DGD14-008

Standard Operating Procedure

Training, Education and Study Assistance
Purpose

The ACT Health Training, Education and Study Assistance Standard Operating Procedure
provides a quality governance system for a consistent and coordinated approach to
managing learning and development activities within the organisation.

Principles of learning and development in ACT Health include:

• Improve the quality and safety of healthcare by providing high quality planned and
integrated education and training that contributes to the skill and competence of
staff, students, volunteers and contractors
• Provide learning and development activities to meet legislative requirements,
accreditation requirements and National Safety and Quality Health Service Standards
(NSQHSS)
• Maintain the integrity of data and reporting
• Comply with the national quality framework for Registered Training Organisations
• Implement the ACT Health objectives for learning and development set out in the
Learning and Development Framework 2013.

This SOP describes management processes for training, education and study support in ACT
Health to ensure:
• Training and education is managed and reported through the centralised Learning
Management System Capabiliti
• Training and education is monitored for quality through executive endorsement,
annual review of the Education Activity Register (EAR), and evaluation
• Administration processes are in place to maintain quality and accountability for
learning and development activities and study assistance.

Scope

This SOP applies to all staff, including Executives, managers, trainers/ educators and staff
administering learning and development (L&D) activities. It also applies to staff who provide
training to volunteers, contractors, consumers, students. The SOP includes:
• responsibilities for all staff, Executives, managers, trainers/educators, and staff
development unit
• management of internal education programs including e-learning and purchase of
external e-learning
• administration of training and education including booking, cancelling and fees
• provisions for access to external study including study assistance and the ACT Health
loans scheme.

Out of scope are:

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• details about scholarships
• divisional / branch specific processes for attendance at conferences and external
courses not covered by study assistance
• essential education information - refer to the ACT Health Essential Education policy.

Responsibilities

Executives
• Provide governance for prioritising, resourcing and ensuring the quality of learning and
development
• Identify organisational learning and development priorities and provide input to the
organisational learning needs analysis and revisions on policy
• Endorse programs provided in your division / branch to ensure they meet identified
needs, are provided by suitably qualified staff, are evidence-based and evaluated (see
Administration: Education Activity Register)
• Approve requests for development of training and eLearning by Staff Development Unit
(SDU) on behalf of your division/ branch and purchase of external eLearning programs
(see Administration: requests for training)
• Ensure staff in your division / branch complete essential education (refer to Essential
Education Policy)
• Report against the ACT Health Learning and Development Framework for your division /
branch.

Managers and supervisors

• Provide access to, and monitor, your employee’s education to meet essential education,
quality, risk and leadership requirements.
• Discuss and track learning needs in the performance planning process
• Update the essential education information and categories attached to a position when
you create, abolish or vary it in any way using an Establishment Variation Authority Form
(SDU can provide assistance). This ensures your staff records on Capabiliti show the
correct essential education requirements
• Access reports on your employees education completion on Capabiliti - SDU provides
training and access to do this
• Notify SDU if your staff member cannot attend booked training if they are unable to do
so (see section on cancellations and fees for non-attendance)
• Provide fair and equitable access to external study to ensure a skilled workforce (see
section on Study Assistance and other study support).

Trainers and educators

• Provide competency based training to clinical staff to meet the requirements of the
National Safety and Quality Health Service Standards (NHQHSS). Competency based
training includes a way to assess and record that the required learning has taken place,
and meets defined standards
• If you are providing programs for staff across ACT Health establish a stakeholder group
for the program to ensure input from all areas and avoid duplication.
• Use Capabiliti for all your course records (SDU will provide you with training and access)
• You must sign a confidentiality agreement to maintain confidentiality of information on
participants

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• Complete an EAR form for all programs on Capabiliti (see administration) and send to
SDU
• Ensure courses you put on Capabiliti have the required information for applicants in the
notes section. This includes the learning outcomes, target group, cancellation details and
trainers contact details
• Use Capabiliti to mark participant attendance and participants competency status
folowing assessment as soon as possible after a program
• Advise managers as required of participant non-attendance at programs and / or
competency assessment outcomes
• Send copies of participant attendance at courses and in-services to SDU for data entry in
a timely way if you don’t have access to do it yourself.

