NEW MEXICO DEPARTMENT OF TRANSPORTATION

Transcription

1 NEW MEXICO DEPARTMENT OF TRANSPORTATION AD /01/14 EMPLOYEE TRAINING AND STAFF DEVELOPMENT Tom Church, Cabinet Secretary AUTHORITY: NMAC Supersedes Administrative Directive No. 614 dated November 1, PURPOSE: 2.00 To provide Department employees with job training, staff development and educational opportunities that will enhance productivity, job satisfaction, knowledge, skills and abilities, (KSA s), communication, and proactive supervision to support the Department s strategic priorities. DEFINITIONS: 3.00 Courses 3.00a Employee Requested Courses are career-related courses and classes which the employee requests to attend. Employee Requested Courses must be recommended by the employee s immediate supervisor. 3.00b Mandatory Courses are any courses that are required by the State Personnel Board (SPB) or the NMDOT for one or more employees as a condition of employment, a specific job classification, or to meet a legal requirement. 3.00c Recommended Courses are courses which the employee s supervisor recommends in order to maintain or enhance the employee s knowledge, skills, and abilities related to their current job position and/or courses which the supervisor deems to be beneficial to the employee s career and personal growth and development. 3.00d Related Courses are courses that maintain or enhance the employee s knowledge, skills, and abilities related to his/her current job position.

2 3.00e Required Courses are courses the NMDOT requires an employee to attend in order to maintain or enhance jobrelated knowledge, skills and abilities Course materials are items such as text books, software and other supplies that are listed in the course syllabus as required materials Curriculum is the New Mexico Department of Transportation s (NMDOT) established courses which provide in-depth educational standards that guide the subject matter Education means enhancing one s knowledge, skills, and abilities, which measure academic achievement and/or demonstrated abilities Employee is any person who has been issued a valid SHARE employee number to include temporary and term employees and is currently employed by the NMDOT Formal training is an internal, external, or self-paced training given or provided to one or more employees in a structured setting by a recognized authority, journeyman or experienced individual (recognized by the Department) in a specified subject or area of expertise Journeyman is one who has fully served their apprenticeship in a trade or a craft and is a qualified or recognized worker in that area of expertise; a competent worker in a specific area of expertise On-the-Job Training ( OJT ) is scheduled employee-to-employee direct instruction in the actual work environment. OJT hours must be verified by the immediate supervisor Semester is one of three periods into which an academic year is divided: spring (January through May), summer (June through August), and fall (August through December) Staff development is instruction that provides employees with the knowledge, skills, and abilities to enhance their interpersonal or job skills. This is provided via workshops, formal classes, direct instruction from accredited high schools, technical or vocational schools, colleges or universities, OJT, and Web Based Training (WBT). Training time credited for Staff Development does not include meetings or briefings Special Training is the individual reading and/or review of technical documents, professional journals and periodicals within that employee s own career path or area of expertise. Special Training may include, but is not limited to, hard copy, web, video, or sound-formatted documents and presentations Training Program is the identification of knowledge, skills, abilities and procedures for employee training and development. AD 614 2

3 3.12 Web Based Training (WBT) consists of courses, seminars and workshops communicated via computer network (i.e. Internet) designed to enhance knowledge, skills, and abilities. DIRECTIVE: 4.00 Supervisors and managers with coordination of the Human Resource Management Division, will provide training opportunities for the development of NMDOT employees The employee and supervisor or manager shall develop and implement a training and development plan on an annual basis. The training and development plan (which may include WBT and OJT) shall address the following: a. Mandatory Courses and Refreshers (4.10), b. Department Required Courses (4.04), c. Supervisor/Manager Recommended Courses (4.05), d. Employee Requested Courses (4.06) 4.01a Employees may be required to receive instruction to raise an unsatisfactory Performance Area rating on form SPO 001 or 002. Manager or Employee Evaluation Form. If such instruction is required, it shall receive highest priority Managers, supervisors and employees have shared responsibility to implement this Directive. 4.02a Managers and, supervisors shall assess and support staff training needs Employees shall complete Form No. A-735, Training Request Form, and receive appropriate approvals prior to participating in any training, staff development or education except for OJT. 4.03a Scheduled OJT must be recorded on Form No. A-1026, On-the-Job Training, upon completion of the training. 4.03b Forms shall be routed through the employee s supervisor for approval, then to their organization s assigned Training Liaison for processing. Programs lasting longer than 3 days shall be approved by D.E., Division Director, or designee. 4.03c All training hours shall be recorded in the State of New Mexico statewide Human Resources Accounting and Management Reporting System (SHARE) as TRAIN- Training for the actual number of hours in training, staff development, or education classes Required Courses When the Department requires an employee to attend a class to enhance job related knowledge, skills and abilities, the Department will fund educational costs (tuition and course materials) incurred. AD 614 3

