This policy procedure sets out how training needs and competence are identified, delivered, recorded and reviewed, and points to the matrix and forms that hold the records.

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This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

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Further Reading

Further guidance on competence and training:

• Competence and Training
• Induction of New Starters
• Awareness of the Management System
• Managing Staff and Workers knowledge base

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Training and Competency Policy Procedure Template

The Training and Competency Policy Procedure is a Word template that sets out how a business makes sure its workers are trained and competent for the work they do. It covers a statement of intent, identifying training needs on a training matrix, training records and delivery, time off for training, candidate screening and induction, and annual training review.

It is written for an IMS1 management system and refers to IMS1 section 3.1 on the management of staff. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope of all company activities at all locations, and who it applies to
• Management of risk and statement of intent - how risk assessment feeds into training, the commitment to trained and competent workers, and what everyone working under company control is made aware of
• Managing training and competency - the training matrix with competency ratings and training needs analysis, job and task requirements, training records, records of leavers and the training plan
• Training delivery - in-house and third party training, trainee feedback, and guidance on logging training on the matrix, group records and individual records
• Time off for training - handling requests from workers with a right to time off for training, such as apprentices, and the request form used
• Screening, new starts and induction - pre-employment checks, references and background checks, induction, right to work checks, personal details and supervised job training for new workers
• Training review - annual refresher training, appraisals, management review of competence, training evaluation and internal audit of training records

Built for Evidence of Competence

• A training matrix logging competency ratings, qualifications, licences and refresher dates, including labour only sub-contractors
• Copies of qualifications and licences held on file to back up what the training matrix shows
• Right to work checks before employment starts and photographic ID checked at induction
• A formal appraisal with every worker at least annually, covering forward training needs
• Feedback collected from trainees to judge whether training has met its objectives

Who Needs a Training and Competency Policy Procedure?

Any business that needs to show its workers, including labour only sub-contractors, are trained and competent for the tasks they carry out. It is used by managers, supervisors and whoever keeps the training records.

How the Policy Fits Together

Competence and training needs are tracked on the ER2 Staff Training Competency Matrix, with individual records on the F-Q5 Staff Training Record and group sessions logged on the F-Q7 Training Talk Attendance Record. New starters are inducted using the F-Q4 Staff Induction Record, time off requests go on the F-HR7 Training Request Form, and the F-Q6 Staff Annual Review and F-Q27 Training Review capture annual reviews and training feedback.

Using the Policy

Edit the arrangements to match your own, such as who delivers in-house training, which checks new starters go through and when appraisals take place. Name the person responsible in the Controlled By field, give it top level approval and brief managers and staff on how training is requested and recorded.

Related Documents

The GG-1-03 Training and Competence Guidance and TT-1-03 Training and Competence Training Talk support managers and staff in putting training and competence arrangements into practice.