Upon receipt of training PO# contact customer (person listed on the Booking Form) and offer thanks and your personal support and assistance.
Obtain the following information;
Site Contact (name, title, contact information)
Site Location and hotel recommendation This needs to be passed onto the instructor who will be delivering the training
Ship to address and shipping information.
Concerning actuals – offer the client to option of securing actuals (hotel, shipping, transportation) Inform the client that ENSA will pass on the cost of actuals that they do not cover, (vehicle rental is SUV)
Inform the Client of the following;
Confirmation (time and date of training)
Student Equipment Requirements Sheet - If student equipment is required at site for field training arrangements must be made prior to the shipping of any training materials. Additional fees apply.
Training Manager will make direct contact with the site contact person if a facility assessment form is a requirement to;
Investigate adequacy of training facility forward to the client the Training Facility Assessment Form for completion and support photographs. Upon receipt evaluation and approval required or alternative arrangements made.
Ensure one week prior to arrival.
Possible need for on-site orientation for the instructor (early start –day one)
Need for classroom and projector (Instructor will need to bring the projector if not available at site)
Scheduling Instructors
All training is scheduled on an excel calendar that is continuously updated and monitored by the training coordinator. A pertinent instructor information can be found within the comments window of each cell. This training event calendar will be revised bi-weekly and placed on ‘File Share’ with an e-mail invite sent out to all instructors and managers for viewing.
All field training scheduling is conducted out of the Wisconsin office and list all instructors and attribute to each instructor; training dates, locations and course module.
Instructors will be supplied individually with a training event electronic dossier supplying the instructor(s) with further event information prior to the training event.
Sudden changes and updates are commonplace and if required those who are effected will be notified.
Preparation of Confirmed Training
Upon completion of the booking and scheduling process preparation measures for the delivery of training must be enacted. These procedures include the following;
Equipment needs determined and shipping arrangements made (to and from location)
The training coordinator is responsible for securing all travel and accommodation arrangements for any instructor traveling within the US and Canada and must supply the Instructor will an itinerary supporting the following;
Travel/accommodation arrangements
Shipment details (equipment & documents)
Additional (training facility details)
Copy of the booking form with contact information
Other
Administration – Instructor Course Delivery
Administrative Procedures Only
This section is specific to administrative procedures only, Non-Administrative components of the Instructor Course Delivery are covered under the course Delivery Section of this document.
Instructors shall follow the procedures and protocol to ensure all administrative requirements are in accordance with ENSA Guidance Standards (Section 5)
ENSA training is conducted at a recognized ENSA training facility or when requested at 3rd party sites. Prior to delivery of training the instructor shall be given a copy of the completed course booking form in aid of course preparation and a Training documents dossier prior to the training course delivery.
When conducting 3rd party training on non-recognized training structures a copy of the training facility assessment form will accompany the completed course booking form.
If concerns of questions arise the instructor shall contact the training manager or training coordinator immediately.
Questions about the structure shall see resolution before training is permitted.
The instructor document dossier is made available to the instructor prior to the delivery of the course(s) and if required sent to the training location by the training coordinator.
The instructor will have electronic copies of all documents and manuals for the training course delivery and shall be prepared to make arrangements for the printing of additional copies if needed.
All documents required are listed within the course lesson plan.
The instructor will have access to electronic copies of all lesson plans and all documents listed within.
The documents listed below are not found within the course delivery dossier;
Lesson plan (course specific) see course delivery
Student evaluation form (course specific) see evaluation procedures
Responsibilities Prior to Delivery (Instructor Administration)
Under the administrative process prior to the delivery of training the instructor shall be responsible for ensuring;
All necessary documents are at site (and in order) prior to the delivery of the training course.
All classroom requirements are met and in place (projection system, seating arrangements, support materials and prompts).
Training course commences on time and all aspects of the delivery are in accordance to the requirements outlined within the course lesson plan.
When conducting training on 3rd party sites a timeline of one week prior to commencement of the training delivery the Instructor shall make contact with the site contact person to ensure all questions pertaining to the event are answered.
