Outreach Training Program Requirements Directorate of Training and Education Revised April 2011

Outreach Training Program Overview Section II Teaches workers how to identify, abate, avoid and prevent job hazards Teaches workers about:  their rights,  employer responsibilities, and  how to file a complaint. Voluntary – doesn’t meet training requirements in any OSHA standard. However:  Some states & local jurisdictions have laws mandating this training  Some employers, unions, and others also require this training See OSHA Publication #2254, Training Requirements in OSHA Standards and Training Guidelines for a complete list of OSHA's training-related requirements

Outreach Training Program Overview Section II Trainers submit Outreach Training Program Report for specific industry to receive student cards Submission is sent to the trainer’s Authorizing Training Organization Each Authorizing Training Organization has different means to accept submissions ( , web, fax, hard copy) Authorizing Training Organization reviews submission and issues student cards, if appropriate

Trainer Requirements Section I In 2 documents: Outreach Training Program Requirements (all trainers) Outreach Training Program Procedures (each industry)

OSHA Jurisdiction (Section III) OK to Process Classes delivered within jurisdiction (geography-based) 50 States, DC, Puerto Rico, Virgin Islands, American Samoa, Guam, Northern Mariana Islands, Wake Island, Johnston Island, Panama Canal zone, & Outer Continental Shelf Lands For U.S. Military personnel overseas  Must clarify training was for military  No exception necessary Outreach Program intended for workers covered by OSH Act

OSHA Jurisdiction (Section III) Cannot Process / Exceptions Outside OSHA jurisdiction Contractors / locals being trained on military bases, even if military requirement Exception Requests:  Training on a contract basis for one organization and its employees  60 days in advance  10 items on exception list include list of employees to be trained on company letterhead

OSHA Jurisdiction (Section III) Other Training Options Training can be delivered outside the OSHA Outreach Training Program  Trainers select and provide the specific training needed  Trainers control and manage  Trainers design and issue their own certificates, cards, etc.  Cannot indicate that OSHA supports the program or that it is part of the Outreach Training Program

Contacts (Section IV) Authorizing Training Organization (ATO)  Sponsor of trainer or update course  Trainer's primary point of contact  Indicated on front of trainer card, below "OSHA, U.S. Dept of Labor"  Issues student cards to trainers  Each has an outreach point of contact OSHA Directorate of Training & Education  Assistance on items noted at OSHA website or exceptions referenced in requirements 

Responsibilities Authorizing Training Organization Class size exceptions Review & process requests in 30 days Monitoring outreach training Statement of Compliance Lost cards Active trainer lists

Processing Exceptions OSHA Webinars/video conf. (formerly OTIECs) Jurisdiction 7.5 hr Limit Training exceeds 6 mos. OTIECs Class size Minimum of 3 students Maximum of 40 students * 60 day advance notice needed for all except minimum class size (7 days)

Statement of Compliance (Section VI) Appendix A of Outreach Training Program Requirements Each authorized trainer must sign Verify that the training they will conduct will be in accordance with program requirements Electronic signature permitted if can verify trainer identity

Authorized Trainer Responsibilities Section VI Must be knowledgeable about the most current Outreach Training Program requirements Always be professional (including breaks) Trainers must not:  Serve alcohol  Suggest how to circumvent OSHA regulations  Use discriminatory remarks regarding OSHA or any individual/group  Tell jokes that could be offensive, humiliating, or demeaning  Hold training at a place not conducive to training Investigation and Review Procedures – OSHA Procedures used to process complaints regarding failure to comply with requirements

Training Delivery (Section VI) Daily Class Hours  Maximum of 7.5 hours of training per day o10-hour, minimum of 2 days o30-hour, minimum of 4 days  8-hour break required after 7.5 consecutive hours (e.g. no 9pm – 7am)  Exception requests at least 60 days in advance to OSHA  Exceptions only in extremely extenuating circumstances – not cost savings, trainer availability, time limits, or missing work Break and Lunch Periods  10-minute break period after every 2 hours  30-minute lunch period if training lasts more than 6 hours

