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Rules on training for officials

Passed 08.11.2012 No. 90

This Regulation is enacted on the basis of Sections 10(1)(3) and 32(4) of the Civil Service Act.

Chapter 1 General provisions 

§ 1.  Scope of the Regulation

  This Regulation establishes the rules on training and resource-intensive training for officials.

§ 2.  Application

 (1) This Regulation applies to the ministries, authorities operating under their jurisdiction, and the Government Office.

 (2) In respect of the Chancellery of the Riigikogu, the Office of the President of the Republic, the National Audit Office, the Office of the Chancellor of Justice, the courts and local government authorities, this Regulation is indicative in nature.

Chapter 2 Rules on training 

§ 3.  Coordination of training

 (1) Training activities for officials are coordinated by the Ministry of Finance. Coordination involves drawing up a set of common principles and supporting the implementation of those principles, in order to ensure the consistency of training activities and the appropriate use of resources. The aim of coordination is to put in place a structured training system that provides effective training for officials.

 (2) The ministries shall coordinate the training activities for the authorities under their jurisdiction and for officials involved in the fields concerned.

 (3) The ministries and the Government Office shall present a summary of the analysis of training needs for officials in their area of government to the Ministry of Finance at the end of the first quarter of each year. The summary must include training needs that are applicable to one or more target group or authority, that are important from the point of view of increasing the administrative capacity of the State as a whole and that deliver high added value.

 (4) The Ministry of Finance shall analyse the training needs of officials from the national authorities and arrange training on the basis of common training needs.

§ 4.  Organisation of training in the authorities

 (1) When planning and implementing professional development activities for officials, an authority shall proceed on the basis of national strategic documents, sectoral and organisational development plans, the budget and the results of career development and appraisal reviews.

 (2) The rules on training for officials at an authority, as enacted by the head of the authority or by a person duly authorised by him or her, must contain at least the following:
 1) the internal allocation of responsibilities for organising training;
 2) the way in which training needs are to be analysed;
 3) the way in which training is to be planned;
 4) the rules for organising and participating in training, including for funding training and for reimbursing training costs;
 5) the rules for participating in resource-intensive training, for reimbursing costs and for signing contracts;
 6) the accounting and reporting obligations with regard to training;
 7) the way in which the effectiveness of training is to be assessed.

 (3) Where it is possible for participants in training to pay some of the costs themselves, the rules on training for officials at an authority must contain at least the following:
 1) the contribution rates;
 2) the principles ensuring equal treatment of officials as regards participating in training where they are required to pay some of the costs themselves, including the cases in which different contribution rates may be applied.

Chapter 3 Resource-intensive training contracts and costs 

§ 5.  Resource-intensive training contracts

 (1) An administrative contract must be signed for an official to participate in resource-intensive training (hereinafter a ‘resource-intensive training contract’) in the case set out in Section 32(3) of the Civil Service Act. A resource-intensive training contract may be signed in the case set out in Section 32(1) of the Civil Service Act. The resource-intensive training contract shall be signed before the training begins.

 (2) A resource-intensive training contract must include at least the following information:
 1) the first name and surname of the official;
 2) the official’s position;
 3) the start and end date of the training;
 4) the name of the training;
 5) the organiser of the training;
 6) the scope or expected scope of the training;
 7) the total cost or expected total cost of the training;
 8) the period for which the official is required to remain in active service with the authority following the resource-intensive training;
 9) the conditions and rules for reimbursing the authority for training-related costs.

§ 6.  Calculating the costs of resource-intensive training

 (1) The authority shall calculate the costs of resource-intensive training per participant and link them to each official who participated in the training.

 (2) When calculating the total cost of resource-intensive training, account shall be taken of both direct and indirect costs.

 (3) Calculation of the costs of resource-intensive training shall be based on the following direct costs:
 1) the cost of the study or training place or the participation fees;
 2) payments to teachers;
 3) costs of preparing or purchasing study materials.

 (4) Calculation of the costs of resource-intensive training shall be based on the following indirect costs:
 1) rent of the training facilities and equipment;
 2) catering costs;
 3) accommodation costs;
 4) travel costs;
 5) insurance for officials on secondment;
 6) daily allowance;
 7) other costs relating to the secondment.

Chapter 4 Implementing provision 

§ 7.  Entry into force of the Regulation

  This Regulation shall enter into force on 1 April 2013.