Learning and Development Policy

Approval date: October 2020

Review date: October 2023

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This policy applies to

Link Group Link Housing Link Living Link Property

Horizon Larkfield West Highland Lintel Trust

Policy Summary

Link’s Learning & Development Policy is non-contractual as amended from time to

time. It provides clarity to all employees on Link’s approach and method to
implementing learning and development across the business. The policy is designed
to ensure that the implementation of all learning and development is wholly integrated
with the vision, values and beliefs of Link. This policy should be read in conjunction
with the Professional Memberships & Subscriptions Policy and partner Business
Travel & Expenses Policy.

Equalities

The operation of this policy will be in accordance with Link Group’s Policy on Equality,
Diversity and Inclusion. Link learning and development services are designed and
supported to be inclusive with a range of reasonable adjustments available for learners
as needed.

Privacy

As part of this policy, Link may process personal data collected in accordance with
its data protection policy. Data collected is held securely and accessed by, and
disclosed to, individuals only for the purposes of managing learning activities,
monitoring and reporting. Inappropriate access or disclosure of employee data
constitutes a data breach and should be reported in accordance with Link’s data
protection policy immediately.

Policy Owner Review Manager Approved By

Head of Human Resources L&D Business Partner Senior Management Group
(SMG)

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1 Introduction
1.1 Link is committed to the learning and development of all employees. Link recognises
the important contribution of employee development in the creation of a highly
skilled and motivated workforce, which is essential for the effective delivery of a
quality service. Learning and development should always aim to improve
performance in the workplace and be expressed as an outcome that benefits the
tenant, service users, customer, client, or Link as an organisation.
1.2 Employee learning and development refers to all the policies, practice and
procedures used to develop the knowledge, skills, abilities and behaviours of
employees to improve the effectiveness and efficiency both of the individual and
Link. It embraces all forms of blended learning and development activity including
personal study, e-learning, internal or external courses, work shadowing and
planned experiences.
1.3 It is equally important to provide learning and development that is fit for purpose and
that meets the learning need. The accurate identification and analysis of the learning
need is a key part of this process. The Learning & Development team provide more
in-depth support in identifying learning and development needs; to ensure that the
learning delivered meets the need of the individual. This may be achieved through
in-depth discussion with the individual, their manager and other key stakeholders.
1.4 Further information on Learning & Development can be found on Linkipedia.

2 Principles
2.1 The following principles govern the operation of this policy:
• Be clear and understood by all employees
• Be fair, equitable, inclusive and non-discriminatory
• Reflect the needs of our diverse organisation
• Reflect statutory requirements and best practice
• Be flexible and adaptable to changing needs

3 Objectives
3.1 The objectives of this policy are to:
• Ensure employees are supported within their role and ultimately reach their
potential through work related career and personal development
• Subject to available resources; provide access to appropriate learning
opportunities which will enhance knowledge, skills, attitudes and/or
qualifications
• Provide Link with skilled, experienced, and suitably qualified employees to
meet current and future ongoing needs and to ensure continuing effectiveness
and service continuity
• Promote the development of a culture aligned to Link’s values and ethos of
high performance, innovation and continuous improvement that is customer
driven.
• Ensure that employees can discharge Link’s responsibilities regarding relevant
legislation, codes of practice, compliance and defined procedures

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 • Ensure that all employees have equality of opportunity and access to learning
and development, encouraging all employees to participate and be
accountable for their own development
• Support the achievement of Link’s activities, working practices and strategies
through the provision of appropriate blended learning and development
solutions

