Application forms for training and expenses are attached to this page.
What the council will pay for
Course
Tuition, exam and course registration fees.
Leave of absence
Paid leave is given for employees to attend qualification courses.
If there are not scheduled courses eg during non-term time, the employee must be at work to undertake normal duties.
Exam leave and study leave may be granted.
Study leave may be up to a maximum of 3 days, to assist with completion of course assessment work and prepare for any examinations.
If employees fail an exam, subsequent attempts must be at the employee's own expense and in their own time, unless there are exceptional circumstances, for example, Ill-health or personal and domestic hardship. See section on repayments.
Travel
Public transport costs with receipts, or mileage at the public transport mileage rate, will be paid where travel costs exceed the employee's normal daily travel to work costs, on completion of a claim form. Costs may include reimbursement of any parking fees if receipts are attached to the form.
Employees who use their own cars to travel whilst on day release from work, must have business insurance cover in their car insurance policy.
Subsistence
Where lunch is provided and paid for by the council, employees will not be entitled to claim lunch subsistence. Where no meal is provided, subsistence will be paid in line with the council's scheme.
Educational expenses
In the first instance, essential books should be borrowed from the department, colleges or libraries. If this is not possible, the employee may apply for 50% of the cost of essential books, up to a limit of £100, on completion of a QT educational expenses form. If this is approved, receipts will be required for reimbursement. The employee pays the other half and may keep the book.
The council will pay the full cost of essential work-books such as individual NVQ work-books with exercises which the employee needs to complete, plus the cost of any practical training which is a condition precedent to entry to an examination, or any other essential additional expenditure which falls on the employee as a result of attendance at the course.
Essential visits / residentials
If employees are required, as an essential part of their course, to attend a visit or residential, they must provide written details from the provider, which specifies exactly what is included in the fee, which the council will pay. They must then get written approval before attending.
What the council will not pay for
Word processing services. Employees will be allowed access to use a council computer in their own time in order to produce assignments etc, necessary for their qualification.
Photocopying services or printing.
Consumables such as paper, pens, files, binding, computer disks, stationery.
Taxis, except in exceptional circumstances. Prior permission must be sought.
Annual institute subscription fees. Fees will only be paid where it is a requirement of undertaking the qualification. On completion of the qualification, employees will be required to pay the fees themselves if they wish to retain membership.
Repayment
Employees must repay training expenses paid on their behalf if they:
- withdraw from a course without good reason
- fail and do not re-sit within a reasonable time, unless there are exceptional circumstances
- contribute to course failure by not attending college or not submitting required coursework or assignments, unless there are exceptional circumstances
The council grants financial assistance on the basis that:
- employment continues for 2 years for job related training. These would include those which are necessary for employees to be able to carry out their jobs effectively and those which are required for employees to keep up-to-date with new legislation, new technology, changing standards, practices and policies
- employment continues for 3 years for training relating to personal development. These would include those training requirements which will enable employees to continue to improve their current job performance, gain job satisfaction and prepare them for future job roles and activities which will prepare employees for future roles and responsibilities
The council to have the discretion to move from 2 years to 3 years where there are difficulties in the recruitment and retention of employees.
Employees who leave the council will be required to repay a proportionate amount if leaving, including where they leave to work for another local authority.
Repayment will be in proportion, from the date of course completion to the leaving date:
- over 2 years - nil
- 18 months - 6/24ths
- 12 months - 12/24ths
- 6 months - 18/24ths
For example, if the council has paid £2,400 for a course and the employee leaves 6 months after completion, repayment of £1,800 will be required to be repaid to Derbyshire County Council.