Learning and Development Policy

CALBAYOG CITY
HUMAN RESOURCE MANAGEMENT OFFICE

“Helping you grow.”

LEARNING AND DEVELOPMENT POLICY

I. RATIONALE

As the Local Government Unit of Calbayog strives to attain its plan for a highly competitive public servants, there is a need to establish a Learning and Development (L&D) Plan that aligns to the LGU Calbayog’s goals and aspiration becomes strategic and highly significant. L&D interventions provide a strategic alignment between the LGU’s workforce’s individual learning and development goals along with the City’s vision, mission, goals and objectives.

This policy aims to:

This document presents the LGU Calbayog’s L&D Philosophy that set the guidepost for all its L&D interventions. Likewise, this document enumerates the strategies and interventions to help both the Human Resource Management Officer and the Line Managers form partnership in helping the employees acquire the necessary knowledge, skills and attitudes to perform their job better.

Furthermore, the interventions entail various activities that range from formal intervention to self-learning that will allow learners to choose the most appropriate mode for their acquisition of learning and development.

REASONS FOR DEVELOPMENT

There are many ways of Learning & Development interventions, which includes: attending courses, workshops, seminars, webinars, convention, undertaking educational programs, attending conferences, coaching, mentoring, benchmarking and re-echo.

This policy applies to all first and second level employees in the career service of the City Government of Calbayog, regardless of age, gender, sexual orientation, civil status, disability, religion, ethnicity or political affiliation. For second level employees, it shall apply to those performing professional, technical, executive and managerial functions.

This policy also applies to temporary and co-terminus employees who are holding mission-critical positions and whose competency development is crucial to the performance of their assigned task. Mission-critical positions are those where job performers are assigned responsibilities that could significantly affect the delivery of services in their own and other departments, if not done well. The competency gaps of employees holding these positions must be identified and documented through needs analysis.

III. DEFINITION OF TERMS

is the process of assessing the effectiveness of a program or a course with respect to enabling individuals to achieve learning objectives and organizational impact.

LEARNING and DEVELOPMENT

are behavioral interventions that build competencies and capabilities at the individual level. Learning pertains to interventions that enable individuals to become effective and efficient at certain jobs while development pertains to interventions that prepare them for higher responsibility.

LEARNING and DEVELOPMENT PLAN (L&D Plan)

is a document listing the program/course offerings for a given period of time specifying the description target participants, performance objectives, learning objectives, content outline and implementation dates of said program/course offerings.

LEARNING and DEVELOPMENT PLANNING

is the process of identifying, prioritizing and scheduling learning and development interventions such as programs and courses with a Learning and Development Plan as its output.

are printed and other physical materials that support the implementation of program/courses and/or facilitate learning. These materials may include, but not limited to, PowerPoint Presentations, Facilitator’s Guide, Participants Manual, Job Aids, Posters, Evaluation Plan, Props, etc.

a role assumed by a learning and development practitioner when implementing a program/course in accordance with an existing design.

is the process of sourcing, selecting and sequencing content and specifying methodologies that will best achieve identified learning objectives as documented in a Course Brief, a Training Activity Plan and other Learning Materials such as: PowerPoint Presentations, Facilitator’s Guide, Participants Manual, Job Aids and Evaluation Plan.

SUBJECT MATTER EXPERT

is any person who is a recognized expert in a particular field of endeavor that is subject of a learning and development intervention. A Subject Matter Expert (SME) may be engaged to serve as a source for program/course content, as a resource person or to perform specific learning and development roles such as: Learning and Development Planner, Program/Course Designer, Program/Course Administrator, Program/Course Evaluator, and/or Learning Facilitator.

a role assumed by a learning and development practitioner when providing administrative and technical support to other practitioners who are designing, administering, facilitating and/or evaluating programs/courses.

IV. STRUCTURE AND ROLES

Pursuant to Executive Order No. ___, Series of 2019 of the City Mayor [Designated Person] stating the reorganization of the Learning and Development Committee of the City Government of Calbayog in accordance with the CSC MC No. 43, s. 1993 and as amended in MC 10, S. 1989.