All Staff
• Take responsibility for identifying your learning needs and completing your education
requirements
• Provide input to the annual learning needs analysis, and evaluation of programs you
attend
• Make sure you monitor and update your essential education requirements
• If you need to cancel your attendance at a booked course, do so 5 working days or more
before it starts. If you cancel less than 5 days before the program you need to discuss
with the trainer or SDU or your work area may be charged (see cancellation and fees for
non-attendance)

Staff Development Unit

• Coordinate and report on all ACT Health L&D for the annual report and accreditation.
• Manage and evaluate policies related to learning and development
• Manage the organisational Registered Training Organisation (RTO)
• Manage, procure, and providing operational support including help desk and training for
the Capabiliti
• Manage the organisational learning needs analysis
• Develop and manage eLearning
• Plan, develop, implement and evaluate a range of education and graduate programs
• Maintain and audit the Education Activity Register.

Procedure

Managing training and education activities and study assistance

The procedures for managing training, education and study assistance are described in the
following sections:

Section 1: Administration, consultation and access to training and education

• Education activity register
• Evaluation of education
• Consultation with you
• Requesting training and eLearning development
• Buying externally produced eLearning
• Learning and development data and reporting

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• Non-staff access to training
• New staff access to training
• Help and feedback

Section 2: Cancellations and charges for non-attendance

• Cancellations and late attendance
• Fees for non-attendance and late cancellations
• Fees for courses

Section 3: Study Assistance and other education support

• Study Assistance
• Loan scheme
• Scholarships
• Other support

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 Section 1: Administration, consultation and access to training and education

EDUCATION ACTIVITY REGISTER This is a register of all programs on Capabiliti to ensure they are monitored for quality and regularly reviewed by evaluation
(EAR) • It applies to all programs of 3 hours or more duration, or held on a repetitive basis. Short in-service programs are exempt
• Educators must complete a form and update it annually – you will find it on the SDU intranet site. This outlines the program
details, objectives and review date, and is endorsed by the relevant Executive Director
• SDU audits programs on Capabiliti annually to ensure the EAR has been submitted
EVALUATION OF EDUCATION • Evaluate all training and education programs you provide and review them at least annually
PROGRAMS • Provide evaluation reports as required to demonstrate how the program is meeting organisational and staff needs
• Evaluation of programs relevant to the NHSQSS to demonstrate how they contribute to quality, safety, leadership and risk
management

L&D DATA AND REPORTING
• All records of training and educaton activities across ACT Health must be managed through Capabiliti. This provides accurate
data for legislative compliance, annual reporting, accreditation and essential education completion
• Regular reports on L&D data is provided for program evaluation, accreditation and for the ACT Health annual report
• Various reports are available on data on Capabiliti, including records of your training histor
• Managers, Executives, trainers and educators can be provided with training on accessing reports relevant for their area
• Other reporting can be requested by contacting the Capabiliti administrator in SDU

Learning Needs Analysis

CONSULTATION WITH YOU
• SDU conducts a training needs analysis annually as required by the NSQHSS standards and RTO standards.
• Everyone is invited to provide input to identify current learning priorities
• Risk assessments and audits will be conducted annually on programs required for legislative and accreditation compliance and to
identify ongoing training needs
• Your ongoing evaluation and feedback also informs the learning needs analysis
Committees and Stakeholder Groups
• Stakeholder groups are established for major programs to provide a consultation and evaluation forum
• Each Division /Branch and SDU are responsible for learning and development and should establish stakeholder groups to report
on program development and evaluation
• SDU maintains an organisational Learning and Development Committee for consultation
• Contact SDU if you are interested in joining a stakeholder group

