WEST VIRGINIA DEPARTMENT OF TRANSPORTATION
ADMINISTRATIVE PROCEDURES
VOLUME III, CHAPTER 17

1. INTRODUCTION

Effective 11/15/2001

The West Virginia Department of Transportation (DOT) offers its employees the opportunity to upgrade skills, increase knowledge to expand their horizons, and produce a more capable and professional workforce. All employees are encouraged to take advantage of the training and development sources within State Government. 

This Policy defines guidelines applicable to employees, managers, and supervisors on how to maximize productivity while maintaining a well-trained qualified work force.

2. SCOPE

Categories of training will include, but not be limited to, professional development, skill enhancement, and continuing education applicable to all levels and classifications of employees. This training is normally conducted during the employees work hours. It is not the intent of this Policy to cover routine on-the-job training.

Continuing Education, for the purpose of this Policy, includes training or instruction necessary for employees to become or continue to be certified, registered or recognized in their career field of work. Training not conducted during normal work hours may be applied for under the Educational Expense Reimbursement Policy.

3. POLICIES

Effective 11/15/2001

1. TRAINING REVIEW COMMITTEE

The Business Manager will chair and appoint a Training Review Committee with a mission to:

1. Implement a continuous training program to include professional development, skill enhancement and continuing education training;
2. Develop criteria regarding the approval of an annual training plan including specialized training requests; and
3. Ensure that all training is in consideration of the future and the present needs of the individual and the organization.

2. ANNUAL TRAINING PLAN

1. During the first calendar quarter of each year, Human Resources Division will solicit input from all organizations detailing anticipated training needs for the coming fiscal year.

2. Commissioners, Division Directors and District Engineers will formally request specific training anticipated for their organizations. In addition, training may be mandated by the appropriate C and H Level in response to changing conditions within the work environment, such as new or amended regulations or specifications, new technology and the perceived needs of the Department of Transportation.

3. The Training Review Committee will consider this information in the approval of an annual training plan. The plan will include all proposed in-state and out-of-state training. Out-of-state conferences or meetings will not be included in the training plan. All requests for out-of-state travel must be sent to the Assistant Secretary for Administration/ Assistant Highway Commissioner. The travel request must be accompanied by a memorandum outlining the benefits expected and whether or not the attendee will be able to disseminate training/information gained to other employees with the same or similar work assignments.
4. After the Training Review Committee has approved the annual training plan, authorizations will be established for the allocation of costs.
5. Once the annual training plan is approved and authorizations are established, Commissioners, Division Directors and District Engineers will have fiscal responsibility and flexibility for their organization’s miscellaneous training funds to substitute special training needs for those incorporated into the annual training plan.
6. If an organization depletes the miscellaneous training funds, additional training funds must be requested with justification to appropriate C and H Level. If approved, approval is forwarded to the Business Manager. Final approval will be at the discretion of the Business Manager. (See Section IV.B.7.)

3. RESPONSIBILITIES FOR TRAINING

Effective 11/15/2001

1. Employees Responsibility
   Employees should be aware of the training available and select training that will increase their knowledge and make them better employees. When requesting training, the employee must consider the timing and amount of training that he or she has already attended. The main purpose of training is to provide increased potential. There is no set maximum or minimum amounts of time allowed for training each year, however, it is the supervisors and managers responsibility to ensure each employee is allowed a reasonable amount of time for training. As a general rule, employees should not request more than three DOP and similar courses per year unless mandated by their supervisor.

2. Supervisor's and Manager's Responsibilities
   Organization managers or supervisors should examine their own training needs and those of subordinates in order to ensure they have the skills necessary to perform their jobs. When deciding whether to approve employee requested training, managers must balance productivity with the increased productivity potential. Training will not be denied because of race, age, religion, gender, or national origin.

3. Process
   All training requests should be approved first by the employee’s immediate supervisor, and or the Commissioner, Division Director or District Engineer and then submitted to the organization’s training coordinator for scheduling. The employee may NOT use the on-line registration available for Division of Personnel, Information Services & Communications, and similar courses or call the Training and Development Office to schedule training. Certificates, if provided, will usually be given at the training session.

