Required and Recommended Training Procedure

Intent

Training and development are key components of James Cook University’s (JCU; the University) commitment to building a capable, safe, and future-ready workforce. This Procedure sets out the processes for implementing training that is either required for specific roles or recommended for professional development. It complements the Mandatory Training Policy by addressing role-based and developmental training needs that support safe, compliant, and effective work practices, as well as career progression and capability building.

Scope

This Procedure applies to staff members employed under the JCU Enterprise Agreement whose roles are identified as requiring specific additional training, such as role-based or developmental training.

Definitions

Except as otherwise specified in this Procedure, the meaning of terms used are as per the Mandatory Training Policy and the Human Resources Policy Glossary.

Required Training – training which designated staff must complete to perform their duties safely and effectively, comply with statutory or ethical obligations, and/or gain access to restricted systems and specialist environments. Required Training equips staff with the knowledge and skills needed to operate safely, ethically, and in compliance with University and legislative requirements.

Recommended Training – training which is not compulsory but is strongly encouraged, designed to build professional capability, enhance performance, or support career aspirations and capability development. Recommended Training extends beyond compliance to enhance leadership capability, support succession planning, and advance JCU’s strategic and inclusion priorities.

Procedure

1. All Required and Recommended Training is available through the Staff Learning Hub.

2. Supervisors, Human Resources (HR), or designated training coordinators will direct staff to relevant courses using role profiles, schedules, or checklists (e.g., workplace obligations, laboratory safety, leadership and accountability, human research ethics).

3. Where training is deemed relevant to casual staff based on the role/function they are performing, they should liaise with their Supervisors prior to completion of any training detailed on the Required and Recommended Training Schedule.

4. Enrolment

4.1 Staff may be enrolled in a course through one of the following methods:

• Auto-assignment: Enrolment automatically allocated based on role, work area, or system rules.
• Supervisor, Head of Work Unit or HR assignment: Enrolment is initiated by a Supervisor, Head of Work Unit, or HR representative based on identified training needs or compliance requirements.
• Self-enrolment: Staff may independently enrol in Required or Recommended Training (subject to approval).

5. System Support and Notifications

5.1 The Staff Learning Hub provides automated system support to assist staff and Supervisors in managing training obligations.

5.1.1 Required Training: Enrolment triggers automated notifications and reminder workflows, including escalation to Supervisors where training remains incomplete. The configuration of notifications and escalation points will be confirmed with the course owner to ensure alignment with the intent and compliance requirements of the training.

5.1.2 Recommended Training: Enrolment generates a confirmation only. Automated reminders may apply.

6.  Completion

Completion of all Required and Recommended Training is automatically recorded in the Staff Learning Hub under My Learning.

7. Currency and Refreshers

Required Training modules may have validity periods which require periodic refreshers, as detailed in the Required and Recommended Training Schedule. Where applicable, refresher training requirements will be recorded in the Staff Learning Hub and automated reminders will be issued to the Staff Member.

8. Supervisor Support and Access

8.1 Staff will be provided with reasonable time to complete Required Training during work hours.

8.2 Supervisors are encouraged to support staff participation in Recommended Training, and to integrate this training into probation and Performance Development and Planning discussions, providing reasonable time to complete Recommended Training.

9. Non-Completion

9.1 Required Training:

9.1.1 Automated email notifications and reminders will be deployed to support training completion (see 5.1.1).

9.1.2 Staff will need to enrol and complete the relevant modules within the timeframe stipulated in the Required and Recommended Training Schedule.

9.1.3 Where the Required Training continues to be incomplete, the Staff Member and their Supervisor will receive an email notification two weeks after the due date.

9.1.4 Continued non-completion will be referred to HR for guidance.

9.2 Recommended Training carries no compliance consequences, but should be recognised in performance or development discussions.

10. Reporting

10.1 Supervisors can view completion dashboards in the Staff Learning Hub for both Required and Recommended Training.

10.2 HR will periodically report on compliance and uptake of training to the University Executive and relevant committees for oversight and strategic planning purposes.

11. Performance Management and Disciplinary Contexts

11.1 Where a staff member is subject to performance management or disciplinary action, Supervisors or the Head of Work Unit may identify specific Required or Recommended Training as part of the Performance Improvement Plan (PIP). Training identified in this context must be:

• Clearly linked to the performance or conduct issue;
• Documented in the PIP or disciplinary correspondence; and
• Supported with reasonable time and access for completion.

11.2 Completion of such training may be monitored and considered as part of ongoing performance review or resolution of the disciplinary process.

12. Responsibilities

12.1 Staff Members are responsible for:

• Completing all Required Training within specified timeframes.
• Actively engaging in Recommended Training to support role effectiveness and career development.
• Recording and reflecting on training as part of probation and PDP discussions.

12.2 Supervisors/Managers are responsible for:

• Referring to the Required and Recommended Training Schedule to identify Required and Recommended Training relevant to their staff.
• Ensuring staff have adequate time and support to complete their Required Training during work hours.
• Promoting Recommended Training through probation and PDP discussions.
• Monitoring completion rates and following up on non-completion.
• Facilitating flexible training delivery where staff have diverse needs.
• Identifying, assigning, and monitoring Recommended Training as part of performance improvement or disciplinary processes, and incorporating training outcomes into follow-up discussions or formal reviews.

12.3 Heads of Work Units (Deputy Vice Chancellors/Deans/Directors) are responsible for:

• Endorsing and supporting role-based and developmental training needs within their work units.
• Allocating appropriate resources to enable completion of Required and Recommended Training.
• Ensuring work unit practices reinforce University-wide training obligations and expectations.

12.4 Human Resources are responsible for:

• Acting as custodians of the Required and Recommended Training Schedule.
• Ensuring only approved training is added to the Staff Learning Hub, maintaining consistency and alignment with University standards.
• Providing guidance on appropriate training interventions during performance management or disciplinary processes.
• Ensuring training assigned in these contexts is documented, tracked, and reported in accordance with University procedures.
• Managing escalation of Required Training non-completion, including issuing formal directions, supporting documentation, and potential disciplinary outcomes in line with University policies and the JCU Enterprise Agreement.

Related policy instruments

Mandatory Training Policy

All Staff Mandatory Training Procedure

Appendix 1 All Staff Mandatory Training Schedule

Compliance Policy

JCU Enterprise Agreement

Staff Code of Conduct

Work, Health and Safety Policy

Digital Technologies Acceptable Use Policy

Improving and Managing Underperformance Procedure

Schedules/Appendices

Required and Recommended Training Schedule

JCU All-Staff Training Requirements Sharepoint site

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details