Guide to Completing OSHA Outreach Training Reports …ies2.ies.ncsu.edu/osha/trainers/cardrequest/OSHACardOrdering... · Guide to Completing OSHA Outreach Training Program Reports

Guide to Completing OSHA Outreach Training Program Reports and Paying for New OSHA

Student Completion Cards

Technical Requirements

Page 1

STEP 1: Complete OSHA Outreach Training Program Report

Pages 2 - 12

STEP 2: Purchase Student Completion Cards

Pages 13 - 19

Updated January 2015

Guide to Completing OSHA Outreach Training Program Reports and Paying for New OSHA Student Completion Cards

Page 1 of 19 Updated January 2015

Technical Requirements

A. Web Browser For computers with the Microsoft Windows operating system: Use Mozilla Firefox or Internet Explorer for best results. Google Chrome will work but you may encounter some issues with auto-fill causing errors when entering information. To download Mozilla Firefox: https://www.mozilla.org/en-US/firefox/new/

To download Internet Explorer: http://windows.microsoft.com/en-us/internet-explorer/download-ie

To download Google Chrome: https://www.google.com/chrome/browser/desktop/

For Mac Computers with OS X: Use Apple Safari for best results. To download Apple Safari: https://www.apple.com/safari/

B. JavaScript Ensure JavaScript is enabled in your web browser. Visit this site for help: http://www.wikihow.com/Turn-on-Javascript-in-Internet-Browsers

C. Adobe Acrobat Reader You’ll need Adobe Acrobat Reader in order to view your PDF Outreach Training Reports. Download it here FREE: http://get.adobe.com/reader/

https://www.mozilla.org/en-US/firefox/new/

http://windows.microsoft.com/en-us/internet-explorer/download-ie

http://windows.microsoft.com/en-us/internet-explorer/download-ie

https://www.google.com/chrome/browser/desktop/

https://www.apple.com/safari/

http://www.wikihow.com/Turn-on-Javascript-in-Internet-Browsers

http://get.adobe.com/reader/



STEP 1: Complete OSHA Outreach Training Program Report

A. OSHA Outreach Trainer Portal. Begin at www.ies.ncsu.edu/osha-portal and click the red box showing Order New OSHA 10-HR, 30-HR, 7600 Completion Cards.

IMPORTANT!

A separate report must be completed for each class. Make-up students must also be

reported separately if start or end dates differ from the rest of the class. Review all

information carefully to avoid having to re-submit your report. When in doubt, email

us first at [email protected] or call 919-515-5358.

http://www.ies.ncsu.edu/osha-portal

mailto:[email protected]



B. Outreach Training Program Report Log In Page.

i. Enter the Trainer Last Name exactly as it appears on your trainer card, including any punctuation or suffix.

ii. Enter the Trainer Card Number for the appropriate industry beginning with a C, G or

TR (no spaces).

iii. Click NEXT.

C. Trainer Information (see screenshot on next page).

i. Section 1-5 is pre-filled based on the information in our database.

ii. Review Trainer Address – Section 6 carefully. The trainer address must be a valid

business or home mailing address for the authorized trainer. Completion cards will be mailed to this address. Update the information as needed and click the checkbox to confirm the contact info is correct.

iii. Add a 2nd email in the Email 2 field if there is someone else you would like us to copy

on email notifications related to this report.

iv. Click Next.





D. Choose the Course Type that was conducted; click Next.

E. Complete all Course Information (see screenshot on next page).

i. Course Emphasis – Section 8. Only select checkboxes that apply (i.e. if the course was

taught in Spanish or in another language other than English or Spanish, if you the students were 18 years old or younger, and/or if the course was conducted through a formal partnership or alliance with OSHA).

IMPORTANT!

On the next screen, in Section 9, you will be asked to enter the number of students. Ensure you have carefully verified the number of students before completing your report. If this number is incorrect when you submit your report, you will be required to re-enter your entire report with the correct number. This can cause significant delays in processing, especially if you proceed with paying for the wrong number of cards.

ii. No. of Students – Section 9. Enter the number of students that completed the class. If you are entering a number fewer than 3 or more than 40, you must have obtained prior approval, unless the report is for make-up students. You can conduct make-up sessions for fewer than 3 students but you will need to email an explanation to [email protected] when you submit your report.

iii. Training Site Address – Section 10. Enter the location of the class.




iv. Type of Training Site – Section 11. Select the type of facility where the class was

conducted.



F. Course Duration – Section 12. Enter the first day of the first session and the start time of

the first day. Enter the last day of the class and the end time on the last day.

G. Sponsoring Organization – Section 13. Select the type of organization that hosted or provided the training.

H. Click Next.

I. Complete Topic Outline (see screenshot on next page).

i. Enter the time you spent on Required and Elective topics, using up to two decimal places, and round to the closest quarter hour (i.e. 0.5, 1, 1.25, 1.5, 1.75, etc…).

ii. Manually type in any Optional topics covered.

iii. Click Next.





J. Enter Student Names. Names will be printed on the cards exactly as they appear on this

page so be sure cards are typed in carefully. If a card is mistyped, there is a $10 replacement fee per card; click Preview Card Request.