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REQUESTING TRAINING • If you want SDU to develop training for you (face to face or eLearning) or are considering the purchase of externally produced
DEVELOPMENT eLearning please complete a Training Request Form with the details including approval from your delegate. This form is available
on the SDU intranet
• The Executive Director in the Division / Branch is responsible for final approval of a request
• For eLearning development, staff should also refer to the eLearning development information on the SDU intranet site, and
consult with the eLearning officer in SDU
BUYING EXTERNAL ELEARNING • Managers considering purchase or access to an externally developed eLearning program must consult with SDU prior to
purchase, noting the risks and considerations for externally purchased eLearning including security risks, licensing restrictions,
compatibility with Capabiliti and the ICT environment, and ability to track completion data for reporting.
• For Capabiliti to track progress and completion, the program must be Sharable Content Object Reference Model (SCORM) 1.2
compliant. Non SCORM compliant programs will not be made available on Capabiliti
• Externally purchased and hosted eLearning programs must comply with ACT Government ICT security policy to be linked to
Capabiliti and compliance must be checked before purchase
• A Request for Training Development form (on SDU intranet) must be submitted to SDU prior to purchase as there is considerable
development work to access and load external eLearning programs on Capabiliti
NON-STAFF ACCESS TO TRAINING • Non-ACT Health participants may access Capabiliti as a new user to register for face to face courses. Non-ACT Health users will
not have automatic access to eLearning except by request to SDU from a manager responsible for a non-staff group (eg
contractors)
• Attendance by non ACT Health groups working within ACT Health at programs may incur a fee, except for essential education. It
is up to the program owner to identify if non ACT Health staff can attend a program and whether there will be a fee for
attendance
• Work areas managing essential education and/or orientation processes for volunteers, contractors, agency staff, locums, or
students should refer to the ACT Health Essential Education Policy
• Responsible areas must ensure data and reporting on completion of training requirements for these groups is kept on Capabiliti.
Student Clinical Placement Unit is responsible for ensuring students complete essential education requirements prior to
placements and recording completion on the student placement LMS.
NEW STAFF ACCESS TO TRAINING • Identify your learning needs from the information provided at orientation and by discussing with your manager as part of the
workplace induction pathway. You can also refer to the Essential Education Policy.
• You will not have automatic access to Capabiliti until after your first pay because that is when you are entered into the HR
system Chris21. To access Capabiliti to enrol in programs and eLearning before you get paid, follow this process:
o Open Capabiliti and access the new user option to complete the necessary information following the prompts.
o Once registered as a new user, either you or your manager must email SDU your AGS number (you will find it on the
letter of offer) and the name of your approving manager before your first pay. Send this information to
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HELP AND FEEDBACK
staff.development@act.gov.au
o To access eLearning, contact SDU to be manually assigned to a course
• SDU provides help desk support for Capabiliti during standard business hours by phone on 6244 2258 and email
staff.development@act.gov.au
• Answers to frequently asked questions (FAQ) is on the front page of Capabiliti and on the SDU intranet site
• There is a link to an anonymous feedback survey on the SDU intranet site
• Other feedback about learning and development can be provided through SDU either by phone, email or by contacting the SDU
Director.

Section 2: Cancellations, charges for non-attendance and fees

CANCELLING OR LATE
ATTENDANCE
CHARGES FOR NON-ATTENDANCE
FEES FOR COURSES
• You or your manager must cancel attendance at a course at least 5 working days before the course date using Capabiliti or by
notifying SDU or the relevant trainer.
• An extended cancellation period of 10-15 days may apply to high demand or fee-incurring programs. This will be identified in
program notes on Capabiliti and will be determined in consultation with the Director of SDU
• If you arrive late at programs you may not be admitted if you miss important information and cannot be marked off as completing
requirements. Your work area may be charged a non attendance fee.
• A charge of $300 may be incurred by the work area for non-attendance, late cancellation or late attendance. For programs with
an external provider, the non-attendance fee is either $300 or the non-refundable cost of the course (if over $300).
• If you are unable to attend due to personal leave, you or your manager should contact SDU or the trainer so that a replacement
can be identified from the waiting list. The fee may be waived depending upon the reasons for non-attendance.
• Work pressure is not a reason to waive non-attendance except in exceptional circumstances in consultation with the Director of
SDU. Managers should consider work pressures when approving enrolment. Where non-attendance is unavoidable managers may
nominate a replacement to attend.
• Most programs and assessments are provided free to ACT Health staff, with the exception of programs for which external training
providers are engaged. Any fees for courses will be identified in Capabiliti.
• It is the responsibility of Executive Directors to determine if non government organisations will be charged when accessing ACT
Health programs.
• Additional education and assessment of tertiary sector students is provided by employees of ACT Health according to details
outlined in schedules attached to Deeds with the tertiary provider.

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 Section 3: Study assistance and other study support

What is study Study assistance is an ACT Government scheme under the Public Sector Management Standards 2006, to support staff to acquire skills and
assistance? knowledge through recognised external qualifications that will benefit the organisation and the individual.

