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 Capability branch 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.

Capability branch

• Provides advice and consultancy services to the business unit
• Provides support to the business unit to prepare an application to the as required
• Prepares and presents the submission to the Assistant Director-General, Capability branch, as appropriate
• Provides recommendations for prioritisation of the design development or procurement of mandatory training as required for approval by the System Implementation, Policy and Procedure (SIPP) Committee as appropriate.
• Provides feedback to the business unit.

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 Capability branch to arrange initial consultation.

The Capability branch may also identify the need for a mandatory training requirement. If so, the Capability branch 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 Capability branch 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

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 Capability branch 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 Capability branch via Content Manager.

4. Make a decision and communicate

Decision point

The Capability branch:

• reviews and assesses the application against mandatory training criteria, departmental priorities and plans
• makes a decision about the request
• if approved and is an existing training program:
  • adds the mandatory training requirement to the Mandatory Training Ready Reckoner and Induction Planner
  • publishes updated documents on OnePortal and the department’s website
• 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

Legislation

• Public Sector Ethics Act 1994 (Qld) Subdivision 3 12H, Subdivision 4 12I, 12J, 12K, 12L Work Health and Safety Act 2011 (Qld) Division 2 19 (3) (f)
• Human Rights Act 2019 (Qld)

Delegations/Authorisations

• Nil

Other resources

• Employee performance and development policy
• Enterprise risk management policy
• Enterprise risk management procedure
• Code of Conduct for the Queensland Public Service
• DoE Standard of Practice
• Workplace health, safety and wellbeing current procedures
• Mandatory training program (DoE employees only)
• DoE Induction Strategy
• Mandatory Annual Training Ready Reckoner

Superseded versions

Previous seven years shown. Minor version updates not included.

1.0 Establish a mandatory training requirement