Career Grades Scheme - guidance for managers - Checklist of actions and responsibilities

Managers responsibilities and actions:

• identifies if a Career Grade is necessary and checks with the Workforce Learning and Skills Manager to see if appropriate training is available and if it meets the criteria for funding
• obtains approval for release of funds from the relevant budget holder/ Finance Manager if not being funded from the central Workforce Learning and Skills budget
• prepares the Career Grade Agreement and asks the employee to sign
• signs the Career Grade Agreement and sends it to the Learning and Skills Team in all cases (whether funded separately or from the central funds)
• must inform the Learning and Skills Team - if there is any change to the expected date of the final exam results or successful completion of the course(s)

Managers will also informs the Service Centre via the Service Centre Portal of:

• the completion date of all relevant learning and development, and attaches a copy of Qualification Certificate or confirmation of completion of the course, for attachment to employees’ record
• specifies when the employee progresses to the next level of the Career Grade or, progression to level B in the current grade

Arrangements to reclaim costs if the employee leaves before the expiry of the timescale as described in the Career Grade

Managers will notify the Service Centre immediately that the employee is leaving via the Service Centre Portal.

The Service Centre will:

• notify the Learning and Skills Team that the employee is leaving and identifies that there is a Career Grade Agreement in place and costs may need to be recovered
• reclaim the costs as instructed by deducting monies from the salary payments including final salary if appropriate. If there is insufficient pay in the final salary to do this, the Service Centre should arrange for an invoice to be issued to the employee for the outstanding balance

Manager and Learning and Skills Team determines the amount of costs to be reclaimed (following discussion between the Manager, the Workforce Learning and Skills Manager and the employee as appropriate).

Learning and Skills Team notifies the Service Centre of the amount to be reclaimed and the repayment arrangements.