Organizational Chart hierarchical flow of support.
General
Staff Responsibilities for the ENSA Program
Administrative staff are the key element to the success of ENSA North America’s functionality. Through communication and organization they are the corner stone and face of the ENSA to all current and possible future stakeholders. And as such hold a position that is extremely dynamic and challenging.
This Section within the program guide is developed to assist administrative staff to better operate under important administrative controls and procedures.
Multiple roles & additional responsibilities may be assigned to one person, provided that the person is competent and the assignment does not interfere with the ability to fulfill all of its assigned duties.
Managers will ensure all employees receive a personal copy of the ENSA Training Program Guideline. And when misplaced, re-issue a copy of the Training Program Guidelines to the employee. The Managers will also review the Code with employees.
Employees directly involved with any ENSA Training Program role or responsibility will maintain a personal copy of the Training Program Guidelines, Inform the Manager when in need of replacement when misplaced/worn. And follow and adhere to the guidance as applied to all activities and tasks.
The Training Department will review the Training Program Guidelines on an as needed basis and make revisions and maintain a current electronic Training Program Guidelines handbooks for distribution.
A Procedure is in place whereby Managers or their designees shall review excerpts of the Training Program Guidelines with their personnel at least monthly.
Distribution Permission
This document is a mandatory part of the ENSA Training Division employee orientation. This document is not to be sent to external contractors unless authorized by the Director of Training (or elected representative).
Administrative Personnel
Program Administratorisresponsible for;
Amending the document where required
Identifying the distribution list.
Responding to comments and Development & Change (Appendix XX)
Maintaining the amendment history of the document.
Requesting scheduled audits for specific elements within the training program.
If the Program Administrator is to move departments or leave the company they shall recommend assigning the document to a successor 3 months prior to departure.
Program Director is responsible for:
Approving the distribution list at draft and issue status.
Approving the status (confidentiality, urgency etc.,) of the document.
Approving the decision that a document needs a non-review amendment and then signing off the amended document
Approving the decision of the Program Manager to make a document obsolete.
Ensuring that the correct process has been followed.
Signing off the document when it is ready for release.
Document Validation Interval
The Program Manager shall validate this document annually during the anniversary of the month of issue.
Training Personnel
Training Coordinator; as training coordinator you are responsible for liaising closely with the Program Administrator, Training Manager, Training Professional(s), and any Stakeholders directly effected on all issues and requirements concerning established training programs and their administrative process and protocol. You are also responsible for the following;
Maintain comprehensive training records in respect of each employee
Assist with the administration of new staff, including the preparation and control of induction folders
To orient new employees on specified procedures and policies.
Organize and schedule individual and group training for clients
To liaise with candidates and prospective candidates to acknowledge bookings and provide details about courses according to customer service standards and departmental processes.
Produce and distribute certificates relating to the training program received or contract requirements.
Specify the venue requirements for courses, select venues, negotiate venue scheduling and liaise with the chosen venues.
To delegate the control of instructor training/evaluation documents (including in-house and 3rd party requirements)
To delegate control of the maintenance of the training database (matrix) and the development of computer-based training file (both in ENSA employees and where required, 3rd party stakeholders).
Co-ordinate external training courses, as appropriate, for ENSA Instructors and CIP Instructors and ENSA Professional Development training activities
To orchestrate the instructor scheduling procedure and website open enrollment calendar
To liaise with trainers to ensure any requirements are met including accommodation, equipment requirements, travel etc.
Orchestrate any shipping requirements the instructors must fulfil for all training equipment.
Organize registration and payment for study materials & texts requested outside of training programs.
Maintenance and documentation of the Training Courses and Course Material. (who has what and where)
Provide cover for absence for office administration as required.
Work with ENSA staff to ensure a seamless service for training students and those involved within the customer’s administration department.
When requested assist with the website scheduling tasks (in addition to matrix updates)
Liaise with and maintain business relationships with stakeholders and undertake any other HR or training related tasks and provide a high quality service to customers by telephone, e-mail and in writing to agreed customer service standards.
Organize training documents forwarding to accounting the necessary requirements for invoicing.
Dealing professionally with complaints.
Attend Internal or External meetings as required.
To ensure that the database holds accurate information about the course bookings at all times. This will include setting up course records and processing delegate bookings.
When requested, work with the Sales Management to increase the number of bookings on courses.
To provide, record and produce management reports as required.
Any other reasonable duties as required by your Program manager.
Training manager; as training manager you are responsible for liaising closely with the Training Administrator, Training Professional(s), and any Stakeholders directly effected on all issues and requirements concerning changes and development of new and established training courses and their implementation and delivery.
Ensure all ENSA training Facilities are operating in accordance with the Mallory IIPP – Health & Safety Guidelines.
Ensure the revision and control procedures of this program and its courses and their materials are followed by all instructors.
Ensure suitable training course material is available.
Ensure the health and fitness of staff delivering training.
