MEMBERSHIP TRAINING HANDBOOK

Transcription

1 MEMBERSHIP TRAINING HANDBOOK Membership Training Handbook V 03 Oct 17 P a g e 1

2 MEMBERSHIP TRAINING HANDBOOK (Version 03 Issued October 2017 CONTENTS SECTION SUBJECT PAGE Glossary of Terms 3 1 Introduction 4 2 Membership Training 4 Membership Training Strategy Aim of Membership Training Membership Training Objectives Membership Training Structure Approach to Membership Training Training Methods Training Delivery Overseas Training Courses Identified for Local in-house delivery Reporting on CTO/ACT delivered Training Local in-house delivery Flow Chart Nationally Delivered Membership Training and Development Courses Outline of National Training Provision National Course Materials Ensuring Value for Money Course Requests for National Courses Flow Chart Delegate Application Forms Delegate Application Flow Chart National Training & Development Administration Process Membership National Training Programme Course Certificates National Membership Course Viability & Application closing date Overnight Accommodation Delegates Joining Instructions Delegate Expenses SOP 42 Staff & Trustee Expense Claims Training Evaluation / Training & Development Opportunities for Branches & Counties Table Course Profile Index Individual Course Profiles Appendices: Appendix A County Training Role Descriptions Appendix B Membership Training Course Request Appendix C Application to Attend National Membership Training Appendix D Application to Attend LOMAS Course Appendix E Volunteer Expense Form to to to to to to 49 Membership Training Handbook V 03 Oct 17 P a g e 2

3 MEMBERSHIP TRAINING HANDBOOK (Version 03 Issued October 2017) MEMBERSHIP TRAINING GLOSSARY OF TERMS TERM DEFINITION AM Area Manager ACT Note 1 Assistant County Trainer BCS Branch Community Support The administrative County, District or Section of the Legion. The use County of the term County also infers the use of the term District or Section CTC Note 1 County Training Coordinator CTO Note 1 County Training Officer HR Human Resources IE Independent Examiner MAP & O365 Membership Administration Portal & Office 365 MCTC Membership Council Training Consultant MP & AM Membership Policy & Administration Manager (Staff Member) MSO Membership Support Officer (Staff Member) MTA Membership Training Administrator (Staff Member) MTO Membership Training Officer (Staff Member) NPM National Parade Marshal PM Parade Marshal QPM Qualified Panel Member SB Standard Bearer SBJ Standard Bearer Judge TNA Training Needs Analysis TTT Train the Trainer VSU Volunteer Support Unit Note 1 For administrative purposes, County also infers the use of the term District or Section. Membership Training Handbook V 03 Oct 17 P a g e 3

4 1. INTRODUCTION This Membership Training Handbook seeks to provide those involved in the organisation and or delivery of membership training with the necessary information to enable them to carry out their duties effectively. Training members on their current or prospective roles within the Legion improves our overall effectiveness in areas such as recruitment, retention and community awareness. Training also helps to ensure compliance with legislation and the Charity Commission, thus preserving our good reputation. Refreshing or developing skills such as in communication, time management or leadership, makes it easier for members to carry out their roles, while improving relationships within the Legion. Training can reduce incidents or accidents that may leave the Legion open to unnecessary costs. Membership Training and its quality assurance in this increasingly litigious world is of key importance. Recent incidents (early 2016) which were investigated by external agencies, involving Legion Members, have required the Membership Department to provide detailed information, the training on offer and whether it was undertaken by certain individuals. 2. MEMBERSHIP TRAINING Membership Training Strategy The training strategy supports the Membership Strategy which in turn supports our Legion Strategy. Responsibility for the Membership Training Strategy sits with the Membership Policy and Administration Manager (MP&AM) in conjunction with the Membership Council Training Consultant (MCTC). The MCTC is an elected member of the Membership Council and regularly reports back to the Council on matters concerning members training and development. Under Charity Law all volunteer Legion members in positions of authority, from National Trustees down, are accountable for the activities of the Legion. This means that there is a need for those members in such positions, at every level, to be provided with opportunities for appropriate and timely training in order that they can fulfil their duties and responsibilities effectively. Aim of Membership Training The aim of Membership Training is to provide the necessary knowledge, skills and development to all Legion Members filling volunteer appointments to enable them to discharge their duties efficiently and effectively. Membership Training Handbook V 03 Oct 17 P a g e 4

