Authorized Outreach Trainer Update February 9 2017 1

Authorized Outreach Trainer Update February 9, 2017 1

Webinar Presenters Dr. Myrtle Turner Harris, Ph. D, MPH, CET Director of GT OTIEC myrtle. turner@gtri. gatech. edu ph: 404. 407. 8066 cell: 404. 861. 1648 fax: 404. 407. 9066 Karen Bartley OTIEC Program Coordinator karen. bartley@gtri. gatech. edu ph: 404. 407. 8317 fax: 404. 407. 9317 2

Use the Chat Function via Skype to ask questions. For those dialing in and not on Skype, we will try to open the line for questions during the webinar. You can also email questions to: Karen. Bartley@gtri. gatech. edu. QUESTIONS? 3

Topics to be covered… Outreach Training New Outreach Program Requirements Changes Georgia Tech OTI Ed Center Reminders FAQs 4

1 KEY CHANGES 5

General Program Updates • Student Contact Hours: Clarification – Time spent on tests and administration do not count toward contact hours • Student Contact Hour Limit & 8 -Hour Requirement: Clarification – Training time limited to 7. 5 hours per calendar day with a minimum 8 -hour break between training sessions 6

General Program Updates • Record Retention Requirement: Clarification – Trainers must retain all training records for five (5) years, with records subject to verification upon request, and may face corrective action for noncompliance • Class Segment Length: Reduces the minimum length of time of each class segment from 60 minutes to 30 minutes 7

Trainer Code of Conduct • Trainers may not cancel, or in certain cases reschedule, classes without reimbursing student tuition and fees. (applies to trainer’s charging fees) • Trainers may not schedule multiple classes to occur concurrently or at the same time (“Double Scheduling”) 8

Prohibition on Combining Industry Class Content • Reiterates that Outreach Training Program courses are considered standalone courses. • Overlapping content from separate industries may not be combined to result in student course completion cards for multiple industry classes. 9

Requirement to Retain Outreach Training Program Report • Outreach trainers must document each class using the official Outreach Training Program Report (OTPR) - NOTE: Trainers must EXPORT the OTPR from the Georgia Tech Outreach Trainer Portal after submitting the information online • Trainers must retain these forms for five years even if an electronic portal report is used to request cards from the Authorizing Training Organization (ATO) 10

Trainer Card • Trainers must maintain physical possession of their Outreach Training Program trainer card, and • Must display their trainer card upon student request and at the beginning of each Outreach class they conduct 11

Student Cards • Increases the time period that students may request a replacement card, from 3 to 5 years from course completion date. • NOTE: Student cards can only be replaced one time 12

Exception Requests • Processing of most exception requests moved from OSHA’s Directorate of Training and Education (DTE) to the trainer’s Authorizing Training Organization (ATO) • Expanded ability to request Alternative Training Method (Webinar/video conferencing) exception; may be granted after initial review/approval for a term of up to 12 months • Online training limited to authorized online providers. 13

Industry Sector-Specific Emphasis Programs • This section permits organizations, with OSHA review and approval, to establish Industry Sector-Specific Programs 14

Outreach Training Program Monitoring Activities • Addition of Section IX – Outreach Training Program Monitoring to the Outreach Training Program Requirements: o Trainers who do not provide required advanced notice of training or respond to audit requests by their ATO will not be issued student cards and the trainer may be subject to corrective action 15

Outreach Training Program Monitoring Activities • Addition of Section X – Outreach Training Watch List to the Outreach Training Program Requirements: o Primary Outreach Training Program trainers may not use as an Assistant Outreach Training Program trainer, a trainer whose name appears on the Watch List 16

Revisions to Specific Industry Procedures • All Industries: o Change in Prerequisites. To substitute education for experience and meet prerequisite purposes, education must be part of an education program that represents a bachelor’s degree or higher. 17

