Request for DOP-P18 Component IV Substitution Credit: Process and Information
To assist state government managers and supervisors in achieving compliance with the 12 hours of training required annually under DOP-P18 Component IV, the West Virginia Division of Personnel, Organization and Human Resource Development office permits agencies to request substitution credit for qualifying training events. The details for the request process are listed below; additional questions should be directed to dop.registrar@wv.gov.
*Please note that ONLY those individuals who have completed Components I-III of the Policy are eligible for substitution credit consideration. Individuals not yet eligible should be excluded from the request documents.
All request/s for the year are to be submitted (in writing) by January 30 (additional/delayed request/s—must be submitted prior to event—and will be considered as staff and workload permit).
All requests to include:
- Title of program and supporting “content” details;
- Date(s) and duration(s) of class;
- Instructor’s name and credentials;
- Number of contact hours requested/approved; and
- Sponsoring organization.
A cover letter, from the requesting agency, granting approval for the substitution should accompany the request and should include the original signature of the appointing authority.
After the event/s occur the requesting agency is to provide:
- A copy of the event’s official sign-in sheet;
- A list of the Component IV eligible employees whom credit is requested for (see eligibility note above);
- A copy of the Substitution Approval Letter provided by DOP-OHRD
Approval Criteria
The substitution request must be in the areas of supervision, management and leadership—technical/computer training does not qualify for substitution under DOP-P18 Component IV.
All documentation/processes noted above must be complete.
Approval/denial letter will be sent to requesting agency from DOP-OHRD.
*No Certificates will be generated by DOP-OHRD for substitution classes.
Scenario:
Agency A is planning four (4) training programs in 2019 that it believes qualify for Component IV credit. On January 18th the Agency requests in writing (including the documentation noted above) that all four (4) be approved by OHRD for Component IV credit. OHRD reviews and approves all but one (1) of the classes (a technical training course), and sends the approval/denial letter to agency.
On March 18th, the same agency submits an additional request for a new training it just added to the schedule. Per the approved process, this request is reviewed as OHRD staff/workload allows, and is approved at the end of April.
Throughout the year, as the training/s occur, the requesting agency provides a copy of the official sign-in sheet, a list of Component IV eligible employees in attendance, and a copy of the approval letter issued by DOP-OHRD for that event.