5 Membership Training Objectives Membership Training has 4 key objectives, these are: To develop and equip Officers and Committee members at every level with the necessary skills and knowledge in preparation for their appointment. To develop and equip Officers and Committee Members at every level with the necessary skills and knowledge in sound financial and management procedures To develop and equip selected members with the necessary skills and knowledge to enable them to take up specific advisory, supervisory and training appointments at National and County level. To provide training and development opportunities for members in a timely, relevant and cost-effective manner. Membership Training Structure The Membership Policy & Administration Manager (MP&AM) is a staff member who has responsibility for the Membership Training team and as such controls the budget for National Membership Training. Membership Training Officers (MTOs) are staff members and as such, one of their key responsibilities is the identification, development and delivery of an appropriate portfolio of Membership courses at both national and local level. Membership Training Administrator (MTA) is a staff member and as such supports the membership training function on a part-time basis (2.5 days per week). A key function of the role is to record and process delegate application forms for national courses. County Training Officers (CTOs)/County Training Co-ordinators (CTCs) Each County Chairman appoints a County Training Officer (CTO) or a County Training Coordinator (CTC). The individual selected should be an elected member of the County Committee. However, where there is no suitable candidate, the County Chairman can appoint and individual from within the County. In addition, the County Chairman should appoint Assistant County Trainers (ACTS) from within the County to assist with local in house delivered courses. Role profiles, qualification criteria and training requirements for CTO, CTC and ACTs are included in this Handbook. Appendix A, pages 39 to 41 refers. As part of their duties, the CTO/CTC has a responsibility for planning and implementing a county/district training programme. The CTO/CTC is also responsible for producing an annual budget which covers Branch level training, to be delivered by CTOs and ACTs. This budget is incorporated in the County annual budget request. National Courses delivered by MTOs, locally (in County) are funded centrally, so whilst they should be included in the county/district plan and calendar for timing and support purposes, they are not included in the county budget. Membership Training Handbook V 03 Oct 17 P a g e 5

6 3 APPROACH TO MEMBERSHIP TRAINING Identification of Training Needs The identification of training needs is carried out on two levels. These are as follows: First Level The CTO/CTC is responsible for the identification of training needs within the County at both County and Branch level. CTOs/CTCs should carry out regular reviews of Branch, County and individual needs to ensure that needs of the formation are met in a timely and cost effective manner. Where the County has identified that an individual(s) within its area of responsibility has a training need; the CTO/CTC is required to carry out an informal interview with the individual(s) to ascertain how best their needs can be met. Having agreed the method with the individual(s), The CTO/CTC should take the necessary action to arrange training for those who require it. Second Level The Membership Training Team will carry out identification of training and development needs at a Membership organisational level as required. When a particular training need has been identified by an internal stakeholder such as: the Board of Trustees, MC, Internal Audit, the Membership Complaints Committee or a County/District Committee, such requests will be responded to as a matter of urgency..national Training Courses In order that National training opportunities are offered to the widest possible audience, training will be offered throughout the country, primarily on request from counties. National Training will be delivered as geographically close to the need as possible, so occasionally a course may be relocated to reduce delegates travel and potential accommodation costs. A number of national (specialist) courses will be programmed throughout the country. Thereafter requests for training will be considered on case by case basis by the Training Team. Overseas Training Requests for Membership Training from Members based overseas will not normally be accepted for UK-based training. However, arrangements are in place to deliver training more cost effectively in their location, where local issues might be more appropriately addressed. Deviation from this will be on a case-by-case basis. Membership Training Handbook V 03 Oct 17 P a g e 6

7 Courses Identified for Local In-house Training All CTOs/ACTs are able to deliver the following training: Branch Management (2 Days) Branch Management Taster (1 Day) Branch Treasurer Course (2 Days) Branch Treasurer Workshop Recruiting Advisor (1 Day) MAP & Office 365 Workshops Branch Community Support Workshops Branch/County level workshops identified through TNA or requested by County. It should be noted that all other courses, with the exception of ceremonial training are delivered by MTOs. Reporting on In-house Training Delivery All CTOs/ATCs are to ensure that they report on all in house locally delivered training. This is to ensure that the core training data base is kept up to date. The information required is as follows: Date on which the training took place Venue Location Record of Attendance Title of Training delivered CTO/ACT Local in house Training Delivery Flow Chart County identifies a training need within a Branch CTO/CTC identifies the most appropriate method of delivery One to One, workshop or course For Courses & Workshops only, complete Course Request form and send to Membership Traiining, clearly state who will be delivering and request any material as required Training Request acknowledged; any material required and not available on O365, ed to CTO/ACT Three weeks prior, CTO/CTC considers - is the course/workshop viable - Are there sufficient delegates and is there a suitable venue? Cancel or proceed Delegates added as they apply, incl: from hosting County Course(s)/Workshops added to Training Calendar/O365 County asked to clarify as required. Incl: costs CTO/CTC to send Joining Instructions. Template Joining Instructions available on Training Group in O365 Delegates Confirm Attendance etc to CTO/CTC Training Course/workshop delivered. Short report sent to Membership Training For Courses - CTO arranges Post Course Evaluation (8 to 12 weeks following the course) Membership Training Handbook V 03 Oct 17 P a g e 7

