for approval of a mandatory training requirement
  • determine whether the request meets both Criterion 1 and Criterion 2:
    • Criterion 1
      • The requested training requirement has been derived from a legislative or regulatory obligation, departmental policy or industrial instrument, and/or
      • The requested training requirement is a control or action to mitigate a risk that is assessed as medium (for areas of lowest appetite) or high (all other areas) in the department’s strategic, division/branch or regional risk registers in Risk Express, and/or
      • The requested training requirement has been derived from an internal control.
    • Criterion 2
      • The requested training has been deemed to be the most appropriate method of addressing the obligations, requirements and/or identified risk.

3. Prepare an application for the L&PD Governance Board

Complete an application requesting approval of a mandatory training requirement

The business unit:

  • completes an Application to establish a mandatory training requirement form
  • includes supporting evidence to demonstrate that the requested training requirement meets the mandatory training criteria
  • liaises with the L&PD team to finalise the application, ensuring the requested training requirement is aligned with the department’s priorities
  • organises Director, or above, to endorse merit of the application
  • submits a completed application to the L&PD team via HPE Records Manager.

4. Prepare a submission for the L&PD Governance Board

Table a submission for the next available L&PD Governance Board meeting

The L&PD team:

  • acknowledges receipt of the completed application
  • prepares and tables a submission for inclusion on the next available L&PD Governance Board agenda.

5. Make a decision

Assess the submission

The L&PD Governance Board:

  • reviews and assesses the application against mandatory training criteria, departmental priorities
    and plans
  • makes a decision about the request.

6. Clarify and communicate requirements

Decision point

The L&PD team:

  • if approved and is an existing training program:
  • if approved and is a new training program:
    • prioritises and plans the design, development and deployment of the new training program
  • if not approved:
    • categorises the training requirement as non-mandatory
  • communicates the outcome to the business unit and explains next steps.

Definitions

Term

Definition

Action

A new strategy to further reduce the likelihood or consequence of a risk after controls are applied.

Learning and Professional Development (L&PD) Governance Board

The purpose of the Learning and Professional Development (L&PD) Governance Board is to lead the implementation and establish the management of a centralised operating model for learning and professional development across the Department of Education, through the collective prioritisation and approval of learning and professional development strategy, governance and systems recommendations.

Legislative requirement

A departmental obligation that can arise from State and/or Commonwealth legislation.

Industrial instrument

An instrument that has legal application with respect to minimum entitlements to those employees covered within its scope. This includes an award, certified agreement and arbitration determination.

Internal controls

Methods used to safeguard assets and secure compliance with the prescribed requirements of the department. Internal controls can include professional development and training.

Policy

Outlines what the government intends to do through stated plans of action.

Policy requirements

Policy requirements are specific conditions that must be met to fulfil the policy and achieve the outcomes.

Risk

Effect of uncertainty on the achievement of priorities. The chance of something going wrong.

Control

Pre-existing strategies, processes or practices used to reduce the likelihood or consequence of a risk. 

Risk Express

The department’s centralised repository used to record risk, controls and actions.

Mitigate

The effect of controls and actions to reduce the likelihood or consequence of a risk.

Submission

The action of presenting an application or other documents for consideration or judgement.

Supporting evidence

Factual detail included in the application to support the assertion that the requested training requirement meets mandatory training criteria. The supporting details may come from a range of sources including reference to specific sections of legislation, risk registers or a completed needs analysis.

Legislation

Delegations/Authorisations

  • Nil

Other resources

Superseded versions

Previous seven years shown. Minor version updates not included.

1.0 Establish a mandatory training requirement

Review date

31 January 2023
Attribution CC BY
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