Chapter 32 - Development and Training
ASPA has an obligation to its employees to utilize and develop the talents and abilities of each employee to the maximum extent. It is therefore necessary to establish and operate programs in order to:
(1) Im prove public service;
(2) Increase efficiency and economy;
(3) Build and retain a work force of skilled and efficient employees;
(4) Install and use the best modern practices and techniques in the conduct of government business.
(a) The Executive Director of ASPA will develop an annual departmental training program and incorporate it into the department's annual budget. The Executive Director will advise the director, Office of Manpower Resources, of ASPA's annual departmental training program.
(b) ASPA may request the director, Office of Manpower Resources, to provide technical advice and assistance in the development of the departmental annual employee development and training plans.
(c) Individual's responsibility; because training and development is an individual matter, one that must be accepted and recognized by the person concerned in order to be of any benefit, each employee is, therefore, responsible both to himself or herself and to ASPA for his or her personal development and growth.
(a) The ASPA employee development and training committee will consist of appropriate representation within the department and will advise in the development of policies, procedures, and training programs.
ASPA, in establishing an employee development and training plan, will include, but not be limited to the following:
(a) Induction Training. Induction training consists of two phases:
(1) Orientation Training. Orientation training will be given each new employee upon entry to give him or her an understanding of the department, its policies, objectives, programs, functions, and organizational structure, basic laws affecting departmental operations, and the relationship of his or her job to the overall organization. The standard employee orientation schedule form should be completed at the conclusion of employee orientation.
(2) Basic Job Training. The immediate supervisor is responsible for providing to a new employee or an employee transferred into another job the basic knowledge of his or her job, including work standards, and to assist him or her in acquiring the skills, techniques, work habits, and attitudes essential for satisfactory work performance.
(b) Refresher Job Training. This training is provided to bring employees up to date on information in an occupation in which they had been previously trained and to brush up on skills that have become "rusty" through disuse or improper use.
(c) New Activities, Procedures, Laws, Policies.
(1) Whenever new activities or procedures in work methods are instituted, ASPA will provide orientation to the activity or procedure and adequate instructions to employees in performing the new activity before effecting the changeover. Such orientation and instructions will be given to all employees involved, to effect the change with a minimum of work disruptions and to facilitate transition to the new setup from both the standpoint of management and the employees.
(2) Whenever changes to existing laws or whenever new laws, policies, and rules are made, ASPA will provide the means for informing all management personnel, including supervisors and such other persons as are affected, of these changes.
(d) Management Development Activities (Supervisors).
(1) Basic Supervisory Training. ASPA shall enroll all supervisors in the Office of Manpower Resources basic supervisory training program within 6 months of their appointment. This program will cover the basic skills, knowledge, and attitudes necessary for the efficient performance of their managerial and operational responsibilities.
(2) Advanced Supervisory Training. A supervisory development activity of an advanced and continuing nature shall be established to further assist administrative and supervisory personnel in keeping up with new developments in management, supervisory, and human relations techniques.
(e) Methods Improvements Activity (Work Simplification). This training is provided to assure a systematic plan for developing better operating methods through the cooperative efforts of management and employees in recognizing, stimulating, and using the common sense and imagination of all employees and supervisors to produce valuable ideas for effecting economy and developing better methods for getting work done in the easiest, simplest, and fastest way possible.
(f) Self-development Activities. This training provides employees with the means for self-improvement in developing essential knowledge, skills, and attitudes, and individual potential for career service through voluntary participation in government-sponsored and agency- sponsored activities both within and without the government service.
(g) Special Purpose Activities. This training provides for meeting the needs imposed by technological improvements or employment displacement, changes in public services requirements, civil defense matters, legislation, or conditions, usually of a nonrecurring nature. Included in this category are:
(1) Internship training activity, a formalized activity of related academic study and on-the- job instruction designed to develop outstanding individuals to meet the employment needs of ASPA and to upgrade the quality of ASPA service through improved personnel effectiveness;
(2) Training agreements, which provide ASPA with the means for obtaining qualified personnel to carry out the agency's mission when there are no other available resources through which these qualified personnel could be obtained. They are formal plans whereby ASPA or ASG training is used to supplement the employee's present qualifications.
(h) Out-service Training. This provision permits ASPA to send employees to nonagency or nongovernment facilities for needed training which is not available within the government's jurisdiction and to pay all or any part of the expenses of such training. The training may be full time, part time, on duty or off duty, day or evening, or any necessary combination of these, provided the training is of primary benefit to ASPA service.
(1) Basic Records. ASPA will establish necessary records for employee development and training.
(2) Letters of Completion. ASPA will prepare for documentation in official personnel jackets, letters of completion for individuals completing satisfactorily any approved employee development and training activity. The letter will include the following information:
(A) Title of course;
(B) Hours of training received;
(C) A brief outline of subject matter covered;
(D) Dates of attendance;
(E) Where and by whom sponsored if other than ASPA.
(3) Training Certificate. The Office of Manpower Resources will issue training certificates to employees completing satisfactorily any endorsed employee development and training activity with 20 or more hours of instruction time. ASPA will advise the Office of Manpower Resources of employee development and training activities through submission of employee development and training plans and of any additions or amendments to them.
(b) Report Requirements. A system of reporting is necessary to give meaningful information which will assist management in assessing the past and in planning the future activities and to funnel in the da ta from ASPA to the Office of Manpower Resources, which is responsible for preparing a master employee development and training report for the Governor. ASPA will submit a consolidated semi- annual report to the Office of Manpower Resources by the tenth working day following the end of each semi-annual period.
(1) For items in the annual agency employee development and training plan requiring expenditure of funds for which appropriations have been included in the agency's operating budget:
(A) In-service Training. An invoice for expenditure of funds will be completed and processed according to the ASPA standard operating procedure.
(B) Out-service Training. An invoice for expenditure of funds will be completed and processed according to the ASPA standard operating procedure.
(2) For items requiring agency expenditures of funds above and beyond those covered in the operating budget:
(A) In-service Training. Training using resources and facilities outside the agency but within the jurisdiction of the ASG and involving expenses for which funds have not been included in the agency annual training budget will be submitted for prior approval to the Executive Director.
(B) Out-service Training. Training using resources and facilities outside of the jurisdiction of the ASG will be submitted for prior approval to the Executive Director.
(3) ASPA will use as guidelines for training expenditures, Part VI of the American Samoa Government Employee Development and Training Manual.