This section identifies the ACT Health provisions for study leave and should be read in conjunction with the advice and application forms
available through the Shared Services customer service portal:
• http://sharedservices/actgovt/HRdocs/StudyAssistanceFramework.doc
• http://sharedservices/actgovt/HRforms.asp
• https://actgovssc.custhelp.com/app/answers/list/kw/studies/search/1/session/L3RpbWUvMTM4MDAwMDcyNi9zaWQvVTV6U0E1Qmw%3D

Can be used for:

• Study that is relevant to your job, or a work function in ACT Health or to the ACT Public Service generally leading to a recognised qualification
or statement of attainment under the Australian Qualifications Framework.

Not used for:

• General non-accredited professional development activities
• Conference or seminar attendance
• Professional development or sabbatical leave covered in Enterprise agreements
• Financial assistance if you are receiving another form of financial assistance such as a scholarship, but you can apply for study leave
Am I eligible to Eligible:
apply? • Permanent employees of the ACT Public Service (applies to all ACT Health staff regardless of classification)
• Have at least 12 months of continuous service (includes eligible transfer of service)
• Temporary employees with a contract of 12 months or longer
• If you don’t meet these conditions, consideration may be given to your application with your Executive Director’s approval.

Not eligible:
• Employees undertaking recognised development programs such as Graduate Programs or Traineeships
• Casual employees and short-term temporary employees (with a contract of less than 12 months)
• Employees undertaking an Australian Apprenticeship
• Employees who may have alternate provisions in an Enterprise agreement that replace study assistance (see below)
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 Senior Specialists and Specialists
• Training, Education and Study Leave (TESL) and Medical Education Expenses (MEE) replaces entitlements to study leave as described in
this document. Please refer to the ACT Public Service Medical Practitioners Enterprise Agreement 2011-2013 for details of TESL and MEE.
How and when do I Follow these steps:
apply? • Discuss your proposed study assistance with your manager. It is preferable your study has been identified in your Performance Plan.
You should also discuss your future requirements for study assistance for an ongoing course. Study assistance is not a right and is
provided at the discretion of your Delegate.
• You must apply and be approved before you start your study ie before the semester or term commences. Your study leave is granted
based on the date of the application. You cannot take any leave before approval or back date your application. Allow time for the
approval and notification process
• You must apply each semester/term or when you start a new unit or study activity. This is because you may not be given study assistance
to repeat failed units, and because each unit may have different time or cost requirements
• Read the application guidelines and complete the form on the Shared Services customer portal (see links above)
• Shared Services will send you formal confirmation of study assistance approved by the Delegate for that semester and keep a record of
all study assistance granted.
Moving work area? If you are moving between work areas or from another Directorate and have previously had approved study assistance, you should discuss any
requirements for continued study assistance with the receiving manager or delegate and submit a new application. Approval of the new
application will be at the discretion of the receiving work area delegate giving consideration to whether discontinuing study assistance may
result in any disadvantage or hardship to you.

What should I When you approve an application:

consider if I approve • Check you have the appropriate delegation to approve the application – see who can approve in right column below
applications? • Consider consistency and equity in your allocation of study assistance, and any special circumstances or hardship
• Consider the relevance of the study to the applicant’s current position, future career development and align with their Performance Plan
• Check the application for accuracy, and note any future need for study assistance to continue the course
• Decide what study assistance will be given – there is no automatic entitlement
• Discuss reasons for study leave non-approval or the amount of study assistance granted with the applicant

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STUDY ASSISTANCE This describes the RECOMMENDED MAXIMUM ALLOWANCES for study assistance you can apply for in WHO CAN APPROVE
ALLOWANCES AND ACT Health. APPLICATIONS?
APPROVALS • There is no automatic entitlement to study assistance. Whether you are provided study
assistance is at the discretion of your approving delegate after consideration of equity and
fairness in allocation of assistance, your performance plan and development needs, and work
area requirements.