4 4.04a All text books purchased by the Department for the purpose of the required class remain property of the Department. 4.04b Employees will receive an adjustment to their work schedules (either through flex scheduling or compensatory time) consistent with their classification, and State Personnel Board rules and NMDOT policies. 4.04c Employees will be compensated for travel time to and from the required class, as well as the time spent in class in accordance with the NMDOT policies, State Personnel Board Rules and the Fair Labor Standards Act (FLSA) Related or Recommended Courses The Department may approve requests for reimbursement for the employee s out of pocket educational costs including tuition and course materials but to exclude scholarships and grants. Tuition shall not exceed the highest tuition established for that semester at public educational institutions in New Mexico incurred up to a maximum of ten (10) credit hours per semester for courses related to the employee s current job position or recommended courses at an accredited high school, college or university, or technical/vocational institution when a passing grade of C or better is achieved. 4.05a Employees who do not earn a C or better will not be reimbursed by the Department for any costs. 4.05b The cost of course materials (books, references, tools, etc.) may also be reimbursed by the Department on the condition that receipts are provided to represent the employees s own out of pocket expenses provided the materials are left with the Department when the employee leaves the Department. 4.05c The employee is responsible for ascertaining the highest tuition rate at public educational institutions in New Mexico for each semester they wish to attend classes. The employee must submit documentation from the public education institution with the highest tuition rate documenting this rate as an attachment to their Training Request Form. Scholarships and/or grants should also be documented as an attachment to the Training Request Form. 4.05d Employees shall complete Form No. A-735, Training Request Form, and receive written approval prior to enrolling in any related or recommended courses. 4.05e Request for reimbursement may be made by completing and submitting Form No. A-1302, Tuition Reimbursement Request, with all appropriate attachments as noted in the form. The form must be AD 614 4

5 accompanied by Form No. A-1219, Itemized Schedule of Travel Expenses. 4.05f Should there be need to any adjustment to the employee s work schedule that would require flex scheduling or compensatory time to minimize workplace disruption consistent with the employee s classification, State Personnel Board Rules, NMDOT policies and the FLSA, the employee must secure permission beforehand from his/her supervisor. All such time should be logged in the State of New Mexico statewide Human Resources Accounting and Management Reporting System (SHARE) as TRAIN-Training Employee Requested Courses The Department may approve requests for reimbursement for educational costs (tuition not to exceed the highest tuition established for that semester at public educational institutions in New Mexico and course materials) incurred up to a maximum of eight (8) credit hours per semester for Employee Requested courses recommended by the employee s immediate supervisor at an accredited high school, college or university, or technical/vocational institution when a passing grade of C or better is achieved. 4.06a In order to qualify for the possible reimbursement, the following conditions must be met: 4.06a(1) The employee must have completed their probationary period. 4.06a(2) The employee must not be on a Corrective Action Plan. 4.06a(3) The employee must have a current Form # SPO 001 or 001, Manager or Employee Evaluation Form, with a rating of Achieves Performance Standards in all Performance Rating Areas. 4.06a(4) Supervisor recommendation is discretionary and may include assessing job duties, workplace disruption and other case by case variables. 4.06b If all of the above conditions are met, the following applies: 4.06b(1) Employees who do not earn a C or better will not be reimbursed by the Department for any costs. 4.06b(2) The cost of course materials (books, references, tools, etc.) may also be reimbursed by the Department on the AD 614 5

6 condition that receipts are provided to represent the employee s own out of pocket expenses provided the materials are left with the Department when the employee leaves the Department. 4.06b(3) The employee is responsible for ascertaining the highest tuition rate at public educational institutions in New Mexico for each semester they wish to attend classes. The employee must submit documentation from the public education institution with the highest tuition rate documenting this rate as an attachment to their Training Request Form. Scholarships and/or grants should also be documented as an attachment to the Training Request Form. 4.06b(4) Employees shall complete Form No. A-735, Training Request Form, and receive written approval prior to enrolling in any related or recommended courses. 4.06b(5) Request for reimbursement may be made by completing and submitting Form No. A-1302, Tuition Reimbursement Request, with all appropriate attachments as noted in the form. The form must be accompanied by Form No. A-1219, Itemized Schedule of Travel Expenses. 4.06b(6) Should there be need to any adjustment to the employee s work schedule that would require flex scheduling or compensatory time to minimize workplace disruption consistent with the employee s classification, State Personnel Board Rules, NMDOT policies and the FLSA, the employee must secure permission beforehand from his/her supervisor. All such time should be logged in the State of New Mexico statewide Human Resources Accounting and Management Reporting System (SHARE) as TRAIN-Training Training and staff development are part of an employee s scheduled work. Employees who miss training, staff development or educational sessions without proper authorization may be subject to disciplinary action. 4.07a Proper authorization to miss training or staff development sessions will be granted only by the District Engineer, Division Director or designee. 4.07b The Department sponsor (e.g. Risk Management Bureau, Office of Equal Opportunity Programs, District Construction Bureau, etc.) shall report all absences in AD 614 6

