LOS ANGELES COUNTY
DEPARTMENT OF MENTAL HEALTH
  POLICY 614.03 Outside Training Request
 
  PROCEDURES
  1. In order to request authorization, the employee shall complete the Outside Training Requests (OTR) Form with signatures from:
    1. Supervisor/Manager
    2. Division Analyst
    3. Administrative Liaison
    4. Chief Deputy Director
  2. The Supervisor/Manager shall submit the OTR Form to the Division Analyst.
  3. The Division Analyst shall:
    1. Identify and confirm the availability of funding source to cover all training.  
    2. Complete and submit a DMH 403 Form if a transfer of funding is required.
  4. It is the responsibility of the employee and management to properly complete and submit the OTR to the Training Unit at least six (6) weeks prior to the date of the scheduled training. It is also the responsibility of the employee to confirm the status of this request at least two (2) weeks prior to the training.
  5. OTR shall include an overwhelming justification memo explaining the Department’s benefit for attending the training.
    1. If required, the requesting program’s Division Analyst shall be responsible for completing and submitting a Sole Source Request Questionnaire
  6. The employee shall attach the justification memo, brochure, flyer, letter of invitation, and/or additional information to the OTR packet.
  7. Request shall not be approved:
    1. If the completed OTR is received after the training has taken place or
    2. If the employee self-registers prior to DMH’s receipt of an approved purchase order
  8. Once the purchase order is received by the Training Unit, the employee shall be notified of approval and registration process. The employee's attendance at the approved training shall be confirmed by submission of an attendance certificate or equivalent to the Training Unit. 
  9. In the event an employee cannot attend the training, it is the employee’s responsibility to adhere to the vendor’s cancellation procedures.
    1. If an employee fails to cancel the confirmed registration by vendor’s cancellation deadline, the employee is responsible for the full registration and/or cancellation fees.
    2. In situations where the employee was unable to cancel due to an unforeseen situation, further review by the Training Unit will determine if employee or Department will pay registration fees.
    3. If the employee is determined to be responsible for registration fees, reimbursement to DMH is required within 30 days.
      1. Employees refusing/failing to reimburse DMH may be subject to discipline.
      2. In case a vendor permits employee substitution for the non-attending employee, please contact the appropriate Training Unit for approval.
  10. Supervisors/Managers, Division Analysts, Administrative Liaison and Chief Deputy Director shall consider the following when determining approval or denial of an employee's OTR:
    1. Programs must maintain adequate coverage to deliver essential mental health services during normal operational hours.
    2. The training requested is of most economical and practical means of obtaining the training and not offered/sponsored by DMH.