Learning and Development Committee (L&DC) is reorganized with the following composition and responsibilities:

LEARNING and DEVELOPMENT COMMITTEE (L&DC)

Chairperson: City Administrator
Members: City Human Resource Management Officer
Department Manager or Administrative Officer of concerned Dept.
Two (2) representatives from accredited Employee Association
*First Level Employee & Second Level Employee Representative
Secretariat: At least 2 staff from CHRMO L&D Division, chosen by the Chairperson L&DC

The L&DC shall perform the following functions:

  1. Formulate/Customize/Review/Revise and approve the L&D policy, Strategic L&D Plan and Annual L&D Plan of the Agency, based on existing CSC Rules;
  2. Sees to it that all first and second level employees in the career service, regardless of age, gender, civil status, disability, religion, ethnicity or political affiliation are provided with at least one (1) Learning and Development annually;
  3. Prepares and updates list of needs-based training programs in coordination with HR;
  4. Evaluates and recommends availment of invitations to attend international and local training or study programs;
  5. Posts available training and scholarship opportunities in conspicuous places;
  6. Screen qualified nominees based on approved Strategic L&D Plan, L&D Annual Plan, Policy Guidelines and Criteria, set for scholarships and program participation (based on local, national and international standards);
  7. Recommend to the Agency Head or his duly authorized representative the most qualified nominees and recipients in accordance with screening results, except if concerned recipient(s) had been explicitly identified by the agency head in the exigency of the service and/or direct identification of trainees/recipients by the central and regional Offices;
  8. Render a quarterly report of training/seminars/scholarships attended by the employees;
  9. Provide support to management in matters pertaining to the selection of office nominees to training and development intervention and scholarship programs in accordance with existing CSC policies and office standards.
  10. Regularly revisits the efficiency and effectiveness of the policy and makes necessary amendments and/or revisions if needed.
V. DEFINITION OF TERMS

Learning and Development must contribute to LGU Calbayog strategic goals. The purpose of L&D is to improve individual and organizational performance so that LGU services meet client needs, and development priorities are achieved.

Heads of offices and supervisors are accountable for purposive employee development. L&D is one of the main responsibilities of heads of offices and supervisors as they manage the performance of their employees. They shall systematically determine the competency needs of employees as part of the performance management process, and identify appropriate L&D interventions to address those needs and improve employee performance. They too should see to it that every employee should have at least one L&D intervention in every year, without discrimination.

CHRMO is a strategic partner of LGU management in employee development. It works hand-in-hand with management in making sure that L&D happens in LGU Calbayog and generates results that contribute to performance improvement at the individual and organizational levels.

Employees take responsibility for their own learning. Employees share in the responsibility for L&D by taking it upon themselves to maximize learning opportunities provided to them as well as proactively pursue self-development

  1. The City Mayor, as head of the Agency shall ensure that each employee shall have undergone at least one planned human resource development intervention during the year. The City Mayor have the final approval of issuances related to policies and guidelines on the Learning and Development System.
  2. The Learning & Development Committee (L&DC) serves as the screening and coordinating committee in providing timely, relevant and competency-based human resource development programs and intervention to career and non-career personnel of the LGU. It provides support to management in matters pertaining to the selection of office nominees to learning and development intervention and scholarship programs in accordance with existing CSC and COA policies and office standards. The L&DC render a quarterly report of trainings / seminars / scholarships attended by the employees.
  3. The CHRMO is responsible for managing and developing human resources and all personnel actions in accordance with the Local Government Code of 1991. They shall provide the overall strategic direction that shall serve as anchor for all Learning and Development efforts of the LGU Calbayog.

It is the responsibility of the L&DC to regularly evaluate the efficiency and effectiveness of the policy and recommend enhancement thereof.

Employees shall regularly prepare, submit and update Training Needs Assessment (TNA), and Individual Learning and Development Plan;

Submit Learning Application Plan/Re-Entry Application Plan, Back to Office report, as applicable, within 10 working days from completion of the L&D Intervention.

Being receptive to feedbacks indicating development needs. Proactively seek ways to apply learning on the job and contribute to the overall performance of their office.

Share what they have learned from L&D intervention thru re-echo, back to office report.

Thinking about their own career aims. And keeping a learning record and their L&D data in the L&D index updated.

  1. A three-year Strategic L&D Plan that is aligned with the strategic directions and priorities of the LGU Calbayog, formulated at the start of a three-year term, and reviewed and updated, as necessary, based on changing needs.
  2. An Annual L&D Plan and Budget that specifically maps out the yearly implementation of the Strategic L&D Plan, and is developed as part of the Annual Investment Plan.
VI. L&D PLANNING, MONITORING & EVALUATION

1. Learning and Development Planning

Strategic L&D Plan shall be anchored on the LGU Strategic Plan and updated annually based on new mandate, changes in direction, performance gaps among others.