8 4 NATIONALLY DELIVERED MEMBERSHIP TRAINING AND DEVELOPMENT COURSES Outline of Provision The portfolio of courses delivered by the National Training Team, have been defined as standard or role specific. All standard courses and some role specific courses shown on the Training Calendar are developed and delivered by MTOs in local venues. However, there are some role specific courses which are delivered at nationally selected venues to ensure maximum coverage. Courses which fall into these categories are as follows: STANDARD COURSES Branch Management Branch Treasurers County Management Recruiting Adviser ROLE SPECIFIC COURSES Qualified Panel Member County Training Officer/Train the Trainer CTO Accreditation Course Independent Examiner County Recruiting Officer County Conference Committee Standard Bearer Judges Course Note 2 Standard Bearer Requalification/Upgrade Course Note 2 Parade Marshals Course Note 2 Parade Marshal Requalification/Upgrade course Note 2 Note 2 Ceremonial Courses and requalifications/upgrades are organised by the NPM in conjunction with the Ceremonial Working Group. They are included in the Membership Training Calendar for funding and support purposes only. National Course Materials Course materials will be designed and or updated to reflect policy changes, as they occur, in consultation with the appropriate subject matter experts; otherwise they are reviewed at least once a year. CTOs, ACTs and CROs delivering training (table on page 7 refers) can either design their own material using up to date resources such as the current version of the Royal Charter and Membership Handbook or the CTO can download material from the Trainer Group on O365/MAP. Ensuring Value for Money Membership Training is funded from the General Fund, therefore resources are limited and the training offered must provide value for money. Given that training and development must not incur unnecessary expense, where possible all correspondence from the MTA to stakeholders and delegates will be carried out electronically, using O365 addresses where possible. This includes Course Applications, Joining Instructions and pre-course work. Membership Training Handbook V 03 Oct 17 P a g e 8

9 Delegates must apply for national courses being held in their local area as this represents best value: least travel and minimal accommodation costs. Should there be an urgent need for a delegate to attend a national standard course further afield: permission must be sought from the MP&AM, through the MTA to authorise the potential extra cost. It should be noted that all overnight Accommodation reservations are made by the MTA at Haig House. Once a delegate has been accepted on to a course, it is their responsibility to attend. CTOs/CTC must inform their delegates for national courses that should they wish to withdraw from the course, they must inform the MTA or MTO immediately or as soon as practical. The Legion has a duty of care to members. This extends to those who agree to attend national training and fail to do so on the day. No-shows represent a significant waste of resource, especially when accommodation is reserved; all no shows will be investigated at the time as a matter of urgency. Membership National Courses Training Methods Membership training will employ a wide variety of training methods to meet the needs of person-centred learning, making use of blended solutions where appropriate. Training methods will include where appropriate: Taster sessions One day workshops Two day training courses Digital modules Webinars and ring-in sessions Specialist modules for specific roles As at this issue of the Handbook, the last three are in development Requests National for Membership Courses The CTO/CTC is responsible for applying for national training courses to be delivered in County/District by MTOs. Courses should be requested as soon as a need is identified. However, routinely the training team have an annual planning meeting in December of each year, to begin to plan the following year. In order to have your application considered at this meeting, it is important that your course request forms are received by membership training by 01 December. The follow flowchart outlines the National Course Request process. The following flow chart shows the application process for Membership National Courses: Membership Training Handbook V 03 Oct 17 P a g e 9

10 NATIONAL COURSE REQUESTS FLOW CHART. County/District Defines Need For Training C/DTO complete Course Request having defined the need - MTO deliivery or materials only and s the request to Membership Training Receipt of Application Acknowledged by Memebership Training Training Request considered by Training Team - accepted or amended One Month prior - is the course viable - Are there sufficient delegates and is there a suitable venue? Cancel or proceed Delegates added as they apply, incl: from hosting County Course(s) added to Training Calendar/O365 County asked to clarify as required. Incl: costs Joining Instructions Dispatched Delegates Confirm Attendance etc Training Course CTO/CTC arranges Post Course Evaluation (8 to 12 weeks following the course) Delegate Application Forms To be considered for a national course, all prospective delegates must complete a delegate application form which is available on O365/MAP. However, if the member doesn t have access to O365/MAP, the CTO/CTC should forward a blank form to the member. As soon as the form has been completed by the delegate it should be returned to the CTO/CTC for authorisation and onward transmission to membershiptraining@britishlegion.org.uk A copy of the Application to attend National Membership Training is contained in Appendix C to this Hand Book. Appendix D shows the Application to attend a Legion online Membership Accounting System (LOMAS) Course. However, there are certain specialist courses that must also be endorsed by either the County Chairman or the County Ceremonial Officer/Parade Marshal (for ceremonial courses). If an application is not endorsed appropriately, it will not be accepted. On receipt of a correctly completed application form, an acknowledgement will be sent to the originator confirming their place on the course or, should the course be full, advising them of an alternative course of action. The follow flow chart shows the process to be used when a delegate wants to apply for a Membership National Training Course. Membership Training Handbook V 03 Oct 17 P a g e 10

