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February 9, 2017
Authorized Outreach
Trainer Update
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Dr. Myrtle Turner Harris, PhD,
MPH, CET
Director of GT OTIEC
ph: 404.407.8066
cell: 404.861.1648
fax: 404.407.9066
Karen BartleyOTIEC Program Coordinator
ph: 404.407.8317
fax: 404.407.9317
Webinar Presenters
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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:
QUESTIONS?
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Topics to be covered…
FAQsGeorgia Tech
OTI Ed CenterReminders
New Outreach Requirements
Outreach
Training
Program
Changes
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KEY CHANGES
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General Program Updates
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• 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
General Program Updates
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• 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
Trainer Code of Conduct
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• 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”)
Prohibition on Combining Industry Class Content
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• Reiterates that Outreach Training Program courses are considered stand-alone courses.
• Overlapping content from separate industries may not be combined to result in student course completion cards for multiple industry classes.
Requirement to Retain Outreach Training Program Report
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• 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)
Trainer Card
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• 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
Student Cards
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• 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
Exception Requests
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• 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.
Industry Sector-Specific Emphasis Programs
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• This section permits organizations, with OSHA review and approval, to establish Industry Sector-Specific Programs
Outreach Training Program Monitoring Activities
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• 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
Outreach Training Program Monitoring Activities
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• 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
Revisions to Specific Industry Procedures
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• 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.
Revisions to Specific Industry Procedures
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• Construction Industry Procedures:
o Establishes an elective 2.5 hour ‘Foundations for Safety Leadership’ module for the 30-hour Construction Outreach course
Revisions to Specific Industry Procedures
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• 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.
Links to Requirement & Procedure Documents
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• 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
Questions?
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Georgia Tech OTI
Education Center
Requirements
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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
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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.
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Georgia Tech Outreach Trainer Portal/Website
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Find instructions under ‘How to’ Documents
Recordkeeping Requirements
• Copy of OSHA Outreach Training Program Report
form (Export from Trainer Portal)
• 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
• 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
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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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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.
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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OSHA 10 hour Outreach Construction ClassClass Dates: 5/15/2014 – 5/16/2014Training Location: 260 14th Street, Atlanta, GAInstructor Name: Sam Safety
Day 1 – 5/15/201410:00 – 12:00 Introduction to OSHA (2 Hours)12:00 – 12:15 Break12:15 – 12:45 Health Hazards in Construction (30 Minutes)12:45 – 1:15 Personal Protective and Lifesaving Equipment (30 Minutes)1:15 – 1:30 Break1:30 – 2:30 Tools – Hand and power ( 1 Hour - Elective)
10-hour Schedule Example (Construction)
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OSHA 10 hour Outreach Construction ClassClass Dates: 5/15/2014 – 5/16/2014Training Location: 260 14th Street, Atlanta, GAInstructor 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 Break9:45 – 10:45 Struck By (Focus Four – 1 Hour)10:45 – 11:00 Break11:00 – 12:00 Caught In/Between (Focus Four – 1 Hour)12:00 – 12:30 Lunch12:30 – 1:00 Electrical (Focus Four – 30 Minutes)1:00 – 2:00 Stairways and Ladders (1 Hour – Elective)1:45 – 2:00 Break2:00 – 3:00 Scaffolds (1 Hour – Elective)3:00 – 4:00 Site Specific Hazards (1 Hour – Optional)
10-hour Schedule Example (General Ind.)
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OSHA 10 hour Outreach General Industry ClassClass Dates: 5/15/2014 – 5/16/2014Training Location: 260 14th Street, Atlanta, GAInstructor Name: Sam Safety
Day 1 - 5/15/2014 8:00 – 10:00 Introduction to OSHA (2 Hours)10:00 – 10:15 Break10:15 – 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 Lunch12:45 – 1:45 Electrical (1 Hour)1:45 – 2:00 Break2:00 – 3:00 Personal Protective Equipment (1 Hour)
10-hour Schedule Example (General Ind.)
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5/15/2014 – 5/16/2014OSHA 10 hour Outreach General Industry ClassTraining Location: 260 14th Street, Atlanta, GAInstructor Name: Sam Safety
Day 2 - 5/16/2014 8:00 – 9:00 Hazard Communication (1 Hour)10:00 – 10:15 Break10:15 – 11:15 Materials Handling (1 Hour – Elective)11:15 – 11:30 Break11:30 – 12:30 Machine Guarding (1 Hour – Elective)12:30 – 1:00 Lunch 1:00 – 2:00 Safety and Health Programs (1 Hour – Elective)
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
• 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
Must be the address a student provides where
they want their card delivered
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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 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.
Outreach Training Requirements
Do you have any
QUESTIONS?42
FAQs
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FAQs
I think I forgot my password, what should I do now?
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?
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 submit an advanced notice but I cannot
select the type of class, there is no option showing?
In most cases this is because the expiration date field has not been
updated
Contact us: [email protected] or
[email protected] and provide the date you attended
the trainer class or trainer update class so we can update your
profile.
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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?51
» 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 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.
Want this Webinar?
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