How to Submit a Course Report after Submitting Advanced Notice Online to Submit a... ·...

February 18, 2015

How to Submit a Course

Report after Submitting

Advanced Notice Online

1

Creating a Course

Report When

Advanced Notice

Submitted Online

2

New Outreach Trainer Card Request Website

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Outreach Trainer Card Request Website

If not registered, see the “How to Register” document located on the Help page of the website.

Creating a Course Report

New Outreach Trainer Card Request Website

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Click the ‘Login’ button


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After completing your 10- or 30-hour class, log into the

website. Next click View, Advanced

Notification

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New Screen Shot After Login

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After completing your 10- or 30-hour class, if

you submitted your advanced notification

online, log into the website, click on View.

Select Advanced Notification from the

dropdown menu.

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Click on View. Select Advanced Notification

from the dropdown menu.

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Double click the line showing the advanced notice for the class you

just completed.

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New Screen Shot After Login

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After completing your 10- or 30-hour class, if

you submitted your advanced notification

online, log into the website, click on View.

Select Advanced Notification from the

dropdown menu.

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Click on View. Select Advanced Notification

from the dropdown menu.

7


just completed.


just completed.

New Outreach Trainer Card Request WebsiteOutreach Trainer Card Request Website

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The system will take you to the Advanced Notification Summary page.

Click on the ‘Create Course Report’ button located at the bottom of the page to create your course report and pay for the student cards.

Click the button: Create Course Report


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The information you submitted for your

Advanced Notification will pre-populate on the 1st

page of the course report.

If the dates of the class change or the number of students change you MUST update the page

before clicking the NEXT button.

Important Course Duration Info

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Course Duration InformationPlease note that the course duration area requires specific information.

The following slides will provide instructions for completing the course duration section for both 10-hour and 30-hour classes.

If your course duration information from the advanced notice is not complete you must fill in the appropriate information.


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Course Duration 10-hour Information10-hour classes must show at least 2 dates: • Start Date, including start and end time for that date• End Date, including start and end time for that date

If you conduct the class over more than 2 days you will include the following:• Start Date, including start and end time for that date• Day 2 of class in the Course Date field. This date

information must including the start and end time for that date

• Day 3 of class in the Course Date field, if applicable, and must include the start and end time for that date

• End Date, including start and end time for that date


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Course Duration 30-hour Information30-hour classes must show at least 4 dates: • Start Date, including start and end time for that date• Course Date, including start and end time (should be Day 2 of

class)• Course Date, including start and end time (should be Day 3 of

class)• End Date, including start and end time for that date

If you conduct the class over more than 4 days you will only include:• Start Date, including start and end time for that date• Day 2 of class, including the start and end time for that date• Day 3 of class, including the start and end time for that date• End Date, including start and end time for that date

Course Duration 10-Hour over 2 Days

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Since all 10-hour Outreach Classes must be conducted over at least 2 days, all 10-hour Advanced Notices and Course Reports must show at least 2 dates: the Start Date and the End Date.

Also note that you must also include the start time and end time for each day.

Course Duration 10-Hour 3 Days

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10-hour class - 3 days.

Must include Start Date on all course reports and fill in the start and end time for hat day.

Must include End Date on all course reports, including start/end times

2nd class date if not the end date on 10-hour class, including start/end times

Course Duration 4 Day 10-Hour

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10-hour class – 4 days.

Must include Start Date on all course reports, including start/end times

Must include End Date on all course reports, including start/end times

2nd class date if not the end date on 10-hour class, including start/end times

3rd class date if not the end date on 10-hour class, including start/end times

Course Duration 30-Hour

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Since all 30-hour Outreach classes must be conducted over at least 4 days, all date fields must be completed.

IMPORTANT: Ensure the Start Date and End date, including start/end time fields accurately reflect the actual Start Day and End Date of the class, including start/end times.

NOTE: The Course Date fields should include the 2nd and 3rd

class dates even if the class is conducted over more than 4 days.

