CalHR Statewide Training Guidelines

Overview

These guidelines apply to all training offered by CalHR Statewide Training. Training Support is available Monday through Friday (excluding holidays) 7:30 am - 4:30 pm.

Who can attend trainings through CalLearns?

Government Code 19995.1.5 authorizes CalHR to provide training programs to any public employee or officer. We cannot provide training to non-profits or private citizens.

For purposes of this subdivision, “public employee or officer” means any employee or officer of any of the following:

(1) The state, regardless of whether the employee or officer is subject to state civil service.
(2) A city.
(3) A county.
(4) A special district, or any other political subdivision of the state.
(5) The California State University.
(6) The University of California.
(7) The Legislature.
(8) The judicial branch.
(9) The federal government.

Training Participant Conduct Guidelines

While participating in a course provided by CalHR or CalHR contracted vendors, employees shall maintain a standard of acceptable behavior that supports an inclusive learning environment. This can be achieved through:

Actively participating in the course, responding to instructors and communicating with other participants when appropriate.
Working collaboratively and respectfully with employees with different experiences, perspectives, and backgrounds.
Avoiding idioms or slang that may not translate across cultures.
Fostering teamwork and participation, encouraging the representation of different employee perspectives.
Reporting inappropriate behavior and comments that are discriminatory, harassing, abusive, offensive, or unwelcome. Employees shall report these incidents to the instructor and to CalHR’s Training Division (Training@calhr.ca.gov).

Unacceptable conduct may include but is not limited to:

Non-responsiveness, inactivity, or blatant disregard for instructor prompts.
Behavior that violates California State Anti-Harassment Policy (Cal. Govt. Code §12940(k)).
Behavior that violates California’s Anti-Bullying Laws, Codes, and Policies.
Disruptive or combative communications (verbal or written).
Purposeful disruption/disturbance of the classroom environment.

CalHR and CalHR contracted vendors reserve the right to immediately remove an employee from a course if they are deemed to be non-adherent to these guidelines.

Course Cancellations & Rescheduling

Employee Course Cancellation

Cancellations must be done at least 5 business days in advance of the training date through your CalLearns account. We do not allow makeups/cancellations for classes missed due to illness.

CalHR cannot reschedule a course on behalf of an employee through CalLearns; please follow the procedure to Withdraw from Training. An employee may then re-register for a different course date.

This is necessary to keep our class costs as low as possible to state departments since we are a reimbursable division and must pay vendors for each registered spot in a class regardless of the employee's or substitute employee’s attendance. Therefore, to pay these invoices, costs for registrations must be accounted for by charging departments.

CalHR Course Cancellation / Reschedule

CalHR will attempt to provide at least five business days' notice prior to cancelling/rescheduling a class. If feasible, we will attempt to transfer students to a later date of this course, subject to the student’s availability.

Employee Substitutions

CalHR cannot reschedule a course on behalf of an employee through CalLearns.

If a student cannot attend their registered training, they can send another employee from the same department as a substitute. Employee substitutions can be made only within 5 business days of the class start date, up until 1 business day prior to the class start date. If a substitution is within this period, you must email the CalHR Statewide training at Training@calhr.ca.gov at least 1 business day before the start of the class.

If the employee substitute requires a reasonable accommodation, please provide notice as soon as possible and CalHR Statewide Training will do everything it can to provide the accommodation.

Substitutions are not allowed if a class is more than 5 business days out; please follow the procedure to Withdraw from Training.

Training Attendance Guideline

Students may only attend the course section date for which they have a confirmation email for.

Students who miss 15 minutes or more of class, regardless of the reason, will not receive a completion certificate and their department will be charged the full amount of the course registration.

Students are to ensure that their Zoom/Teams name matches their name on CalLearns. This is to ensure that participation is accurately tracked. Failure to do so will result in students not receiving a completion certificate and their department will be charged the full amount of the course registration.

Training Resources & Materials

Materials and the information provided through trainings are the property of the instructor and/or entity of which is conducting the training and falls under the protection of intellectual property and federal copyright law. Unless otherwise specified, materials and information obtained while actively enrolled in a course may not be duplicated, disseminated, or utilized for other purposes, including a department’s creation of their own course/course materials.

Reasonable Accommodation Requests

CalHR Statewide Training requests a minimum of three (3) weeks' notice for Reasonable Accommodation requests, and will do its best to accommodate students within the three (3) week window. Reasonable Accommodation requests should be denoted within the registration process, then you will receive an email from the Training Operations team for clarification upon approved enrollment.

Reasonable Accommodations include, but are not limited to:

ASL interpretation
Closed Captioning
Large font materials
Materials in advance of the class*

*Some classes will not provide materials due to the proprietary nature/and the rights for owning/sharing the documentation. We ask that vendors make this accommodation where it can be granted, but is not guaranteed. If the Materials are sent, it can be only used by the student requesting the Reasonable Accommodation and cannot be duplicated, redistributed, or retaught by any person in any way shape, or form.

Billings Information

Courses are not free for State employees since CalHR Statewide Training is a reimbursable division. Your department is charged via invoice for all cost-based courses in CalLearns. Invoices will be paid either through Direct Transfer or Non-Direct Transfer.

Direct Transfer

Direct Transfer billing applies to state agencies paying invoices via the State Controller’s Office’s (SCO) Direct Transfer process. No other forms of payment are accepted for employees covered by Direct Transfer.

By approving a course within CalLearns, the department agrees to allow us to initiate a transaction request to the SCO allowing transfer of funds from your agency to CalHR. We have simplified the process; the only information needed is Division name or code and the employee’s supervisor/training coordinator’s contact information. This information will be inputted by the approver at the time of registration approval. Invoices will be sent to the department’s accounting division the month following the course start date. An example of the Direct Transfer window is shown in Figure 1.

Non-Direct Transfer

Non-Direct transfer billing applies if you are a state employee in a department not paid through the State Controller's Office or any other civil-service employee. Payment can be made through either a credit card, check, or a P-Card, subject to your department’s policies. An example of the Non-Direct Transfer windows are shown in Figure 2 and Figure 3.

An invoice is available for download to the listed approver via email once the class registration is approved. An itemized Invoice will be sent to the department’s accounting division the month following the course start date.

Credit Card/P-Card

Please email CalHR Accounts Receivable at Accounts.Receivable@calhr.ca.gov with your contact information as well as the employee(s) name and class title(s) to make a credit card/P-Card payment. A receipt, if requested, will be provided via email after payment is processed by CalHR’s accounting division.
Check
Please mail checks to CalHR with either an attached copy of the training class confirmation email or a separate paper denoting the employee(s) name and class title(s). Checks are to be made out to: California Department of Human Resources.
Mail checks to the following address:

CalHR Accounts Receivable

1515 S Street, North Building, Suite 500

Sacramento, California 95811-7258

Figure 1:

Figure 2:

Figure 3:

Last Updated: 12/28/2022

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CalHR Statewide Training Guidelines

Who can attend trainings through CalLe​arns?

​​Course Cancellations & Rescheduling

Employee Course Can​​​cellation