authorized outreach trainer update - gtri-elsys osha ... webinar feb 2015.pdf · 5/15/2014...
TRANSCRIPT
February 18, 2015
Authorized Outreach
Trainer Update
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Dr. Myrtle Turner, PhD, MPH, CET
Director of GTOTIEC
ph: 404.407.8066
cell: 404.861.1648
fax: 404.407.9066
Karen BartleyTraining Coordinator/Program [email protected]: 404.407.8317fax: 404.407.9317
Webinar Presenters
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If you have questions during the webinar, use the Chat
function on the webinar presentation link. We will do our
best to answer your questions during the webinar.
Questions not answered during the webinar will be
answered via email.
QUESTIONS?
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Topics to be covered…
FAQsCommonAuditErrors
New Outreach Requirements
Course
Duration
Change
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COURSE
DURATION
CHANGE
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Course Duration Change
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The following changes and reviews will be covered in the section of our presentation:
1. Course Duration Change and impact on process2. Information regarding the Elective Topic
change (order in which these appear on the form)
3. Instructions for exporting and printing the OSHA Outreach Training Program Report form
Course Duration Change
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OSHA Outreach Training Program Report form update
Impact - Course Duration fields
System reports impacted by change:• Advanced Notification• Course Report
The system change will be effective 8:00 pm, Sunday, February 22, 2015.
Course Duration Change
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Effective change on the Outreach Training Program Report form for Construction.
The same fields are effected on the General Industry Form.
NOTE: Change impacts both General Industry and Construction Industry Report forms
Course Duration Change
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How will this effect you?• Advanced notices submitted prior to 8:00 pm,
Sunday, February 22, 2015 will only reflect the Start Date field and the End Date Field on the notice.
• When creating a course report from the notice, the system will only populate the Start Date and End Date
• Trainer will need to populate the other Course Date fields if the class is conducted over more than 2 days
Course Duration 2 Day 10-Hour
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Since all 10-hour Outreach Classes must be conducted over at least 2 days, all 10-hour Advanced Notices and Course Reports must show at least 2 dates: the Start Date and the End Date.
Course Duration 3 Day 10-Hour
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10-hour class - 3 days.
Must include Start Date on all course reports
Must include End Date on all course reports
2nd class date if not the end date on 10-hour class
Course Duration 4 Day 10-Hour
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10-hour class – 4 days.
Must include Start Date on all course reports
Must include End Date on all course reports
2nd class date if not the end date on 10-hour class
3rd class date if not the end date on 10-hour class
Course Duration 30-Hour
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Since all 30-hour Outreach classes must be conducted over at least 4 days, all date fields must be completed.
IMPORTANT: Ensure the Start Date and End date fields accurately reflect the actual Start Day and End Date of the class.
NOTE: The Course Date fields should include the 2nd and 3rd
class dates even if the class is conducted over more than 4 days.
Course Duration 30-Hour
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30-hour must show the Start Date and the End Date and dates in both additional Course Date fields.
Must include Start Date on all course reports
Must include End Date on all course reports, even if the 30-hour class is conducted over more than 4 days
2nd class date on a 30-hour class
3rd class date on a 30-hour class
Reminder!
Course Duration
• Reflected on both the Advanced Notice & Course Report
• 10-hour must include at least the Start Date and End Date
• 30-hour must include Start Date, End Date and 2 Course Dates
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Elective Topics Change
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OSHA Outreach Training Program Report form update
Impact – Order in which the Elective Topics appear on the OSHA Outreach Training Program Report form
System report impacted by change:• Course Report
The system change will be effective 8:00 pm, Sunday, February 22, 2015.
Elective Topics Change
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The order in which the Electives appear has also changed. This change impacts both 10- and 30-hour reports.
The change will also be reflected online so the correct information will populate when you print the course report form.
NOTE: Change impacts both General Industry and Construction Industry Report forms
Elective Topic Change
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The order in which the elective topics appear has changed.
How will this effect you?• Topic Outline for the course report online will
list the topics in the same order as the OSHA Outreach Training Program Report form
Questions?
