EXTERNAL LEARNING OPPORTUNITIES
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EXTERNAL LEARNING
OPPORTUNITIES
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umcefO
United Nations Children’s Fund
Headquarters
CF/AI/2001-019
26 October 2001
FOR ACTION
English Only
ADMINISTRATIVE INSTRUCTIONS
To:
All UNICEF Staff
From:
Ibrahima D. Fall
Director, Human Resources
Subject:
External Learning Opportunities
I am pleased to share with you the attached Guidelines outlining the new UNICEF policy
on External Learning Opportunities. This policy supersedes the current policy on External
Training and Study Leave Away from the Duty Station (Chapter 8/Section 3 of the HR Policy
and Procedure Manual).
The world inside and outside of UNICEF changes daily. This requires all staff members
to continually update their professional knowledge and skills through various learning
approaches and to stay on the ‘cutting edge’ of innovation. While most learning can be done
internally with resources available within UNICEF, for a limited number of staff, the
organisation can support external learning opportunities at or away from the duty station. This
policy defines external learning, its objectives, subject areas and approaches. It explains the
choice of courses, types of external learning, funding, minimum eligibility, application
procedures as well as how applications are reviewed. Finally, it covers assessment and follow
up of approved external learning.
External learning may be undertaken at the duty station or within the country of
assignment as well as away from the country of assignment. It includes distance leaming/on-line
learning while at the duty station; external learning at or away from the country of assignment;
sabbaticals at or away from the duty station; and self-funded study. Each of these is described
more fully in the policy.
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♦
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I encourage all staff to read the policy and to familiarise themselves with it. It goes into
effect immediately and, as such, staff who may have already started consideration of external
learning, including study leave, need to take special note.
Any questions should be addressed to the Organisational Learning and Development
Section, DHR. Please note you may also access this document along with the Annexes on
UNICEF's Intranet at www.unicef.intranet.org under Document Repository/Administrative
Instructions.
Thank you.
!
*
CF/AI/2001-019
UNICEF
I
!
EXTERNAL LEARNING
OPPORTUNITIES
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I
unicef
I
GUIDELINES
CF/AI/2001-019 OF 26 OCTOBER 2001
Division of Human Resources
CF/AI/2001-019 of26 October 2001
External Learning Opportunities
yrfef
EXTERNAL LEARNING OPPORTUNITIES
TABLE OF CONTENTS
Page
I.
General
.
Background................................
Definition: External Learning....
Objectives .................................
Subject Areas.............................
Choice of Institution/Programme
3
3
,3
,3
,4
.4
II.
Approaches to External Learning...
General..............................................
Description........................................
Time requested for External Learning
7
7
7
9
III.
Review and Approval Process......
Cost Sharing....................................
Minimum Eligibility........................
Application Procedure.....................
Criteria for Approval of Application
Funding ...........................................
Entitlements.....................................
11
11
12
14
15
16
16
IV.
Other ............................................................................................................
Postponement of Studies..............................................................................
Common Problems in Applications..............................................................
Evaluation/Assessment of Staff in Formal University or other Programmes
Course Assessment.......................................................................................
Lessons Learnt for UNICEF.........................................................................
19
19
19
20
,20
,20
Annexes
A.
B.
C.
Application for External Learning Form
Assessment of Staff who have been on External Learning Form
Assessment of External Learning (Course) Form
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External Learning Opportunities
CF/AI/2001-019 of 26 October 2001
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External Learning Opportunities
I. General
Background
1.
The world inside and outside of UNICEF changes daily. This requires all staff members
to continually update their professional knowledge and skills through various learning
approaches and to stay on the ‘cutting edge’ of innovation. While most learning can be
done internally with resources available within UNICEF, for a limited number of staff,
the organisation can support external learning opportunities at or away from the duty
station. This policy defines external learning, its objectives, subject areas and
approaches. It explains the choice of courses, types of external learning, funding,
minimum eligibility, application procedures, as well as how applications are reviewed.
Finally, it covers assessment and follow-up of approved external learning.
Definition: External Learning
2.
External learning is broadly defined as any learning or training that is done outside the
specific opportunities offered by or sponsored by UNICEF. Activities offered by
UNICEF include self-directed learning, on-line learning via the LearningWeb} coaching
and mentoring, as well as UNICEF-sponsored local group, regional and global training
events.
3.
External learning may be undertaken at the duty station or within the country of
assignment as well as away from the country of assignment. It includes distance
leaming/on-line learning (other than that offered directly through the LearningWeb)
while at the duty station; external learning at or away from the country of assignment;
sabbaticals at or away from the duty station; and self-funded study. Each of these is
described more fully in Section II, under “Approaches to External Learning.”
Objectives
4.
External learning is one approach to ensure continuous learning and development of
UNICEF’s staff with the ultimate goal of infusing UNICEF with new knowledge, ideas,
ways of thinking and approaches in order that we may better fulfil our global mandate.