11 DELEGATE APPLICATION TO ATTEND NATIONAL MEMBERSHIP TRAINING FLOW CHART Potential Delegate asks about Membership Training Needs Assessed by the CTO/CTC and agreed with Delegate Delegate completes Application form and returns it to CTO/ CTC for counter signature Countersigned Application forwarded to Membership Training Administrator (MTA) at Head Office Delegate Confirms Receipt and Attendance (with any other needs) Course confirmed : Joining Instructions sent to Delegates. Up to one month before course date, course is confirmed Application acknowledged and information added to to Delegate List (or Waiting list) by MTA Course Runs - Delegate Attends Course Complete Delegate completes C ourse Evaluation Delegate submits expenses claim as required, MTA completes administrative action. 5 NATIONAL TRAINING & DEVELOPMENT ADMINISTRATION PROCESS Membership National Training Programme The National Training Programme is a living document which is continuously evolving and includes both standard and role specific courses. The calendar of courses is produced by the MTOS and approved by MP&AM. The calendar of national courses being delivered by the MTOs is shown on O365/MAP. Membership Support Officers (MSOs) can also view the calendar via SharePoint on the Legion intranet. Course Certificates On successful completion of a National Membership Training course, delivered by MTOs, delegates are presented with an attendance certificate. A record of certificates issued is maintained on the master delegate list. For courses where there is a pass or fail assessment, only those delegates who pass will receive a certificate, these will be sent along with the results electronically. Certificates are not issued for training seminars or locally (in house) delivery training. Counties are encouraged to issue there own certificates, signed by the County Chairman, for the training which they conduct. A template certificate is held on Office 365 and can be accessed through the Trainer Group. Membership Training Handbook V 03 Oct 17 P a g e 11

12 National Membership Course Viability and Application Closing Date In order to ensure that the training administration process flows in a logical and timely manner, a viability check will be carried out 4 weeks prior to the course start date. This is to ensure that the minimum number of completed application forms have been received by Membership Training. The closing date for all course applications will be 3 weeks prior to the course start date. Applications received after this time will not generally be accepted. If delegates are accepted late, the CTO/CTC must inform the delegate of their responsibility to complete any pre-course work. If they are unable to comply, they should be advised not to attend as they may hold up or distract other delegates. In exceptional circumstances the CTO/CTC should seek advice from Membership Training. Overnight Accommodation Delegates If delegates require accommodation, in accordance with SOP 42, reservations must be made by the MTA using the designated booking system. This also applies when a delegate has specific needs and is attending what is deemed to be a nationally delivered local course. In this circumstance, the Administrator will seek authority from the MP&AM. Joining Instructions We aim to issue Joining Instructions approximately 2 weeks before a viable course and ideally no later than 10 days in advance. This affords delegates the opportunity to complete any pre-course work. Prospective delegates must acknowledge receipt of their Joining Instructions and confirm their attendance at the course with Membership Training. Delegates who fail to confirm their attendance and receipt of their Joining instructions may be deleted from the delegate list. Delegates must not re-send their Joining Instructions to others not booked onto the course. Expenses Travelling and accommodation costs for national courses provided by Membership Training are met by the Legion General Fund through Membership Training, unless otherwise stated in the relevant SOP s. As there is a limited budget, delegates must be advised to keep their travel costs to a minimum. If travelling by car, and others from their local area are also attending, they should be encouraged to car share. Delegates will be sent a Volunteer Expense Claim form (Appendix E refers) with their joining instructions, which should be completed and submitted with relevant receipts on the delegate s return home. Delegates must be advised to obtained receipts for all expenditure excluding fuel. Training arranged and delivered Locally by CTOs/ACTs including workshops, seminars and local standard bearer training are funded through the County/District training budget; care must be taken not to double account. Membership Training Handbook V 03 Oct 17 P a g e 12

13 SOP42 Staff & Trustees Expense Claims This document states legion policy on claiming expenses. Despite its title it applies across the entire Legion and is the authority for making claims for expenses in support of attendance at Membership Training. A copy of SOP 42 can be found on O365/MAP. Training Evaluation All courses will be subject to evaluation by both the trainers and delegates with the support of the CTO or CTC where appropriate. Evaluations will be carried out in three stages: Reaction Level completed immediately following completion of training delivery, prior to course dispersal. Second Level evaluation (Learning and Behaviour) is to be carried out by the CTO or CTC no earlier than 8 weeks and no later that 12 weeks after attendance and will focus on how beneficial the training has been to both the individual and Branch, County or District. There may be a third stage 360 degree feedback, This can be carried out by telephone to a select number of delegates, field staff and County officials. These will be selected on the basis of the second evaluation returns.. Membership Training Handbook V 03 Oct 17 P a g e 13

14 6 TRAINING & DEVELOPMENT OPPORTUNITIES FOR BRANCHES & COUNTIES Branch Level Courses County Level Courses Ceremonial Courses Specialist Courses Branch Management Course 1 or 2 days (Can be delivered by CTO/ACT) Branch Treasurer Course (with or without LOMAS). Branch Treasurer Course without LOMAS (Can be delivered by CTO/ACT) County Management Course Standard Bearer Judge Course Qualified Panel Member Course County Recruiting Officer Course Standard Bearer Judge Independent Examiner (& Update) Requalification /Upgrade Course Requalification Course LOMAS for Branch Treasurers Recruiting Advisor Train the Trainer Parade Marshal Course Independent Examiner Course Branch Treasurer Workshop (Can be delivered by CTO/ACT) Recruiting Advisor Course (Can be delivered by CRO/CTO/ACT) Office 365/Membership Administration Portal (Should be delivered by CTO/ACT) Branch Community Support (Should be delivered by CTO/ACT) Conference Committee Course County Training Officer Course (& Update) CTO with Accreditation for prior knowledge course (& Update) County Assistant Trainer course with Accreditation for prior Knowledge Parade Marshal Requalification /Upgrade Course Band Workshop Admin Support Only Joint Finance and IE Course Qualified Panel Member Requalification Course Workshops to meet local needs of the above (Should be delivered by CTO/ACT) County Youth Advisor & Child Protection Course Membership Training Handbook V 03 Oct 17 P a g e 14