Part-time staff applicants: calculate the provisions pro-rata, based on your part time ratio – check with
your manager if you are not sure. (For example, someone who works 0.5 FTE would be able to apply for
50% of these recommended provisions).
APPROVAL AS A STUDENT Approval as a student and/or
• This is the basic level of support that all applicants require before additional assistance can be approval of paid study leave, travel
granted. Approved ‘student’ status entitles you to leave to attend compulsory examinations plus time and exam leave:
reasonable travel time for attendance examinations, even if no other leave is granted.
• Applicants granted ‘student’ status may be covered under the Work Health and Safety Act 2011 • approved by the delegate/
and/or the Safety Rehabilitation and Compensation Act 1988 when attending study related manager who has delegation to
activities- this can be checked with the Director, Employment Services, People Strategy and approve the applicants leave.
Services Branch.
PAID STUDY LEAVE • Study assistance is
You can apply for up to 4 hours per week paid study leave for the period of time you are enrolled in your recommended by the applicant’s
current unit(s), usually per semester or term, unless you are enrolled in a year-long subject/unit. supervisor and approval is given
• Multiply this by the length of your semester/term for the total amount to put into your application by the appropriate delegate (see
form. Don’t include breaks or holidays in your calculations. Human Resources Delegations
• Example: 4 hrs per week x 15 weeks in your semester = apply for up to 60 hours of study leave. Manual ref 278).

Options for taking your leave: • To provide more than the

• As a weekly amount eg to attend local classes during work time maximum recommended
• Use it cumulatively or ‘bank ’it to take in larger amounts at a time. For example if you are allowances, seek approval from
studying distance, you may wish to save your weekly amount and take a day off for study the Executive Director
purposes instead. Or if you need to attend study days interstate, you can save up your hours to
use for this purpose.
• Only take the total approved amount per semester (or period of study for your enrolled
unit/subject). You can’t carry over any study leave to the next application / semester.

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 • How you take your approved study leave must be negotiated and agreed with your manager
considering the requirements of your course, and the requirements of your workplace.
TRAVEL TIME As above
• You may also apply for additional reasonable travel time to attend local classes. Work out the time
to and from your study institution and your workplace. Calculate this for each week you will be
attending classes eg 1 hour travel per week
• You may also apply for reasonable travel leave for compulsory attendance at non-local institutions.
• Travel time should not exceed the equivalent of 3 hours per week.
EXAM LEAVE As above
If you have approval as a student, you may have leave to attend compulsory examinations, even if you
don’t receive any other paid study leave. You must notify your manager as soon as you have your exam
time-table to negotiate this.

LEAVE WITHOUT PAY (LWOP) Leave without pay (LWOP)

• You can apply for up to 12 months leave without pay for study purposes. • Up to 3 months - approved by the
applicant’s delegate.
• LWOP for study purposes is subject to the same conditions as other LWOP. Before applying, • More than 3 months - approved
obtain advice from Shared Services Payroll about any effects on other leave entitlements and by the Director General
superannuation. • (see Human Resources
Delegations Manual ref 187).
FINANCIAL ASSISTANCE
• You can apply for reimbursement of up to 65 % of study costs, including HECS-HELP, FEE-HELP, • Must be approved by the
AUSOS-HELP, compulsory course fees and student administration / general service fees. Executive Director of the Division
• More than 65 % may be granted with the agreement of the Director General. / Branch (see Human Resources
• If you are a scholarship recipient you are not eligible to apply for financial assistance through this Delegations Manual ref 278).
scheme
• Financial assistance does not apply to the costs of travel, accommodation, student union fees,
textbooks or other costs (e.g. graduation fees)
• This financial support is refunded after successful completion of your unit(s), it is not pre-paid
• It is reimbursed from your work area cost code.
• You can obtain the form to claim your reimbursement on the Shared Services portal:
https://actgovssc.custhelp.com/app/answers/detail/a_id/926

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How are records • Approving delegates must keep a record in their own area of study assistance taken by their staff members
managed and • Staff members taking study leave should record this on their time sheets / flex sheets where appropriate
reported? • Shared Services Training and Development keep central records of all approved applications, and the amount of study assistance granted.
These records are provided to ACT Health for annual reporting and 6 monthly reports to Executive Council.
What if I’d like a If you believe that your application was rejected without reasonable justification, or will lead to undue hardship, you can request that the
decision reviewed? decision be reviewed:
• An attempt should be made firstly to resolve the matter with your manager and/or director, ensuring that all issues were taken into
consideration in the decision-making process
• If this does not resolve the issue, the Executive Director, People Strategy and Services Branch (or his/her delegate) may be involved as an
independent person in reviewing the decision