K. Confirm Information. i. Carefully review and edit any areas of the report, as needed.





ii. Once everything has been confirmed as being true and accurate, click the box in the

Statement of Certification; click Submit Report. You will be able to print your report on the next page.

L. Report Confirmation Page. The information on this page will be sent to the email addresses provided in the report and will include a PDF copy of the report and payment link. You now have 4 options – Pay Now, Print Report, Complete Another Report or Return To Portal.



i. If you choose PAY NOW, you will be taken to our OSHA eStore to make an online

payment with a credit card – see STEP 2: Purchase Student Completion Cards beginning on page 13. You will need the Quantity of Cards, Trainer Full Name, Trainer Card Number and Report ID to make your purchase.

ii. If you choose PRINT REPORT, a PDF copy will open and/or download. Press Control + P to print it or Control + S to save it. Remember, this will also be emailed to the email addresses you provided in the report.

iii. Choose Complete Another Report if you have multiple reports to enter.

iv. Choose Return to the Portal if you need other Outreach Trainer resources.

IMPORTANT!

You have multiple opportunities to review and confirm your information during the report submission process, however, if you discover an error after you submit your report, DO NOT PROCEED WITH MAKING A PAYMENT and DO NOT SUBMIT ANOTHER REPORT in an attempt to correct the error. Please email us immediately at [email protected] or call 919-515-5358 for further guidance. In some cases, we may be able to correct the error for you and in other cases you may need to re-submit the report. We will advise you by the next business day.




STEP 2: Purchase Student Completion Cards

A. Product Page in OSHA eStore (see screenshot on next page). The payment link on the Report Confirmation Page and in your confirmation email will take you directly to the product page for the type of card you need to purchase. In this example below, the card type is OSHA 10-HR General Industry.

i. Enter the Quantity of cards. This must match exactly with the number of students listed in your report. (If you entered the wrong number students in the report, DO NOT PROCEED WITH PAYMENT. Contact us immediately.)

ii. Enter the Trainer Full Name.

iii. Enter the Trainer Card Number (beginning with a C, G or TR and no spaces).

iv. Enter the Report ID exactly as it appears in your report confirmation.

v. Review and Confirm the information is correct and click the checkbox.

vi. Click Add to Basket.

IMPORTANT!

A report must be submitted BEFORE ordering cards. From your Report Confirmation

you will need the exact Quantity of Cards, Full Trainer Name, Trainer Card Number,

and Report ID in order to proceed with purchasing cards. A credit card is the only

accepted method of payment.

Ensure you have all your information ready and try to place your order without

interruption because the eStore system will time out after a few minutes of inactivity

and you may have to start the purchase process again. You should see this warning:



B. Review the Quantity one last time and click Checkout.

(NOTE: If you would like to pay for more than one set of cards and reports with ONE payment, you can click Continue Shopping on the bottom left of this screen, but you must ensure you are selecting the correct card type and entering the correct report information. DO NOT ADD ALL QUANTITIES TOGETHER FOR MULTIPLE REPORTS. Each time you add a product, it must have its own unique Report ID and Quantity. Contact us for more guidance on this.)



C. OPTIONAL Registration and Log In. First-time users have the option to register, which will

allow you to save payment information on file for future use, as well as view transaction history. This system is NOT connected to the IEShop system (old system used for OSHA card payments) so, on your first visit, you will need to create a new User Name and Password. After you have created an account, you can log in with this information during future transactions.

(NOTE: If you do NOT want to create an account or have to remember a User Name and Password, simply click Continue as Guest.)

D. State Agency Affiliation (see screenshot on next page). Indicate whether or not this purchase is being made on behalf of a North Carolina state agency.

E. Optional Receipt Details (see screenshot on next page). Your receipt will automatically include the last 4 digits of the credit card that will be used to pay for this order and it will include the Trainer Name, Trainer Card Number, Report ID and product details.

i. If you require any other billing information to appear on your receipt, enter it in this

section. Please note, for security purposes, if you do not already have a credit card saved on file, you will be asked to re-enter the Cardholder Name and Address on the next screen; IF YOU DO NOT NEED THIS INFORMATION, SKIP THIS SECTION.

ii. Click Continue Checkout.



F. Enter Credit Card Information and all Cardholder Information; click Continue Checkout.



G. Review and confirm information. If you have to make any changes, click on basket in the

upper right menu in red lettering. If no changes are needed, click Submit Payment.

H. Transaction Approved (see screenshot on next page). An email will be sent to the address

that was entered on the credit card information page. You can choose to Email Another

Receipt to additional recipients and you can View Printable Receipt (recommended).



(NOTE: A screenshot of what the Printable Receipt looks like can be found on the next page.)



I. Print Receipt and you are finished!

NOTE: The Receipt Number is also

called a Payment ID.

Documents

Guide to Completing OSHA Outreach Training Reports …ies2.ies.ncsu.edu/osha/trainers/cardrequest/OSHACardOrdering... · Guide to Completing OSHA Outreach Training Program Reports