Training policies and programs. Current Transmittal No: 111
In the modern workforce, organizations and employees benefit from the continuous attainment of new skills and abilities. Certain government functions may also require employees to travel. To support t...
NOTE: This Electronic-District Personnel Manual (E-DPM) instruction supersedes E-DPM Instruction No. 13-10, Attendance and Tardiness Policy -- Workforce Development Administration, dated November...
|1302||Annual Employee Development Plans|
|1303||Individual Development Plans|
|1304||Mandatory Continuing Education and Training|
|1305||Establishing Training Programs|
|1306||Selection and Assignment for Training|
|1307||Evaluation of Training Programs|
|1308||Training Through Non-District Government Facilities|
|1309||Determining Time in Training|
|1310||Agreement to Continue in Service|
|1311||Payment of Training Expenses|
|1312||Failure to Complete Training|
|1313||Records of Training|
|1314||Acceptance of Contributions, Awards, and Payments from Non-District Government Organizations|
|1315||Attendance at Meetings and Conferences|
|1316||Training and the Payment of Premium Pay|
|1317||Training Liason Coordinators|
1300.1 Pursuant to § 1301 of the District of Columbia Government Comprehensive Merit Personnel Act of 1978 (CMPA), effective March 3 1979 (D.C. Law 2-139; D.C. Official Code § 1-613.01) (2001), the provisions of this chapter are applicable to each employee of the District government, except:
1301.1 The Mayor shall implement and maintain programs for the training and development of employees. This shall be conducted through planned courses, programs, systems or other instruction or education in fields that are or will be related to the performance of official duties for the District government. This system of training shall be created to ensure that the principles of efficiency, economy, and equitable treatment for all employees are carried out for the successful operation of the District government.
1301.2 The training and development shall be conducted to increase the knowledge, proficiency, ability, skill, and qualifications of the employees in the performance of their duties.
1301.3 A District government employee shall not suffer a loss in pay, tenure, or any other rights and benefits because he or she participated in any training or career development program when the participation has been approved or authorized by the District government.
1301.4 The provisions of any training program negotiated between the District government and a labor organization shall take precedence over the provisions of this chapter for employees in a bargaining unit represented by a labor organization, to the extent that there is a difference.
1302.1 The head of each agency (or his or her designee) shall prepare an annual employee development plan for the agency. The annual employee development plan shall identify:
1302.2 The annual employee development plan should also evaluate the impact and success of prior training and employee development activities.
1302.3 The Council of the District of Columbia may review and inspect all plans developed in accordance with this section.
1302.4 Annually, agencies shall review training needs and identify the following:
1302.5 Each personnel authority shall conduct reviews utilizing appropriate review processes that satisfy or meet agency needs.
1303.1 As provided in Chapter 14 of these regulations for employees covered under the Performance Management Program (PMP), each supervisor, in collaboration with his or her employees covered under the PMP, shall prepare every year an Individual Development Plan for each covered employee. The Individual Development Plan shall be a part of the annual Performance Plan and shall identify areas for growth and development.
1304.1 Pursuant to § 955 of the CMPA (D.C. Official Code § 609.55) (2001), each employee appointed to the Management Supervisory Service shall be required to maintain and enhance his or her management and supervisory skills and to attend requisite training courses every year as prescribed by the personnel authority. Failure to complete the prescribed education and training within the specified time frames may result in administrative action against the employee.
1304.2 Pursuant to § 857 of the CMPA (D.C. Official Code § 1-608.57) (2001), the Corporation Counsel shall establish:
1305.1 Each personnel authority shall develop a policy that governs training needs of employees subject to this chapter. The policy shall be set forth in writing and shall include a broad statement of purposes for which training will be given and of the assignment of responsibilities for ensuring that these purposes are attained.
1305.2 Each personnel authority shall take appropriate administrative action to assure that:
1305.3 Training programs established by personnel authorities under this chapter shall, to the extent feasible:
1306.1 Each personnel authority shall ensure that every District government employee is treated fairly in the selection and assignment of training.
