The Interagency Training Program for State Employee is established to provide a central nucleus or focal point to help meet the basic and continuing needs for employee training and development at the lowest cost possible. The Interagency Training Program is established through the efforts of coordination, cooperation and volunteerism of Arkansas State agencies, departments, institutions, boards and commissions.
The general goal of the Interagency Training Program is to help Arkansas’ non-managerial and managerial employees improve their job performance and gain personal satisfaction through a curriculum of programs and courses designed to enhance skills and knowledge which will benefit both themselves and their employer.
Advisory Council
The Interagency Training Program Advisory Council was established to provide advice and assistance to the Program Coordinator on matters of policy and procedures relating to the assessment of the need for, and the implementation of, a statewide training network.
The members of the Advisory Council are charged with representing the interests of all State agencies, departments, institutions, boards and commissions relating to the Interagency Training Program.
The Advisory Council will, through regularly scheduled full-membership meetings and subcommittee meetings, provide advice and assistance to the Program Coordinator on the following:
- Council Membership
- Course Offerings and Review
- Associate Instructors
- Resource Utilization
- Course Fees and Credits
- Agency Liaison
- Recognition of Associate Instructors and Participants
- Policies and Procedures
- Program Evaluation
The composition of the Advisory Council is, effective one year from the date of implementation of the first program offering, as follows: 16 members consisting of eight (8) representing cabinet agencies and eight (8), representing agencies-at-large.
One calendar year from the date of implementation, there will be a rotation of eight (8) members (four from cabinet agencies and four from the agencies-at-large). The following calendar year the remaining (original) eight (8) members will rotate. The procedure of rotating eight (8) members will continue each year, thus providing for continuity of advice and assistance as a Council Member will serve a term of two (2) years.
The Council Chair will be selected from the Council membership, and will serve a maximum of two years. The Council Chair will be a nonvoting member, except in the event of a tie vote on Council matters.
The Program Coordinator will be an ex-officio Council member, without voting prerogative.
Training Plan
The Training Plan for the Interagency Training Program will be designed and updated by the Program Coordinator with the advice and assistance of the Advisory Council.
The Program Coordinator, with the advice and assistance of the Advisory Council and "user agencies," will conduct periodic interviews and assessment inventories to determine the most urgent training needs and which needs will be addressed in the Training Plan.
The Training Plan will include the following:
- A list of subject areas
- Course descriptions and fees
- A definition of trainers to be used to conduct the programs, i.e. associate instructors, specialists, etc.
- Procedures explaining scheduling of programs, days per program, attendance requirements, number of participants per course, enrollment procedures, etc.
- A credit and recognition system
- A reporting and auditing system for gathering evaluation data and to provide information to "user agencies," the Advisory Council, etc.
- An evaluation component to assess individual courses and the effectiveness of the overall Interagency Training Program
- An outline of training methods and aids to be used for each course or program
- An outline of communication methods and tools to be used to market the Interagency Training Program
The Program Coordinator, Advisory Council and program Associate Instructors will review program materials for up—dating , etc. on an as-needed basis.
The overall Training Program will be evaluated on a periodic basis, by the Program Coordinator and Advisory Council.
Resource Policy
It shall be the policy of the Council to recognize and use all available state resources in the conduct of classes offered. This policy emphasizes the expertise, experience and understanding which can be provided by state employees serving as Associate Instructors as well as emphasizing the benefits received from the sharing of equipment and facilities, through the cooperation of all State agencies, departments, institutions, boards and commissions.
All agency/department directors are urged to identify and encourage employees with the desire and instructorial abilities to involve themselves as Associate Instructors in their areas of expertise. Final determination of an employee’s availability to serve as an Associate Instructor will be made by his or her agency director. All agency/department directors are urged to make their equipment and facilities available for use through the Interagency Training Program.
Associate Instructors
It shall be the policy of the Interagency Training Program and the Advisory Council to provide special certificates of recognition and/or other recognition as deemed appropriate.
Evaluation of Associate Instructors will be done by participants at the time of the program/course. Evaluations will be distributed to participants by the Associate Instructor. The Advisory Council, the Council Chair and the Program Coordinator will review all program evaluation forms on an as needed basis.
Participation and Recognition
Continuing Education Units and certificates will be given each participant upon successful completion of any program sponsored/offered through the Interagency Training Program.
Fees and Credits
It shall be the policy of the Council that all costs for course offerings will be established at the lowest possible level. Registration fees for courses will be computed on the basis of course duration and cost will include participant materials.
Participant’s travel and per diem expense will be the responsibility of the employing agency.
