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
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Term
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Definition
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Action
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A new strategy to further reduce the likelihood or consequence of a risk after controls are applied.
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Learning and Professional Development (L&PD) Governance Board
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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.
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Legislative requirement
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A departmental obligation that can arise from State and/or Commonwealth legislation.
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Industrial instrument
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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.
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Internal controls
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Methods used to safeguard assets and secure compliance with the prescribed requirements of the department. Internal controls can include professional development and training.
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Policy
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Outlines what the government intends to do through stated plans of action.
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Policy requirements
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Policy requirements are specific conditions that must be met to fulfil the policy and achieve the outcomes.
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Risk
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Effect of uncertainty on the achievement of priorities. The chance of something going wrong.
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Control
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Pre-existing strategies, processes or practices used to reduce the likelihood or consequence of a risk.
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Risk Express
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The department’s centralised repository used to record risk, controls and actions.
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Mitigate
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The effect of controls and actions to reduce the likelihood or consequence of a risk.
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Submission
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The action of presenting an application or other documents for consideration or judgement.
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Supporting evidence
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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.
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Legislation
Delegations/Authorisations
Other resources
Superseded versions
Previous seven years shown. Minor version updates not included.
1.0 Establish a mandatory training requirement