Each external learning opportunity should include several of the following objectives:
1 The LearningFKeb may be accessed on UNICEF's Intranet at www.unicef.intranet.org
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CF/AI/2001-019 of26 October 2001
External Learning Opportunities
a)
to upgrade knowledge and skills required for staff members to meet the
challenges of the current job through studying and/or researching the most current
thinking and exploring new perspectives;
b)
to look beyond the knowledge and skills easily acquired within UNICEF through
interaction with experts in high-level university, research or professional
development institutions;
c)
to ensure cross-fertilisation and networking with people from other international
and national organisations and governments during the learning period;
d)
to allow time for reflection, research and/or perspective taking;
e)
to enhance current job satisfaction and facilitate possibilities for career
development of staff members within UNICEF; and
f)
to allow time for self-development, self-renewal and enrichment in order to meet
new and different challenges.
Subject Areas
5.
6.
External learning may be taken to pursue any subject matter related to UNICEF’s
mandate and global priorities in the areas of:
a)
Programme, including all aspects of the programme process, human rights, policy
and substantive programme areas, for both on-going and emergency-related work;
b)
Operations, including human resources, supply, administration,
accounting, information management and other operational areas;
c)
Communication, including media, information, advocacy, public affairs and
fund-raising; and
d)
Leadership and management, including overall leadership and management,
teambuilding, international development and multiculturalism.
finance,
External learning will not be approved for learning languages. For language training, see
Chapter 8 of the Human Resources Manual.
Choice of Institution/Programme
7.
When choosing where to pursue external learning, several considerations are important:
4
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External Learning Opportunities
a)
Where: As much as possible, external learning should take place at the current
duty station. Staff should explore the local universities and research institutions
for possible opportunities. Distance learning should be considered as an excellent
means to learn, especially since this approach to learning has developed
considerably since the advent of the Internet and continues to expand each year.
When there are no local viable, quality institutions, or if distance learning is not a
good alternative, external learning away from the duty station may be considered.
Staff members are encouraged to consider options as close to the duty station as
possible to avoid excess travel costs. For the same reason, if travel is required,
staff are encouraged to link external learning to other official travel or home leave
whenever possible.
b)
Choosing an institution: GlobalTrainingMarket.com lists training institutes and
universities, and their programmes and course offerings. It is available through
UNICEF’s Intranet on the LearningWeb and features an easy-to-search database
through any World-wide Web browser. UNICEF staff can search the site for
training providers and courses by name, subject, country, date, language and
medium of instruction and any combination thereof.
The LearningWeb also includes links to distance learning providers around the
world.
If another institution or course of study has been identified, these will also be
considered.
Regional and Country Offices are encouraged to identify regional/local
universities and related institutions for appropriate external learning opportunities.
Some regions have had direct input into developing courses and programmes of
relevance to UNICEF’s mandate. This is encouraged for all regions and countries
with quality university resources. While the global learning budget cannot be
used to develop such courses with universities, it can be used to send UNICEF
staff to these courses, provided the procedures described in this policy are
followed. Regions may also decide to “earmark” a specific number of staff
members to attend such courses, but this must be within existing resources made
available to the region.
In all cases, sufficient detail about the institution and courses must be provided
with the application.
c)
Faculty and student body: Interaction with faculty and students who have
similar interests and experiences is an important consideration when choosing an
institution or programme. For example, some university programmes may not
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External Learning Opportunities
have faculty or students with experience or professional interest in the developing
world; some student bodies may be primarily young and inexperienced which
may not be appropriate if the staff member applying has longer experience.
d)
Costs and funding: The amount of funds that UNICEF can provide is limited.
As a result, in choosing an institution and programme, staff members should take
total costs into account, including tuition, fees, travel, stipends, etc. Of course,
UNICEF needs to ensure that staff members are affiliated with quality institutions
which may have higher costs, but with limited funds available, cost is an
important consideration when reviewing and approving external learning. When
applying to universities or other institutions, staff members should look into
possible scholarship monies available as well as possible reductions in tuition and
fees for UNICEF as a non-profit institution. Costs and funding are described
further below.
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External Learning Opportunities
II. Approaches to External Learning
General
8.
The five approaches to external learning described in this policy are as follows:
a)
external learning at the duty station or within the country of assignment;
b)
distance leaming/on-line learning while at the duty station;
c)
external learning away from the country of assignment;
d)
sabbaticals at or away from the duty station; and
e)
self-funded learning during leave without pay.
Description
9.
Each of the above-mentioned approaches is described below:
a)
External Learning at the Duty Station or within the Country of Assignment.
External learning at the duty station or within the country of assignment may be
carried out in universities and professional institutes, and may also include
informal options, such as study tours within the country and professional
internships at other organisations.
b)
Distance Learning/On-line Learning while at the Duty Station. Distance
learning and on-line learning at the duty station is the process of extending
learning opportunities to locations away from a university building or site by
using the Internet, CD-ROM, computer, video, audio, multimedia
communications, or some combination of these, sometimes mixed with other
traditional delivery methods.
While undertaking distance or on-line learning, it is encouraged that staff be given
reasonable access to UNICEF computers and phones, as long as this access does
not interfere with the normal work of the office nor incur excessive additional
fees2.
2
Fees may be incurred in some offices for access to the Internet. These fees, as well as phone fees if
international calls are involved, should be considered when approving distance or on-line learning.
