NBS Education Support Policy UCD/HRO/EDUCATION/014 Version Issued: January 2005. Human Resources Human Resources Policies & Procedures Education Support Policy UCD/HRO/EDUCATION/014 Policy: UCD/HRO/EDUCATION/014 Title: NBS Education Support Policy Version Issued: January 2005 (INTRANET)
Education Support Policy Contents Page 1. Purpose 3 2. Scope 3 3. Approval 3-4 4. Procedure 4-5 - Application Procedure 4-5 - Approval Criteria 5 5. Payment of Fees, Expenses and Leave 6-8 - Travel & Accommodation 7 - Text Books 7 - Reimbursement of Fees 7-8 - Study Leave 8 6. Procedure following Selection Panel s delibrations 8-9 7. Reporting Outcomes 9 8. Appendices 9 Appendix 1 Application Form 10-14 2
NATIONAL BLOOD SERVICE EDUCATION SUPPORT POLICY Policy for Supporting Applications for Further Education and Study Leading to Qualifications 1. PURPOSE 1.1 The National Blood Service promotes educational achievement and professional qualifications deemed appropriate to the present and future needs of the Service. In doing so the NBS will help, encourage and provide financial assistance to any employee who wishes to pursue an educational and/or professional course of study provided by an external body, within the criteria set out in this policy. 2. SCOPE 2.1 This policy applies to all staff employed by the NBS as defined by the equal opportunities policy. 2.2 This policy includes the following areas of study: Postgraduate study for PGC, PGD, MA, MSc, MPhil, PhD Management qualifications; CMS, DMS, IHSM, MBA or other equivalent Study for primary qualifications relevant for professional membership or leading to state registration Study for qualifications related to professional development 2.3 The NBS budget for employee Education Support is held within the Resourcing, Learning and Development Department. 2.4 Excluded from the remit of this policy: Conferences, Seminars and Short Courses not leading to formal Qualifications. As support for these areas of learning, knowledge sharing (where no formal qualification is to be obtained) is covered separately by the NBS Conference Attendance Policy. NVQ qualifications provided internally by the NBS Any other internally provided course 3. APPROVAL 3.1 All applications for approval and payment of fees must satisfy the following criteria: - 3
NBS Education Support Policy 3.1.1 That the course of study enhances and/or promotes skills and/or provides additional knowledge to enable the employee to perform their current and/or any future NBS role. Managers need to ensure that all appropriate project work is NBS related. 3.1.2 That the attendance of the employee at the course of study does not adversely jeopardise NBS service provision. 3.2. Following approval of a course of education for personal development the NBS reserves the right to refuse attendance on such a course, or part thereof, provided by an external body should such attendance seriously jeopardise NBS service provision. Any decision to refuse attendance will be subject to approval by the Functional Director or his/her nominee. 4. PROCEDURE 4.1 All applications will be considered in a fair and equitable manner by the Education Support Committee, which comprises representatives of the NBS Directorates and functions, chaired and facilitated by the National Resourcing, Learning and Development Department. Applicants should be aware that there is however no automatic right of any employee to progress to study for personal development. 4.2 Funding approval will be made by a Selection Committee consisting members of the Education Support Committee. The Selection Committee will normally meet twice a year to consider applications. 4.3 To facilitate enrolment with the University or external body, applicants may complete course enrolment forms on the understanding that this does not commit the NBS to funding the programme of study. Neither the Applicant nor their sponsor can confirm a placement until the Selection Committee has granted approval. Any commitments entered into by the Applicant without approval of the Selection Committee will render the person liable for full payment of any fees or expenses due. 4.4 Application Procedure 4.4.1 The first stage of the application procedure commences with discussion between the employee (Applicant) and their manager (Sponsor) in relation to the learning, education and development need, as part of the individual s personal development plan. 4.4.2 The applicant must fully complete and submit an Educational Studies Application Form (eesapp4.doc) Submission Dates are 31 st May or 31 st October 4.4.3 The Sponsor is required to complete a Section of the application and provide a statement of support. 4