15 COURSE PROFILES - INDEX PAGE Branch Management Course 16 Branch Treasurer Course 17 LOMAS 18 Office 365/Membership Administration Portal 19 Branch Community Support 20 County/District Management Course 21 County/District Conference Committee Course 22 County/District Training Officer Course 23 County/District Training Officer Accreditation Course 24 C/DTO Seminar 25 County Recruiting Officer Course 26 Recruiting Advisor Train the Trainer 27 Recruiting Advisor 28 Principal County/District Recruiting Officers Seminar 29 County Youth Advisor Course removed awaiting Policy change Independent Examiner Course 30 Independent Examiner Requalification Course 31 Combined Branch Treasurer and Independent Examiners Course 32 Qualified Panel Member Course 33 Qualified Panel Member Requalification Course 34 Standard Bearer Judges Course 35 Standard Bearer Judges Requalification & Update Course 36 Parade Marshal Course 37 Parade Marshal Requalification & Update Course 38 Note: Course timings are not shown on the Course Profiles. However, daily timings are indicated on the joining Instructions sent to delegates. Counties/Districts bidding for courses must take into account, when selecting a training venue, the facility s opening and closing times to ensure that they meet the requirements of the course. Venues should be available 0830 to Membership Training Handbook V 03 Oct 17 P a g e 15

16 Branch Management Course Aim To provide in-post and potential Branch Committee Members with an overview of compliance with Charity Commission and Legion policies and procedures; their duties and responsibilities as Branch Committee members and to develop or refresh the managerial skills required to carry them out in a Legion environment. Content Legion Organisational Structure Legion Purpose & Values Legion s Operating Model Duties & Responsibilities under the Royal Charter Data Protection Overview of the Membership Handbook Branch Administration including: Branch finances Branch activities Branch meetings Recruiting and retention Local relations Disputes and complaints procedure Elections; County and Annual Conferences. Corporate image, use of logo Fundraising Aimed at Numbers Duration Outcome Priority 1 - Serving and or newly elected Branch Officers Priority 2 - Elected Branch Committee Members. Priority 3 Members volunteering who might stand for election. Up to 20 delegates (dependant on available space) Two Days A Member with sound knowledge of Legion policy and governance applied at Branch level. Notes There will be pre-course work for this course. Topics can be added to suit specific local needs. Membership Training Handbook V 03 Oct 17 P a g e 16

17 Branch Treasurer Course Aim To increase RBL Members knowledge of the Legion s financial provisions applicable to the Royal Charter and Charity Law To train RBL Branch Treasurers in basic book keeping skills Content The Legal framework The Royal Charter The Membership Handbook particularly Branch responsibilities and the Treasurers role. Accounting practices and Financial controls Practical exercises - Bank Reconciliation procedures Completing the year end branch accounts Aimed at Numbers Duration Branch Treasurers, potential Branch Treasurers and Branch Committee members Maximum 20 delegates, space permitting Two days Outcome A Member who is confident to undertake duties as a Branch Treasurer. Notes Pre-Course work is required for this course. Delegates from branches who are registered for LOMAS should attend day one only, unless specifically requesting both days. LOMAS is currently trained as part of a separate project as at September Future provision will be LOMAS inclusion as business as usual when all branches are on the system. Membership Training Handbook V 03 Oct 17 P a g e 17

18 LOMAS course Aim To train delegates on the key features and use of LOMAS, knowing where to go for support and accessing the live system. Content Introduction and Overview of LOMAS LOMAS demonstration and practical activities BFI demonstration and practical activities User tips Going Live Input of Live transactions Aimed at Duration Notes Treasurers who are committed to use LOMAS One day Delegates are encouraged to bring their own WIFI enabled laptops/tablets for use on the course. Pre course reading is required before attending this course. Membership Training Handbook V 03 Oct 17 P a g e 18

19 Office 365 & Membership Administration Portal (MAP) Aim To train delegates on the key features and use of Office 365 and the Membership Administration Portal (MAP) Content Introduction and Overview of Office 365 & MAP Demonstration and practical activities How to access membership lists Document Storage User tips Aimed at Duration Notes Branch and County Committee Members who have access to and be expected to use Office 365 and MAP Half Day Delegates are expected to bring their own WIFI enabled laptops/tablets for use on the course. Pre course reading is required before attending this course. Membership Training Handbook V 03 Oct 17 P a g e 19

20 Branch Community Support Aim To train delegates on the key features and use of the Branch Community Support (BCS) system within Office 365 Content Rationale for the use of the BCS Demonstration and practical activities Data Protection User tips Aimed at Duration Notes BCS Representatives and County Community Support Half Day Delegates are expected to bring their own WIFI enabled laptops/tablets for use on the course. Pre course reading is required before attending this course. Membership Training Handbook V 03 Oct 17 P a g e 20