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External Learning Opportunities
CF/AI/2001-019 of 26 October 2001
Since distance and on-line learning is carried out at the duty station, staff
members may request and be granted specific time off from normal work to
undertake their studies. (See time guidelines below.)
c)
External Learning away from the Country of Assignment. External learning
away from the country of assignment may be requested for learning and training
at universities and professional institutes, and may also include more informal
learning such as study tours away from the country of assignment and
professional internships.
Combinations of these approaches may also be
requested, such as a university course combined with a study tour.
d)
Sabbaticals at or away from the Duty Station. Sabbaticals may be taken to
undertake reflection, research and writing. Sabbaticals are especially useful to
reflect on lessons learnt, for example, after significant work related to particularly
challenging or new assignments.
Sabbaticals may be done completely
independently or in association with a university or research institution. One
advantage of being associated with a university or research institution while on
sabbatical is that UNICEF can contribute to another institution by sharing our
knowledge. Senior level staff applying for sabbaticals should explore the
possibility of becoming a “university fellow” or “university scholar” which often
includes the university covering some or all of the costs related to the sabbatical.
Staff on sabbatical are expected to submit a proposal which includes:
i)
what will be reflected upon and/or researched;
ii)
what the written product will likely include; and
iii)
how this product could be used to advance learning by UNICEF and/or
others.
It should be noted that sabbaticals should not replace what should be done as a
normal part of a staff member’s job.
e)
Self-Funded Learning during Leave Without Pay. Staff may request Leave
Without Pay to pursue learning using any of the approaches described above.
This means that staff do not request that UNICEF cover any costs at all related to
salary, tuition, fees, travel, stipend, etc. In such cases, it is not necessary to apply
for external learning. Rather, the Head of Office has the discretion to consider
such Leave Without Pay following the normal procedures and subject to the
normal limitations as outlined in Chapter 9, Section 5 of the HR Manual.
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External Learning Opportunities
tili
Time requested for External Learning
10.
11.
For each of the above approaches to external learning, the time which may be requested
falls into one of four categories:
a)
when the total time away from normal UNICEF work is 30 working days3 or less
(limited-term external learning);
b)
when the total time away from normal UNICEF work is more than 30 working
days up to 80 working days (16 weeks) (short-term external learning);
c)
when the total time away from normal UNICEF work is more than 80 working
days (16 weeks) up to one calendar year (long-term external learning); and
d)
when the total time away from normal UNICEF work is more than one calendar
year up to a maximum of 2 calendar years (extended external learning).
While UNICEF’s emphasis is on limited- and short-term external learning, selected staff
members can be approved for long-term external learning and extended external learning
if their rationales are strong and past performance and qualifications are exceptionally
good.
A “working day” is defined in this policy as 7 hours. If agreed by the supervisor and head of office,
external leave may be taken in half days as long as the total does not exceed the total time away noted in this policy.
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CF/AI/2001-019 of 26 October 2001
.............
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External Learning Opportunities
III. Review and Approval Process
0
Costs4
Final approval
Reviewed for
Time away
from normal recommendation first by staff by:
member’s supervisor and
work
then:
US$5000 or
less
Limited-term
(30 working
days or less)
Any locally agreed body, such as the
CMT/ DMT or Learning Committee
Representative or
Director
US$10,000
or less
Limited-term or
short-term
(31 working
days up to 80
working days)
Above, plus:
Representative and regional body
for field;5
Division Director for HQ
Regional Director for
field;
Chief, OLDS for HQ
More than
US$10,000
Any length up
to 2 years
Above, plus:
Global External Learning Review
Committee;
Director, DHR
Deputy Executive
Director
Cost Sharing
12.
Costs for approved external learning that exceed $5000 (for tuition, books, travel, DSA or
stipend, required fees, etc.) will always entail a cost-sharing arrangement between
UNICEF and the staff member. Costs up to $5000 may be fully borne by UNICEF,
except as noted under “c” below.
a)
When the primary objective of the learning is to improve the knowledge,
competencies and skills of the staff member to carry out the work related to the
current post/assignment or the next post/assignment that has already been
identified and approved: costs above $5000 paid by the organisation will be up to
For tuition, books, travel, DS A, required fees, etc.
The Review and Approval Process at the regional level may vary from region to region, to be decided by
the Regional Director in consultation with the RMT. It is recommended that the review include a regional committee
concerned with human resources and the regional HR officer, with final approval by the Regional Director.
4
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i
80% of the additional costs for tuition, required fees, etc. Costs for books may
not exceed $300. Costs of travel and stipend may be fully covered by UNICEF.
b)
When the primary objective of the learning is towards a realistic career
development/transition within UNICEF:6 costs above $5000 paid by the
organisation will be up to 50% of costs for tuition, required fees, etc. Costs for
books may not exceed $300. Costs of travel and stipend may be fully covered by
UNICEF.
c)
When the primary objective of the learning is towards self-development which has
a strong element of benefit for UNICEF, but is not directly related to the current
or foreseeable future jobs: costs paid by the organisation will be up to 20% of
costs for tuition, required fees, etc. up to a maximum of US$2000. Costs for
books will not be covered at all by UNICEF. Costs of travel and stipend must be
fully covered by the staff member.
