training standards

8/3/2019 Training Standards

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Training Standards

This project is funded by the European Union This project is implemented by IPA (in full)

Technical Assistance to the Civil Servants Agency and

Strengthening the National System for Training Coordination



This publication has been produced with the assistance of the European Union. The content

of this publication is the sole responsibility of the Consortium led by the Institute of Public

Administration and can in no way be taken to reect the views of the European Union.



Table of contents

Standards for training 4

Setting training principles and standards for the CSA 4

Introduction 4

Principles for training in the Civil Service 4

Training standards 7

Pre-training standards 7

Standards on course identication and design 7

1/ Course title and identication 7

2/ Course planning 8

3/ Course design 9

Standards on Training materials 9

4/ Training material development 9

Standards on Training Organisation, Delivery and Management 10

5/ Training duration 10

6/ Training approach 11

7/ Training facilities and associated factors 11

8/ Training measurement and evaluation 11

Standard on recording 9 9/ Recording 9

Appendix 1: Report on the available training facilities 14

Intorduction 14

Review of Training Facilities 15

Commentary 21



Training standards

4 Setting training principles and standards for the CSA

Standards for training

Setting training principles and standards for the CSA

Introduction

The selection of the correct trainer is critical for the success of any training intervention.

There are few established means of objective selection and most depend upon some form of

subjective assessment by the person commissioning the training.

The methods of trainer selection usually involve:

x Tendering through a public tender process

x Knowledge and training experience of the candidate

x Evaluation based on previous delivery, price etc.

x Independent verication of information from a third party

x Evaluations from people who have been trained previously

In addition, trainers may be selected because occupy a specic position and training is one

component of their work. They may also be identied as being expert in an area and there-

fore there is an assumption that they will be capable of delivering training in that topic.

The above processes will not guarantee that the selected trainer will be able to deliver the

course in the way that is wanted or to a specic standard. The lack of objective standards

makes it difcult to measure performance or assess the benet of a training intervention.

The Civil Service Agency has informal principles for training but these are not codied in a

document or documents. The CSA has managed training since its inception and therefore has

built up extensive experience and expertise in trainer selection, course planning etc. These

skills tend to reside in individuals rather than in the institution. Because the individuals are

so practiced in the area, they are probably unaware that they possess these capabilities.

This document sets down principles for training which should guide trainer selection and

training course development. It sets out the standards that should be used in developing

training. It proposes a system for establishing a trainer data base and for inducting people

onto this. It also devises a framework for continuous evaluation.

Principles for training in the Civil Service

The CSA is responsible for the development of an annual generic training plan. This identi-

es courses that will be delivered in the year. Inherent in this planning process is the need for



Training standards

5Setting training principles and standards for the CSA

these courses to be delivered professionally and effectively. The following principles should

guide the selection of a trainer and then their development of the course that they deliver.

For the purposes of this document, training is planned and structured instruction that devel-

ops an individual’s capability to carry out their current work or for work that they anticipate

that they will carry out in the near future.

Training may be one-to-one, delivered to groups, or made available through manuals, dis-

tance or e-learning. Training may be delivered in a class room, the workplace or in the case

of distance learning wherever the individual chooses to engage with the material. The train-

ing may be short-term or form part of a continuous process. It may lead to a qualication but

this is not an essential component of any training programme.

Training is not education. Education focuses on knowledge transfer whereas training con-

centrates on skill development. Knowledge is imparted in training in an applied way with an

emphasis on skill acquisition.

1. Trainers should be trained

Those attending training have a right to expect that the training delivering the course

will themselves be trained and skilled in the process of training. All trainers selected

should be trained as trainers. They should have undergone a recognised Train the

Trainer course or they should have signicant positive experience of training de-

livery. All trainers should have training in the CSA’s way of training – a specic

programme that sets down the CSA’s approach, its standards and its evaluation meth -

odologies.

2. Trainersshouldbecompetentinthefeldinwhichtheytrain

Attendees must believe and have condence that the person delivering training has a

clear understanding of the subject in which they are delivering training. The trainer

should appreciate the problems that the trainee faces and have insight into how these

should be addressed.

The trainer should be up to date in their eld and be aware of both national and inter -

national best practice for the subject that they are delivering training.

3. Trainersshouldunderstandthecontextinwhichtrainingisdelivered

Trainers should be knowledgeable in their eld but should also understand the civil

service system and the context in which their trainees work. For example, training

that may be suitable for the private sector isn’t necessarily suitable or relevant for

the public sector.