4. PROCESSES

Effective 11/15/2001

1. ANNUAL TRAINING PLAN

1. Human Resources Training and Development Office will send an annual training plan request to Division Directors or District Engineers, and Training Coordinators with a deadline for submission of the proposed training plan. The request will include forms for in-state and out-of-state training to be returned to the Human Resources Training and Development Office with a signed memo from the Commissioner, Division Director or District Engineer.

2. If an organization’s training plan is not received by the deadline, it will be assumed that the organization will not be requesting training funds for the fiscal year.

3. The Human Resources Training and Development Office will review the various organizations’ training requests and submit the proposed training plan to the Training Review Committee for review and recommendation of funding for the fiscal year.

4. The Committee will approve a maximum monetary amount for each organization in the categories of miscellaneous training, hospitality, DOT agency conferences and out-of-state training. This will provide fiscal responsibility while allowing Commissioners, Division Directors and District Engineers the flexibility to modify training as necessary for their respective organizations.

2. APPROVED TRAINING PLAN AUTHORIZATIONS

1. Human Resources Training and Development Office will assign training authorization numbers at the beginning of each fiscal year in the amount approved by the Business Manager. Form BF-98 will be prepared by Human Resources Division and forwarded to Finance Division for establishment of each authorization.

2. For Highways, training authorization numbers will be assigned to requesting agencies under the following categories: miscellaneous training, hospitality, DOT conferences, and out-of-state training. Other DOT agencies will be assigned one authorization number for training.

3. Training authorizations cover expenses, conference fees and travel. Charge labor costs to the organization’s overhead account.

4. If hospitality costs are within Purchasing Card dollar limits, be sure you retain the approved Form TMO 3.0 with your Purchase Card records for auditing purposes.

5. Upon conclusion of all training events, the person setting up the training event must ensure all invoices with the appropriate approvals are submitted to Finance Division for payment per current procedures. DOH Employee Attendance Sheets (Form AH-01) and Overall Rating Form (Form AH-04) must be sent to Human Resources Training and Development Office in order for the employees to receive credit for the training.

6. Hospitality, miscellaneous and out-of-state training authorizations will be closed at the end of each fiscal year. Training authorizations for DOT conferences will be closed within 60 days after the completion of the event. If an extension of time is necessary, contact the Human Resources Training and Development Office.

7. If an organization determines that additional training funds are required, the Commissioner, Division Director or District Engineer must submit a letter within 30 days of the event justifying their needs through C Level to the Business Manager for final approval. The Business Manager will forward the approved request to the Human Resources Training Department for an increase in funds.

3. DOT CONFERENCES

1. For all DOT agency conferences approved in the annual plan, the person in charge must submit a memo to the Human Resources Training and Development Office confirming the meeting dates and location as soon as possible. If Continuing Education Units (CEU) are requested, be sure this is clearly indicated in the memo and attach a copy of the proposed agenda at least 30 days prior to the event.

2. If you plan to use a travel service, contact the associated travel agency or proceed with your plan for the following:

1. Number of rooms required and method of handling this expense;

2. Meals to be provided and method of payment (billed to room or direct billing);

3. Non-DOT speakers or trainers (if any);

4. Registration fees; and

5. Breaks and training equipment.

3. After completing plans, provide the necessary documentation for approval (as applicable):

1. If the facility’s private contract must be executed, attach it to Agreement, Form WV-48 and include all associated costs. Route the documents through appropriate management and forward to the Business Manager (CB) for signature. If the vendor’s cost exceeds $10,000.00 contact Finance Division, Procurement Section.

2. Complete Agreement, Form WV-48 for speaker fees and associated expenses and forward to the Business Manager for signature.

3. Prepare Request for Hospitality Services and Temporary Space, Form TMO-3.0, including costs for breaks, meeting rooms and equipment and the number of participants. Submit form completed by event planner to the Business Manager for approval. If hospitality exceeds $5,000, be sure to submit Form TMO-3.0 early, as the Department of Administration must also give approval.

• Use of this form represents a direct billing to Division of Highways.

• For items not covered on Form TMO-3.0 use Form WVTMP-1.0 for direct billing.

