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Programmed Learning
Forms
Handbook
Staff
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CEUs are not provided for the completion of this
packet.
Section 1: HSGD Training Procedures
1. Preparation for training activity
As a trainer you will obviously have to schedule or work with others to schedule space,
people, and equipment in order to conduct most training events. Training procedures
require you to contact the Training Department prior to or immediately after setting
up any training event. This serves the purpose of getting the training event on the
agency training calendar as well as provide Training personnel an opportunity to screen
the training event to assure this is not at cross purposes to other events or agency
plans.
Training procedures require that all training activities must be recorded on a Sign-In
Sheet and that the Sign-In Sheet have the following data:
 | Name of training activity (please use names that identify the content)
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| Name(s) of Instructor(s) |
| Location of training activity |
| Date of training activity |
| Length of training activity (in hours), ex. � hour, 2 hours, etc. (always
round off to the hour or half hour) |
| Printed name of participant(s) |
| Staff ID # of participant(s) |
| Job Title of participant(s) |
| Job Location of participant(s) |
Be aware that training activities do not include team meetings, planning sessions,
or organizational meetings. If training is part of one of these types of meetings
you can document that part of the meeting as training and provide Training with
the necessary information to record the training.
Training procedures require that all Sign-In Sheets turned in to Training have
attached to them a copy of the training activity outline or summary of contents.
Training procedures require that if you need any AV equipment provided by HSGD
that this be signed out through Training. Also, the care and operation of this
equipment is the responsibility of the person who signs it out. (Note: this
does not mean that if the equipment gets broken, stolen, etc. that the staff
member would have to pay for the equipment.) Please do not check out any
equipment you do not how to use, you cannot transport, or you do not know how
to care for properly.
It is recommended that in using any HSGD facility for training that you arrive
early to set up or designate someone to have the room prepared for the training
activity. Do not assume that because you are using a �training room� that the
room will be set for training.
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| 1.1 Before a training
activity is scheduled or immediately after it is scheduled you must |
a. contact
Training to inform them of the activity.
b. have all
Sign-In Sheets and activity outlines prepared.
c. let the
participants know who the instructor will be.
d. Send a
list to Training of all participants.
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| 1.2 Which item
listed below is not required on a Sign-In Sheet? |
a. Participant�s
name printed.
b. Staff ID#.
c. Class ID#.
d. Location of
training activity.
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| 1.3 Which item listed
below must be attached to the Sign-In Sheet(s) to be submitted to Training? |
a. Evaluation Sheets.
b. List of reasons
for conducting the training activity.
c. Name of person(s)
who requested the training activity.
d. Outline or summary
of the training activity.
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2. Conducting Training
Training procedures require that all staff members use their Staff ID#. As a trainer
you are not required to have every participant put their Staff ID# on the Sign-In Sheet,
but please remind participants that this is expected of them and inform them of how
they can get their number if they forgot or are not aware that they have a number.
Number can be gotten by calling Training or by checking the quarterly training report
that is sent to each Center.
Training procedures require that no staff member sign another staff member�s name to a
Sign-In Sheet. Since Sign-In Sheets are sometimes used to verify job attendance this
would be the equivalent of punching in someone on a time clock. If a staff member who
was in a training session you conducted contacts you and states they did not sign in,
and you can verify they attended training you may, as the instructor, print the person�s
name and initial your entry.
When you consider the man-power-hours (MPH) of the instructor(s) who prepares for the
training activity, the MPH of the participants, room usage, and equipment usage there
is no such thing as inexpensive training. One Specialist
conducting a training session for ten Teacher Assistants in a Center�s Teacher�s lounge
for � hour, using five pages of a flip chart and a two page handout, cost our agency
over $200.00. As a trainer we want you to consider all training to be an important
investment in our staff and our future. For this reason, as a trainer you have the
authority to insist that participants be alert, responsive, and respectful of you
and others in the group.
Also, as a trainer you must be aware that not all participants will get involved in
the same manner in training sessions. If you have games set up for participants, it
may be unrealistic to assume everyone will get involved in some types of games or
interactive activities. It is imperative that, as a trainer, you are alert to the
participants learning styles, personalities and are respectful of them.
In most of our training activities the use of evaluation sheets is optional. However,
it is important to let the participants know that you would appreciate any feedback
they have and that they are always welcome to contact Training to give feedback on
any training activities in which they participate. It is recommended that evaluation
sheets be used for new training materials or presentations.
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| 2.1 In reference to Staff
ID#s it is recommended that you, as the instructor, |
a. not allow anyone
to participate who does not know their number.
b. remind participants
to use their Staff ID#.
c. mention how to get
their ID# if they do not have one.
d. both b and c.
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| 2.2 As the instructor you
should |
a. write the name of
every participant on the Sign-In Sheet.
b. assign one
participant to write every other participants names on the Sign-In Sheet.
c. have each
participant print their own name on the Sign-In Sheet.
d. only use a
Sign-In Sheet if the participants have not had any training other than orientation.