Revisions to Specific Industry Procedures • Construction Industry Procedures: o Establishes an elective 2. 5 hour ‘Foundations for Safety Leadership’ module for the 30 -hour Construction Outreach course 18

Revisions to Specific Industry Procedures • Maritime Industry Procedures: o OSHA Course numbers no longer utilized. • Disaster Site Worker Procedures: o Addition of 7. 5 -hour Disaster Site Worker course. Shortened version of the 15 -hour Disaster Site Worker course to include required topics. 19

Links to Requirement & Procedure Documents • OSHA Outreach Training Program Requirements Jan_1_2017 • OSHA Outreach Training Program Construction Industry Procedures Jan_1_2017 • OSHA Outreach Training Program General Industry Procedures Jan_1_2017 20

Questions? 21

2 Georgia Tech OTI Education Center Requirements 22

Georgia Tech Outreach Trainer Portal/Website • You must be authorized as an outreach trainer through Georgia Tech to access the Trainer Portal • If authorized through another OTI Education Center, please contact that center for assistance 23

Georgia Tech Outreach Trainer Portal/Website • Click the word Help to find instruction documents and other resources on our website. NOTE: You do not need to login to access the Help page. 24

Georgia Tech Outreach Trainer Portal/Website Find instructions under ‘How to’ Documents 25

Recordkeeping Requirements • Copy of OSHA Outreach Training Program Report form (Export from Trainer Portal) • Copy of student cards • Name of each additional trainer/instructor v For each guest trainer, include topics and times covered and their qualifications (resume, certifications, etc. ) v For each authorized trainer, include topics and times covered and a copy of their trainer card. 26

Recordkeeping Requirements • Copy of any tests or written activities • Copy of an exception requests and approval documentation • Copy of any communication between trainer and ATO regarding a specific class (must keep with class records) • Class records must be kept for at least 5 years • Recommend keeping both paper and electronic record for each class 27

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) 28

Common Record Audit Errors • 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. 29

Common Record Audit Errors • 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. 30

Common Record Audit Errors • 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. 31

Common Record Audit Errors • 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. 32

10 -hour Schedule Example (Construction) OSHA 10 hour Outreach Construction Class Dates: 5/15/2014 – 5/16/2014 Training Location: 260 14 th Street, Atlanta, GA Instructor Name: Sam Safety Day 1 – 5/15/2014 10: 00 – 12: 00 Introduction to OSHA (2 Hours) 12: 00 – 12: 15 Break 12: 15 – 12: 45 Health Hazards in Construction (30 Minutes) 12: 45 – 1: 15 Personal Protective and Lifesaving Equipment (30 Minutes) 1: 15 – 1: 30 Break 1: 30 – 2: 30 Tools – Hand power ( 1 Hour - Elective) 33

10 -hour Schedule Example (Construction) OSHA 10 hour Outreach Construction Class Dates: 5/15/2014 – 5/16/2014 Training Location: 260 14 th Street, Atlanta, GA Instructor Name: Sam Safety Day 2 - 5/16/2014 8: 00 – 9: 30 Fall Protection (Focus Four – 1 Hour and 30 Minutes) 9: 30 – 9: 45 Break 9: 45 – 10: 45 Struck By (Focus Four – 1 Hour) 10: 45 – 11: 00 Break 11: 00 – 12: 00 Caught In/Between (Focus Four – 1 Hour) 12: 00 – 12: 30 Lunch 12: 30 – 1: 00 Electrical (Focus Four – 30 Minutes) 1: 00 – 2: 00 Stairways and Ladders (1 Hour – Elective) 1: 45 – 2: 00 Break 2: 00 – 3: 00 Scaffolds (1 Hour – Elective) 3: 00 – 4: 00 Site Specific Hazards (1 Hour – Optional) 34