Training standards


4. Training should be planned and structured

All training should have a clear plan and structure. This should cover the topics to

be addressed, the level of detail involved, the training methods that will be used, the

learning objectives and outcomes, the evaluation system to be used, the long-term

benet and the value for money that the training will deliver.

5. Training should be inclusive

Those delivering courses must seek to meet the needs of all of the participants to as

great extent as is possible. Trainers must ensure that they seek to involve all partici-

pants and should identify issues that prevent the participant from contributing fully.

6. Participants should be treated fairly and as equals

Those attending CSA training are there to help them to improve their work and

develop their skills. They should be treated as responsible adults and any issues or

concerns that they raise should be given proper consideration and value. Training

should be delivered fairly in that if a person is assessed as requiring training then thetrainer must endeavour to deal with a group’s diverse needs.

7. Equality, diversity and opportunity

Trainers and training management must ensure equality of access for all civil ser -

vants regardless of race, colour, sex, religious belief or disability. This means that

training decisions should be made on the basis of need. Trainers must ensure that

they do not discriminate or allow discriminatory behaviour within any training in-

tervention.

8. Training must be sustainableIt is important that training delivers concrete results and where possible these are

long-term and retained within the participant’s organisation. With the exception of

induction training, those managing training should focus on permanent employees

who have a demonstrated commitment to working in the public service.

9. Training should be evaluated fully

Evaluation is an important part of training and should be integrated into the training

process. Evaluation should be carried out not just with the recipient but with their

organisation and after sufcient time has elapsed to allow the participant put the

skills learnt into practice.

10. Value for money

All training must be able to demonstrate value for money. Value should be calcu-

lated on the basis of the long-term expected improvement in work quality or a direct

nancial return. Cost should include the cost of the participants’ time while training

and the opportunity cost of the work not completed while the individual is training.



Training standards


Training standards

All CSA training initiatives should comply with the following training standards. Standards

are a means of describing the quality that the CSA expects in its training interventions. The

training performance can be measured against these standards and training providers mustmeet these.

There is a strong interpersonal component to most training and it is hard to capture this

dynamic in a standard. It is possible to assess this element in course evaluation and through

feed-back from participants.

Pre-training standards

These standards assume that proposed training stems from an identied need and/or is part

of the annual generic training plan. The need may only be dened generally and so the rststandards address the specication of the course design and planning.

Standardsoncourseidentifcationanddesign

1/Coursetitleandidentifcation

The title should:

x identify the course clearly x State that it is a course delivered on behalf of the CSA

x reect the course content clearly

x be included on all material used in the training

The course description should:

x Identify the agency or person responsible for developing the course material

x The date developed

x Give a target trainee prole

x The training level – beginner, improvers or advanced

x

The course aim x The broad training outcomes expected

x The course duration, its timing and frequency

x The training methods to be used including whether participants should complete work

prior to the course, during the course or coursework outside the course delivery



Training standards


2/ Course planning

Trainee input

Course material should be developed specically or customised for participants where pos-sible. The course designer should receive a copy of the participants’ written expectations

and these should be used to inform the course development. The participants’ expectations

should set out:

x Why they need this specic training

x What they need to strengthen

x How they will apply the training in the future

x How they will measure success in training

Trainee’s immediate supervisor’s input

The trainee’s immediate supervisor should submit a standard training “contract” stating why

the trainee needs training and specifying the changed behaviour that he/she anticipates fol-

lowing the training. This should take the form of:

x Statement of the supervisor’s reason for agreeing to the person attending training

x Statement of the supervisor’s expectations

x Statement of the changes in behaviour that the supervisor expects in the quarter fol-

lowing the training

x Statement of any barriers or impediments to trainee being able to apply training in

their work environment.

Targettraineeprofle

The trainer should dene a prole of the type of trainee for which the course is developed.

The purpose of this is to maximise the potential benet for the trainee and also to identify to

the trainee the degree of t between the training and the trainee’s needs.

The trainee prole should state:

x The level of knowledge/skill and/or experience expected from the trainee

x Aptitude and trainability competency

x Grade within their organisation

x Specic skills essential to complete the training successfully x Access to other additional training, materials or information that the trainee will

need to complete the training.



Training standards


3/ Course design

Training aim

The trainer should give the reason why the training programme has been developed. Thisshould give a broad statement of what the programme expects to achieve. It should identify

the outcomes that the programme expects to achieve and their relevance to the trainees’ col-

lective needs.

Training programme objectives

This should set out:

x Should specify the performance level to be attained by the trainees

x Should reect the training aim and cover all of the proposed knowledge, skill, be -

haviour and aptitude changes expected as a consequence of the training

x These should be realistic, measurable and clear.