21 County/District Management Course Aim To provide County Officers and committee members with the necessary skills and knowledge concerning management structures and procedures; their duties and responsibilities and to undertake a case study on setting SMART Objectives which are key to the success of the County Plan. Content County management structure Duties and responsibilities of counties Data Protection Effective county meetings Leadership and Communication Setting SMART Objectives Effective county AGM Solving problems and planning projects Complaints procedure and Local resolution County budgeting and financial controls Inter-relationship with clubs County training Case Study Aimed at Numbers Duration Outcome Notes Members who are serving or prospective County/District Officers, Committee members or filling specialist appointments on County/ District Committees. Up to 20 Delegates (space permitting) Two days County or District Committee Members who are knowledgeable and will be able to make meaningful contribution to the Committee. There is pre-course work for this course. Full participation in all aspects of the course is expected. Membership Training Handbook V 03 Oct 17 P a g e 21

22 County Conference Committee Course Aim To provide members and potential members of the County/District Conference Committee (CCC) with the necessary skills and knowledge to: Enable them to efficiently organise their County Annual Meeting Enable them to recognise viable motions which are appropriate for inclusion in the agenda for the Annual Meeting Enable them to take an active and effectively role on the day. Content Organisation of County Annual Meeting Legion Annual Conference The role of the CCC Data Protection Responsibilities of CCC Model terms of reference How motions are formulated and submitted CCC obligations when scrutinising motions to go before the AGM Procedures for nominations and elections Syndicate Practical Exercises Drafting and scrutinising motions Aimed at All serving members and potential members of County Conference Committees. Numbers Duration Delegates (more is better) Two days Outcome Experienced Members who serve on a Conference Committee and/or draft viable Motions to Conference Membership Training Handbook V 03 Oct 17 P a g e 22

23 County Training Officer Course Aim Content To develop and assess the training skills of individuals who have been appointed as County/District Training Officers. County/District Structure The Role of the C/DTO Training Needs Analysis Training versus Facilitation The Systems Approach to Training Learning & Training styles Managing the Group Communication Questioning and Feedback Evaluation Levels 1,2, and 3 Assessed Training Delivery Sessions Aimed at Duration Those directly involved in the organisation and delivery of County Membership Training. Two days, plus first evening and pre-course work Outcome Notes Delegates who pass the course will be added to the National Register of Legion CTOs and will be invited to annual updates (or updates as required) Pre-course work will include the design of a short learning session to be delivered on the first full day of the course. Building on this, there will be a further 2 assessed training delivery sessions. Delegates who have their own laptops/tablets/memory sticks are encouraged to bring them to the course Membership Training Handbook V 03 Oct 17 P a g e 23

24 County Training Officer Course with Accreditation for Prior Knowledge Course Aim To provide knowledge of Membership training policies and Procedures and to assess the delivery skills of those appointed to the role of CTO who have accreditation for prior knowledge.. Content County Structure Role of the CTO including budgets Membership Training Policies and Procedures Data Protection Assessed Training Delivery Session Aimed at Those who meet the accreditation of prior knowledge criteria and have been selected by their County/District Chairman and have the approval of the MC Rep to hold the post of C/DTO. This course is also suitable for ACTs who meet the criteria listed above and who may be required to step into the role of C/DTO Duration Notes One Day Delegates are expected to bring their own WIFI enabled laptops/tablets for use on the course. Pre course reading is required before attending this course. Membership Training Handbook V 03 Oct 17 P a g e 24

25 County/District Training Officers Seminar Aim Content Aimed at To update all currently qualified CTOs on current/future developments, policies and procedures concerning their role within the Legion and to review best practice. National Membership update Training Update New Initiatives Best Practice Communication Learning Opportunities Those who have previously passed the C/DTO course or the one day accreditation course. Numbers (Nationally-based) up to 52 Duration Outcome Notes 2 days CTOs updated and prepared for the year ahead There will be a requirement for pre-update work. In cases where the CDTO is unable to attend, a County representative should be nominated. The CTO Seminar may be run in conjunction with the CRO Seminar. Groups will split for individual specialist subjects. Membership Training Handbook V 03 Oct 17 P a g e 25

26 County Recruiting Officers (CRO) Course Aim To provide and assess the necessary skills and development to those selected by Counties to undertake the role of CRO, thus enabling them to: establish a County-wide network of volunteer recruiting Advisors Deliver presentations to a variety of audiences Advise formations on Branch Community Support initiatives Develop recruiting and retention strategies Formulate the Annual County Events and Recruiting Plan with an appropriate budget. Content Why we are here What the Legion does Recruiting, training and motivation of a dedicated team of Recruiting Advisors Membership Retention and Recruitment organisation and planning (includes H & S and Data Protection) Raising awareness of the Legion in local Communities Presentation Skills Preparing the Recruiting and Events Budgets Relationships and Communication Presentations and Case Studies Assessment Aimed at RAs who have been appointed by the County Chairman as C/DROs. Numbers 6 20 Duration Outcome Notes Two days Delegates will be assessed on presentation delivery. Successful candidates will be added to the National Register of County and District Recruiting Officers Those attending should be experienced RAs with a flair for recruiting and the confidence to deliver information to a variety of groups. In addition, they should have an interest in organising and running events.. There will be pre-course work for this course. Membership Training Handbook V 03 Oct 17 P a g e 26