4. Alcoholic beverages cannot be included in hospitality costs, paid for by a vendor or included on a reimbursable registration.

5. Direct billing arrangement (other than board and lodging voucher) is an exception to the travel regulations and should not be considered for most events.

6. Board and Lodging Vouchers (Form WVTMP-4.0) must have the voucher number assigned by the organization’s travel coordinator and must include the facility name, cost and travel date.

7. Corporate travel cards are the preferred choice for payment of business related expenses. When possible, use the travel card instead of a voucher or other direct billing.

8. If the event is a NHI course, complete and submit NHI Course Request and Confirmation Form to H Level for approval and forward to Secretary of Transportation/Commissioner of Highways for signature.

9. For Highways, organizations using federal funds for training, complete and submit FHWA Form 1530, with a memo requesting training to H Level or higher for approval; then, forward the memo to the Business Manager.

4. If DOT personnel conduct the training and certificates are required, the person in charge of the event is responsible for providing certificates to participants.

5. Send all participants a notification of the training event including the training authorization number, instructions for handling room reservations, number of meals to be billed directly and any other special arrangements.

6. Attendees must sign WVDOH Employees in Attendance sheet, Form AH-01 at each session and at the end of the event, complete an Employee Evaluation, Form AH-O3. The organization conducting the event compiles this information on the Overall Rating, Form AH-04. Submit Forms AH-01 and AH-04 to Human Resources Training and Development Office.

7. Upon conclusion of the event, submit all invoices with the appropriate approvals to Finance Division for payment within ten days of invoice receipt.

8. When all invoices have been submitted, notify Human Resources Training and Development Office to close the authorization.

4. DOP TRAINING COURSES

Effective: 11/15/2001

A training authorization will be established each year covering DOH employee expenses to attend DOP training courses.

1. Mandatory DOP Supervisor/Manager Continuing Education Courses

1. Per DOP policy, all managers and supervisors must take 12 contact hours of continuing education each calendar year.

2. Newly appointed managers and supervisors should consult the organization’s training coordinator within 10 working days of their appointment to enroll in the DOP Supervisor/Manager Training program.

3. The Human Resources Division Training Officer offers on-site pre-selected courses to fulfill the 12 contact hours of continuing education to managers and supervisors in Highways Districts 1-10. Managers and supervisors in these areas should consult their organization’s training coordinator to be scheduled for these classes.

4. Managers and supervisors based in Charleston, WV and the surrounding area may take their 12 elective contact hours from the DOP in Charleston, WV or contact their organization’s training coordinator to schedule courses with the Human Resources Training Officer.

2. Elective DOP Training Courses

1. Division of Personnel (DOP), Organization and Human Resource Development (OHRD), provides training and development courses covering a wide-range of employee topics.

2. DOP training class information may be found by contacting the organization’s training coordinator, OHRD Program Schedule or on the web at: http://www.state.wv.us/admin/personnel.

3. Employees can NOT use on-line registration for DOP courses and should NOT request to attend more than three DOP courses per year.

4. Complete the DOP Program Enrollment Form, obtain immediate supervisor or designee’s approval and submit the form to the organization’s training coordinator or designee.

5. Organization’s training coordinator will check for the proper routing of the enrollment form. If the employee’s organization supervisor or designee has not approved the form, the training coordinator will return the form to the employee.

6. Organization’s training coordinator will write the organization’s seven-digit code in the upper right hand corner of the form and submit the enrollment form to the DOP registrar. This code will generate organization specific quarterly reports. DOP registrar will return all coded enrollment confirmation letters to the appropriate organization’s training coordinator or designee.

7. The organization’s training coordinator or designee is then responsible for mailing enrollment confirmation notices to the employee in a timely manner.

8. Employees are responsible for notifying the organization’s training coordinator or designee of cancellations as soon as possible no less than three working days prior to the scheduled classes.

9. If an individual wants to reschedule the class at a later date, notify the organization’s training coordinator at the time of cancellation. It is the employee’s responsibility to inform their supervisor of the date of the rescheduled class.

5. ELECTIVE IS&C COMPUTER TRAINING CLASSES

Effective: 11/15/2001

1. Information Services and Communications Division (IS&C), Technology Learning Center offers computer training. A training authorization will be established each year to cover employee expenses to attend this training.