HELP If you have any questions about study assistance please refer to:
• How to use the application form: Shared Services customer service portal
• ACT Health provisions: Staff Development Unit
• Reviews of decisions on an application: seek advice from Employee Relations, People Strategy and Services Branch

Other support for external study

• The ACT Health Loan Scheme for Tertiary Study (LSTS) is a loan available for all staff to support tertiary education.
LOAN SCHEME • The loan provides advanced payment of course fees which must be repaid to ACT Health through regular payroll deduction within the
semester of study. Deductions will be a fixed fortnightly amount as determined by Shared Services Payroll. Full repayment must be made by
the end of the semester
• The loan does not apply to student union fees, repeat subjects, late fees, and other associated costs
• The application is approved by the work area Executive and then submitted with supporting documentation to SDU for processing
• This form is forwarded by SDU to Finance who provide a cheque or direct deposit into the applicants bank account. Finance requires a
minimum of ten (10) working days to process payment following approval.
• The form and further information is available on the SDU intranet site
SCHOLARSHIPS • Scholarships may be available for some tertiary study upon approval of application to relevant scholarship funds
• Scholarships are advertised for application periodically and enquiries should be made to the relevant area
• Information on scholarships is available on the ACT Health intranet under Health Professionals, Nursing and Midwifery and Allied Health, and
also by searching for ‘scholarships’
PROFESSIONAL • Check your current Enterprise agreement for other information on learning and development that may apply to a professional group.
GROUPS These documents are available on the ACT Health intranet

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 CONFERENCE AND • Follow your divisional / branch processes – divisional / branch specific processes are not covered in this document
EXTERNAL COURSES

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 Evaluation Outcome
Measures
Organisational governance processes for learning and development are implemented and monitored
annually including the Education Activity Register; records and data, information and reporting using
Capabiliti, stakeholder consultation, evaluation, and reporting.

Method
The following activities will be measured each year and reported on by an audit process:
• The number of programs on Capabiliti that have an annually updated entry in the Education Activity
Register demonstrating approval by Executive Directors, evaluation and review
• A calendar of education and training opportunities are provided for staff on Capabiliti, the intranet
and notice boards
• Data on the uptake of study assistance is provided 6 monthly to Executive Directors Council
• A learning needs analysis is conducted annually
• Data on uptake of education and training is reported in the ACT Health annual report

Related Legislation, Policies and Standards Legislation

Human Rights Act 2004
National Vocational Education and Training Regulator Act 2011
Privacy Act 1988
Public Sector Management Standards 2006

Policies
Acceptable Use of ICT Resources Policy
Essential Education policy
Privacy and confidentiality policy
Student and Trainee Clinical Placement Policy
Learning and Development Framework 2013
Volunteer Policy

Standards
National Safety and Quality Health Service Standards
Student and Trainee Clinical Placement Standard operating procedure
Standards for NVR Registered Training Organisations 2011

Definition of Terms
Capabiliti - Learning Management System or Training Management System refers to an information
management system to manage all learning and development activities, information, data and reporting
across ACT Health.

Competency: The application of knowledge, skill and appropriate behaviour to a required standard in a
given context and across a range of different circumstances.

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Education Activity Register: A record of training that details elements of the program such as the
facilitator, learning objectives, program plans, references to establish up to date best practice, research
and executive endorsement. The register is to be updated annually.

ELearning: Any learning material presented in an electronic format.

Essential Education “Essential Education” is mandatory training and includes key knowledge and skills
considered essential for staff working within ACT Health.

Trainers/educators: ACT Health and Shared Services ICT staff employed in all divisions / branches within
ACT Health providing education or training either as a primary or secondary function in a variety of
specialities.

SCORM (Sharable Content Object Reference Model): An international standard for eLearning that allows
automated tracking of a learner’s performance (i.e. course progress, completion and competency). SCORM
1.2 compliant eLearning courses integrate with Capabiliti.

References

National Safety and Quality Health Service Standards 2011

Disclaimer: This document has been developed by Health ACT , specifically for its own use. Use of this document and any
reliance on the information contained therein by any third party is at his or her own risk and ACT Health assumes no
responsibility whatsoever.

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