The instructor will verify the following;
Possible need for site health and safety orientation (make arrangements if necessary)
Facility assessment needs have been met see section on Program Audit
Equipment arrivals (prior shipping arrangements)
Possibility of showing up in advance for classroom preparation
Skills level of attendees (novice, prior trained)
Model platform or type of structure to be trained upon
Details on; times, location, confirmed persons, first aid etc.
3rd Party Site Orientation Procedure
Any training conducted at 3rd party establishments determined as high risk (energy providers, communications systems, confined space etc.) an On Site Safety Orientation is mandatory.
To ensure a high level of safety ENSA Instructors are required to complete a site Orientation and present to the client safety officer (or other designated representative) the ENSA TR-SOV01 Site Orientation Verification Form (Appendix xx). This additional safety measure assures ENSA that specific safety issues have been individually addressed and safety measures put in place to ensure a safe training event.
Where required the client must provide qualified safety personnel or specific equipment/instructions to ensure all requirements of the SOV are fulfilled.
This form must be completed and signed by the site Safety Officer (or designated representative) before training is allowed to commence.
Under the administrative process, Instructors shall manage the student registration procedure. The Course Roster in addition to collecting the required data for the training/certificate data base also performs the task of ‘liability waver’. This document must be completed in full, prior to starting any course training. Under no circumstance is any practical training allowed to commence until this document is completed.
The instructor shall fill out the TR-CRGEN01 Course Roster (Appendix XX) ensuring all required information is complete.
An incomplete registration form shall not be accepted and the instructor shall be held immediately responsible for any corrective measures to ensure the correct completion and submittal of this form in a timely manner.
The students must read and fully understand their responsibilities, the instructor must inform them of the following;
Their signature on page one (1) pertaining to the liability waver
They must spell their names as it appears on their license
The DoB is Month/Day/Year (important when conducting training outside the US)
All spelling must be legible as poorly written names can lead to a misspelled certificate that will cost the company an additional administrative fee to reissue.
Page two (2) terms and conditions must be read in full by all students and any concerns over the medical questions on page two (2), the students must be informed that they can discuss these issues with you in private.
Instructors must assure all persons are physically fit to carry out the practical training exercises in accordance with GWOSection 2.2.2 Medical & Fitness the delegate’s self-declaration within the signing of the course registration
Instructors must assure all persons understand that certificate validation is two years only upon receipt of an annual in-house refresher training (4 hours) after one year from receipt of the training.
Trainees who are new to work at height and rescue must be made aware that they should be evaluated for ability to apply the knowledge and skills in the work environment by a supervisor, lead tech, site HSE Coordinator within three months or there about after training.
Electronic files of the student registration form are kept indefinitely by ENSA training administration management.
Practical Training Delivery (Instructor Administration)
Under the administrative process, Instructors shall follow the course lesson plan directives and approach to key learning points for all training activities. Prior to commencing practical activities the instructor must conduct a TR-JSEA01 Job Safety and Environmental Analysis or equivalent. In accordance to the act of receiving training.
This form is mandatory as an act of conducting due diligence in the event an incident occurs. The form shall be completed in full and signed by all parties involved. The instructor is responsible for filling out the document
E-### Training Test - Under the administrative process for closing requirements of an ENSA training course the trainees are required to sit a written test. The training test is administered in accordance with ANSI 490.1-2009 Accepted Practices in EHS Training. Initial certification states the delegate must have knowledge and skills demonstrated at the end of training in the learning environment,
The student must achieve an 80% grade or higher to pass the written component of the program.
Time for completion - 30 minutes
Corrected to 100% - student revisits with the instructor, the correct answer for each incorrectly answered question. Questions, topics and issues are discussed with the trainee and the class to ensure full understanding of subject matter content. Once resolved the instructor and student both initial the “now correct answer” as indication that the subject matter relayed was successfully and clearly understood. The instructor is to take incorrect answers and lead group discussion on those topics.
Electronic files of the student test papers are kept indefinitely by the training administration management.
Training Release Waver - Prior to awarding a Temporary Wallet Card the instructor shall ensure the trainee shall sign the TR-600 Training Release Waver (Appendix XX) ensuring the training experience was injury free and at no time were you subject to unsafe acts or unnecessary risks and they are confident in working within a work at height and fall rescue environment.
If the student does not sign the release agreement the temporary wallet card and training certificate cannot be issued.