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Common Audit
Errors
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Recordkeeping Requirements
• Proof of Advanced Notice (screen print of
Advanced Notice Summary page)
• Detailed Course Schedule (must include exact
time spent on each topic and break)
• List of students and address for each student
(home or business)
• Daily sign-in sheets (heading includes type of
class, instructor name, date students will sign-in,
and training site city and state)
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Recordkeeping Requirements
• Copy of OSHA Outreach Training Program Report
form
• Copy of student cards
• Name of each additional trainer/instructor
For each guest trainer, include topics and
times covered and their qualifications (resume,
certifications, etc.)
For each authorized trainer, include topics and
times covered and a copy of their trainer card.
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Recordkeeping Requirements
• Copy of any tests or written activities
• Class records must be kept for at least 5 years
• Recommend keeping both paper and electronic
record for each class
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Record Audits
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• Response due in 15 calendar days from
receipt of audit letter
• Organize records so each class record is
clipped together
• Include a copy of your trainer card and your
signed statement of compliance along with a
copy of the audit request letter with audited
records
Common Record Audit Errors
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• OSHA Outreach Training Program (OTP) Report form
not included with class record – the OTP Report is
required as part of the class recordkeeping
requirement
See the next slide for basic instructions for exporting
the OTP report form.
Basic Instructions – OTP Report Form
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Step-by-step instructions for saving and printing the
official OSHA Outreach Training Program Report form:
• Log in to the Trainer Website:
https://outreachtrainer.gatech.edu
• Click View – Course Report
• Click line showing the Course Report you wish to view
• Click the Export as Word Document button to export the
document
• Click Download when prompted
• Open the report
• Print and save the report for your class records
Common Record Audit Errors
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• Screen print of Course Report Summary (CRS) page
included in place of OTP Report – although it is ok to
include the CRS with your audit records, you must
include a copy of the OTP with each class record
NOTE: The Course Report Summary (CRS) page is not a substitute for the official OSHA Outreach Training Program (OTP) Report form. You may include this in your course record but must also include a copy of the OTP report.
Common Record Audit Errors
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• A Copy of the student cards not included with class
record
When you receive the student cards, make a copy of the
cards for the class record.
Copies must be legible and must include the card number,
student name and all other information shown on the student
card.
Common Record Audit Errors
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• No specific, detailed, class schedule/topic outline
included with class record
The class schedule or topic outline must be specific for each
class and must include the time each topic is covered and
must include time of each break. See following slides for
examples.
NOTE: A generic schedule should not be used in place of the
specific detailed schedule.
10-hour Schedule Example (Construction)
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5/15/2014 – 5/16/201410 hour ConstructionTraining Location: Atlanta, GAInstructor Name: Sam Safety
Day 1 – 5/15/201410:00 – 12:00 Introduction to OSHA12:00 – 12:15 Break12:15 – 12:45 Health Hazards in Construction12:45 – 1:15 Personal Protective and Lifesaving Equipment1:15 – 1:30 Break1:30 – 2:30 Tools – Hand and power (Elective)
10-hour Schedule Example (Construction)
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5/15/2014 – 5/16/201410 hour ConstructionTraining Location: Atlanta, GAInstructor Name: Sam Safety
Day 2 - 5/16/2014 8:00 – 9:30 Fall Protection (Focus Four)9:30 – 9:45 Break9:45 – 10:45 Struck By (Focus Four)10:45 – 11:00 Break11:00 – 12:00 Caught In/Between (Focus Four)12:00 – 12:30 Lunch12:30 – 1:00 Electrical (Focus Four)1:00 – 2:00 Stairways and Ladders (Elective)1:45 – 2:00 Break2:00 – 3:00 Scaffolds (Elective)
10-hour Schedule Example (General Ind.)
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5/15/2014 – 5/16/201410 hour General IndustryTraining Location: Atlanta, GAInstructor Name: Sam Safety
Day 1 - 5/15/2014 8:00 – 10:00 Introduction to OSHA10:00 – 10:15 Break10:15 – 11:15 Walking and Working Surfaces, including fall protection11:15 – 12:15 Exit Routes, Emergency Action Plans, Fire Prevention Plans, and Fire Protection12:15 – 12:45 Lunch12:45 – 1:45 Electrical 1:45 – 2:00 Break2:00 – 3:00 Personal Protective Equipment
10-hour Schedule Example (General Ind.)