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| 2.3 As an In-service
trainer, your primary guideline in relating to the staff you are training is
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a. be knowledgeable.
b. remind participants
to use their Staff ID#.
c. be respectful.
d. be agreeable.
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3. Documentation � A Reality Check
Not only is it sensible to train our staff but this is mandated at the federal, State
and local levels. The list of training that is specifically required is extensive and
can be found in the Head Start Standards, State Licensing Regulations, Local and State Health Department Regulations, and OSHA Standards. What is critical about these records is that having documentation of this training on file at Central Office only will make us out of compliance with all but the OSHA Standards. All other standards and regulations require that this information be at the Centers in the possession of the Center Manager.
In order to facilitate this availability of data, Training sends to each Center periodic
reports that updates the training status of every employee at that Center. The report
that is sent to the Center is only as good as the data that goes into the database. It
is not enough to only provide training, we must be able to show details about the training.
This requires meticulous effort on the part of Training, instructors and participants.
Incomplete headings on Sign-In Sheets and blank Staff ID#s mean that we cannot verify
that training happened. Since training is a very expensive investment by our agency
(over $350,000.00 a year) we believe that it is only common sense to have a receipt
for what we purchase, and our receipt is a complete Sign-In Sheet. Our agency�s efforts
to account for this investment is centralized in the Training Department�s database,
and the only back-ups for this are the Sign-In Sheets that are filed in the Training
Department by month, and each employees Training Log.
Besides the periodic reports to the Centers, Training provides individual employees
with personal training reports. These reports are used for CDA training requirement
documentation, resume attachments, etc.
Many job descriptions of professional staff in our agency require that staff members
conduct training. The Training Department provides printouts of training conducted
by staff members that can be used for good or ill in staff evaluations. These can
be requested by supervisors, or the staff member being evaluated. This is a very
accurate source of documentation.
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| 3.1 State Licensing
requirements for Centers require that staff training records be kept |
a. in the employee�s
Human Resources file.
b. in the Training
Department�s database.
c. in the employee�s
locker at the Center.
d. in the possession
of the Center Manager.
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| 3.2 The agency�s primary
source of accurate training records for reports is |
a. employee training
logs.
b. employee�s
supervisor�s training records.
c. Human Resources
Department�s employee files.
d. Training
Department�s database.
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| 3.3 Training reports
available to staff upon request include |
a. center training
reports.
b. individual staff
member training reports.
c. instructor�s list
of training activities.
d. All of the above.
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4. CEU Requirements
All professional licensing and certification programs, such as, Social Work Licensing
and CDA certification, require minimum hours of continuous professional training.
These training hours are measured in CEUs (continuous education units). 1 CEU = 10
hours of classroom training. One college course would equal 4.5 or 4.8 CEUs.
In order for a training activity to be included for CEU credit there are a number of
verifications that must be met. The following list is required for any training
activity to be called a CEU training activity:
- Sign-In Sheet with names of all participants
- Evaluation sheets completed by all participants
- A vita or resume is on file in the Training Department of the instructor(s)
- The instructor has completed the Statement of Specifics form and this is on
file in the Training Department
- Outline and copies of handouts are attached to Sign-In Sheet(s) when turned
into Training
Our agency is approved by the State of Texas Board of Social Work Examiners to
provide Social Work CEUs. These CEUs are accepted by some other professional
licensing and certification boards. If you have a license in another area,
please check with the licensing board to see if this will count for your area.
Also, when the above criteria are met, we can provide CEUs for CDA renewal.
All the forms necessary to verify CEU training are available in the Training
Department.
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| 4.1 One CEU is equal
to |
a. one hour of
classroom training.
b. one hour of
training is any setting.
c. ten hours of
classroom training.
d. one hundred
hours of training.
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| 4.2 Verification of CEU
training is |
a. the same as other
training documentation.
b. the responsibility
of the Training Department to complete all the forms.
c. the responsibility
of the instructor to complete all the forms except names on the Sign-In Sheet.
d. the responsibility
of the participant to complete all the forms.
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| 4.3 CEU records and
verifications are kept |
a. in the Training
Department.
b. in the employee�s
file in the Human Resources Department.
c. in the employee�s
personal file.
d. in the employee�s
supervisor�s folder.
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After completing this instrument and verifying that all of your test answers are correct:
type your name, provide your Staff ID number, click you work "content area" and "job
location". Forward to the Training Department. Your name is verification that you
understand HSGD training procedures and will comply with these procedures.
Your name will be enrolled on the approved instructors list after form is
submitted.
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| First Name
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Last Name
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| HSGD Staff ID# Delegate Staff ID#
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| Your Content Area (In
which area do you work?)
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| Job Location
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(answers to 3.1 � d, 3.2 � d, 3.3 � d)
(answers to 4.1 � c, 4.2 � c, 4.3 � a)
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