7 writing to the Human Resource Management Division within five (5) working days of the end of the class. 4.07c The Human Resource Management Division will provide a list of employees who miss training or development sessions to the appropriate, District Engineer or Division Director All NMDOT training that requires contractual services and/or expenditure of NMDOT funds for employee training shall be coordinated through the Human Resource Management Division and designated training liaisons, and the NMDOT Procurement Services Bureau If anyone is in need of an accommodation due to a disability, please notify Employee Relations at least three (3) days in advance of the training so appropriate arrangements can be made All mandatory courses and refreshers (See Attachment A) must be completed within the designated timeframes. NOTE: This list is progressive. A Supervisor or Manager must take the courses that are required for all employees in addition to the other levels of supervision that precede his or her specific classification level. It is highly recommended that managers in exempt status, excluded from the State Personnel Act, attend mandatory courses At the time of submission of Form No. A-1302, Tuition Reimbursement Request Form, the employee s failure to disclose scholarships, grants or other awards received to offset costs of tuition, materials or per diem can result in a denial of reimbursement, legal action for garnishment or restitution and disciplinary action up to including dismissal. PROCEDURES: 5.00 Managers, supervisors and employees will actively develop, coordinate and implement the Training Program of this Administrative Directive. CROSS REFERENCE: 6.00 Administrative Directive (AD) 603, Professional License and Registration Fees; AD 606, Employment Work Hours; AD 622, Overtime/Compensatory Time; AD 641, Manager and Employee Performance and Development; AD 649, Absence and Leave Policy; AD 816, Blood borne Pathogens Program; AD 902 (Travel and Related Expenses (Per Diem); and the Fair Labor Standards Act (FLSA). FORMS: 7.00 Form No. A-0735, Training Request Form and, Form No. A-1302, Tuition Reimbursement Request Form AD 614 7

8 Attachment A All Employees Defined as any person who has been issued a valid SHARE employee number Course Training Organization Requirements NMDOT Human Resource Within one (1) month of hire Management Division NMDOT Training and Staff Development New Employee Orientation (NMDOT Overview) GO scheduled monthly Districts scheduled as needed Sessions will include: Civil Rights, ADA and Sexual Harassment Employee Evaluations Time Entry Ethics Delivery of NMDOT AD s as listed on Form No. A Acknowledgement of Receipt and Understanding Civil Rights, ADA and Sexual Harassment Defensive Driving Course (DDC) NMDOT Human Resource Management Division NMDOT Training and Staff Development GO scheduled as needed Districts scheduled as needed State Personnel Office NMDOT Risk Management or other NMDOT Risk Management approved vendor GO scheduled monthly Districts scheduled as needed NMDOT Risk Management or other NMDOT Risk Management approved vendor GO scheduled bi-monthly Districts scheduled as needed Every year classroom face-toface to employees that do not have an address OR Online through current Learning Management System Every year online through Blackboard Learning System to employees that have an address 6 hour class Within 90 days of hire and every four (4) years, classroom face-to-face for employees that do not have a current DDC Certificate 4 hour class Every four (4) years classroom face-to-face to employees that have a current DDC Certificate

9 First Aid/CPR NMDOT Risk Management or other NMDOT Risk Management approved vendor GO scheduled bi-monthly Districts schedule as needed Within 90 days of hire and every 2 years Supervisors Defined as any employee that has the responsibility of conducting an Employee Evaluation for their direct report Course Training Organization Requirements NMDOT Human Resource Management Division NMDOT Training and Staff Development Employee Evaluations for Supervisors (MEP) GO scheduled quarterly Districts schedule as needed to satisfy the 90 day requirement Within 90 days of supervisory appointment Dealing with Workplace Conflict / Workplace Violence Response for Supervisors NMDOT Training and Staff Development / NMDOT Risk Management Within 180 days of supervisory appointment and every 4 years AD 614 9