4 Approach & Method

4.1 The Senior Management Group [SMG] in its formal approval of the policy
acknowledges that it accepts full responsibility for its implementation. Day-to-day
responsibility for the operation of this policy lies with the appropriate directors and
managers of the Link group of companies. All relevant employees have a
responsibility to ensure that this policy is applied as instructed.
4.2 Approaches to learning
Employees may be asked to learn by a variety of methods, including (but not
restricted to);
• trainer led, classroom delivery, conferences
• on-the-job learning
• e-learning and/or electronic micro session
• job shadowing, secondments
• open learning
• reading / self-study
• guided internet research
• coaching and/or mentoring from Link managers and employees
• webinars
• participation in project work / temporary covering of additional duties
4.3 Learning definitions
Link provides a broad range of learning and development opportunities to staff.
These fall into the following categories:
• Mandatory: Learning deemed compulsory for either Link or the person to fulfil
their legal responsibilities in the safe and efficient delivery of services,
discharge of their duties and provision of a safe place of work. It is mandatory
to complete this learning within a specified timescale and failure to do so may
result in disciplinary action.
• Core: Learning that is specific to a department/job role to ensure the postholder
can fulfil the role to a consistent and required standard within Link. It is not
deemed mandatory from a legal perspective but represents best practice. Core
training is compulsory for the postholder to complete and failure to do so may
result in disciplinary action.
• Individual: Learning identified from induction and/or performance and
development discussions to ensure the post holder meets the essential
requirements of the person specification based on their individual skills,
knowledge, and experience. Training can be requested by the line manager
or the individual. The training is approved by the line manager / budget holder
subject to affordability on an ad-hoc basis.

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 • Qualifications: A learning activity that leads to an academic or professional
qualification. This type of event will generally lead to:
a) formal educational award gained at a Higher Educational establishment,
b) vocational and/or occupational qualification gained at a Further
Education establishment (college) or other training provider.
• Management Development: Learning comprised of induction, mandatory and
core learning activities that supports line managers and hiring managers to
lead, manage and develop their teams in line with Link’s policies, values, best
practice, and legislative requirements.
• Health & Safety
Health and Safety awareness and any specific, job related Health and Safety
training will be provided to all staff during their induction period and at regular
intervals during their employment.
• Induction Training
Induction training will be available to all employees new to Link, and where
possible they will participate in the next available course following their
appointment. New staff will undertake both formal and informal induction
activity. The job-holder’s line manager will undertake to induct new members
to the Team within the first month of employment. This will include information
about the job, office procedures, and initial on-the-job training. Link Group’s 1-
day Induction Course is available to all new staff and is normally held in Link’s
Head Office in Edinburgh. The program will include a welcome from the Chief
Executive; training in Health & Safety, Equality & Diversity, Data Protection and
Security Awareness, as well as presentations from representatives from the
Staff Concerns Panel and the Union.
4.4 Link provides appropriate funding, leave and support to employees attending
authorised work-related as appropriate to their job role, mandatory, core and
individual learning and development activities and undertaking professional
qualifications. At Link’s discretion, employees may be required to enter a
Training/Qualification Fee Recoup Agreement that sets out the terms and conditions
of Link funding the training/qualification, materials and other expenses and the
circumstances and timescales of which the costs may be recovered from the
employee when leaving Link. Refer to section 4.14 and Appendix 2 for further
information.

• Course Fees & Materials

Link will pay, subject to authorisation and affordability, the work-related
course/qualification fees and examination fees of employees whilst employed
by Link.
• Course Materials
If the course fee does not include course materials/textbooks, Link will pay for
the purchase of essential materials. Students who purchase these items
directly should claim reimbursement through their partner Business Travel &
Expenses policy and procedure.
• Professional Memberships & Subscriptions
Link will pay the student membership or subscription necessary to undertake a
professional qualification by the professional body. For further information,
please refer to Link’s Professional Membership & Subscription Policy.
• Business Travel Expenses