  1. All officials and employees of the Agency shall prepare a 3 year Individual Learning & Development Plan (ILDP) after which the Division/Office concerned shall prepare an Office Learning & Development Plan (OLDP).
  2. The Office Learning & Development Plans shall be consolidated by the Human Resource Division which shall be the basis in the preparation of the development plan and thereafter prepare the LGU Calbayog’s Annual Learning and Development Plan.
  3. The L&DC shall provide the planning guidelines to ensure uniformity and alignment with LGU Calbayog strategic priorities.
  4. The Strategic L&D Plan shall be based on performance and competency requirements. The CHRMO L&D Division may tap the L&DC in the formulation of the Plan.

  1. Department Heads shall use the Individual Performance Commitment and Review (IPCR) as basis for determining competency gaps along priority areas.
  2. They shall formulate the Strategic L&D Plan and submit this to the CHRMO for review, consolidation, and endorsement to the L&DC.
  3. L&DC shall review the LGU L&D Strategic Plan for finalization and endorse to the City Mayor. (L&DC is recommending authority)

  1. Department Heads shall lead the validation of L&D needs in their respective departments.
  2. The department’s Office Performance Commitment and Review (OPCR) and Individual Commitment and Review (IPCR) shall be the basis for validating competency requirements to implement the department performance goals.
  3. Employees and their immediate supervisors shall use the regular performance evaluation (IPCR) as a venue to identify the employee’s learning and development needs.

  1. Result of Competency Assessment;
  2. Identified L&D Intervention in the IPCR/OPCR Rating; and
  3. Regular monitoring and coaching session.

2. Program/Course Design

  1. It shall be the primary responsibility of the Human Resource Management Office to prepare the Program/Course Design and Evaluation Plan before an L&D is conducted. However, the Local Chief Executive has the authority to assign the preparation of a Program/Course Design to other Department; and
  2. All Program/Course Design documentations prior to implementation shall be submitted to the HRMO which shall, on the basis of the submitted documentations, endorse and maintain them as the standard design. The documentations of the standard designs shall be made available to all offices authorized to deliver applicable program/course

3. Program/Course Delivery and Administration

  1. The Human Resource Management Office is responsible for the delivery and administration of the scheduled L&D intervention in accordance with the Program/Course Design
  2. The HRD shall assign a Program/Course Administrator whose task is to plan and execute the implementation of the assigned program/course using the Program/Course Implementation Checklist
  3. Internal or external Subject Matter Experts (SMEs) may be engaged to serve as Learning Facilitators, Speakers or Resource Persons subject to a prescribed selection process based on the following criteria:

  1. Relevance of Experience – shows appropriate field of specialization and educational/professional qualifications
  2. Depth of Experience – shows mastery of the subject matter and competence
  3. Timeliness of Experience – presents up-to-date and relevant knowledge to be shared
  4. Location of the Experience – works in a recognized institution or agencies
  5. Training of Experience – attends/serves various T&D programs that enhanced his competence/expertise

Furthermore, the Resource Person Information Form (Annex O) should be asked from the selected and identified SMEs by the committee

  1. Stimulate Participant Interest
  2. Present Content
  3. Process Learning
  4. Manage Disruptive Behavior
  5. Conduct Formative Assessment

HRD shall be responsible for evaluating the competency and capability of the Learning Facilitators.

  1. Staff Credentials
  2. Client Feedback
  3. Previous Experience
  4. Alignment of Philosophies and Values
  5. Depth of Related Experience
  6. Staffing Capability
  7. Quality of Products and Services
  8. Financial Capability
VII. L&D EXECUTION

  1. All L&D nominations after being duly approved by the respective Department Managers shall pass thru the L&DC for review and recommendations wherein the said Department Manager will sit as member of the committee for purposes of screening and deliberation.
  2. The City Mayor shall have final approval of all requests for participation in Learning and Development activities, including scholarships.
  3. All Learning & Development requests must be aligned with the approved Annual L&D Plan.
  4. For requests that are not in the approved Annual L&D Plan, the following guidelines are followed:

  1. The Department Head shall assess the relevance of the intervention determine whether there is available budget or funding source, and submit the request to the L&DC for review and endorsement to the City Mayor.
  2. The following criteria shall be used in approving the request:
    1. It must clearly respond to a department or LGU competency gap that is aligned with the LGU strategic directions and priorities, or a requirement oversight and national government agencies; and
    2. There must be available budget, or a funding source identified and secured.

