Mandatory Training Policy

Version 2

Training is being mandated for four supervisory groups.  Supervisory Group 1 is comprised of job titles which are primarily first-line supervisors.  Supervisory Group 2 is comprised of second-line supervisors and state managers.  Supervisory Group 3 is comprised of the highest level administrative positions within the state classified system.   Group 5 is comprised of supervisors in job titles which are not traditional office-setting jobs.   Please note that there currently is no Supervisory Group 4. The Supervisory Group numbers are 1, 2, 3 and 5.

The Mandatory Training Policy appears below. Attached is a class chart showing the classes required for each Supervisory Group.

Note that this is the first amendment to the original mandatory training policy which was effective July 1, 2003.  This version of the policy shall be known as Mandatory Training Policy, version 2.    In the “Transition Period” portion of the policy, it is specified that the policy will apply from effective date forward; the mandatory training requirements for supervisors who were in a supervisory group prior to the effective date of Version 2 shall continue to be governed by the original policy.

To ensure that proper records are maintained for mandatory training requirements, agencies are urged to clearly identify whether a particular supervisor’s training is governed by the original mandatory training policy or Version 2 of the training policy.

AGENCY-SPECIFIC PLANS:  With the implementation of this Version 2 of the Mandatory Training Policy, all agency-specific plans are cancelled.  Agencies which wish to retain their specific training plans should resubmit their plans to the CPTP Policy Board, through Sam Breen, CPTP Administrator.

AGENCY RESPONSIBILITIES

Agencies are responsible for ensuring that employees in each Supervisory Group are granted reasonable periods of time to obtain the required training, and that training time is made uniformly available to all employees in each Supervisory Group. Failure to make time available uniformly to all employees in a Supervisory Group will be considered an agency violation of Rule 7.4(f).

Agencies are responsible for making the required training known to all employees in an affected job title. It is highly recommended that the required training be included as one or more Employee Development items on the PPR planning document; supervisors may also include training in at the employee’s performance expectations for at least one performance factor on the PPR planning document.

Agencies are also responsible for designating a Training Coordinator within the organization who is granted authority and responsibility for directing employees to the appropriate courses.    Each agency shall make written notification to the Department of State Civil Service stating the name, business address, business phone number and e-mail address of the individual designated for this responsibility, and shall notify the

Department of State Civil Service when the Training Coordinator changes.

EMPLOYEE RESPONSIBILITIES

Employees are responsible for attending the training for which they are scheduled and for making reasonable notification prior to the training date to the agency Training or CPTP Coordinator when scheduled training must be cancelled. When at all possible, cancellation notice shall be rendered at least five (5) working days prior to the training date to allow sufficient time for substitutions to be made.

TRANSITION PERIOD for POLICY AMENDMENTS

The Transition Period specified in the original policy has expired.

When changes are made to the Mandatory Training Policy, changes shall apply from the change effective date forward for supervisors who enter a supervisory group on or after that effective date.   Changes shall not apply retroactively for employees who continue employment in the supervisory group occupied prior to the effective date of this policy;   The training requirements for supervisors who occupied a supervisory group before the change effective date shall remain as described in the policy that was effective on the date the employee entered that supervisory group. 

Employees who enter a DIFFERENT supervisory group after the effective date of this policy will be required to meet the training requirements of this policy. 

Employees in the Supervisory Groups are encouraged to take any newly identified courses for the Supervisory Group occupied since these have been identified as important and helpful courses for supervisors and managers.

When updates are issued which add or change jobs on the Supervisory Group Lists, the updates are effective from the date of the update forward.  For instance, if a job is added to a Supervisory Group, the training period for employees in that job title begin effective the date the job was added to (or moved to) the pertinent supervisory group.

PROMOTIONS and REALLOCATIONS DURING A TRAINING PERIOD

There are no prohibitions on promotions or reallocations. An employee who is promoted (or whose position is reallocated) to a job in a higher supervisory group shall complete the training requirements for the supervisory group he occupies after the promotion or reallocation, as well as the supervisory group he previously occupied. These employees shall have three (3) years from the effective date of the most recent action to complete all required raining.

REGULAR PROVISIONS OF THE POLICY

Employees who are hired or promoted into a job affected by this policy shall have three (3) years from the date of appointment to meet the mandatory training requirements for the supervisory group to which the job has been assigned.

• EMPLOYEES WHO MOVE FROM Group 1 to Group 5 or vice-versa:   Supervisory Group 5 differs from Supervisory Group 1 primarily in that  Supervisory Group 5 comprises those positions that are not in a traditional office setting.  The Mandatory Training Requirements for Supervisory Group 5 are essentially the same as those for Supervisory Group 1, except that supervisors in Group 5 are required to take Parts 1 and 2 of Elements of Supervisory Practices, which was designed especially for supervisors in jobs that do not work in a traditional office setting, instead of taking the courses Developing a Motivated Workgroup and Strategies for Supervisory Success.. 

Please note, however, that throughout this policy, Parts 1 and 2 of Elements of  Supervisory Practices serves as a substitution for Developing a Motivated Workgroup and Strategies for Supervisory Success, and vice-versa.

Therefore, for purposes of this training policy, an employee who meets the Supervisory Group 1 training and who moves into a job in Supervisory Group 5 will be considered to have met all Group 5 requirements; and an employee who meets the Supervisory Group 5 training requirements who then moves into a job in Supervisory Group 1 will be considered to have met all Supervisory Group 1 training requirements.

• SPECIAL PROVISIONS FOR EMPLOYEES WHO "SKIP" ONE OR MORE SUPERVISORY GROUPS

An employee who promotes from a job in Supervisory Group 1 to a job in Supervisory Group 3 (skipping Supervisory Group 2), OR an employee who is hired or promoted into a job in Supervisory Group 2 or 3 without ever having held a job in a lower supervisory group, must meet the training requirements for the current job as well as all lower Supervisory Groups. Such employees shall be granted four years from the date of appointment to meet the mandatory training requirements.

• EFFECT OF JOB CORRECTIONS, JOB RE-EVALUATIONS AND REALLOCATIONS

For purposes of this policy, an employee affected by any action which places him into a job which is on or added to one of the Supervisory Groups on this list shall have three years from the effective date of the action (or the effective date the job was added to this list) to complete the required training for the supervisory group to which the job is assigned.

EFFECT OF NOT MEETING THE TRAINING REQUIREMENTS DURING THE ALLOWED TIME PERIOD

An employee who has not met the mandatory training requirements within the allowed three (3) year time may be disciplined in a manner consistent with the policies of the employing agency or may be separated in accordance with the provisions of Civil Service Rule 12.6(b).

EXCEPTIONS TO THE TRAINING REQUIREMENTS

• AGENCY LEVEL EXCEPTIONS

If an agency has its own mandatory training program, the agency may apply to the CPTP Policy Board to have its course(s) substituted for one or more of the courses listed in this policy or may apply to have its training program as a whole substituted for the training mandated in this policy. Each request must include sufficient information to enable the CPTP Policy Board to determine that the agency’s courses or training program provide appropriate training for the jobs for which the exception is being requested. Approved substitutions shall be reported to the Civil Service Commission.

• INDIVIDUAL EMPLOYEE EXCEPTIONS

An employee may apply to the CPTP Policy Board for approval of a substitution of education, experience and other training for CPTP courses.

• CST AND CPM DESIGNATIONS

Employees who have earned the Certificate in Supervisory Techniques (CST) shall be considered as having met all training requirements for Supervisory Group 1 and Supervisory Group 2. Employees who have earned the Certified Public Manager (CPM) designation shall be considered as having met all training requirements for all three Supervisory Groups.