13.
UNICEF's reimbursement for tuition, required fees and books (as per paragraphs 12.a)
and b) above), will never exceed $25,000 for any staff member’s external learning.
Costs related to travel are in addition to this ceiling, but must be done by the most
economical means possible (normal entitlements to business class travel will not apply).
Costs for stipend up to a maximum of four months are also above the $25,000 ceiling.
14.
It should be noted that the ceilings and the percentages mentioned in paragraph 12.c)
above, are not entitlements, but are maximums that can be paid by UNICEF, depending
on available budgets. Final determination on lower percentages and/or costs are made by
the appropriate reviewing and approving bodies as noted under “Review and Approval
Process” above and, if less than the percentages noted, the staff member will be informed
why less has been approved.
15.
For extended learning, all costs beyond the first year must be borne fully by the staff
member.
Minimum Eligibility
16.
The minimum qualifications to be eligible for external learning are:
6
Realistic career development/transition must be fully explained by the staff member who applies and
supported by the supervisor and head of office. Considerations are related to the staff member’s past performance
and potential as well as the organisation’s structure and capacity to move the staff member into other responsibilities
and posts.
7
Learning for self-development must be fully explained by the staff member in terms of potential benefits to
her/himself and how this might impact her/his work in UNICEF, and must be fully supported by the supervisor.
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a)
having a UNICEF contract with at least one year remaining on the contract from
the time the study starts or, if less time remains, a strong expectation that the
contract will be renewed as indicated by the Head of Office;8
b)
being supported in the request by the appropriate reviewing bodies and
individuals as noted under “Review and Approval Process” above;
c)
being willing to return to UNICEF service for at least two years immediately
following completion of the learning, if over 30 days are approved, and if costs to
UNICEF are greater than $5000;9
d)
having already served UNICEF for: 10
e)
i)
at least three continuous years from the time the learning is to begin if
more than 30 days are requested and/or costs (other than travel and
stipend) to UNICEF will be more than $5000; and
ii)
at least eight continuous years of service from the time the learning is to
begin if more than 16 weeks are requested and/or costs (other than travel
and stipend) to UNICEF will be more than $ 10,000.
having sufficient UNICEF service without having taken external learning:
i)
there is no specific minimum required between approved external learning
if the cost is less than US$5000 and the external leave is limited-term.
However, supervisors and heads of office are asked to use discretion so
that such external learning opportunities are approved no more than once
per year;
ii)
a minimum of five years interval will be expected between learning
occasions when the external learning has been short-term;
Staff on TFTs are eligible for external learning as long as they have met the minimum requirements for
time in UNICEF before the external learning is approved and there is expectation that the minimum time remains in
their contracts after the external learning.
While the staff member must be willing to return to UNICEF service for at least two years, there is no
expectation that UNICEF will automatically renew contracts that may expire before the two years are over. If the
staff member voluntarily leaves UNICEF before the two years following completion of the external leave, he/she
will be required to fully reimburse UNICEF for all costs incurred; this will not be required in the case of contract
non-renewal from UNICEF.
10
a) No minimum amount of service is required for learning if the time requested is 30 days or less and costs
are less than $5000; and
b) Service in other UN agencies may also be counted towards this qualification, with at least one year
required in UNICEF for para.lb.d) (i) above, and four years for para. 16.d) (ii) above.
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External Learning Opportunities
f)
g)
iii)
a minimum interval of 10 years upon return to normal work after long
term external learning; and
iv)
extended learning can be approved only once in a staff member’s career
with UNICEF;
having minimum number of years of potential service left in UNICEF before
retirement:
i)
a minimum of two years before retirement is required if the external leave
is limited-term;
ii)
a minimum of five years before retirement is required if the external
learning is short-term; and
iii)
a minimum of eight years before retirement is required if the external
learning is long-term or extended. This requirement may be waived for
sabbaticals of six to nine months if it is judged that the resulting product
will be of significant value to UNICEF; and
willingness to share costs as noted under cost sharing above.
Application Procedure
17.
Staff members interested in external learning must complete the standard application
form. A copy of the application is attached is Annex A.
18.
Dates and frequency for submitting applications that are reviewed and approved only at
the office/division level (i.e. maximum costs of $5000 and maximum time away from
normal UNICEF work of 30 days) will be determined by the office/division itself.
19.
Applications that must be reviewed1 or approved at the regional or global levels will be
with no exceptions11:
accepted only three times a year as follows,
1
11
While it is realised that these dates and frequency of submission may be rigidly fixed, external learning is
not considered an emergency initiative and it must, therefore, be planned well in advance.
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External Learning Opportunities
w
Then a completed application must
reach the regional level12 by this date
at the latest:
For staff planning to begin external
learning between these dates:
1 January to 1 May
1 October of the previous year
2 May to 1 September
1 February
2 September to 31 December
1 June
20.