NBS Education Support Policy 4.5 APPROVAL CRITERIA Approval will be based on the following criteria: - 4.5.1 Applicants must demonstrate they fulfil the entry requirements for the requested programme of study. 4.5.2 The qualification is appropriate to the business aims of the NBS. 4.5.3 That there will be a good expectation of success. 4.5.4 The applicant will be in a position to utilise the qualification for personal development within the NBS and in their current or future NBS work environment. 4.5.5 Funds are available within the Educational Support budget and spending limits have not been exceeded. 4.5.6 At their discretion the Selection Panel may request an applicant to attend for interview in support of their application. 4.5.7 On completion of the programme of study, the applicant agrees to provide information to the Education Support Committee in the form of a Project. Details about the end of study Project are provided in the application form. End of study Project information will enable the NBS to review and evaluate its support and funding of educational study and will enable the sharing of knowledge and facilitate Knowledge Management across the NBS. 4.5.8 The completed Educational Studies Application Form (eesapp4.doc), together with any supporting documentation must be forwarded to the National Resourcing, Learning & Development Department (Bristol) either by 31 st May or 31 st October. 4.5.9 Applications will be approved for funding for the duration of the programme of the agreed study. No further application will be required in successive years. 4.5.10 In exceptional circumstances late applications will be considered. It should be noted that late applications would only be considered where sufficient funds remain to support the application. 5
NBS Education Support Policy 5. PAYMENT OF FEES, EXPENSES AND LEAVE 5.1 Where the Selection Panel considers the qualification is relevant to NBS requirements, 100% funding support will be provided for all relevant fees as indicated: course registration fee module fees tutor fees distance learning package fees examination fees course fees to Professional bodies, except membership fees other associated fees and costs (e.g. library fees) 5.2 Where the Selection Panel considers that a qualification has a high level of personal development, the Panel may approve funding at a lower level. This will therefore require a contribution from the applicant. (Before making a final decision about reduced funding and communicating this to the applicant, the Panel will refer back to the Applicant s Sponsoring signatory for comment.) For Higher Degrees, which have a large element of personal development, the education budget may only support up to 50% of the required funding. The remaining 50% may be funded jointly by the Sponsoring Department and the Applicant (25% each). In these circumstances, Sponsors may discuss arrangements or alternatives, with the Head of Resourcing, Learning and Development. Where Higher Degrees focus on research and the attainment of the qualification requires the submission of a research based dissertation, applications will additionally be considered on the basis of the quality and relevance to the NBS of the proposed research project. Scientific PhD projects should be submitted to the NRRC (National Research Review Committee) for guidance in relation to the quality and relevance to the NBS and to ensure that ethical requirements are complied with. 5.3 Payment of fees covers: the educational programme attendance and examination fee, as set out and detailed in the relevant University Prospectus. If repeat attendance or examination re-sits become necessary, examination fees and any other required/associated costs are the Applicant s full responsibility. 5.4 Fees that are excluded from the educational funding support: student union membership fees fees relating to membership of a professional body or society 6
NBS Education Support Policy fees and costs associated with graduation ceremonies or award presentations Travel & Accommodation: Applicants and their Sponsor (Sponsoring Department) should be aware that travel costs or payments to cover accommodation for course attendance will not be payable from the Education budget. Any such travel and accommodation costs will be granted from department budgets and claimed using the normal expenses claims procedure as outlined within the NBS Travel and Expenses Policy. Sponsoring managers should ensure that these expenses have been identified and set aside within their departmental budget to support the agreed learning, education and development programme. Applicants and their Sponsor should ensure that they have read the NBS Travel and Expenses Policy. Text Books: The NBS has library resources at some NBS Blood Centres and in some departments (in the future there will be a Library and Information facility available to employees on the NBS Intranet). In the meantime, it is recommended that current Library resources are used wherever possible. However, if the approved programme of study requires the purchase of textbooks, which are not readily or easily available within the NBS, any costs must be claimed from the Applicant s departmental budget, subject to approval from their authorising manager. All purchases must be supported by receipts and claimed using an expenses claim form. Note: Any textbooks purchased via NBS funds remain the property of the NBS and must be lodged in the library or otherwise made available in NBS Blood Centres or departments. Clearly it is to the benefit of Applicants and the NBS to share information about titles of textbooks etc., which have been bought by individuals. 5.5 Reimbursement of fees to the NBS The NBS may claim any monies invested in a person s professional education should they leave the NBS within a two year period following completion of the educational programme (redundancy or other NBS defined criteria excepted), or if they withdraw from / fail to complete the approved course of study. The amount reclaimed will be: 100% if the employee withdraws from the programme 7