Electronic files of the student release waver are kept indefinitely by the training administration management.
Temporary Wallet Card - Shall be issued to all students who successfully completed the training course as proof of receipt of training, for Certificate issuance – see Administrative requirements – Issuance of Certificates
Student Training Feedback - A specific training course, once established receives continuous assessment from all who attend, through assessment conventions designed to better the training experience (Student Training Feedback Form) (Appendix XX). Information collectedfrom the course evaluation form is non-mandatory and anonymous, it is reviewed biannually by the training administration and findings are extrapolated then presented to the Training Supervisor for reporting and reviewing with the Development and Change Committee.
Course evaluations are also identified as an assessment component within the instructor evaluation procedure.
Student Training Feedback forms are kept on file for a period of two (2) years - greater than the length of the expiry date of the certificate.
Student Evaluation form (course specific) - Each ENSA Training course has an evaluation document specific to the learning objective and learning outcomes of the training course. The instructor shall complete an evaluation on each trainee determining whether the trainee can demonstrate knowledge and understanding of the course content. All student courses are Type 1 assessment (assessment by the person who delivered the training) and checklist format.
The Student Evaluation must be completed and submitted in full for each trainee in attendance, This document can be completed after the training has been completed only if the following conditions have been met;
The trainee(s) have been debriefed on their knowledge and performance with emphasis on highlighting safety critical mistakes
Or the trainee in question is to be placed under remediation or has not successfully achieved a certificate of training, upon which the appeals process outlined within the Customer Complaints and Appeals Record must be followed.
If the trainee has successfully met the objectives of the course curriculum yet the instructor deems additional training or supervision beneficial, the Instructor has the option of issuing an Evaluation Support Letter.
Upon successful completion of the course the trainee in question may be issued by the instructor an Evaluation Support Letter listing additional training or safety recommendations an employer needs to be made aware regarding the trainees safety at work.
After Delivery (Instructor Administration)
On all training (with exception to open enrollment)the instructor shall immediately make copies of the course registration form and the course end of training form and supply the copies to the client.
When immediately possible (before handing over the training course dossier to UPS) the instructor shall make electronic copies of the completed registration and end of training forms and submit them to administration management to expedite the certificate issuance process. This action shall be not later than two working days from the completion of the training event.
To assist this process each instructor shall be issued a portable scanner device or phone App. That shall be a component within their personally issued company electronic equipment.
The instructor will phone the training coordinator to discuss the completion of training and any other issues that are pertinent to the delivery of the training (expenses, travel equipment etc.).
The completed documents shall be placed within the UPS envelope and submitted for pick up no later than one (1) week from the completed delivery of training.
Administration – Issuance of Certificates
Procedures
Administrative personnel shall follow the procedures and protocol to ensure all administrative requirements are in accordance with ASTM E2659 - Standard Practice for Certificate Programs.
Upon Completion of Course Delivery
Instructors are asked to produce electronic copies of all completed course documents and forwarded to administration when feasible (no later than 48 hours from completion of course delivery).
Instructors will be given the necessary tools to enable remote scanning (I phone app or portable wand scanner) and the instructor shall scan all required documents in their entirety.
Upon completion of the electronic copying the completed course documents shall be placed within the UPS envelope and submitted for pick up no later than one (1) week from the completed delivery of training.
Upon Recipe of Electronic Files
Training Administration shall transfer the necessary data into the customer data base and produce electronic certificates. The scanned documents sent through by the instructor will be stored on the ENSA Dropbox Share Point under the said instructors file to ensure ease of access for purposes of verification, reporting and audit control.
New instructor files shall be created annually as a tracking measure for quality control.
Training Administration before data entry shall review the following for correct completion;
Course roster,
Job safety and environmental analysis
Release waver
Site orientation form (3rd party sites)
If the course roster and release waver are not filled out correctly they shall be submitted back to the instructor for correct completion. If the candidates’ names are non-legible contact the candidate’s company contact person listed on the ENSA Booking Form for rectification prior to issuance of certificates.
No ‘certificate of training’ shall be issued unless the criteria for completion has been met by the candidate.
After review (and the documents found satisfactory) the minimum following information shall be entered into the ENSA Customer Data Base for the production of certificates and training progress reporting;