For applications requiring regional level approval (or approval by the Chief, OLDS
for HQ staff), the regional office (or Chief, OLDS) will inform the staff member about
approvals approximately one month after the date indicated above for applications to
reach the region.
21.
For applications requiring global level approval, the Organisational Learning and
Development Section, DHR will, after approval by the Deputy Executive Director,
inform the staff member of its decision about approvals approximately eight weeks after
the date indicated for applications to reach the regional level or Chief, OLDS/DHR.
Criteria for Approval of Application
22.
12
For external learning, applications will be reviewed based on the following criteria, in
addition to the minimum eligibility criteria noted above:
a)
the rationale/objective is the primary criterion on which approvals will be based.
There must be a clear rationale as to how the external learning will positively
impact the work of the staff member upon return to UNICEF service;
b)
quality of service as reflected in past GROWTH forms/PERs (most recent one for
short-term; past three for long-term and extended external learning); and
c)
choice of institution/programme as described above.
For HQ staff, the applications must reach the Chief, OLDS/DHR.
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External Learning Opportunities
Funding
23.
24.
Funding for external learning will come from the following sources:
a)
for core staff and project staff in HQ and regional offices, funding may be
approved from funds from the global learning budget (S3), when available, but
may also be approved from programme/project funds; and
b)
for project staff in non-HQ or regional office locations, funding must be
approved from programme/project funds.
When funding is from the global learning budget, costs will be paid at the appropriate
approving level as noted under "Review and Approval Process" above.
Entitlements
25.
External learning approved for UNICEF funding will cover the following, subject to the
cost sharing arrangements and ceiling previously noted:
a)
registration, tuition and required fees;
b)
costs of required books and study materials up to a maximum of US$300, based
on bills submitted and copies of curricula or other documentation showing that
these books and materials are required;
c)
a monthly stipend, covering the cost of room and board plus incidental expenses,
based on UN rates established for fellows and scholars. The stipend is adjusted if
UNICEF pays the university or institution directly for room or board. The stipend
will be paid for a maximum of four months; instead of the stipend, DSA may be
paid for external learning that is a maximum of 30 days, with appropriate
deductions, if the university or institute provides accommodation and/or meals;
d)
salary and related allowances for up to four months. The staff member may
choose to use any accumulated annual leave at the end of these four months;
e)
post adjustment and M&H allowance:
i)
for staff being transferred to a new duty station after the external
learning, these will be paid according to the level at the duty station from
which the staff is being transferred; and
ii)
for staff returning to the same duty station after the external learning,
these are paid at the level of the current official duty station;
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CF/AI/2001-019 of 26 October 2001
External Learning Opportunities
ynfer
f)
service credit, annual leave accrual and sick leave entitlements for up to four
months;
g)
insurance for up to four months; staff members have the option of continuing
coverage after the four months by making full payment (his/her contribution plus
the subsidy) of the premiums involved. Such payments are to be made in advance
on a quarterly basis, as follows:
h)
i)
international and local staff stationed in NY should contact the UN
Insurance Unit to arrange for payment of premiums;
ii)
international staff stationed outside NY should forward a cheque made
payable to UNICEF for the full amount of the premiums to the Finance
Officer, Finance Section, DFAM/NY; and
iii)
local staff stationed outside NY should arrange payments through their
Operations/Finance Officer at the duty station concerned;
pension contributions up to four months; staff members have the option of
continuing participation after the four months in the UNJSPF by making full
payment (their contribution plus the organisation's contribution). Such payments
are to be made in advance on a monthly basis, as follows:
•)
international and local staff stationed in NY should forward a cheque
made payable to UNICEF for the full amount of the contributions to the
Finance Officer, Finance Section, DFAM/NY;
ii)
international staff stationed outside NY should forward a cheque made
payable to UNICEF for the full amount of the contributions to the Finance
Officer, Finance Section, DFAM/NY; and
iii)
local staff stationed outside NY should arrange payment through their
Operations/Finance Officer at the duty station concerned;
i)
education grant up to four months; after this time, the grant will be prorated (see
Chapter 3 of the HR Manual);
j)
rental subsidy:
i)
for staff returning to the same duty station, rental subsidy will continue
to be paid; and
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External Learning Opportunities
ii)
k)
CF/AI/2001-019 of26 October 2001
for staff being transferred to a new duty station after the external
learning, rental subsidy will be paid if the family remains at the current
duty station; if the family joins the staff member at the place of external
learning or is repatriated, no rental subsidy will be paid;
travel costs as follows:
i)
for staff returning to the duty station, travel costs to and from the duty
station and place of external learning for the staff member by air economy
(the lowest excursion or APEX air fare should be arranged); and
ii)
for staff being transferred to a new duty station, air fare will be by
economy to the place of external learning and then either by economy or
business, where applicable, depending on travel time from the place of
external learning to the new duty station;
1)
travel costs to and from the place of external learning for family members for
internationally recruited staff, and only if the leave is taken in connection with
transfer from one duty station to another; however, costs will be limited to
economy travel from the previous duty station to the home leave country plus
travel from the home leave country to the new duty station following external
learning leave. If costs of travel for family members to the place of leave are
higher, these costs must be covered by the staff member; thus, staff members
being transferred from one duty station to another may elect to repatriate their
families at UNICEF expense instead of bringing them to the place of external
learning. If, after the leave, the staff member will be returning to the same duty
station, then no travel will be covered for family members; and
m)
shipment and storage of personal effects, if the external learning takes place
between assignments; the staff member may choose where to ship and store the
personal effects; however, costs must be within the normal shipping entitlement
limit from the current duty station to the next duty station; any additional costs
must be borne by the staff member.