The Training Manager should be able to provide documented evidence of the following:
up-to-date knowledge of relevant industry sectors;
relevant training and ability to undertake risk assessment;
detailed knowledge of the relevant parts of the pertinent OSHA Regulations and ANSI Standards for each specific training program
The Training Manager must undertake 40 hours of continuing professional development annually. The Training Manager is not required to be a subject matter expert within specific training courses however must hold a strong understanding in Professional Instructor Development requirements.
Orchestrate the maintenance, control and security of all training equipment, by inventory (stock takes) and ensuring that it is accounted for, organized, inspected and locked away (security).
The Training Manager may also holds the additional responsibility of “Training Assessor” for executing Instructor Assessments within their field of expertise when requested.
The Training Manager may also holds the additional responsibility of “Training Assessor” conducting annual CIP Audit procedures on 3rd Party ENSA Licensed Professional Trainers.
Training Supervisor; any professional instructor who is a subject matter expert can hold the responsibility of “Training Supervisor”. The person elected as a training supervisor is done so through the recommendations of stakeholders within ENSA North America
The person appointed as training supervisor should be able to provide documented evidence of the following:
experience of specific subject matter requested;
up-to-date knowledge of relevant industry sectors;
relevant training and ability to undertake risk assessment;
detailed knowledge of the relevant parts of the OSHA Regulations and ANSI Standards
The Training Supervisor must undertake 40 hours of continuing professional development annually and should have responsibility for ensuring the regular retraining and, where applicable, appraisal of other professional trainers.
The Training Supervisor may also holds the additional responsibility of “Training Assessor” for executing Instructor Assessments within their field of expertise when requested.
The Training Supervisor may also holds the additional responsibility of “Training Assessor” conducting annual CIP Audit procedures on 3rd Party ENSA Licensed Professional Trainers.
Professional Trainers; The professional trainer is a competent person appointed as a trainer holding documented evidence of competence in the subject, and at the level, on which he or she is to provide training. The person appointed is also able to provide documented evidence that he or she is undertaking continuing professional development and has abilities and up-to-date training, knowledge and experience in the following areas:
experience of subject matter specific to the specified training program;
knowledge of relevant industry sectors;
relevant safety training and ability to undertake risk assessment;
detailed knowledge of the relevant parts of the OSHA Regulations and ANSI Standards specific to the specified training program;
practical knowledge and pre-requisite skills;
in depth training, for the industry/equipment concerned;
experience of equipment on which he/she is to provide training;
ability to supervise, and maintain the safety of, trainees or students;
ability to explain course content in a clear and practical way to trainees or students;
ability to carry out any emergency procedures which might be necessary within the delivery of the specified training program
The person appointed as a professional trainer must be able to provide documented evidence that they have kept up to date either by having delivered training in the relevant course elements during the previous twelve months, or by having undertaken continuing professional development in the relevant area(s).
Professional Trainer Special Provisions
If a person is appointed who does not fulfill this criterion they will be treated as a new trainer. In this case the training provider should ensure that the person is either supervised until an assessment has shown that he or she is competent, or given a reassessment before beginning the delivery of training, as applicable.
In the case of the delivery of a new course, a special provision can be made by the Training Manager until it is clear that the professional trainers are competent in the delivery of the new course. This provision is primarily included when running pilot courses to obtain feedback on the course material, or obtaining product information and familiarization from a product supplier.
Provisions are made on a case by case basis.
The professional trainer must hold an up-to-date personal record giving details of courses, and course elements, delivered and received under continual professional development that include the following:
training provider;
course title;
course duration;
date of program completion and expiry
Training Assessor
The assessor must be a competent person and should have documented evidence of competence in the subject, and at the level, on which he or she is to make assessments. Also, he or she should be able to provide documented evidence of all the abilities, training and experience as professional trainers.
In addition, the assessor should:
Have a detailed understanding of the training and the assessment procedures (IEP01- Instructor Evaluation Procedure) and audit processes for the specific training or CIP program on which he or she is to provide assessment, including pass/fail criteria for each element of the assessment checklist;
Have previously delivered training in the type of course being assessed.
All ENSA Internal Assessment Criteria is outlined within the Audit Procedures Section of this document.
Administration – Course Booking
Administration Requirements – ENSA Training Courses
ANSI Z490.1-2009 Administration
The ENSA administration process is designed, developed and administered under the ANSI Z490.1-2009 Criteria for Accepted Practices in Health, Safety and Environmental Training Section 3.3 Resource Management and Administration.
As a training provider we are held to “Resource Management and Administration Requirements” that are planned and implemented to ensure quality and professionalism within both product and service.
This section of the Training Program Guideline is to educate ENSA personnel and clientele in the requirements and guidelines established, and that when followed allow better service, communication and cooperation by all directly involved.
BS 8454-2006 Administration
BS 8454-2006 Code of practice for the delivery of training and education for work at height and rescue, is a subordinate standard, that ENSA as a training provider employs under ANSI 490.1-2009 to address the specific administration requirements for work at height and rescue as assurance that specialized objectives specific to the criteria and accepted practices of our occupation are accounted for.