27 Recruiting Adviser Train the Trainer (RATTT) Aim Content Aimed at Duration To provide Counties/District Recruiting Officer(s) (C/DROs).with the skills to deliver the Recruiting Adviser course locally. Review RA pre-course work o Delivery by delegate of one of the Legion Schemes Activity Getting to know each other Origins & the Legion Today Current Membership; Issues & the Need to Recruit Recruiting, Retention and Planning Events Using the Media and Publications Open Discussion & Next Steps Practical delivery of sections of the course County/District Recruiting Officers/ County Training Officers, where the County/District does not have a C/DRO 1 day Outcome Notes On completion of the course, those trained will be able to deliver the Recruiting Adviser course locally Pre-course work is required for this course. Membership Training Handbook V 03 Oct 17 P a g e 27

28 Recruiting Adviser Course Aim To provide Branches with effective and active Recruiting Advisers (RAs), who in addition to their Branch duties, are able to provide support and assistance to the CRO. Content Review RA pre-course work o Delivery by delegate of one of the Legion Schemes Activity Legion Values Getting to know each other Origins & the Legion Today Current Membership; Issues & the Need to Recruit Recruiting, Retention and Planning Events Using the Media and Publications Open Discussion & Next Steps Aimed at Outcome Potential Branch Recruiting Advisers On completion of the course, those trained will be in a position to help their branch/county or District with recruiting. On completion of the course, delegates will be identified on the County Recruiting Officer s register as trained Recruiting Advisors. Notes Pre-course work is required for this course. Qualified RAs should be update by CROs annual or at least ever 2 years. Membership Training Handbook V 03 Oct 17 P a g e 28

29 Principal County Recruiting Officers Seminar Aim To update all trained Principal CROs on current developments, practice and procedures concerning their role within the Legion and to review best practice. Content National Membership update New Initiatives Best Practice Communications Current Publications and other materials Community Awareness and Planning Health & Safety Aimed at Numbers Duration Those who have previously passed the County Recruiting Officer s course. As required 2 Days Outcome Notes Principal C/DROs updated and prepared for the year ahead. There will be an element of pre-update work. In Counties/Districts where there is a Principal CRO, the PCRO is expected to attend or nominate a deputy. The C/DRO Seminar may be run in conjunction with the C/DTO update. Groups will split for individual specialist subjects. Membership Training Handbook V 03 Oct 17 P a g e 29

30 Independent Examiner Course (IE) Aim To equip potential Independent Examiners with the necessary skills, techniques and knowledge to undertake Independent examination Branch and County/District Accounts. Content Charity Commission Guidelines and Directions on Independent Examination Review of LEGION branch accounting procedures Audit checks and verification of balances Independent Examiner s responsibilities Independent Examiner s documentation Practical knowledge test Aimed at Experienced treasurers who display the potential to become an Independent Examiner. Numbers 4 8 Duration Two days Outcome Successful delegates will be entered as qualified IEs on the National Register of Legion Independent Examiners for a three year period. To maintain qualification, successful delegates are required to pass a requalification/quality assurance check every three years following completion of the initial IE Course. Notes Delegates must have attended the Branch Treasurer s course prior to the Independent Examiners course. The knowledge test will take the form of a practical exercise which delegates must pass. Membership Training Handbook V 03 Oct 17 P a g e 30

31 Independent Examiner Requalification Course Aim To update and test existing Independent Examiners (IEs) to enable them to continue to independently examine Legion branch accounts effectively. Content Review of statutory requirements Review of branch accounting records Review of checking accounting records Independent examiners work programme Practical exercises Practical knowledge test Aimed at IEs who have previously attended and passed the Independent Examiners Course and are within the requalification period. Numbers 4-8 Duration One Day Outcome Notes IEs who pass are retained on the IE Register with a revised lapse date. The knowledge test will take the form of a practical exercise which delegates must pass. Independent Examiners must attend and pass a requalification course every three years, Membership Training Handbook V 03 Oct 17 P a g e 31

32 Combined Branch Treasurer and Independent Examiners Course Aim To train and test volunteers who have financial services experience/accountancy qualifications to conduct an examination of Legion Branch accounts as laid down in the Legion s terms of reference for independent review. Content Roles and Responsibilities within the Branch Legion Branch accounting procedures Charity Commission Guidelines and Directions on Independent Examination. Audit checks and verification of balances Independent Examiner s responsibilities Independent Examiner s documentation Practical knowledge test Aimed at Individuals with experience of financial accounting who wish to assist the Legion by examining Branch accounts within the guidelines issued. Numbers 4-8 Duration Three days Outcome Successful delegates will be entered on the National Register of Legion Independent Examiners. Successful delegates, who wish to remain on the register, must attend and pass an Independent Examiners Requalification course every three years. Notes The course application form must state the level of previous experience acquired. The knowledge test will take the form of a practical exercise which delegates must pass. Membership Training Handbook V 03 Oct 17 P a g e 32