1306.2 In accordance with the D.C. Human Rights Act of 1977, effective December 13, 1977 (D.C. Official Code § 2-1401.01 et seq.) (2001) (Act), the District government shall not discriminate on the basis of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, familial status, family responsibilities, matriculation, political affiliation, disability, source of income, or place of residence or business. Sexual harassment is a form of sex discrimination that is also prohibited by the Act.
1306.3 The personnel authority shall ensure that the selection of employees for training is made in a non-discriminatory manner and is not based on factors unrelated to the need for training.
1306.4 Each personnel authority may consider an employee’s complete training and selfdevelopment activities in initiating a personnel or position change.
1307.1 For agencies under the personnel authority of the Mayor, the D.C. Office of Personnel, Center for Workforce Development, shall be responsible for evaluating the results and effects of training under this chapter.
1307.2 For other agencies subject to this chapter, the appropriate personnel authority may evaluate the results and effects of training under this chapter, and shall submit to the Director of the Center for Workforce Development, upon request, the result of such evaluation.
1308.1 The personnel authority may make arrangements for employee development and training with colleges, universities, other institutions of higher education, or private sector organizations, as appropriate.
1308.2 Authorization of proposed training in a non-District government facility pursuant to § 1308.1 shall be based on a determination that the facility is capable of providing the required training effectively and in a timely fashion, and that equivalent training is not available from District-government sponsored programs.
1308.3 Training shall not be allowed in or by any facility that discriminates on the basis of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, familial status, family responsibilities, matriculation, political affiliation, disability, source of income, place of residence or business, or other factors unrelated to the need for training.
1308.4 Pursuant to this chapter, each personnel authority may establish appropriate limitations on the amount of on-duty time an employee may be granted for training.
1308.5 The personnel authority shall execute a written training agreement with each nonDistrict government entity or facility selected for employee development activities under this chapter. The following information shall be included in written training agreements for employee development activities conducted by, in, or through nonDistrict government facilities:
1309.1 Except as provided in §1309.2, an employee assigned to full-time training shall be counted as being in training the same number of hours as in a pay status during the training assignment, up to a maximum of eight (8) hours a day or forty (40) hours a week.
1309.2 Firefighters in the Fire and Emergency Medical Services Department assigned to fulltime training shall be counted as being in training the same number of hours as in a pay status during the training assignment on the basis of an average workweek of forty-eight (48) hours.
1309.3 An employee assigned to training on less than a full-time basis shall be counted as being in training the same number of hours spent in instruction and necessary travel.
1310.1 An employee selected for training in a non-District government facility shall agree in writing to:
1310.2 The agreement shall also outline the procedure to recover payments of expenses incurred in such training.
1310.3 In determining the required service covered in the agreement, the employee shall be given credit for service performed beginning on the first workday after the end of the training.
1310.4 An employee who enters into an agreement pursuant to § 1310.1 shall give his or her employing agency a minimum notice of ten (10) workdays prior to the employee separating from District government service.
1310.5 A written agreement pursuant to § 1310.1 shall not be necessary in the following situations:
1310.6 The District government may recover the incurred training expenses as provided in Chapter 29 of these regulations. Each personnel authority may waive the training expenses, in whole or in part, if recovery would be against equity, good conscience, or against the public interest.
1311.1 Pursuant to § 1301(c)(2) of the CMPA (D.C. Official Code § 1-613.01(c)(2)) (2001), each personnel authority shall determine full training costs, including, but not limited to: cost to the District government for employee travel, subsistence, transportation, tuition, fees, books and related materials, and membership fees, to the extent that the fee is a necessary cost directly related to the training itself or that payment of the fee is a condition precedent for the training.
1311.2 Full training costs pursuant to § 1311.1 shall not include compensation paid to an employee while in training status.
1312.1 Each personnel authority shall establish procedures to protect the District government’s interests when employees fail to complete training for which an agency pays the expenses.
1312.2 Such procedures shall include the requirement that the expenses incurred by the District be repaid by the employee when it is determined that the employee unjustifiably failed to complete the training.