The Training Environment
The request for training within industry often comes under an ‘urgent need’, for example; construction related projects, OSHA stand downs, and contract pressures. It is also a reality that organized and prescheduled training is the best solution as it is a far more effective and efficient means of attaining a healthy work environment with high regard for personal safety.
Our administrative goal is to ensure an efficient and reliable scheduling and booking process that accommodates both the urgent need and prescheduled environment. It is important to both ENSA personnel and the clientele that our administrative procedure can be relied upon with confidence and surety for both urgent and planned trainings.
Program Administration is conducted from ENSA North America’s Wisconsin Office and are the chief responsibilities of the Training Coordinator, who is responsible for ensuring adequate communication of information, conveying guidelines, terms and conditions specific to the booking and delivery of training courses and to provide a history of training events and trainee completion to all ENSA Clientele as required (or when requested).
Customer Training Inquiry
The following procedure is based on new or existing customers soliciting the need for training and what is required to ensure good communication and efficient scheduling of training.
ENSA’s current training programs are focused primarily within four industrial fields or categories; Wind Energy, Telecommunications, General Industry & Construction. For the ENSA training course(s) offering refer to www.ENSA-NorthAmerica.com/courses/ for general support details.
A pricing structure for the courses listed on the ENSA North America website and available from the Training Coordinator for booking purposes.
To assist the client a course specific synopsis and booking form along with any other pertinent marketing material can be forwarded through to the client for their information.
Terms and conditions of sale are located on the ENSA Booking Form, Quotation Form and ENSA website and must be read and understood prior to submitting PO # for training.
Client communication
Discussion Topics; Items to be brought to the client’s attention prior to booking training courses
Time line (consult training schedule)
Trainer availability
Equipment shipping logistics
Field training - requires forwarding to the client the Training Facility Assessment Form (Appendix XX) Inform the client an ENSA Instructor will discuss further with the site contact to training facility needs.
Quotation structure
Open Enrollment (one payment structure)
Field Training (two payment structure – fixed & expensed)
Corporate Account (consult payment terms of agreement)
Actuals (expensed) – payment upon receipt of invoice
Travel days, weekend carry over and down days
Per Diem
Passing on of “actuals” 10% admin of expensed (hotel, airfare, car rental)
Lesson plans/manual If the prospective customer requests Lesson plans, manuals or other course training materials and does not hold a CIP agreement contact the Training Manager to allow for further investigation and approval.
Terms & Conditions
The following two items are required to secure schedules training courses;
A Purchase Order (PO) as per the provided quotation
A fully completed Training Course Booking Form returned to ENSA North
America Note: A temporary reservation for specific training dates can be made without a PO# which is only valid until the end of the next business day to allow time for PO creation.
Changes to the student roster on the Booking Form less than five days prior to the scheduled training will result in additional fees of $85.00 per student.
Additional nonscheduled students; Instructor to student ratios may not exceed those specified on the program synopsis. Under pre-arranged and agreed upon circumstance a maximum of one additional student may be possible (the instructor has the right to refuse the additional student if the personal safety of the group is deemed compromised). This additional student will amount to an additional administrative/course booking fee of $350.00 per day (in addition to the $85.00 fee for student roster changes).
Field Training Note: for training programs with a fixed instructor to student ratio, an additional person cannot be negotiated an additional course may be required.
RUSH and/or Special requests
Special training/audits and RUSH requests may have additional charges. These charges will be highlighted and included in the ENSA quotation if applicable. Note: current administrative fee of 10% for travel related expenses only, is applied to all field training invoices
Cancellation Policy
Quotation is subject to ENSA North America standard terms and conditions.
All terms and conditions are found on page two of the TR-100 Booking form or at www.ENSA-NorthAmerica.com/courses/bookings
The Client must check that the preferred date (s) is/ are still available prior to submitting the booking form.
Special training/audits and RUSH requests may have additional charges. These charges will be highlighted and included in the ENSA North America quotation if applicable.
ENSA North America reserves the right to impose the following penalty of 100% for cancellations made within 20 working days from date of confirmed delivery.
ENSA reserves the right to cancel courses, change open enrollment course location, change instructors, or change course content. In the event that a course must be canceled or the location of the course changed, registrants will be informed 30 days prior to the start of the course.
Any Open Enrollment training course booked that does not have a minimum of three (3) candidates - deemed “full attendance” class automatically will be postponed 30 days prior to the event and rescheduled under the next open enrollment date listed on the ENSA North America Training Schedule, www.ENSA-NorthAmerica.com/calendar
If field training is required for numbers less than three (3) the company requesting the training must contact ENSA Administration for pricing based on urgent or special requests.
Customer Confirmation of Training;
Upon receipt of training PO# contact customer (person listed on the Booking Form) and offer thanks and your personal support and assistance.