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 Link will reimburse the employee for the costs of travelling to the development
activity venue in accordance with the partner Business Travel & Expenses
Policy.
• Travel Time
Employees may record their starting work time from the time that they begin
their travel to the training activity or venue. Travelling time must be pre-
authorised by the employee’s line manager before the training activity takes
place.
• Attendance at Residential Courses
Students attending residential courses, as part of the course requirement, will
be granted paid leave to do so. Where accommodation and travel are required
and the cost is not covered in the course fee, this cost will be met by Link in
accordance with the partner Business Travel & Expenses policy.
• Study Leave
Where examinations must be taken, employees will normally be granted one
day of paid study leave per exam, plus the day of the exam. Paid leave will be
the employee’s normal current rate of pay. There is no right to study leave
during normal working hours but where this is taken, it must be authorised in
advance by your line manager. This will be subject to operational business
needs.
• Examinations
A copy of your examination timetable should be forwarded to your manager as
soon as you are aware of the dates. You will receive paid leave to attend
examinations as outlined above. Paid leave will be at the employee’s normal
current rate of pay and must be authorised in advance by your line manager.
• Public Holidays & Weekends
If any training, study or exam day falls on a public holiday or weekend students
will be permitted to take the time back.
• Exam Re-sits
The cost of re-sits will be payable by you. Time off for resit exams will be
unpaid. A student who has been successful in the resit examinations will
continue to be supported during the next phase of the course. If a student fails
the resit examinations, Link will not normally fund or allow paid leave to resit or
repeat the course. Exceptional cases may referred to the relevant Director.
• Unsatisfactory Progress
If a student makes unsatisfactory progress on the course due to irregular
attendance or lack of application and there are no extenuating circumstances,
paid leave for attendance may be withdrawn.
• Production of Course Work
Students may use Link’s equipment (PCs, photocopier, etc) and stationery to
assist in the production of course work. Students will, however, normally be
required to produce assignments etc. without additional help from
administrative staff.
• Withdrawal from the course
Prior to advising your training provider, college or university of your withdrawal
you should discuss your concerns with your line manager or the Learning &
Development. Either will be able to offer some advice or suggestions on how
to address your concerns enabling you to continue with your studies. Should
you remain adamant that you wish to withdraw from the course the Learning
and Development will discuss with you and your line manager any repayment

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 of fees in line with the scale of recovery after commencement of study outlined
earlier.
4.5 Line manager responsibilities
Line managers will have a responsibility for the following:
• Identify learning and development needs based on department priorities and
budgets, mandatory or regulatory requirements - as well as individual
development needs
• Ensure the appropriate department/partner budget and management
approvals have been secured before making commitments to learning
activities, (See Appendix 2)
• Lead the performance management process with employees, to identify
opportunities which are suitable to their learning needs and requirements
• Assist employees to develop through workplace learning activities and/or
nominating employees to appropriate learning and development opportunities
• Support employees to encourage the transfer of learning into the role
• Ensure development opportunities are provided on an equal and fair basis
4.6 Employee responsibilities
Employees will have a responsibility for the following:
• Participate in the performance management process, to identify opportunities
which are suitable to their learning needs and requirements
• Take ownership for their own development and complete all learning activities
required
• Understand what they are expected to gain/learn from a learning activity and
transfer this into their role
• Raise any special need or requirement with their manager, Learning &
Development team and / or advise the relevant learning provider if they have
any
• Make every effort to attend all scheduled learning events / activities and advise
your line manager as soon as reasonably practical, if you are unable to attend
4.7 Learning & Development team responsibilities
The Learning & Development team will have a responsibility for the following:
• Planning and coordinating all learning and development activity across Link; to
meet individual, team, mandatory and corporate requirements.
• Completing a Learning Needs Analysis and Training Matrix with each
department, to help identify learning and development needs
• Continuously plan and monitor learning activity and L&D budgets
• Support line managers and employees requiring reasonable adjustments to
participate in learning activities
• Update individual employee training and qualification records on iTrent and
third-party systems
• Collating, monitoring, and reporting of feedback from learning events and
activities
• Sourcing and management of appropriate learning and qualification providers
• Identify appropriate funding sources for the provision of learning and
development activities.