26.
Staff on long-term and extended external learning must be prepared to cover expenses
beyond four months from personal savings, accumulated annual leave, or from other
funds secured outside UNICEF. Staff should be aware of expenses not covered by
UNICEF beyond the first four months of study leave, all of which must be covered by the
staff member.
27.
OLDS will inform the staff member of the specific funding amounts covered by UNICEF
once the external learning is approved.
18
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External Learning Opportunities
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IV. Other
Postponement of Studies
28.
Once external learning has been approved, it is expected that the learning will take place
during the planned dates. However, it is realised that due to exigencies of service, staff
members may occasionally be asked to postpone their external learning leave. If
necessary, the external learning leave may be postponed for up to one calendar year from
the date the leave was originally planned to start, as long as the supervisor and head of
office agree, and OLDS and the regional office (for field staff) are informed before any
fees have been paid. If the leave is postponed beyond one year, the staff member will be
required to reapply for external learning.
Common Problems in Applications
29.
Experience in UNICEF suggests that several problems often arise when reviewing
applications for external learning:
a)
Rationales are not Well Developed. The benefits to both UNICEF and the staff
member must be evident and well developed in the rationale. The rationale is the
key criterion in the application review. It is not sufficient to say, for example,
that the external learning will "be of great benefit" to the staff member and the
organisation.
b)
The Choice of the Course of Study and the Institution must be Clearly
Stated. It is not sufficient, for example, to state that the staff member wishes to
"take a management course at an institution in the United Kingdom", or that the
staff member will later identify an "appropriate" course. Details about the course
of study and institution must be attached to the application.
c)
GROWTH Forms/Performance Evaluation Reports are not sent with the
Application.
Unless all required, up-to-date GROWTH forms/PERs are
included, the application will not be considered.
d)
Applications are received without Sufficient Advance Notice. If applications
are not sent to the Region or Headquarters by the dates listed under "Application
Procedure," applications are not guaranteed to be reviewed for the external
learning to proceed for the period desired. Similarly, regional and global bodies
will review applications only three times each year, and this must be considered in
planning for external learning that requires their review.
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External Learning Opportunities
CF/AI/2001-019 of 26 October 2001
Evaluation/Assessment of Staff in Formal University or Other Programmes
30.
For staff accepted for external learning and enrolling in formal university or other
institutional
programmes
(including
distance/on-line
programmes)
where
assessment/evaluation is completed for students, following attendance, a copy of the
assessment/evaluation form must be submitted to UNICEF.
31.
A copy of the assessment/evaluation form must be sent to all levels noted under "Review
and Approval Process" above, i.e. if approved at the local level, the
assessment/evaluation remains at this level, but if reviewed and approved at regional
and/or global levels, copies must be sent to these levels.
32.
If the assessment/evaluation is unsatisfactory, staff will be expected to reimburse
UNICEF for all costs related to tuition and fees.
33.
If the programme is for more than one term/semester, the assessment/evaluation for each
term/semester must be submitted as soon as received and if the assessment/evaluation is
unsatisfactory, UNICEF will not support the continuation of the external learning.
34.
For staff members who have been on short-term external learning, regional offices will
contact their supervisors from six months to one year after returning to work to assess the
impact of having completed the studies. For staff members on long-term and extended
external learning, this contact will be initiated by OLDS. A copy of the staff assessment
form is attached as Annex B.
Course Assessment
35.
All approved participants in formal university or other institutions will be required to
complete an assessment of the course, including its value and recommendations as to
whether the course should be recommended for possible participation of other UNICEF
staff. This assessment must be completed no later than three months after completion of
the external learning. The results will be posted on the UNICEF LeamingWeb for other
staff members’ reference. A copy of the course assessment form is attached as Annex C.
Lessons learnt for UNICEF
36.
All staff members approved for external learning of longer than 30 days are required to
undertake three actions within three months of returning to UNICEF service:
a)
write a paper of no more than four pages with “lessons learnt” for UNICEF.
These papers must be submitted to OLDS for possible posting on the
LearningWeb',
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CF/AI/2001-019 of 26 October 2001
External Learning Opportunities
b)
make a presentation to the office of assignment (in the case of newly transferred
staff, the presentation will be to the new office) with “lessons learnt” for
UNICEF; and
c)
discuss possible implications and means of applying the new knowledge in
UNICEF’s and the staff member’s work. These discussions must be held at least
with the immediate supervisor, and preferably with the head of section, office
and/or division.
1
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21
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CF/AI/2001-019 of26 October 2001
External Learning Opportunities
o
Annex A
Application for External Learning
Part 1: Identifying Information
Last Name:
First Name:
Functional title:
Index number:
Category :
P
1
EOD in UNICEF: Month: Jan
Year:
Expiry date of current contract:
No expiry: permanent contract.