10 -hour Schedule Example (General Ind. ) OSHA 10 hour Outreach General Industry Class Dates: 5/15/2014 – 5/16/2014 Training Location: 260 14 th Street, Atlanta, GA Instructor Name: Sam Safety Day 1 - 5/15/2014 8: 00 – 10: 00 Introduction to OSHA (2 Hours) 10: 00 – 10: 15 Break 10: 15 – 11: 15 Walking and Working Surfaces, including fall protection (1 Hour) 11: 15 – 12: 15 Exit Routes, Emergency Action Plans, Fire Prevention Plans, and Fire Protection (1 Hour) 12: 15 – 12: 45 Lunch 12: 45 – 1: 45 Electrical (1 Hour) 1: 45 – 2: 00 Break 2: 00 – 3: 00 Personal Protective Equipment (1 Hour) 35

10 -hour Schedule Example (General Ind. ) 5/15/2014 – 5/16/2014 OSHA 10 hour Outreach General Industry Class Training Location: 260 14 th Street, Atlanta, GA Instructor Name: Sam Safety Day 2 - 5/16/2014 8: 00 – 9: 00 Hazard Communication (1 Hour) 10: 00 – 10: 15 Break 10: 15 – 11: 15 Materials Handling (1 Hour – Elective) 11: 15 – 11: 30 Break 11: 30 – 12: 30 Machine Guarding (1 Hour – Elective) 12: 30 – 1: 00 Lunch 1: 00 – 2: 00 Safety and Health Programs (1 Hour – Elective) 36

Basic Instructions – OTP Report Form 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 37

Common Record Audit Errors • Test time and administration time incorrectly counted toward contact time for 10 and 30 hour training. Ø Test time and administration time does not count toward the 10 - or 30 -hour contact time Ø Administration time includes time for students to sign-in and provide basic information 38

Common Record Audit Errors • List of student names must include an address for each student ü Each student name must be listed ü An address must be reflected for each student name ü Address can be their home or work address ü Must be the address a student provides where they want their card delivered 39

Common Record Audit Errors • Sign-in sheets ü Must have an individual sign-in sheet for each day of class ü Sign-in sheets must have heading to include: v v Type of class Instructor Name Training site city and state Date student will sign ü Each student name must be printed or typed ü Each student must sign beside their name 40

Outreach Training Requirements Requirement and Procedure Documents See the Help page on the Georgia Tech Outreach Trainer’s Portal or go to OSHA’s website: https: //www. osha. gov for details on all requirements and procedures. Click the Training Tab. 41

Do you have any QUESTIONS? 42

3 FAQs 43

FAQs I think I forgot my password, what should I do now? ü If you are on the trainer portal/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? ü Email us here: trainingcardrequests@gtri. gatech. edu 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. 44

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. ) 45

FAQs I’m trying to submit an advanced notice but I cannot select the type of class, there is no option showing? ü In most cases this is because the expiration date field has not been updated ü Contact us: trainingcardrequests@gtri. gatech. edu or Karen. Bartley@gtri. gatech. edu and provide the date you attended the trainer class or trainer update class so we can update your profile. 46

FAQs I plan on conducting a class, when do I have to provide my advanced notice? ü 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? ü OSHA requires you to submit your course report within 30 days from the end of the class ü We recommend you submit the course report within 2 weeks from the end of class to allow time for unforeseen problems 47

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? ü ü 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 ü The system will take you to the receipt page for that payment ü Print the screen for your records (see next slide for example) 48

FAQs Click the Transaction ID # 49

FAQs Example of Receipt page 50

Do you have any QUESTIONS? 51

» If you have any questions or concerns and would like to contact OSHA Directorate of Training and Education directly: » outreach@dol. gov » (847) 759 -7735 30

Georgia Tech OTI Education Center 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. 53

One more time… QUESTIONS? 51

Want this Webinar? This presentation will be available on the Georgia Tech Trainer Website on the help page by February 28, 2017. Thank you for joining us for this Webinar. Should you have any questions that were not answered during this presentation, please contact us. 52