Training Delivery (Section VI) Class must be completed within 6 months Each class session (segment) must be at least one hour long Training should be participative and interactive - workshops, cases, exercises, and demonstrations Videos can’t exceed 25% of training time = 30 (in FAQ on website).  If a trainer has trained a student in a 10-hour course they can provide the student 20 more hours and receive a 30-hour card as long as: oSame trainer conducts training oTraining is completed within 6 months oReturn the 10-hour cards

Training Topics (Section VI) See industry procedures for topic and time requirements Mandatory topics  Required  Must be conducted for the minimum amount of time indicated Elective topics  Trainer chooses from a list  Choices based on industry, locality, or audience Optional topics  Provide increased flexibility for a trainer  May add to mandatory or elective topics instead of adding optional topics Can’t count CPR & First Aid – not hazard recognition or prevention

Topic Length (Section VI) Mandatory topics have an assigned minimum length Non-mandatory topics must be taught for a minimum of one-half hour OSHA recommends spending an hour on each topic (unless otherwise noted) 10-Hour Class: may not cover a topic for more than 4 hours, unless permitted in the industry procedures 30-Hour Class: may not spend more than 6 hours on a topic, unless permitted in the industry procedures

Training Materials (Section VI) Trainers must use required curriculum  See Outreach / industry website for up-to-date curriculum  Introduction to OSHA 2-hour is required in all classes Managing Safety and Health  2-hour topic  Required in all 30-hour classes PowerPoint™ CD provided to all  Adjust for your audience/ trainees  Contains presentations and lesson plans Student Materials are Required  At least a fact sheet on each topic covered  See Appendix B of the Outreach Training Program Requirements for helpful training resources

Training Language (Section VI) Trainers must  Teach workers in language they understand  Teach to worker literacy level If using a translator:  Translator must have OSH background  Class portion being covered must be twice the amount of time to allow for the translation

Guest Trainers (Section VI) Guest trainers  Not authorized Outreach Trainers  Subject matter experts who may be used to teach Primary Trainer Responsibilities  Design and coordinate class  Teach at least 50% of the class  Attend all training  Document class and retain class documentation  Maintain list of guest trainers used, topics delivered, and qualifications

Additional Authorized Trainers Section VI Other authorized trainers may assist Relieves primary trainer of need to attend all sessions In these cases, primary trainer must  Teach at least 20% of the class  Coordinate, document, and retain records One Authorized trainer must always be in class

Maximum Class Size (Section VI) 40 students Over 40 - schedule additional classes Request exception 60 days prior to class to Authorizing Training Organization Exception Request - provide:  Why needed  Topic outline  Materials to be provided to each student  How students are able to ask questions when class is not in session  Confirmation that attendance will be taken

Minimum Class Size (Section VI) Outreach training intended to be participatory For this reason, a minimum of 3 students is required Request exception at least 7 days prior to the class (to ATO):  Why necessary  Is this a routine business practice (e.g. beginning employment)?  Note target audience (if applicable) Don’t schedule for 5 or less students (in case of no shows) If routine business practice (orientation) may provide exception over extended period

Makeup Training (Section VI) Must be within 6 months of the start of the training Must be same trainer Allowed for less than 3 students as long as it does not exceed 3 hours If a student misses training, a trainer may conduct makeup training, following these requirements:

Student Requirements (Section VI) Students must attend all required elements of the outreach class to receive an OSHA card Trainers are not considered students Trainers can not include their name on student roster

Class Records (Section VI) Retain for 5 years OSHA may request these records Records must include:  Sign-in sheets for each class day  Student contact information (students' home or business address)  Topic outline - exact timing of topics and breaks  Copy of the documentation sent in to request cards  Student course completion card numbers  Guest or additional authorized trainers: list each, topics covered and qualifications (or trainer card)

Do Not Use in Advertising (Section VI) Department of Labor and OSHA Logos Certified Trainers are authorized. Students receive student course completion cards. OSHA "Approved". OSHA does not "approve" trainers or classes. "OSHA" OK to use – but don’t use to imply trainer is an OSHA employee or the class is being conducted or has been approved by OSHA. OSHA Trainer Course Outreach classes are not OSHA trainer courses. "Train-the-Trainer“ Outreach students can’t receive cards for students they train. Depiction of OSHA student card