Expiry is as follows: Month: Jan Year:
□
□
Have you attached the following obligatory information?
• Up to date personal history form (UNICEF Personal Fact Sheet or P.11)
• GROWTH forms/PERs (last one for short term/last 3 for longer term)
□ yes nno
□ yes nno
Part 2: Subject of Learning, Rationale, Objectives and Expected Benefits
Subject area of proposed learning: Programme
Specific title of programme, course or proposal for learning:
Attach a separate document (not more than 2 pages) with the following:
• an explanation of the rationale for requesting external learning
• the objectives and expected benefits for yourself and for UNICEF
Keep in mind that this is the most important part of the application, so please be as complete and clear as
possible.
Part 3: Proposed Approach to and Time Requested for External Learning
Approach
□
□
□
□
□
External learning at the duty station or within the country of assignment
Distance learning/on-line learning while at the duty station
External learning away from the country of assignment
Sabbatical at or away from the duty station
Self-funded learning during leave without pay.
Time requested
□
□
□
□
Limited-term
Short-term
Long-term
Extended
30 working days or less
more than 30 working days up to 80 working days (16 weeks)
more than 80 working days up to one calendar year
more than one calendar year up to 2 years maximum
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External Learning Opportunities
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Proposed dates
Starting month:
Ending month:
Jan
Jan
Year:
Year:
Part 4: Learning Programme
(Complete part A or B as appropriate)
A:
•
•
•
•
•
•
•
•
If external learning programme is attached to a university or institution
Name of university or institution:
Address:
City, Province, State:
Country:
Mail code:
Web site of university or institution, if any: http://www.
Web site of specific programme, if any: http://www.
(If there is no website describing the programme, please attach a copy of an official university or
institution brochure or other documents with description, including courses.)
Certificates or degrees expected, if any:No degree or certificate expected
(If “other”, please specify:
)
If the proposed external learning is attached to a university or institution, but is not part of a formal
programme (for example, independent studies or research), please attach a separate sheet
describing your proposed external learning content and approach.
B:
If programme is not part of a formal university or institutional course of study
Please attach a separate sheet describing your proposed external learning content and approach.
Staff requesting a sabbatical should include the following information:
i) what will be reflected upon and/or researched
ii) what the written product will likely include
iii) how this product could be used to advance learning by UNICEF and/or others.
Part 5: Costs and Proposed Funding
Percentage of funding for tuition and required fees requested of UNICEF
□
□
□
100% (if a maximum of $5000 for all costs)
Up to 80% if the primary objective is to improve the work related to the current post/assignment
or the next post/assignment that has already been identified and approved
Up to 50% if the primary objective of the learning is towards a realistic career
development/transition within UNICEF
Up to 20% up to a maximum of US$2000 if the primary objective is for self-development with a
strong element of benefit for UNICEF
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CF/AI/2001-019 of 26 October 2001
External Learning Opportunities
Amount of money requested of UNICEF, in US dollars (if any), up to a maximum of $25,000:
Tuition and fees:
$
Transportation:
$
DSA (if less than 30 days)
$
Stipend will be calculated by NYHQ if over 30 days
Amount of money staff member will finance him/herself or through other sources such as scholarships, in
US dollars (if any):
$
How do you propose to fund this learning?
□
□
Global funds (for core staff and project staff in HQ or regional locations only)
Project funds (for any category of staff). Specify source:
Fully self-funded or university scholarship/fellowship (no funding requested from UNICEF)
Other. Please describe:
Part 6: Ensuring the smooth functioning of the office during this external learning
□
□
□
□
This external learning involves no time away from my normal work, so no disruption in my normal
duties is foreseen.
This external learning involves minimal time away from my normal work (no more than 1 working
day per week) during the proposed learning period, and no special arrangements will be needed
to cover my normal workload.
This external learning involves more than 1 day per week away from my normal work and
therefore the following arrangements will be made to cover my normal workload (please discuss
with your supervisor before answering this question):
For international staff members only: This external learning is proposed to take place between
assignments. Approximate date for normal reassignment:
Month: Jan
Year:
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External Learning Opportunities
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Part 7: Commitment
□
Yes
I agree to continue working with UNICEF for at least 2 years following this external learning, if it is
approved. I agree to refund UNICEF fully for all costs should I not complete 2 full years, unless
UNICEF separates me from service before this period has been completed.
For international staff only: I agree to accept a 2 year duty station for my next reassignment
following this external learning. If no, please explain:
The information in this application is correct to the best of my knowledge. I agree that all of the
information included in this application and all attachments may be reviewed by the appropriate reviewing
bodies.
Signed:
Date:
Submit this application to your supervisor and then to your Representative (for country offices), Regional
Director (for regional offices) or Section Chief (for HQ offices) to complete the next page.
Part 8: Support from Immediate Supervisor
Do you support this application for external learning?
□
□
No. Please discuss your reasons with the concerned staff member. The application will not be
reviewed any further.