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 • Report regularly to SMG and department managers on learning activity and
budgets
• Design and delivery of internal learning activities and inductions
4.8 Learning priorities
The Learning & Development team will endeavour, as far as possible, to meet the
learning and development needs of individual employees. Priority will be given,
however, to any learning and development activity that is necessary to ensure that:
• Link’s legal obligations are met
• Link’s business objectives are achieved
• A high standard of service is provided to all our customers and service users.
• Working environments comply with Health & Safety regulations
• Employees have the necessary skills to perform their jobs effectively and safely
4.9 Budget management
Each SMG Director / Department Head manages a departmental learning budget
which covers spending on professional qualifications, training courses, seminars
and conferences, travel expenses and professional subscriptions.
The Learning & Development team manages a separate corporate-wide L&D
budget covering spend on corporate-wide Mandatory and Core training, projects
and the Employee Further Education Scheme (See Appendix 1).
4.10 Transfer of learning
To ensure that staff can transfer what they have learnt back onto the job, it is
important that employee and line manager hold discussions pre and post course.
Before learning activities are completed, line managers should encourage
employees to consider what their objectives and expectations from attendance will
be. This can help them consider what personal development objectives they may
want to progress. After completing a learning event, the employee should discuss
with their line manager how they can apply the learning and the support they may
need to do this.

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4.11 Attendance on learning events
The L&D team will ensure that all learning events organised are accessible to
individuals with disabilities. Taking care to create an accessible event benefits not
only individuals with visible or known disabilities, but also helps to ensure that all
participants/attendees, including individuals with non-obvious disabilities and/or
chronic health conditions, and people of all ages and body types, are able to fully
engage in the event.
Managers who authorise learning and development requests for members of their
team are expected to make every possible effort to allow participants to attend.
While there will always be last-minute problems that prevent attendance, withdrawal
from training should be kept to a minimum. Equally, participants are expected to
make every effort to attend training that the organisation has invested in on their
behalf.
Where an employee fails to attend a previously booked and confirmed training and
development activity, without having given prior notice of cancellation, the relevant
partner will be charged the appropriate rate for that booking.
4.12 Maintenance of Learning & Development records
A full record of learning activities for each employee will be recorded on iTrent by
the Learning & Development team. Where departments organise their own learning
activities, a record of attendance should be kept and provide to the Learning &
Development team, for input onto iTrent.
4.13 Evaluation of learning activities
All development activities carried out either within Link or delivered externally should
be evaluated to ensure quality, effectiveness, and best value.
The Learning & Development team will ensure that all learning activity is evaluated
to:
• Assess the effectiveness of the investment in the learning activity
• Provide feedback to the learning provider about performance and methods
• Enable improvements to be made in the choice/method of learning
• Indicate to what extent objectives have been met and whether any further
learning needs remain
• Develop the learner’s progression round the learning cycle
Where departments organise their own learning activities, advice should be sought
from the Learning & Development team on how to evaluate the effectiveness of
these. Evaluation information should be retained for reference.

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4.14 Training / qualification fee recoup
There may be occasions where an employee completes an external course /
qualification, which is deemed to be of value to the individual’s role and incurs a cost
to Link. This course / qualification is paid from the appropriate department or
corporate-wide budget.
In these circumstances’ employees may be required to enter into a training /
qualification fee recoup agreement. The recoup agreement enables Link to reclaim
all, or some of the costs incurred, if the employee leaves their employment during
the course / qualification, or within a specified period after the course / qualification
has ended (see Appendix 2).
4.15 Employee Further Education Support (EFES)
EFES is an annual non contractual and subject to affordability initiative which
enables eligible Link employees to apply for support and funding towards further
education. A further education course that is eligible for EFES funding is one which
Link recognises as being relevant to an employee's current post, or in support of the
employee’s career development aspirations within Link.
The types of development / events that are covered by the EFES Funding include:
• Higher & Further Education Qualifications and Certificates
• Short-term courses
• External events
Full details of the EFES initiative can be found on Linkipedia.

5 Monitoring of the Policy

Any matter which demonstrates a serious failure of internal controls should be reported
immediately to the Chief Executive.