1312.3 The personnel authority, upon written determination of undue hardship, may waive the repayment requirement.
1312.4 As applicable, the Center for Workforce Development shall charge the cost of the training to the employing agency’s budget when an employee of the agency fails to properly withdraw from a registered class.
1313.1 To provide a reasonable basis for the evaluation of training, each personnel authority shall establish procedures for the reporting of completed training.
1313.2 Each agency shall maintain records of payments made for travel, tuition and fees, and other necessary expenses relating to the training, as may be determined by the personnel authority.
1314.1 The personnel authority shall establish procedures concerning the acceptance of contributions, awards, and payments in connection with any training provided by nonDistrict government organizations.
1314.2 Except as provided in § 1314.3, District government employees may accept contributions, awards, and payments made directly to them, or on their behalf, by nonDistrict government organizations in connection with training that the employees receive in non-District government facilities.
1314.3 Any contribution, award or payment made by a non-District organization to a District government employee, in whole or in part, as a result of the training while in a pay status or at such other times when the District government agency paid the expenses of the training, in whole or in part, shall be returned to the District government.
1314.4 When funding sources other than agency appropriations are used, in whole or in part, the following conditions shall be met:
1314.5 Notwithstanding any other provisions in this chapter, an employee may accept a contribution, award, or payment when, in the judgment of the agency head (or his or her designee):
1314.6 An employee may accept a contribution, award or payment (whether made in cash or in kind) that falls within the scope of this chapter only with specific written authorization.
1314.7 The following records shall be maintained in connection with the acceptance of a contribution, award, or payment:
1314.8 Notwithstanding any provision in this section, the provisions of Chapter 18 of these regulations shall take precedence, to the extent that there is a difference.
1315.1 Funds made available to an employee by an agency for travel and other expenses relating to attendance at meetings or conferences shall be limited to such meetings or conferences which are concerned with the functions or activities to which the funds are allocated, or which will contribute to improved conduct, supervision, or management of the functions or activities of the employee or the agency, as applicable.
1316.1 Each agency shall schedule employee training so as to avoid, whenever possible, periods when overtime or premium pay, or both, would otherwise be payable.
1316.2 Pursuant to § 1301(c)(2) of the CMPA (D.C. Official Code §1-613.01(c)(2)) (2001), an employee assigned for training under this chapter shall not be paid overtime, holiday, night differential or Sunday premium pay.
1316.3 The Mayor (or his or her designee) may waive the prohibition on the payment of premium pay specified in § 1316.2 upon determining that such a payment would be in the interests of equity and good conscience or in the public interest.
1316.4 Notwithstanding the provisions of § 1316.2, a District government employee may be paid the applicable premium pay under any of the following circumstances:
1317.1 The Director of the Center for Workforce Development or the independent personnel authority, as applicable, shall establish a training liaison coordination network consisting of designated representatives from each agency to assist management in the coordination of employee development efforts.
1317.2 Each agency head shall designate representatives to carry out the training liaison coordination functions for the agency.
1317.3 The Director of the Center for Workforce Development shall take necessary administrative action to ensure that current information on employee development activities is available for employees through the training liaison coordination network.
1399.1 When used in this chapter, the following terms have the meaning ascribed:
Agency — any unit of the District of Columbia government, excluding the courts, required by law, by the Mayor of the District of Columbia, or by the Council of the District to administer any law, rule, or any regulation adopted under authority of law. The term “agency” shall also include any unit of the District of Columbia government created by the reorganization of one (1) or more of the units of an agency and any unit of the District of Columbia government created or organized by the Council of the District of Columbia as an agency.
Personnel Authority — an individual or entity with the authority to administer all or part of a personnel management program as provided in § 406 of the CMPA (D.C. Official Code § 1- 604.06) (2001).
Training — the process of installing and maintaining systematic programs for the purposes of developing and enhancing employees’ performance through planned courses, systems, or other related and relevant courses; and to improve employees’ knowledge, ability, skill, proficiency and overall efficient performance of their official duties.