Alternative Training Methods Section VI Online Training: Allowed if authorized by OSHA Webinars & Video Conferencing not allowed unless an exception has been received from OSHA. Request must be sent in at least 60 days prior to the class; it must include:  How you are able to ensure the full attendance of each student  Estimated number of students and training sites  Topic outline  How you are able to answer student questions quickly & effectively  A list of the materials that will be provided to each student  Plan to include an evaluation component

Obtaining Student Cards (Section VII) Required Documentation  Outreach Training Report includes topic outline and student list  Address given should go directly to trainer  Use your trainer ID or include a copy of your OSHA trainer card Key Points  Student list must be legible  Sign Statement of Certification on Outreach Training Report  Document training within 30 days of class completion  Report each class separately – do not combine onto one report Send Request to your Authorizing Training Organization

Statement of Certification Contained in Outreach Training Program report within Industry Procedures Trained in accordance with OSHA requirements Maintained records as required Attest all true and correct

Replacing Cards (Section VII) Trainer Card – contact ATO Student Cards  Students contact trainer for replacement  May only be replaced if training took place less than 3 years ago  Fee may be charged  One replacement per student Batch Replacements (entire class missing)  No replacements if class more than 90 days ago  Request replacements with appropriate documentation oStudent sign-in sheets for each day of the class oTopic outline - indicate timing of topics and breaks oSigned agreement to pay fees associated with future student card deliveries to cover cost of certified delivery Group that maintains records for trainer may request

Distribution of Student Cards Section VIII Goal is to get the card to the student Issue card directly to student - regardless of who paid Send to address on record (home or business) If sent to employer, address individually to student Trainer may provide employer copy of course records Trainer is ultimately responsible If there is a discrepancy, trainer must rectify, subject to corrective action

To ensure cards are distributed within 90 days Section VIII ActionTime Allowed Trainers submit card request30 days Authorizing Training Organization processes 30 days Trainers provide cards to students after receipt 30 days

Student Card Information Section VIII Print or type trainer name, student name & class end date Signing the card as the trainer is optional Return misprinted cards to your ATO for replacements Don’t use labels Don’t alter cards (this includes white out) OK to laminate cards OK to add information on the back of the card  Helps when class is for specific audience/industry  Don’t cover printed language on the card Recommend providing class certificates for training verification  Advertising restrictions apply  Must include a specific statement

Monitoring Visits & Record Audits Section IX Trainers must permit unscheduled monitoring visits Trainers may be asked to provide advance notice of training; if they do not comply, ATO may refuse to issue cards Monitoring Visits cover:  Class timing, student attendance, topic coverage  Guest trainers, and outreach requirements Record Audits cover:  Class timing, topics, guest trainers  Sign-in sheets and copies of student cards

Training Resources (Appendix B) Main OSHA Websites  OSHA Home Page OSHA Home Page  OSHA Outreach Training Program Page. OSHA Outreach Training Program Page OSHA Teaching / Materials Assistance Websites  Training and Reference Materials Library  Resource Center Loan Program - Borrow videos Resource Center Loan Program  Multimedia - Videos and Slide presentations Multimedia  Alliance Program Participants Developed Products Alliance Program Participants Developed Products  Compliance Assistance - Resources and Specialists Compliance Assistance - Resources and Specialists  OSHA Small Business Page OSHA Small Business Page  Safety and Health Topics Index Safety and Health Topics Index  Teen Workers Teen Workers  Making the Business Case for Safety and Health Making the Business Case for Safety and Health Spanish Training References, PowerPoint Presentations, TrainersTraining ReferencesPowerPoint PresentationsTrainers OSHA Publications OSHA Quick Cards U.S. Government Bookstores. For OSHA standards and publicationsU.S. Government Bookstores OutreachTrainers.org - OSHA recommends trainers add their profile & schedulesOutreachTrainers.org

New Outreach Website – Main Page

New Website – Industry Pages

Trainer Key Changes Flyer

Card Hierarchy

Questions & Answers