    1. The L&DC shall establish the criteria and guidelines for the selection and nomination of employees for scholarship opportunities. It shall conduct the selection process and endorse the final list of scholarship candidates to the City Mayor for approval.
    2. Employees with permanent appointment shall be given preference in the selection and nomination of candidates for L&D program and scholarship grants both in the country and abroad.
    3. Temporary and co-terminus employees may subsequently be allowed to avail of local or foreign L&D program or scholarship grants provided that they fall under the following categories:

    1. Employees directly involved in the implementation of foreign-assisted project in which the agreement entered into the City Government of Calbayog and the foreign entity includes training/scholarship grants for project staff members under the sponsorship of the lending or assisting foreign institution;
    2. Employees who have been personally invited by a sponsoring entity; or employees who are proposed for nomination by the City Government of Calbayog which has been directly invited by a foreign entity to avail of its training/scholarship grants.
    R = (SOR – SOS) X TCR
    SOR
    Where: R = Refund
    TCR = Total compensation received (gross salary, allowances and other benefits received while on study leave)
    SOS = Service Obligation Served
    SOR = Service Obligation Required

    1. The study leave is a time-off from work not exceeding six (6) months with pay for qualified officials and employees to help them prepare for their bar or board examinations or complete their master’s degree. The leave shall be covered by a contract between the beneficiary and the City Mayor.
    2. The beneficiary for such leave shall be selected based on the following qualification requirements:

    1. The official/employee must have graduated with a bachelor’s degree which consequently requires the passing of government bar and board licensure examinations. For thesis writing or comprehensive examination, the official/employee must have completed all the academic requirements for a Masteral degree.
    2. The profession or field of study to be pursued must be relevant to the agency or to all the official duties and responsibilities of the concerned official or employee.
    3. Must be a permanent employee.
    4. Must have rendered at least two years of service with at least very satisfactory performance for the last two rating periods immediately preceding the application.
    5. Must have no pending administrative and criminal charges.
    6. Must not have any foreign or local scholarship grant.
    7. Must have fulfilled the service obligation of any previous scholarship and training contract.
    Period of Grant Return of Service Obligation
    One (1) month Six (6) months
    Two (2) to three (3) months One (1) year
    More than three (3) months to six (6) months Two (2) years

    1. Manage their own L&D budget based on their approved L&D Plan.
    2. Identify participants to L&D interventions based on needs analysis and in accordance with the approved L&D Plan.
    3. Ensure that each employee shall have undergone at least one planned L&D intervention per year.
    4. Maintain their Department L&D Calendar and submit a copy to CHRMO – L&D Division for inclusion in the City Government-wide L&D Calendar
    5. Organize learning sessions and/or re-echo to be conducted by employees who attend L&D activities so that relevant learning is shared with co-workers.
    6. Provide mechanisms to support the application of learning on the job. These may include coaching and mentoring, providing relevant assignments or projects that make use of competency acquired, and others.
    7. Assess the effectiveness of L&D interventions by tracking and reporting:

    1. L&D interventions implemented by the Department.
    2. Employee’s competency and performance improvement on the job, as well as;
    3. Effects on the Department’s performance, using a template provided by CHRMO-L&D division – Training assessment Survey

    The performance data from the SPMS shall be used as basis for the assessment, which shall be submitted to the CHRMO – L&D division within one month after the submission of the OPCR and IPCR.

      Employees share the responsibility for their learning and development and as such, they shall:

    1. Participate in all L&D activities in which they have been targeted based on the needs assessment reflected in the L&D Plan.
    2. Participate in L&D activities that may not have been included in the L&D Plan but are required by oversight and national government agencies, or are deemed critical in addressing a competency gap that affects their performance on the job.
    3. Submit to the Department Head a Post-training Report and propose a schedule for conducting a Learning Session (Re-Echo) to share lessons learned that may be useful to other employees in the office.
    4. Update the “Training Attended” section of the Personal Data Sheet (PDS), as well as other information as may be required. The employee must submit a copy of their certificate of attendance/participation/completion to CHRMO Records Division no later than five (5) working days after the training to trigger approval of updated PDS information.
    5. Surrender to the HR Focal Person (Administrative Officer) in your Department the original copy of materials acquired through the L&D intervention, for inclusion in the department’s Learning Resource Center (LRC).
    6. Undertake own self-development efforts to address identified competency gaps and performance improvement needs.
    1. Monitor and evaluate the LGU Strategic and Annual L&D Plan.
    2. Provide standards, guidelines, and templates for designing, conducting, managing and evaluating L&D interventions.
    3. Monitor and evaluate LGU-wide in-house Learning and Development interventions.
    4. Utilize the L&D Facilitators’ Pool (CHRMO – L&D Division) as a resource for the design, implementation, and management of L&D interventions.
    5. Utilize the HR Focal Persons (Administrative Officers) in coordinating the conduct of L&D interventions.
    6. Issue guidelines and tools in contracting Learning Service Providers for outsourced interventions.
    7. Provide each Department thru their Administrative Officers training calendars of the accredited training providers in each year.
    VIII. L&D ENABLING MECHANISMS

