Professional Development

Policy

Category: Human Resources
Subject: Professional Development
Division: Administrative Services
Policy Number: CA.52.01.102
Effective Date: February 1, 2018

Policy Statement

Wellington-Dufferin-Guelph Public Health (WDGPH) seeks to provide opportunities for professional development through approved participation in courses, attendance at seminars, conferences and workshops, or specialized training programs.  

General

Professional development will support the Strategic Directions of WDGPH by encouraging the sharing of information from these sessions with others, and by providing external and internal training where applicable. There are limited resources available within the Agency to support the professional development opportunities and requests will be prioritized based on the overall needs of the Agency.

Full-time or part-time permanent employees are eligible to apply for professional development funding prior to their enrolment in a specialized training program, or conference/workshop. Eligibility for casual and temporary employees is approved on a case-by-case basis.  Employees on leave, paid or unpaid, are ineligible.

Factors in determining approval will include relevance to work assignments, Agency succession plans, employee career goals, and availability of funds. Employees must remain actively employed by WDGPH throughout the duration of the course of study to qualify for reimbursement. 

Participation in professional development is optional and does not guarantee promotion, or transfer.

Scope

Professional development applies to all employees requesting and/or required to attend seminars, conferences or workshops or specialized training programs regardless of the funding source.

Definitions

Conferences – a gathering of individuals at a formal meeting to exchange information discuss and share new information related to a specific topic. Conference formats may vary.

Seminar – a presentation on a topic covering some facet of knowledge or skill. Seminars tend to be a blend of lecture and discussion with the speaker’s goal to impart knowledge of the topic.

Workshop – a meeting with a greater degree of attendee participation, interaction, and hands-on exercises to discuss and/or perform practical work relating to a subject or activity.

Specialized Training Program – Refers to job-specific and/or Agency-specific training that may require a formal course of study/several courses.  Examples include health and safety certification part #1 and part #2 to participate on the Joint Health and Safety Committee or specialized infection control training.  Please note that this generally excludes degree or diploma programs offered through a post-secondary institution that are more general in nature. 

References and Related Forms, Policies and Procedures

Corresponding Procedure:  CA.52.02.102 Professional Development 
CA.51.02.118    Travel & Kilometrage Expense Claims
CA.52.01.104    Leaves of Absence
CA.30.01.113    Request to Attend Professional Development Program

Contact for Inquiries

Director, Administrative Services  

Approved By

Director, Administrative Services  


Procedure

Category: Human Resources
Subject: Professional Development
Division: Administrative Services
Procedure Number: CA.52.02.102
Effective Date: February 1, 2018

Procedure

Wellington-Dufferin-Guelph Public Health (WDGPH) is committed to supporting employees in their professional development. It is also recognized that there are limited resources to support employees in this endeavor. While acknowledging all development may have positive impact and advantages on both the individual and the work of the Agency, the criteria for evaluating any requests will include but is not limited to the following:

  • Is this learning essential for the employee to be successful in their current job?
  • Is it a request by WDGPH that the employee attend?
  • Is it developing skills to be eligible for promotion within WDGPH?
  • Does it align with the strategic directions of WDGPH?

Professional Development Expenses:

Reimbursement of reasonable expenses incurred in the course of attending work related conferences, seminars or workshops, or specialized training will be made by WDGPH. Permission to attend such events and/or any other related expenses eligible for reimbursement up to $1,000 must be pre-authorized by the immediate manager.

If professional development opportunities are out of Province or the total cost (including mileage) is greater than $1,000, attendance and expense eligibility must be pre-authorized by the divisional director.  

Overtime will not be paid for attendance at these meetings or for travel time involved unless authorized by the immediate manager.  Refer to policy CA.51.02.118 Travel and Kilometrage Expense Claims.

The following outlines the steps to be taken when submitting a request for professional development:

  1. The employee will complete a CA.30.01.113 Request to Attend Professional Development Program (Request) form prior to registering for a seminar, conference or workshop.
  2. The employee will attach the program registration form indicating choice of workshops, along with the completed Request form, and will submit to their immediate manager.
  3. Manager/director pre-authorization must be acquired in order for expenses to be reimbursed.
  4. The manager will review requests up to $1,000 ensuring the professional development event is appropriate and that all program components/modules are fully accessible to the employee. The manager will work with the employee to ensure any required AODA accommodations are made to enable successful completion of the program are addressed with the program provider.  The manager will approve or decline the request based on the goals and objectives of the program and budget constraints.
  5. Reimbursement of requests greater than $1,000 or out of Province which have the manager’s endorsement, will be forwarded to the divisional director for review and pre-approval.
  6. The manager/director indicates their decision by completing the appropriate section on the Request form.
  7. If approval is granted the manager/director will indicate specifically how much paid time during the normal workday will be granted, and what costs are approved as per the Agency’s policy CA.51.01.118 and procedure CA.51.02.118 Travel and Kilometrage Expense Claims.    
  8. If the request is not approved, the manager/director will provide an explanation of the rationale for the decision to the employee.
  9. If the request is approved, the manager/director forwards a copy of the Request form to Human Resources for tracking purposes.
  10. Employees must submit a request for professional development time through Employee Self-Serve System (ESS) once advised of approval. 
  11. In collaboration with the employee, the manager will coordinate registration, hotel bookings (where applicable), and payment of the professional development activity.  Payment options could include but are not limited to: cheque requisition, employee reimbursement, Agency invoice, Agency-issued credit card, etc.     

If a manager requests an employee to attend a professional development session in order to support a program requirement, the manager will discuss and provide the details to the selected employee and the employee will initiate the Request form. 

RESPONSIBILITIES

Management will:

  • Promote the professional development program; and
  • Determine appropriateness of requests for professional development assistance.

Employees will:

  • Apply for professional development assistance as required;
  • Complete all necessary paperwork to attend courses, conferences, seminars and workshops; and
  • Apply for reimbursement as required for professional development.

DEFINITIONS

Conferences – a gathering of individuals at a formal meeting to exchange information discuss and share new information related to a specific topic. Conference formats may vary.

Seminar – a presentation on a topic covering some facet of knowledge or skill. Seminars tend to be a blend of lecture and discussion with the speaker’s goal to impart knowledge of the topic.

Workshop – a meeting with a greater degree of attendee participation, interaction, and hands-on exercises to discuss and/or perform practical work relating to a subject or activity.

Specialized Training Program – Refers to job-specific and/or Agency-specific training that may require a formal course of study/several courses.  Examples include health and safety certification part #1 and part #2 to participate on the Joint Health and Safety Committee or specialized infection control training.  Please note that this generally excludes degree or diploma programs offered through a post-secondary institution that are more general in nature. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.102 Professional Development and Education Assistance Program
CA.51.02.118    Travel & Kilometrage Expense Claims
CA.52.01.104    Leaves of Absence, Bereavement and Jury Duty
CA.30.01.113    Request to Attend Professional Development Program

Contact for Inquiries

Director, Administrative Services  

Approved by

Director, Administrative Services