33 Qualified Panel Member Course Aim To train and assess those who show the potential to be Qualified Panel Members (QPMs). Content The QPM Scheme The Membership Complaints Procedure Role of the Membership Complaints Committee Investigation Panel Convening Process Preparation of an Investigation Panel Panel Investigation Techniques & Evidence Gathering Panel Deliberations Deciding an Award Record of Proceedings and presentation of evidence Right of Appeal and Legion Appeals Process Knowledge Check and Mock Panel (Assessed) Aimed at Those Legion Members who have been specifically identified as displaying the qualities of: neutrality, sound judgement and common sense. Numbers 4 16 Have extensive and up to date knowledge of the Legion s policies and procedures. Have attended, as a minimum, Branch Management and Branch Treasurer training. Duration Two days Outcome Delegates who pass the course will be entered on the National Register of Legion QPM s. Successful delegates, who wish to remain on the register, must attend and pass a Qualified Panel Member Requalification course every three years. Notes Due to the nature of the role, applications will be carefully reviewed prior to acceptance on the course. During the course, delegates will be required to complete and pass both a written knowledge check and take part in an assessed mock Investigation Panel. Membership Training Handbook V 03 Oct 17 P a g e 33

34 Qualified Panel Member Requalification Course Aim To update and quality assure Qualified Panel Members (QPMs) who wish to remain QPMs. Content Revision of the Legion Complaints Procedures and the QPM Scheme Recent Legion Complaints Policy changes Panel finding trends Questioning Techniques Knowledge Check and Mock Panel (Assessed) Aimed at Members who are already QPMs and completed training up to 3 years previously. Numbers As required (4 16) Duration One day Outcome Delegates who achieve the required standard will remain on the QPM register for a further 3 years and the dates shown on the register will be amended. Notes During the course, delegates will be required to complete and pass both a written knowledge check and take part in an assessed Investigation Panel exercise. Membership Training Handbook V 03 Oct 17 P a g e 34

35 Standard Bearer Judges Course Aim To develop and assess Standard Bearers to become accredited Standard Bearer Judges in line with Legion National Ceremonial Policy. Content Duties of Standard Bearer Judge Standard Bearers equipment Dress and bearing Standard Bearer drill movements The Legion Standard Practical Standard Bearer judging Individual assessment (graded) Discussion period Aimed at Those who have demonstrated a potential to be Standard Bearer Competition Judges. You do not have to have been a Standard Bearer to be eligible for the course. Duration 2 days (may Include work on the evening of arrival) Outcome Successful delegates will be graded; A (National Level), B (Regional Level) and C (County Level) D (Not reached the required minimum standard. Those who are graded D will be given a development plan) Those who achieve the required standard will be entered on to the National Register of Legion Standard Bearer Judges for 3 years. Notes The Course is sponsored by the National Parade Marshal (NPM) who will screen all applications. Candidates will be assessed on their standard of dress and practical judging ability. Once qualified, Standard Bearer Judges can be reassessed for upgrading by inviting the NPM, or his Deputy, to witness his/her judging performance at a competition. A further one-day refresher/upgrading course is also available. Standard Bearers who are still actively competing in Standard Bearer Competitions are not eligible for this course Membership Training Handbook V 03 Oct 17 P a g e 35

36 Standard Bearer Judges Requalification/Upgrade Course Aim To update and grade or upgrade existing qualified Standard Bearer Judges. Content Duties of Standard Bearer Judge Standard Bearers equipment Dress and bearing Standard Bearer drill movements The Legion Standard Practical Standard Bearer judging Individual assessment (graded) Discussion period Aimed at Qualified Standard Bearer Judges and Standard Bearer Judges looking to Up-grade. Duration 1 day Outcome Notes This is a pass or fail course, with successful candidates graded as:: A (National Level), B (Regional Level) and C (County Level) D (Not reached the required standard. Those who are graded D will be given a development plan) Delegates who achieve the required standard will remain on the National Register for a further 3 years and the dates shown on the register will be amended. The Course is sponsored by the National Parade Marshal (NPM) who will screen all applications. Membership Training Handbook V 03 Oct 17 P a g e 36

37 Parade Marshals Course Aim To develop and assess potential Parade Marshals to become accredited in accordance with Legion National Ceremonial Policy. Content Interpretation of the RBL Ceremonial Handbook The selection and role of the Parade Marshal Words of Command and Cane Drill County & Branch Ceremonial Procedures The Organisation of Parades & Dedications etc Practical Assessment and grading Discussion period. Aimed at Duration Outcome Experienced County Parade Marshals or any member who is currently acting as a County Marshal. 2 days (may Include work on the evening of arrival) This is a pass or fail course with successful delegates graded as: A (Parade Marshal) B (Assistant Parade Marshal) C (Not reached the required standard. Those delegates who Receive grade C will be given a development plan) Successful candidates will be placed on the Register of Qualified Parade Marshals for a period of 3 years. Notes The Course is sponsored by the National Parade Marshal (NPM) who will screen all applications. Delegates will be assessed on their dress, words of command and drill. If considered competent, will be added to the National Register of Parade Marshals for a three year period. A further one-day requalification/upgrading course is also available. Membership Training Handbook V 03 Oct 17 P a g e 37