    1. The City Government of Calbayog shall provide facilities, equipment, materials and supplies, and other mechanism adoptable and needed to implement L&D interventions.
    2. The CHRMO – L&D Division shall:

    1. Develop and maintain the Human Resource Management Information System (HRMIS) that will capture, track, and analyse data on employees’ Learning and Development for use in decision-making. It shall provide guidelines for this purpose.
    2. Establish a Central Repository of all L&D materials developed in-house, including activity designs, session guides, learning aids, tools, templates and others.
    3. Provide guidelines for establishing and maintaining Learning Resource Centers in departments to ensure easy access and optimal usage
    1. The Administrative Officers shall collect, systematically file, and maintain the materials in their respective department’s Learning Resource Center.
    2. The Department Heads shall provide mechanisms and opportunities to optimize the usage of the Learning Resource Center.
    IX. EFFECTIVITY
    1. This policy is effective immediately and shall remain in effect until otherwise revoked.
    2. Cognizant that there are elements of the L&D System that have yet to be established, relevant provisions will apply upon the installation of these components of the system.
    X. TRANSITIONAL PROVISION
    1. The L&DC shall formulate a Sustainability Action Plan to guide the transition towards the new L&D system. It shall map out activities, outputs, timeframe, persons responsible, and resources for LGU to fully install, institutionalize, and sustain the L&D system and its supporting mechanisms.
    2. The Sustainability Action Plan shall be time-bound and must be completed no later than twelve (12) months after the approval of the plan.

    Done this 15th day of October, 2020 at Calbayog City, Samar.

    Process Flow
    Learning and Development Intervention

    INDIVIDUAL L&D PLAN
    (3 years plan)
    Based on the IPCR

    (Individual employee)
    (5 mins)

    OFFICE STRATEGIC L&D PLAN
    (3 years plan)
    Based on the individual L&D Plan

    (Dept. Head or Admin Officer)
    (4 hours)

    CONSOLIDATE OFFICE STRATEGIC L&D
    PLAN FOR THE LGU STRATEGIC L&D PLAN
    (3 years plan)

    (CHRMO L&D Division)
    (8 hours)

    REVIEW AND FINALIZATION OF THE LGU STRATEGIC L&D PLAN
    (3 years plan)

    (L&D Committee)
    (4 hours)

    IF DIS-APPROVED
    NECESSARY REVISION
    LGU STRATEGIC L&D PLAN

    (CHRMO L&D Division)
    (8 hours)

    APPROVAL OF THE LGU STRATEGIC L&D PLAN
    (3 years plan)

    (City Mayor)
    (30 hours)

    IF APPROVED
    ANNUAL L&D PLAN
    CALENDAR OF ACTIVITIES
    (based on the 3 years LGU Strategic Plan)

    (CHRMO L&D Division)
    (4 hours)

    PREPARATION OF TRAINING DESIGN WITH BUDGETARY PROPOSAL
    (In-house L&D intervention)

    (CHRMO L&D Division)
    (2 hours)

    PROCUREMENT PROCESS
    (Purchase Request)
    (RFQ, Abstract, CBR, DV)

    (In-house L&D intervention)
    (CHRMO L&D Division)
    (1 month)

    BAC AWARD RESOLUTION
    (In-house L&D intervention)

    (Bida & Awards Committee)
    (1 month)

    COORDINATE WITH LSP, TRAINING VENUE & CATERER
    (In-house L&D intervention)

    (CHRMO L&D Division)
    (1 week)

    IMPLEMENTATION OF IN-HOUSE L&D INTERVENTION

    (CHRMO L&D Division)
    (depending of the # of days)

    055-209-3230

    Calbayog City Hall Compound JD Avelino Street Calbayog City