Associate Instructor’s travel and per diem will be paid by the Inter-Agency Training Program from participant fees.
Council policy shall provide for each state agency to receive ‘credits’ in specific dollar amounts for providing Associate Instructors, meeting rooms for training sessions, and/or the use of equipment. Specific credit allowances will be maintained on record by the Program Coordinator.
These credits may be used to defray the registration fees for agency employees taking any training session offered.
Credits for team-taught training sessions will be determined on a case-by case basis by the Council Chair and the Program Coordinator.
Credits earned may be used as accumulated: however, all credits must be used within one year after they are earned or the credits will be lost.
The Program Coordinator will provide each agency with a monthly recap of all credits earned and used.
Workshop Advertisement/Announcements
The schedule of programs offered to state agencies will be published and distributed on quarterly basis.
The schedule will include opening dates (first day enrollments are accepted) and closing dates (last day enrollments are accepted) for each program offering.
The schedule of programs will be maintained by the Program Coordinator.
Enrollment Procedures
Each individual attending a program offered through the Interagency Training Program must submit an enrollment form.
Enrollment forms may be obtained from the training liaison in each agency. Completed forms should be returned to the agency training liaison who will then forward the forms to the Program Coordinator, according to opening and closing dates for each program.
Registration Fees
Registration fees are based on the program length and are used to defray program costs. It is the policy of the Interagency Training Program that all costs for program offerings will be established at the lowest possible level.
Warrants or checks for fees are to be made payable to the Interagency Program. Fees may be paid by the employee, agency or through the Agency Credit System (provided the agency has credits).
Cancellation of Attendance
Cancellations may be made up to five(5) working days prior to the first day of any program.
If the enrolled employee does not cancel attendance in any program and fails to attend, the agency or individual will be held responsible for full payment of registration fees.
The Governor’s Inclement Weather Policy is followed by the Interagency Training Program on any class days affected by inclement weather.
Substitutions
Substitutions may be made at any time prior to the first day of a program with appropriate notification to the Program Coordinator, without loss of registration fees.
Special Requests
An agency/department may request a particular program be scheduled for only the employees of that specific agency, The Program Coordinator should be contacted with any request for an agency-specific program.
A special may be one of the regularly scheduled programs, a modification of a regularly scheduled program or a program specifically designed for one agency.
Consultation Services
The Program Coordinator may be contacted when an agency wishes to discuss specific needs within the agency. Every effort will be extended to accommodate these special needs.
Needs Assessments
Periodic needs assessments will be conducted by the Interagency Training Program Advisory Council by surveying the various state agencies on an as-needed basis. Summaries of assessments will be kept on an individual agency basis.
Continuing Education Units
All participants who complete programs coordinated through the Interagency Training Program will receive CEU’s commensurate with program length. (.1 CEU’s will be awarded for each hour of class time.)
The Program Coordinator, housed in the Office of Personnel Management, will maintain CEU transcripts for each participant of Interagency Training Program sponsored workshops. Copies of CEU transcripts will be provided to each employee upon receipt of a written request from that employee.
Certificates
Certificates will be issued to each employee who completes a program coordinated through the Interagency Training Program. Certificates will include the program title, program ending date, the appropriate number of CEU’s and the participant’s name.
Certificates will be signed by the appropriate Associate Instructor and the Program Coordinator, then forwarded to the training liaison of the appropriate agency on a monthly basis. The Interagency Training Program Advisory Council suggests copies of these certificates be placed in each employee’s personnel file for documentation purposes.
Credits
The Program Coordinator will maintain records of all credits earned and used by each agency. Credits earned through "loan" of Associate Instructors, equipment, meeting room or any combination of the three may be used in lieu of payment of registration fees.
A report of an agency’s credits will be issued by the Program Coordinator on a monthly basis.
Participant Attendance
Employees who attend training to meet Law Enforcement Standards participation are reported quarterly to the Law Enforcement Standards Commission.
Associate Instructors
Individuals participating in the Interagency Training Program as Associate Instructors shall provide a letter of approval, signed by their department/agency director and supervisor, to the Program Coordinator.
Evaluation of Associate Instructors will be conducted during orientation sessions, direct observation during a program and through post-program interviews. Evaluation of materials utilized by Associate Instructors will be conducted by the Program Coordinator prior to program dates.
Any travel and per diem for Associate Instructors will be paid from Interagency Training Program funds. A standard Travel Reimbursement form (TR-1) and appropriate receipts shall be submitted to the Program Coordinator for processing. (The name of the employing agency and the agency code must be on the TR-1).