6 Complaints and Appeals

Employees have the right to appeal any decisions made on matters covered by this Policy
according to the Grievance Procedure found on Linkipedia.

7 Policy Availability

This policy is available on request free of charge from Link. A summary of this policy can
be made available in a number of other languages and other formats on request.

8 Policy Review

Link undertakes to review this policy regularly, at least every three years, regarding:
• Applicable legislation, rules, regulations and guidance
• Changes in the organisation
• Continued best practice

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9 Appendix

9.1 Appendix 1 – Budget Management

Details of the different Learning & Development budgets across Link, which items they
cover and the required level of authorisation.

1. Department / Partner Budgets

Approval
Budget Heading Items Covered
Responsibility
▪ Departmental Mandatory training
▪ Departmental Core training
▪ Group/Individual training requests
▪ Qualifications
Departmental ▪ External conferences
Learning & ▪ Textbooks
Development ▪ Team building events
Department
Budgets ▪ Team meetings / conferences
L&D budget
▪ Catering, room and equipment hire for
holder / SMG
learning events
Director
▪ Cancellation fees from non-attendance or
cancelled learning events
Professional ▪ Professional subscriptions e.g. CiH, SSSC,
Subscriptions etc. – (as per policy)
Travel &
▪ Travel and accommodation to attend
Subsistence
learning or conference events
Budget

2. Corporate-wide Learning & Development Budget

Approval
Budget Heading Items Covered
Responsibility
▪ Corporate-wide Mandatory training
▪ Corporate-wide Core training
▪ Corporate Induction
Corporate ▪ Corporate-wide eLearning / LMS access L&D Business
Training ▪ Webinar system access Partner
▪ Catering, room and equipment hire for
Corporate-wide learning events
▪ Project related learning events
▪ Training and development as required to
support designated H&S First Aiders, Fire Health &
Wardens and other H&S representatives Safety Officer /
Corporate H&S
▪ Corporate-wide Mandatory H&S training L&D Business
▪ Catering, room and equipment hire for Partner
Corporate-wide learning events
Further
▪ Annual Employee Further Education L&D Business
Education
Support (EFES) initiative – (as per policy) Partner
Support

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9.2 Appendix 2 – Training / Qualification Fee Recoup Agreement

Name:
Job Role:
Department:
Partner:
Course Title:
Venue:
Course Commencement Date:
Course Completion Date:
Number of Days Absence
Anticipated:
Total Course Fees: £ VAT:
Anticipated Related Expenses: £ VAT:
Total Costs: £ VAT:

I understand that the support from Link for this course is conditional upon satisfactory
performance and attendance (at work and the course) and examination success (where
relevant).

I agree to reimburse Link in accordance with the Scales of Recovery set out below should
I leave employment of my own accord, or as a result of disciplinary action or capability
proceedings, either during my studies or within a period of two years from completion of
training.

Scale of recovery

During course or up to 6 months after

100% of the total costs incurred
completion:
6 months to 12 months after completion: 75% of the total costs incurred
12 months to 18 months after completion: 50% of the total costs incurred
18 months to 24 months after completion: 25% of the total costs incurred

(Date of completion is deemed to be the date of the final examination or, where there is
no examination, the last day of the course. Total costs incurred includes course fees,
books and related expenses)

I understand that the above will not apply in the event of my redundancy from Link,
whether compulsory or voluntary.

I further understand that, at Link’s sole discretion, any mitigating circumstances may be
considered.

Study leave
Where examinations must be taken, employees will normally be granted one day of paid
study leave per exam, plus the day of the exam. Paid leave will be the employee’s normal

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current rate of pay. There is no right to study leave during normal working hours but where
this is taken, it must be authorised in advance by your line manager. This will be subject
to operational business needs.

Examinations
A copy of your examination timetable should be forwarded to your manager as soon as
you are aware of the dates. You will receive paid leave to attend examinations as outlined
above. Paid leave will be at the employee’s normal current rate of pay and must be
authorised in advance by your line manager.