2. Check the IS&C web site: intranet.state.wv.us for a schedule of classes. Training coordinators can request registration forms from the Training and Development Office.

3. Once the supervisor approves the completed form, it is submitted to the organization’s training coordinator for processing. The training coordinator will return this form to the Training and Development Office who will send this list to the IS&C registrar. If the desired class is filled, the employee will be put on a waiting list.

4. When the employee is scheduled for a class, Training and Development Office will mail the IS&C enrollment confirmation to the organization’s training coordinator.

5. The organization’s training coordinator is responsible for mailing IS&C enrollment confirmation letters to the employee in a timely manner.

6. Employees are responsible for informing the organization’s training coordinator of cancellations as soon as possible, no less than three working days prior to the scheduled classes. If an individual wants to reschedule at a later date, inform training coordinator at the time of cancellation. DMV employees must notify IS&C and the DMV training coordinator of cancellation.
7. The full cost of the class and/or expenses will be billed to the employee’s organization when attending unauthorized classes, no shows, or cancellations less than three working days prior to class.

6. DOH TECHNICIAN TRAINING

Effective: 11/15/2001

1. Highway technician training is available through in-house, National Highway Institute, Fairmont State College (FSC) and numerous other sources. NOTE: In order to advance under the technician plan, each technician below Level 4 should be allowed to obtain 90 hours of training each year.

2. The Training and Development Office will keep training coordinators apprised of the technician training available for FSC technician training. A training authorization will be established each year to cover employee expenses to attend FSC technician training.

3. All technicians will obtain their supervisor’s approval before requesting to be scheduled by the training coordinator.

4. The training coordinator will send a list of employees requesting training to the organization setting up the training. If the desired class is full, the employee will be put on a waiting list.

5. The organization arranging the training is responsible for notifying the training coordinators of the class enrollment confirmation.

6. The organization’s training coordinator is responsible for notifying the employee of class confirmation in a timely manner.

7. Employees are responsible for informing the organization’s training coordinator of a cancellation as soon as possible, no less than three working days prior to the scheduled class.

8. Information regarding the FSC classes may be found on the college web site http://www.fscwv.edu/tech/doh/hwcp.htm.

7. MECHANIC TRAINING

Effective: 11/15/2001

1. Fleet Planning in Buckhannon, WV provides mechanic training for employees in the DOH classifications of Mechanics 1-4. A training authorization will be established to cover employee expenses to attend this training.

2. Each District will prepare a list of needed mechanic training and forward it to Fleet Planning by April 1 each year.

3. Once the annual training plan is approved, Fleet Planning will notify District Training Coordinators of available training courses to be offered.

4. Mechanics should select the training that will increase job knowledge and make them better and safer employees.

5. All mechanics will complete the course application and obtain their supervisor’s approval before sending the application to the training coordinator.

6. The training coordinator will send completed application forms to Fleet Planning for scheduling.

7. Fleet Planning will furnish a list of mechanics selected to attend training to the training coordinator as soon as possible.

8. Fleet Planning will keep a file of sign-in sheets and evaluations and send a copy of the sign-in sheet and Form AH-04 to Human Resources Training and Development Department for recording.

9. Mechanics are responsible for informing the organization’s training coordinator of a cancellation as soon as possible, no less than 3 working days prior to scheduled class.

10. Information regarding mechanic training may be found on WVDOT Intranet: http://wvdot/ (under Training - DOT Training Calendars).

8. DOT TRAINING CALENDARS

Effective: 11/15/2001

1. When submitting the annual plan, include dates, location, and contact person for all DOH sponsored conferences, classes and events. If the date and location are not available at that time, the person in charge must submit notification to the Human Resources Training and Development Office confirming the meeting dates and location as soon as possible.

2. Human Resources Training and Development Office will maintain and update the DOH Training Calendar. All other DOT agencies will maintain their own training calendars.

3. Notification of operator and mechanics training classes will be sent to the Equipment Training Academy which will maintain and update the DOH Equipment Training Calendar.

4. DOT Training Calendars may be found on the WVDOT Intranet: http://wvdot/.