NBS Education Support Policy 100% if the employee leaves during the programme, or within one month of completing (completion of the programme will be taken as the date of the final result) Thereafter, fees will be recovered on a sliding scale over a two-year period; the amount reclaimed will reduce by one twenty fourth for each complete month of service following completion. 5.6 Study Leave: 5.6.1 Applicants will be expected to consider programmes of study where attendance has the least impact upon NBS service provision. Attendance for day or block release or periods of residential study will be granted as paid study leave. 5.6.2 Where a programme requires attendance outside an employee s normal working period this is deemed to be in the individual s own time. No time off or payments in lieu will be granted. 5.6.3 Distance learning/e-learning. It is recognised that learning - where attendance at lectures is not a prerequisite of the study programme - may necessitate time off from work. In accordance with the mode of study agreed and signed off by the Sponsoring manager some study leave should be allowed taking into account the needs of the service. 5.6.4 For examinations - one day s paid leave, applicable to the first sitting only, will normally be granted for each day of examination (or end of course assessment or in lieu of an examination an assignment.) This will only apply to examinations, assessments or assignments that are held outside of the normal course attendance. In the event of re-sit examinations, paid leave will not be granted and the individual will be expected to use their own personal time annual leave. 5.6.5 There is no formal requirement to make up time spent on study leave. 6. PROCEDURE following Selection Panel s deliberation 6.1 All applicants will be notified in writing as soon as possible following the Selection Panel s decision. 6.2 A letter of confirmation will be issued to approved applicants. This letter will confirm any variation to the normal 100% level of support. 8
NBS Education Support Policy 6.3 Applicants must provide the Head of National Resourcing, Learning & Development Department (NRL&D) with registration letters or forms that may be required for fees authorisation. In the first instance this information should be sent to Learning & Development, Aztec West, Bristol. 6.4 The NBS will normally pay the full cost of fees direct to the educational institution, where agreed fees are less than 100% from the Education Budget the NBS will still pay the full cost to the educational institution but arrangements will also be put in place internally, for the % fees to be reclaimed from either the Sponsoring Department and/or the individual Applicant. 7. REPORTING Outcomes 7.1 Applicants who are approved for support under the terms of this policy must inform the Head of NRLD (c/o Learning & Development Aztec West Bristol) of the outcome of any staged examination and final qualification. Information about successful results will be added to employee training records and may be published in NBS newsletters and reports. In the unfortunate event of not achieving (for whatever reason), Applicants should advise the Head of NRLD, who will discuss the situation in confidence with the Applicant and offer appropriate support and guidance. 8. APPENDICES Educational Studies Application Form: eesapp4.doc 9
Appendix 1 APPLICATION FORM NATIONAL BLOOD SERVICE EDUCATION SUPPORT Surname First Name(s) Job Title Department Directorate Title NBS Start Date Nat Ins No. Location Tel no. Course Title (a copy of course details must accompany your application) Professional Awarding Body Qualification Start Date College/University College/University Full postal address Mode of Study Identify below details of time-off required Time off required? Y/N Details of time off Is this qualification mandatory for post Y/N If Yes, please provide details Course Fees Other fees (if applicable) Year 1 Registration Fee Year 2 Examination/Exemption Fees Year 3 Any Other identified expense* Year 4 Total Fees * Please supply details of expense: eesapp4.doc 10
Please identify any formal qualifications achieved (relevant to this application) On a separate sheet, please also attach details and dates of any in-house or external courses attended. Qualification Qualification Qualification Qualification Qualification Qualification Date Achieved Date Achieved Date Achieved Date Achieved Date Achieved Date Achieved eesapp4.doc 11
APPLICANT applicants should read paragraph 4 of the Education Support Policy to ensure that they are aware of the criteria for approval. Applicants are required (on Statement 1 attached) to give: 1. The reasons for submitting their application 2. Explain how achievement of this qualification relates to their contribution to the overall objectives of their directorate and NBS Mission and Values and business objectives 3. Outline how you would use the learning and qualification in your current job and how this will contribute to the work of your department. 