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5/15/2014 – 5/16/201410 hour General IndustryTraining Location: Atlanta, GAInstructor Name: Sam Safety
Day 2 - 5/16/2014 8:00 – 9:00 Hazard Communication10:00 – 10:15 Break10:15 – 11:15 Materials Handling (Elective)11:15 – 11:30 Break11:30 – 12:30 Machine Guarding (Elective)12:30 – 1:00 Lunch 1:00 – 2:00 Safety and Health Programs (Elective)
Common Record Audit Errors
• Test time and administration time incorrectly
counted toward contact time for 10 and 30 hour
training.
Test time and administration time does not
count toward the 10- or 30-hour contact time
Administration time includes time for students
to sign-in and provide basic information
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Common Record Audit Errors
• List of student names must include an address
for each student
Each student name must be listed
An address must be reflected for each student
name
Address can be their home or work address
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Common Record Audit Errors
• Sign-in sheets
Must have an individual sign-in sheet for each day of
class
Sign-in sheets must have heading to include:
Type of class
Instructor Name
Training site city and state
Date student will sign
Each student name must be printed or typed
Each student must sign beside their name
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Requirement and Procedure Documents
See OSHA’s website for details on all
requirements and procedures.
Outreach Training Requirements
Do you have any
QUESTIONS?38
FAQs
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FAQs
I think I forgot my password, what should I do now?
If you are on the trainer website login page, click the Forgot
Password link. Fill in your login email address and the system will
email a link so you can reset your password.
I tried the Forgot Password link and it did not work, now
what?
Email us here: [email protected] and provide
the following details:
1) Name
2) Details on what happened
3) Phone number and best time to reach you
We will contact you within 24 business hours.
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FAQs
Password rules:
At least 8 characters
At least one capital letter (A, B, C, etc.)
At least one lower case letter (a, b, c, etc.)
At least one number (1, 2, 3, etc.)
At least one special character (!, #, $, etc.)
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FAQs
I’m trying to register. What is supposed to go in the field
named Title at the top of the page?
If you have a certification or degree you want to show behind your
name on the student cards, fill in the title field.
Examples: Certifications: CSP, CHST, OSHT, CIH, etc.
Examples: Degree: MPH, PhD, etc.
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FAQs
I’m trying to register and have tried to type in my
expiration date but I keep getting an error message, what
am I doing wrong?
When you put your curser on the date field, use the calendar that
pops up to select your expiration date
Use the dropdown box to select the year
Use the calendar to scroll to the month and select the date
The system will auto-populate the field based on these actions
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FAQs
I plan on conducting a class, when do I have to provide
my advanced notice?
As soon as you have the details for the class, submit your
advanced notice online
I finished my class, when do I have to submit my course
report?
OSHA requires you to submit your course report within 30 days
from the end of the class
We recommend you submit the course report within 2 weeks from
the end of class to allow time for unforeseen problems
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FAQs
I got an email receipt for purchasing the student cards but
it does not really detail what I purchased. How can I get a
detailed payment receipt for my records?
Log into the online trainer website
Click View, Course Report
Click on the Course Report you want to access
Click on the Transaction ID number for your payment shown on the
Course Report summary page
The system will take you to the receipt page for that payment
Print the screen for your records (see next slide for example)
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FAQs
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Click the Transaction ID #
FAQs
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Example of Receipt page
Do you have any
QUESTIONS?48
» If you have any questions or
concerns and would like to
contact OSHA Directorate of
Training and Education directly:
»(847) 759-7735
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We are truly fortunate that you have chosen Georgia Tech as your
Authorizing Training Institute.All policies are in place to ensure we
continue to serve you as efficiently as possible and we ask that you
adhere to the proceeding policies.
Georgia Tech OTI Education Center
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One more time…
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This presentation will be available
on the Georgia Tech Trainer
Website on the help page by
February 25, 2015.
Thank you for joining us for this
Webinar. Should you have any
questions that were not
answered during this presentation,
please contact us.
Want this Webinar?
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