Administrative Policies and Procedures Manual - Policy 3290: Professional Development and Training
Date Originally Issued: 07-01-2010
Subject to Change Without Notice
Authorized by: UNM Regents' Policy 6.1 "Performance Management"
Process Owner: Vice President for Human Resources
The University of New Mexico's most valuable resource is its people, and the University recognizes the importance of providing employees with opportunities to develop and advance skills and abilities for performance within their current position and career advancement within the University. Training also plays a key role in minimizing legal, financial, and physical risks. This policy is applicable to employee training offered by the University Division of Human Resources (HR) and other departments responsible for state, federal, and regulatory compliance. This policy does not apply to courses offered by academic units, the University Division of Continuing Education, and other similar organizations.
2. Learning Central
Employee and Organizational Development (EOD) coordinates training through a computer-based application called Learning Central. Learning Central provides course descriptions, schedules, and training locations. Computer-based courses are accessed directly through Learning Central. This application provides employees and supervisors with the ability to develop learning plans and track employee progress for completion of training. Employee learning plans are updated regularly by EOD and the employee's supervisor. Employees can access their learning plans at any time.
3. Types of Training
Courses may be offered using a variety of methods including, but not limited to the following:
- Orientation(s) – information sharing led by University administrators.
- Instructor Led Training--training facilitated by an instructor in a classroom setting.
- On-Line Competency Training--computer based training courses available on-line through Learning Central that employees can take at a time that suits their schedules. Examples include: Family Educational Rights and Privacy Act (FERPA), Occupational Safety and Health Administration (OSHA), Health Insurance Portability and Accountability Act (HIPPA) and other regulatory and system based training specific to an employee's position.
3.1. University-Wide Mandatory Training
The University President may designate specific training courses as mandatory for all faculty and staff. These courses are either required by federal or state regulations or address a legal, financial, or physical risk that could significantly impact the University. Failure to complete mandatory training in the required time-frame may result in disciplinary action. Examples of mandatory training courses include, but are not limited to, courses pertaining to sexual harassment and ethics for staff and faculty.
3.2. Mandatory Job-Specific Training
The University will also designate via policy certain mandatory training courses for specific positions within the University. In addition, a department head may require employees to complete specified training in order to continue in a position and fulfill the duties of that position. Examples of mandatory job-specific training include, but are not limited to, courses pertaining to safety, cash management, HIPPA, Banner, UNMJobs, time reporting, and FERPA.
3.3. Recommended Training
The Division of Human Resources or an employee's supervisor may recommend that employees take specific courses offered by the University. Examples of recommended training include, but are not limited to, leadership courses and business systems training.
4. Paid Time
The time an employee spends taking either a mandatory or supervisor recommended course is considered time worked as described in "Paid Time" Policy 3300, UBP.
5. Roles and Responsibilities
5.1. Deans, Directors, and Department Heads
Deans, directors, and department heads are responsible for identifying any department-specific training requirements and notifying EOD and supervisors of such requirements. If such training exists at UNM, the requirements will be added to Learning Central. If not, the department head should work with EOD to develop the training in accordance with Section 6.2. herein. EOD will coordinate with any other specific departments as needed.
Supervisors are responsible for working with employees in developing training plans, and allowing reasonable work time for employees to successfully complete required and recommended training. Supervisors should discuss and document training requirements and recommendations during each employee's annual performance review.
The Faculty Contracts and Services Office will notify individual faculty members of any required University-wide training such as training pertaining to FERPA, civil rights, conflict of interest, and safety.
5.4. Staff Employees
5.4.1. New Hires
All newly hired regular full-time and part-time staff employees must attend a New Employee Orientation session offered by EOD. They must also complete required University wide training courses within thirty (30) calendar days from the date of hire. HR will list required courses on the employee's learning plan in Learning Central. Employees hired into certain positions will also be required to complete job-specific and/or a competency based orientation prior to the end of their probationary period. Supervisors are responsible for notifying employees of any job-specific required training. Employees are responsible for regularly checking their learning plan and successfully completing required training courses; failure to do so may result in disciplinary action.
5.4.2. Regular Staff Employees
EOD will add all required courses to employee learning plans in Learning Central in January of each year. All regular full-time and part-time staff employees must complete on-line competency training courses prior to end of of each calendar year. Employees who take an extended approved leave of absence may be granted additional time to complete any required competencies, at the supervisor's discretion. Depending on an employee's position, the employee may need to take additional training that is required to perform his or her job duties. The employee's supervisor will notify employees of such required training and any additional recommended training. Employees are responsible for regularly checking their learning plan and successfully completing required training courses; failure to do so may result in disciplinary action.
5.4.3. New Managers and Supervisors
All staff members newly hired or promoted to manager and supervisor positions must attend the "UNM New Manager Orientation" usually during their first month as managers or supervisors. HR will schedule new managers and supervisors for the orientation and notify them of the date and time.
Employees who have recently been hired or promoted for the first time into a leadership or management position are strongly encouraged to complete leadership development programs offered by EOD. It is recommended that these programs be completed within one (1) year from the date of hire or promotion.
6. Development of Training Programs
University wide training programs are generally developed and offered by one of the following training providers EOD, Office of Equal Opportunity (OEO), Safety and Risk Services (SRS), or the HSC Compliance Office. These training providers are responsible for determining annually what required training should be added to Learning Central. These training providers are also responsible for:
- developing and offering University-wide training courses,
- assisting departments in developing department-specific training, and
- providing information to the campus on training courses offered.
6.1. Employee and Organizational Development Department (EOD)
EOD is responsible for developing and offering general purpose employee, managerial, and leadership training courses. In addition, EOD will serve as consultants to departments in the development of department-specific training. EOD will also serve as Learning Central administrators.
6.2. Department or Job-Specific Training
A department, project manager, or administrator requesting subject-specific University-wide training must complete and submit a Training Request Form to EOD. EOD will forward the request to the applicable training provider listed in Section 6. herein. The request must specify a University administrator who will serve as the process owner. The process owner is responsible for providing resources to assist in development of the training and assigning a subject matter expert to work with the training provider on developing the training. If the training course is to be instructor-led, the process owner must also provide resources to assist with the instruction. For complex and in-depth training courses, such as major systems implementations or mandatory training for all employees, the process owner must identify on-going funding and resources for the training.
6.2.1. Subject Matter Expert
The subject matter expert is responsible for:
- determining deadlines for completion,
- providing any necessary staff assistance,
- reviewing training throughout content development,
- approving final training content and materials, and
- notifying the applicable training provider of any changes necessary to ensure training is kept up-to-date.
7. Attendance at Training Courses
Upon approval of the department head, an employee may attend a training program. Departments will be charged twenty-five dollars ($25) for any employee who registers for a class and then does not show up. To avoid a "no show" fee, the employee must cancel the class through Learning Central twenty-four (24) hours before the course starts. Learning Central will keep track of employees who register for and attend courses. Employees and supervisors will be notified of registration and the learning deadline (date the training is due to be completed). In addition, an employee's transcript will note "competencies met" for successful completion of required courses.
Any exceptions must be approved by the Vice President of Human Resources for staff and the Executive Vice President for Academic Affairs/Provost for faculty.