Yes. Please briefly describe why, in your view, UNICEF should invest funds and/or time for this
external learning.
Signed:
Date:
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CF/AI/2001-019 of26 October 2001
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Part 9: Support from Head of Office
To be completed by the Representative (for country offices), Regional Director (for regional offices) or
Section Chief (for HQ offices)
Do you support this application for external learning?
□
□
No. Please discuss your reasons with the concerned staff member. The application will not be
reviewed any further.
Yes. Please briefly describe why, in your view, UNICEF should invest funds and/or time for this
external learning.
If request is for a maximum of $5000 and a maximum of 30 working days or less, there is no need for
further approval. If above these limits, the application should be sent to the next level for review and
possible approval.
Signed:
Date:
Part 10: Support from Regional Director or Division Director
Do you support this application for external learning?
□
□
No. Please inform the concerned staff member about the reasons. The application will not be
reviewed any further.
Yes. Please briefly describe why, in your view, UNICEF should invest funds and/or time for this
external learning.
If request is for a maximum of $10,000 and a maximum of 80 working days or less, there is no need for
further approval for field staff; for HQ staff, applications must then be sent to the Chief, OLDS/DHR. If
above these limits, the application should be sent to OLDS/DHR for review and possible approval at the
Global level.
Signed:
Date:
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CF/AI/2001-019 of 26 October 2001
External Learning Opportunities
Ail
Annex B
Assessment of Staff Who Have Been on External Learning
Part 1: Identifying Information
First Name:
Staff Member’s Last Name:
Index number:
Functional title:
Category :
P
1
Dates of external learning:
Start Month:
End Month:
Year:
Year:
Jan
Jan
Subject area of external learning: Programme
Specific title of programme or course:
Part 2: Completion of Requirements
After having attended the above programme or course, were the following undertaken by the staff
member?
•
•
•
•
Wrote a paper of no more than four pages with “lessons learnt” for UNICEF? Qyes Ono
Submitted the paper to DHR/OLDS?
O Yes 0Zlno
Made a presentation based on lessons learnt from the course/programme?
yes Ono
Discussed implications and possibilities to apply learning to UNICEF work with the following people:
Immediate supervisor
yes Ono
Head of office/section and/or division
yes Ono
Part 3: Assessment by Supervisor
After having attended the above programme or course, what is your assessment of the impact on the staff
member’s work?
A. The SM’s knowledge and skills in the above area have increased to the benefit of his/her work.
not at all
very little
somewhat
significantly
cannot judge
Examples/comments/explanation:
B. The SM has acquired knowledge and skills which could not have easily been acquired within
UNICEF.
could have just as easily been acquired within UNICEF
could not have been easily acquired within UNICEF
cannot judge
Comments/explanation:
C. The SM returned to UNICEF with increased enthusiasm, motivation and/or satisfaction.
not at all
very little
somewhat
significantly
cannot judge
Examples/comments/explanation:
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CF/AI/2001-019 of 26 October 2001
o
External Learning Opportunities
D. In your opinion, was this investment in time and resources overall worthwhile?
not at all
very little
somewhat
significantly
cannot judge
w
Comments/explanation:
E. Any other comments:
Name:
Title:
Signature:
Date:
2
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External Learning Opportunities
CF/AI/2001-019 of 26 October 2001
Annex C
Assessment of External Learning
v
Part 1: Identifying Information
Last Name:
First Name:
Functional title:
Index number:
Category :
P
1
Dates of external learning:
Start Month:
End Month:
Year:
Year:
Jan
Jan
Subject area of external learning: Programme
Specific title of programme or course:
University or Institution:
Part 2: Assessment
After having attended the above programme or course, what is your assessment of it?
A. Overall, the programme/course was useful.
not at all
very little
□somewhat
□significantly □cannot judge
Comments:
B. What is your assessment of the programme/course content?
very poor
mediocre
average
very good
exceptional
Comments:
C. What is your assessment of the methodology/approach to the programme/course?
very poor
mediocre
average
very good
exceptional
Comments:
D. What is your assessment of the faculty/teaching staff?
very poor
mediocre
average
very good
Comments:
E. What is your overall assessment of the other students/participants?
poor level and mix of students/participants
average
very good
exceptional level and mix of students/participants
Comments:
1
exceptional
External Learning Opportunities
CF/AI/2001-019 of 26 October 2001
F. The knowledge and skills gained from attending the course should prove to be of benefit to my work.
not at all
very little
somewhat
significantly O cannot judge
Examples/comments/explanation:
G. I acquired knowledge and skills which could not have easily been acquired within UNICEF.
do not agree
agree somewhat
agree fully
cannot judge
Comments/explanation:
H.
I am returning to UNICEF with increased enthusiasm, motivation and/or satisfaction.
not at all
very little
somewhat
significantly
Comments/explanation:
I.
In your opinion, was this investment in time and resources overall worthwhile?
not at all
very little
somewhat Q significantly O cannot judge
Comments/explanation:
J.
Would you recommend this university/institution and course/programme to other staff members in
UNICEF?
no
yes, but with reservations
yes, I fully recommend it
Comments/explanation:
K. Any other comments:
Date:
2
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