A simple guide to claim your e-learning and online training with HRDF

Following the Movement Control Order, the Human Resources Development Fund (HRDF) of Malaysia has introduced new schemes to support online learning. With the new HRDF schemes, employers can encourage their employees to attend online training courses to enhance their knowledge and skills. The schemes allow employers to claim online training fees and even for the support facilities and equipment for the online training. In other words, free training for your employees!

Before you sign up for any online courses, it is important to understand the guidelines provided by HRDF. We have prepared a simple and brief guideline below to highlight the important things that employers should know, in order to be eligible to benefit from the online learning schemes. However, do note that the Information provided below are for reference only, we highly advise employers to visit the HRDF webpage for detailed guideline and information.

Firstly, employers need to know the types of Online Learning which are eligible for the HRDF schemes. Therefore, the first thing that employers should understand is:

The types of Online Learning which are eligible for the HRDF schemes:

  1. E-Learning (Full e-Learning). The full e-Learning is an interactive learning approach for self-paced e-Learning usually a web-based training consists of a set of interactive e-lessons. An e-lesson is a linear sequence of screens which can include text, graphics, animations, audio, video and interactivity in the form of questions and feedback. Simulations such as Video-based learning, Game-based learning (Gamification), Story-based learning, Application Simulation, Business Simulation, Virtual Instructor Lead Training are also in the same category.
  2. E-Learning (Blended e-Learning). The Blended e-Learning is a combination of classroom e-learning through both LAN and WAN internet connection. Synchronous and asynchronous online discussions are part of the blended e-learning designed to facilitate communication and knowledge-sharing among trainees. For classroom blended e-learning, participants will be guided by trainers on how to use computers as a medium of self-learning.
  3. Mobile Learning. Mobile learning focuses on the usage of mobile apps via devices such as smartphones, tablets and notebooks which allow learners to consume their learning and training at their own pace. Mobile learning application is providing opportunity for employers to share their training contents as well as receive immediate feedback from employees.
  4. Remote Online Learning. Remote Online Learning is also known as virtual classroom learning where no physical presence in the classroom is required. The trainer remotely and in real-time conducts training to a group of trainees using PowerPoint slides, audio or video materials. However, not all classroom-based training can be delivered in such a way. This guideline is not applicable for hands-on practical training involving the use of materials/tools/equipment and courses that not allowed to be conducted via remote online by the certification/examination body.

Below is a simple table to describe the types of Online learning:

Types of online learning & their features E-Learning Blended Learning Mobile Learning Remote Online Learning
Internet
Computer
Training Led By Live Instructor
Self Paced Learning
Better for Group Learning
Digital Course Material

Besides online learning training fees, employers can also claim for support facilities and equipment use for the online training through the support facilities and equipment schemes. Hence, employers should also know:

The types of support facilities and equipment schemes by HRDF:

There are 2 types of support facilities and equipment schemes available for claim:

1. Information Technology (IT) scheme

Type of support facilities and equipment Claimable Item
Personal computers

(desktop or laptops)

  • Allow registered employers to purchase desktops/laptops for training purposes.
  • The number of computers (desktops/laptops) which can be purchased is based on one (1) unit: five (5) employees’ ratio.

Important note:

  • With the requirement that they have fixed Computer Training Room. Exception for SMEs to purchase (desktops/laptops) for the purpose of training even if employers do not have proper computer training lab.
Internet Access Required
  • Internet subscription (for the first year only) is allowed to be claimed as part of the online learning equipment.
  • Submission can be made on a monthly basis (for 12 months) or one-off for one (1) year subscriptions.
Webcam (Inclusive Microphone)
  • Use for interactive sessions such as video conferences

2. Computer-Based Training (CBT) scheme

Type of support facilities and equipment Claimable Item
Training Software
  • This scheme enables employers to purchase or develop training software to retrain and upgrade the knowledge and skills
  • Purchase must be solely for training and learning purposes of their workforce.
  • Development of Mobile Learning Apps and Learning Management System (LMS) are allowed under the Development of Computer Software.

Important note:

  • This scheme especially for employers who are unable to release their employees to attend training outside company premises.
  • Software’s that are not eligible under the scheme are software for display or reading purposes e.g. procedures or guidelines on safety, e-book or e-encyclopedia, application software used for daily operational activities such as Microsoft Office, Accounting Software, Auto CAD, computer programming software.
Software Format
  • The software can be in the form of physical media (CD, DVD, CD/DVDROM or video) or electronic downloads.
  • Subscription-based applications
Software Functionality
  • Interactive training programmes on specific skills that enable users to learn the skills on their own without any instructor.

Requirements for Live Online Training Delivery

To ensure that the online learning is effective, the platform/application on which the content is delivered must include the following features:

Requirement Details
User access User login with attendance monitoring
Document sharing Mandatory for course/learning material sharing
Communication systems Interactive 2-way communication required
Reporting systems Ability to generate reports on user activity and event logs
Network connection Stable internet connection with sufficient bandwidth ensured.
Additional System Testing
  • Training providers and trainers must carry out sufficient testing before training is carried out
  • Employer to ensure that the delivery will be consistently smooth throughout the training period.
Provide Access Providers/Organisers are also required to provide access to the live online training session for HRDF officers to conduct the inspection. This access must be emailed to inspectorate@hrdf.com.my at least 24 hours before the commencement of the training. The email should also have the following details:

  1. HRDF Grant Reference Number;
  2. Employer Name;
  3. Training Date and Time; and
  4. Participant Name Listing.
Session Recording Training providers/Organisers must also keep the video records of these live online training sessions for at least two (2) years. Training providers/Organisers should be able to provide these records when required by the HRDF officers.
Evaluation Training effectiveness evaluation is compulsory for all training that is delivered live online. This is for HRDF to continuously monitor the effectiveness of training conducted in this way.

The Grant Application Process

Employers who wish for prior approved classroom training to be delivered live online must submit a modification of the approved grant. The training can only commence upon the approval of the modification and entitled for course fee only. It is crucial for employers to know that the grant application should be submitted by employers via e-TRiS at least 1 day before the training commences and based on the following requirement:

how-to-claim-online-training-with-hrdf

Lastly, after the trainees have attended the Online Learning courses, employers need to follow the claim submission process to submit their claim application within the stated timeframe and requirements by HRDF. For the claim submission process feel free to reach out to us if you would like to know more

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