Public Holidays & Weekends

If any training, study or exam day falls on a public holiday or weekend students will not
normally be permitted to take the time back.

Exam Re-sits
The cost of re-sits will be payable by you. Time off for resit exams will be unpaid. A student
who has been successful in the resit examinations will continue to be supported during
the next phase of the course. If a student fails the resit examinations, Link will not normally
fund or allow paid leave to resit or repeat the course. Exceptional cases may referred to
the relevant Director.

Withdrawal from the course

Prior to advising your college or university of your withdrawal you should discuss your
concerns with your line manager or the Learning & Development. Either will be able to
offer some advice or suggestions on how to address your concerns enabling you to
continue with your studies. Should you remain adamant that you wish to withdraw from
the course the Learning and Development will discuss with you and your line manager
the repayment of fees in line with the scale of recovery after commencement of study
outlined earlier.

Books and Expenses

A maximum of £75 per academic year will be allowed for the purchase of books to be
claimed using the normal expenses procedure.

In circumstances where the place of study is a considerable distance away from either
your home or place of work employees may claim for business travel and expenses
through the appropriate partner policy and with the prior approval of your line manager.

Examination results
You should provide copies of your examination results to your line manager, who will then
forward a copy to the Learning and Development team to be added to your learning and
development records.

Attendance
Any absences should be discussed and agreed with your line manager prior to the event.
You are responsible for advising or explaining your absence to the training provider,
college/university.

Persistent nonattendance may result in formal action by the Company and possible
withdrawal of the Company’s support for further academic study. In such circumstances

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you may be expected to repay fees incurred in keeping with the earlier indicated scale of
recovery.

Recoup Fees Agreement

I the undersigned agree and fully acknowledge all of the above. I agree

• that if my employment terminates during the course, or within 2 years of its

completion, I will repay some or all of the fees, expenses and other costs (the
Costs) associated with such training courses in accordance the terms of this
Agreement; and
• that the Company may deduct the sums due by me under this Agreement from my
salary or from any payments due to me; and
• that if any sums remain payable by me under this Agreement within 28 days of me
leaving employment, these sums may be recoverable from me as a debt.

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 Privacy Impact Assessment Screening Questions
Carrying out a Privacy Impact Assessment [PIA] will be useful to any project – large or
small – that:

• Involves personal or sensitive data about individuals

• May affect our customers’ reasonable expectations relating to privacy
• Involves information that may be used to identify or target individuals

Please tick the applicable statement(s) below. Will your project involve:

1. A substantial change to an existing policy, process or Yes No

system that involves personal information

2. A new collection of personal information Yes No

3. A new way of collecting personal information (for Yes No

example collecting it online)

4. A change in the way personal information is stored or Yes No

secured

5. A change to how sensitive information is managed Yes No

6. Transferring personal information outside the EEA or Yes No

using a third-party contractor

7. A decision to keep personal information for longer Yes No

than you have previously

8. A new use or disclosure of personal information you Yes No

already hold

9. A change of policy that results in people having less Yes No

access to information you hold about them

10. Surveillance, tracking or monitoring of movements, Yes No

behaviour or communications

11. Changes to your premises involving private spaces Yes No

where clients or customers may disclose their
personal information (reception areas, for example)

If you have answered ‘Yes’ to any of these points, please complete a full Privacy Impact
Assessment. If you have answered ‘No’, you need take no further action in completing a
Privacy Impact Assessment.

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 Equality Impact Assessment Screening Questions
Will the implementation of this policy have an impact on any of the following protected
characteristics?

1. Age Yes No

2. Disability Yes No

3. Gender reassignment Yes No

4. Marriage and Civil Partnership Yes No

5. Pregnancy and Maternity Yes No

6. Race Yes No

7. Religion or belief Yes No

8. Sex Yes No

9. Sexual orientation Yes No

If you have answered ‘Yes’ to any of these points, please complete a full Equality
Impact Assessment. If you have answered ‘No’, you need take no further action in
completing an Equality Impact Assessment.

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