4. Explain how this learning need/requirement was identified e.g.: one to one with your manager, result of other discussions Insufficient information/supporting evidence will disallow consideration of an application. Therefore it is essential to fully complete all sections of the application (Any additional statements or information given about your application must be securely attached on a separate sheet.) On Completion of the Programme of Study Applicants should be aware that on completion of the programme of study, they will be required to provide information to the Education Support Panel in the form of a Project (4,000 words max) and also a Presentation. This will enable the NBS to review and evaluate its support and funding of educational study and will also enable the sharing of knowledge and facilitate Knowledge Management across the NBS. The Project (1,000 words per Section) will consist of: Section 1 reflection on the whole programme, the taught elements, e-learning (where appropriate), learning-sets, research, etc and how each element of the programme impacted on your learning and in what way. Section 1 is about your development as a person and as a professional. Section 2 how has the learning changed your behaviour and how you do your job, for example has the learning changed the way you think about things, has it given you a more strategic view. What did it feel like when you applied your learning to a particular situation. Section 3 should reflect on your personal learning plan you should have had one at the beginning of the programme, have you achieved it, how have your goals changed and developed over the period, reflect on what has changed and how it has changed. Do you have a new personal learning plan provide an outline? Section 4 set out implications for the NBS, donors and patients. What has the NBS gained from the programme and how does this impact on donors and patient care. This section is also about You - have you approached something or an objective differently by undertaking the learning, or maybe you have not done anything differently. The following page has been left blank to allow you to provide the required information eesapp4.doc 12
Statement 1 APPLICANT Reasons for applying eesapp4.doc 13
Statement 2 - SPONSOR (Head of Department or manager with budgetary authority) Please provide your comments in support of the application. 1. Is this part of the planned career development of the applicant? 2. How will the programme of education contribute to and benefit the work of the department/directorate and the NBS? 3. If the applicant has recently joined the NBS, was this educational programme identified at interview as a job requirement? 4. Has the effect (on the department/colleagues) of any time-off for study been discussed with the applicant? 5. Indicate how this development need or requirement was identified e.g. is it part of a planned development process? In supporting the application, Sponsors agree that this application for educational support will require the applicant to undertake specific study, and this may necessitate time-off from work in accordance with the agreed mode of study or as outlined in University/Educational prospectus details. The Education Support Policy encourages and supports distance learning, Sponsors should ensure that discussions take place between the Sponsor and applicant about appropriate study leave or time-off from work to enable the applicant to undertake the agreed mode of study. Sponsor Statement For new starters Was this training need identified at interview YES / NO It is understood that this application for education support will require the applicant to study and this may necessitate time-off from work in accordance with the agreed mode of study and prospectus details. Sponsors Signature:. Date:. eesapp4.doc 14
Statement 3 - APPLICANT - TO BE COMPLETED WHERE A DISSERTATION OR PROJECT WORK IS REQUIRED as part of the Educational programme of study. Please provide a brief outline of the nature of the project work to be undertaken. Please indicate whether additional support/assistance/information will be required from other NBS staff and if so, what impact this will have on the NBS. Name/signature(s) of member(s) of staff who may be asked to assist/provide information NAME: NAME: Signature Signature APPLICANT TO COMPLETE Under the terms of section 5.2 of the NBS policy for education support, I understand and agree that funding may be approved at a lower level and require a contribution from me. If this is the case, and on the understanding that I have been advised of the funding decision by the Education Committee, and my written agreement that I wish to continue with the programme of educational study, I authorise the NBS to deduct the % of fees for which I may be liable, from my salary. I understand and agree that under the terms of section 5.5 of the NBS policy for employee education I may be required to repay all or part of fees paid on my behalf. Applicant s signature** Date SPONSOR TO COMPLETE Sponsor s Name (please complete in block capitals) Sponsor s signature Date THIS CONFIRMS THAT I HAVE BUDGETARY AUTHORITY/RESPONSIBILITY AND I ENDORSE AND SUPPORT THIS APPLICATION Sponsor s Directorate: GOVERNANCE STATEMENT: In making or supporting this application, I confirm that any attendance required for completion of this qualification will not be allowed to jeopardise NBS service provision. This completed form and any accompanying statements and information must be submitted to: The Resourcing, Learning & Development Department: Aztec West Centre, BRISTOL SUBMISSION DATES: 31 ST MAY OR 31 ST OCTOBER. Please contact Jackie Kosciow on 01454 84 1495 if you need any advice in completing this application. eesapp4.doc 15