Course development

The course designer should structure the course setting out:

x The number of units (sections) their content and their connection

x The unit level

x The unit aim

x The specic unit objectives

x The sequence of units and the logical framework

Standards on Training materials

4/ Training material development

Training materials should be:

x Succinct

x

Clear and easy to understand x Logically sequenced with an emphasis on going from the simple to the complex and

the known to the unknown

x Relate to the participants’ experience and work

x Without jargon

x Up to date and taking account of current thinking on the topic.

Standards on Training materials



Training standards


The material should have:

x Terminology and abbreviations explained

x A mix of both text and diagrams

x Short notes

x Copies of exercises and explanations where appropriate

x Room or boxes for completion by the participant where appropriate

x Copies of all PowerPoint or other presentational material

x A date of either development or delivery

The material should state the copyright and intellectual property status. It should be clearly

identied as a course delivered on behalf of the CSA. The Agency requires that it has per -

mission to use material developed specically for its courses free of copyright restriction

subject to fair treatment of the developer. For example, the Agency will not take a course

developed and delivered by an individual and give it to another trainer without the devel -

oper’s permission. The course material should identify organisations and individuals whose

contribution should be acknowledged.

Training material should contain a disclaimer stating that the views expressed and points

made during the training are not necessarily those of the CSA.

Training material should be presented in accordance with the CSA’s corporate visibility

guidelines. Where the project is donor funded, the project material should endeavour to cor -

respond to both the CSA’s and the donor’s visibility guidelines. It is most important that the

course name and date of development/ delivery are clearly stated.

Standards on Training Organisation,

Delivery and Management

5/ Training duration

The trainer developer should specify the anticipated duration of the programme. This should

indicate the total number of study hours involved and how these should be divided over

days/weeks/months as appropriate. The timing should also indicate if the participant should

complete extra work outside of direct contact or e-contact hours.

Training duration should also include the number of breaks anticipated and what form these

should take.

Standards on Training Organisation, Delivery and Management



Training standards


6/ Training approach

The trainer/course developer should indicate the best training methods for delivery of the

developed material.

This should include:

x The different input styles to be used for each component – e.g. facilitation, presenta-

tion, discussion, group work, exercises, debate etc.

x Methods to ensure inclusion of attendees

x Techniques to encourage feedback

x Plans for dealing with questions and issues raised

x Special training techniques such as site visits, web-based components, use of videos

or recording, etc.

x Minority language policy

x Plans in place to deal with disability or any similar issue that may give rise to prob-

lems for the individual.

7/ Training facilities and associated factors

x Rooms should be appropriate for the number of participants to sit or stand comfort-

ably

x All equipment items needed should be listed

x All consumable items should be enumerated

x The room should be properly lit

x Toilet and other facilities should be close to the training room

x There should be regular breaks to allow participants get fresh air and use the facilities

x Where appropriate, trainees should receive a map or directions to aid them nd the

place where training is being conducted

x Training should be organised close to public transport or in a central area where pos-

sible unless transport is provided independently

x Training should take account of the environmental impact of the training and opt for

the most environmentally friendly options where appropriate.

Appendix 1 contains a report identifying public facilities available for use in training.

8/ Training measurement and evaluation

The trainer should have an attendance sheet which should note those who attended for all or

only part of the training. The trainer should describe how he/she will measure the success

of the training.

Упатство за селекција на обучувачи

11Standards on Training Organisation, Delivery and Management



Training standards


Training evaluation should be carried out within three to ve days of training delivery.Wherever possible, the trainee evaluation should be conducted by email and the information

gathered anonymously.

The trainee evaluation should include measures of:

x The extent to which the training met the course objectives

x The key learning points for the participants

x The participants’ view of the training process

x The participants’ view of the trainer’s style

x The training materials

x The pace of the training

x The improvements which could be made to the training

x The elements of the training that should denitely be retained

x The facilities – room, meals, heating lighting etc.

There should be a subsequent follow-up evaluation with the trainees’ supervisors after three

months have elapsed to establish whether they have identied a change in behaviour in thetrainee.

They should be surveyed to establish:

x Has the trainee had the opportunity to put the training into effect?

x The level of that opportunity

x Has any change been noted in the trainee’s behaviours?

x Does the supervisor anticipate that the training will deliver long-term signicant

value?

x Is the value of the change worth the effort put into the training?What improvementswould the supervisor suggest to the training from their perspective?

x What other training should the trainee complete?

