authorized outreach trainer update - gtri-elsys osha ... webinar feb 2015.pdf · 5/15/2014...

February 18, 2015

Authorized Outreach

Trainer Update

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Dr. Myrtle Turner, PhD, MPH, CET

Director of GTOTIEC

[email protected]

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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mailto:[email protected]


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


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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.


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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


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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.


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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


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10-hour class – 4 days.


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 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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• 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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• 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

https://outreachtrainer.gatech.edu/


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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.


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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.


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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)


• 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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• 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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• 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:

»[email protected]

»(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.

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