Standard on recording

9/ Recording

There should be a record of all attendees, trainers, time and date of training, trainer/s and the

evaluation outcomes.

x Each individual’s training should be logged and tracked while they remain within

the civil service x Each training course should be logged centrally and the training materials and docu-mentation retained electronically

x Evaluations should be maintained electronicallyx Course data should be maintained for each trainer

x Evaluations for each trainer should be compiled to form a trainer prole

Standard on recording



Training standards

14 Appendix 1

Appendix 1

Introduction

The purpose of the report is to identify the available training facilities in use by the Minis -

tries and other public institutions, their capacities as well as their legal and ownership status.

The main data collection method was a written survey, telephone interviews and desk review

of existing data.

Questionnaire for state institutions was developed, consisting of table that needs to be

lled in with the training facilities they use, along with its characteristics (spatial, techni -

cal equipment, price for rent and reason for renting in case the facility does not belong to

the institution surveyed). Survey among stakeholders was conducted from 12 to 23 April.

Questionnaires were sent by email, fax and post and telephone interviews were conducted

where needed.

All 15 Ministries (Departments for Human Resources and/or other relevant department)

were contacted, 13 of which responded to the request.

Additionally, data from other state bodies was also collected, such as the Civil Service Agen-

cy (CSA), The Secretariat for European Affairs (SEA), the General Secretariat of the Gov-

ernment and the Customs Administration.



Training standards

15Appendix 1

Review of Training Facilities

Table: Characteristics of training facilities used by government institutions

FACILITY CHARACTERISTICS MOSTLY USED BY:*

Club of Parlia-

mentarians

(‘Klub na

pratenici’)

• Maximum number of

participants: 40

• Technical equipment: /

• Price for rent: no rent for govern-

ment institutions, only expenses for

food and drinks

• SEA ( no training facility

in the institution)

• Almost all ministries,

when in need of a train-

ing facility for accommo-

dating larger number of

participants

• -CSA

Club of Parlia-

mentarians

(‘Klub na

pratenici’) -

Lecture Theatre


participants: 80-100

• Technical equipment: ipchart

board


ment institutions

• State Health and Sanitary

Inspectorate (no training

facility for accommo-


participants)

• Almost all ministries,

when in need of a train-

ing facility for accommo-


participants

• CSA (when in need of

a bigger space, or when

trainings in the CSA’s

facilities overlap)

House of the

Army (‘Dom na

ARM’): Room 1

(property of the

Ministry of De-fence)


participants: 40


• Price for rent: no rent for govern-ment institutions, only expenses for

food and drinks

• SEA ( no training facility

in the institution)

• Ministry of Defence (the

House of the Army is

property of the Ministry

of Defence)

*reasons for use if not owned by the institution



Training standards

16 Appendix 1


House of the

Army (‘Dom na

ARM’): Room 2(property of the

Ministry of De-

fence)


participants: 150

• Technical equipment: LCD projec-tor, projector screen, sound system

• Ministry of Defence

House of the

Army (‘Dom na

ARM’): Room 3

(property of the

Ministry of De-

fence)


participants: 200

• Technical equipment: LCD projec-

tor, projector screen, sound system


Training hall at

the CSA


participants: 30

• Technical equipment: LCD pro-

jector, projector screen, ipchart

board, electronic board, 14 comput-

ers, equipment for translation

• CSA

Unit for support

of trainings in

Bitola

Lecture hall


participants: 30



board, computer, equipment for

translation

Computer hall

• Maximum number of participants:

18



board, 16 computers,

Meetings hall


10

• CSA



Training standards

17Appendix 1


Education Cen-

ter ‘Joseph Cru-

sel’ at the Minis-

try of Defence


participants: 40

• Technical equipment: LCD projec-tor, projector screen, ipchart board


ment institutions

• SEA


Customs Admin-

istration -Com-

puter Classroom


participants: 15



board, computers

• Price for rent: no rent for govern-ment institutions

• SEA

• Customs Administration

Lecture Theatre

of the Customs

Administration


participants: 15


tor, projector screen, ipchart board


Aquarium of the

Customs Admin-

istration


participants: 40



‘Boris Tra-

jkovski’ Hall at

the Macedonian

Parliament


participants: 30


jector, projector screen , ipchart

board, sound system, cameras,

equipment for simultaneous transla-

tion

• Macedonian Parliament

Halls 3 and 4 at

the MacedonianParliament


participants: 30• Technical equipment: LCD pro-


board, sound system, cameras,

equipment for simultaneous transla-

tion




Training standards

18 Appendix 1


Constitutional

Hall and Gov-

ernment Hall atthe Macedonian

Parliament


participants: 30

• Technical equipment: LCD projector, projector screen , ipchart

board, sound system, equipment for

simultaneous translation


Hall for meetings

at the Ministry

of Information

Society, currently

adjusted for

trainings


participants: 25



board, 13 computers

• Ministry of Information

Society

Ministry of

Internal Affairs-

Training Center:

Facility 1


90



board

• Ministry of Internal Af-

fairs

Ministry of

Internal Affairs-

Training Center:

Facility 2


participants: 35


• Ministry of Internal

Affairs

Ministry of

Internal Affairs-

Training Center:

Facility 3


participants: 25

• Technical equipment: projector

screen, ipchart board

• Ministry of Internal

Affairs

Hall for meeting

atthe1stoorin

the Ministry of

economy


participants: 20

• Technical equipment: projector

screen, ipchart board

• Ministry of Economy



Training standards

19Appendix 1


2 Halls for meet-

ings at the Min-

istry of Educa-tion and Science

whicharead-

justed as training

facilities


participants: 30

• Technical equipment: ipchart

board

• Ministry of Education

and Science

Debating Hall at

the Macedonian

Government


participants: 60



board, computers

• SEA

Conference Hall

at the Macedo-

nian Government


participants: 60

• SEA

Hotel Holiday

Inn (4 facilities

that are being

used for train-

ings)


participants: 60-30



• Price for rent: about 34 000 MKD

per 1 day

• SEA


and Science

Hotel Alexander

Palace


participants: 50



• Price for rent: about 50 000 -

100 000 MKD per 1 day

• Ministry of Environment

and Physical Planning



Training standards

20 Appendix 1

British Council –

Video-conference

studio


participants: 50



board, computers, cabins for trans-

lation, video-conferencing equip-

ment

• Price for rent: 60 000 MKD per 1

hour

• SEA

• Ministry of Agriculture

• Ministry of Economy


• Ministry of Environment

and Urban Planning

• Ministry of Foreign Af -

fairs

• Ministry of Justice

Classroom of the

Bureau for Pub-

lic Procurement

• Ministry of Finance - Bu-

reau for Public Procure-

ment

Home of Human-itarian Organi-

zations “Dare

Dzambaz”

• Maximum number of participants: 50


tor, projector screen

• Price for rent: free

• Ministry of Labour andSocial Policy (no training

facility in the institution)

General Sec-

retariat of the

Government –

Debating Hall

• Максимум број на учесници: 82

• Техничка опременост: LCD

проектор, платно за проектор

• General Secretariat of the

Government

General Sec-retariat of the

Government –

Conference Hall

• Maximum number of participants:209


• General Secretariat of theGovernmeny

General Secre-

tariat of the Gov-

ernment –Hall

301,VItower


participants: 20


• Government



21Appendix 1

Commentary

The majority of the contacted institutions reported that they do not have specialized

facilities for training owned by the institution. Some, such as the Ministry of Educa-

tion, Ministry of Environment and Physical Planning, Ministry of Information So-ciety, Ministry of Agriculture, State Health and Sanitary Inspectorate usually adjust

the rooms for meetings and use them as training facilities when needed. However,

they do not have the necessary space to accommodate larger numbers of people (e.g.

over 30).

The following institutions have specialized facilities for trainings: Ministry of Inter -

nal Affairs, Ministry of Defence, Macedonian Parliament, Customs Administration,

Bureau for Public Procurement, General Secretariat and the Civil Service Agency.

The facilities are equipped with the necessary equipment, such as LCD projector,

projector screen, ip-chart board and in certain cases – computers). The institutionssometimes lend the facilities to other public institutions free of charge, as part of a

cross-institutional support. However, this does not occur often since institutions that

do not own training facilities report to rarely organize trainings on their own but

usually participate at those organized by other institutions (such as the CSA and the

SEA).

In the absence of specialized or adequate training facility, the most widely utilized

facilities are the halls of the Club of Parliamentarians, which are legal ownership of

the Government. They are provided free of charge for the public institutions, except

for the expenses for food and beverages. Other used facilities include: Home of the

Army (mostly utilized by the Ministry of Defence) and the Home of Humanitarian

Organizations “Dare Dzambaz” (used by the Ministry of Labour), which are also

used free of charge.

Typically, when the institution participates or is a co-organizer of a training/confer -

ence organized by a foreign donor, different facilities are being used, such as Hotel

halls and conference rooms of the British Council. The fees can from 30.000 MKD

to 200.000 MKD per day for a hotel hall (depending on the hotel and the number of

participants), and up to 12.000 MKD per one hour for the video-conference studio at

the British Council.

training standards

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