Course Duration 30-Hour

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Must include Start Date on all course reports, including start/end times

Must include End Date on all course reports, even if the 30-hour class is conducted over more than 4 days, remember to include start/end times

2nd class date on a 30-hour class, including start/end times

3rd class date on a 30-hour class, including start/end times

Reminder!

Course Duration

• Reflected on both the Advanced Notice & Course Report

• 10-hour must include at least the Start Date and End Date (including start and end times)

• 30-hour must include Start Date, End Date and 2 Course Dates (including start and end times)

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After reviewing and updating the information on this screen, read the statement of certification.

By checking the box under the Statement of Certification you are signing the statement.

The Statement of Certification must be checked to activate the NEXT button.

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Fill in Topic Outline

Ensure Topics and Times meet OSHA Requirements for Industry

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Select time for topic from drop-down boxes


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Fill in time for all topics covered in course taught.

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Type in Topic names when optional topics included

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Note: Once completed, it is

HIGHLY recommended that you PRINT

THE SCREENto use as a

reference in case you did not

meet OSHA’s requirements.

Click ‘Next’ button

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If the topics and/or times HAVE NOT meet OSHA’s requirements you will be taken to this screen.

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NOTE: If OSHA requirements are not meet on the second attempt your account will be blocked. CALL our office to discuss the topics and time you plugged in so we can assist you and get your account unblocked.

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If your account is blocked, don’t worry it can happen to anyone! Call or email our office so we can review the times and topics you are reporting. We will identify the problem quickly and get your account unblocked.

When emailing or calling, please let us know the best time (during business hours) and best number to reach you. We will make every effort to contact you at the time you request.

General Number – 404-407-8363 (leave a message and someone will contact you within 24 business hours)Yavonne Jones – 404-407-8349 (contact for card request issues)Karen Bartley – 404-407-8317 (contact for card request issues)

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If OSHA requirements where

met on previous screen, this screen will appear. Type in

student’s names.

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Typing Student Names

Printing Student Names on Cards• Cards are printed before shipment.

• It is critical to ensure names are spelled correctly and are

typed in the system the way they should appear on the

student cards.

• Replacement cards cost $15 each.

• Examples:

Student name: Karen Bartley or KAREN BARTLEY

NOT: karen bartley or karn barley

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If OSHA requirements where met on previous screen, this screen will appear. Type in student’s names.

After typing in student names, click the ‘Next’

button

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If OSHA requirements were met, as

noted previously, you will be taken to

this screen.

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If you have previously

submitted a course report using this website, you will

have the option to use a previous

shipping address, otherwise you must

provide the information here.

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After selecting a shipping address or

typing in the information, click the ‘Next’ button.

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Course Summary Page

Review information

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Once you have finished reviewing the summary page, check the box beside the statement: “ By checking the box to the left, I attest that all information provided in this submission is true and accurate.”

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After checking the box, click the ‘Submit’ button.

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Once submitted you will be taken to this screen before the system will redirect you to the screen where you can print your report and select the payment button.

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From this screen you should:

1. Export as a Word document. Click Download when prompted, then click Open when you see the dialog box pop up. Save and print the official Outreach Trainer Course Report form for your records.

2. Pay for the student cards by clicking the ‘Purchase Student Cards’ button and follow the prompts to make the payment 37

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If you click on the ‘Export as a Word Document’ button…

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Click the ‘Download’ button to download the report as a Word document.

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A Word document version of OSHA Outreach Report will appear. Save and print document for your files.

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The Course Report Number will appear in the Name of the Document as seen above. Click File, then click ‘Save As’ and Rename the document without removing the Course Report ID #. For Example in this instance the name could be: 10hr GI ending 06.06.12 test_15

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Once you have saved the report document and printed it for your records, click the ‘Back’ button in your web browser. You will be taken back to the Course Summary page.

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Click the ‘Purchase Student Cards’ button to make your payment.

NOTE:This step is also needed for those organizations approved to pay using the PO, invoice or check.

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This page will show the number of card requested and the total amount to purchase the cards. Click the ‘Make Payment with uPay’ button to purchase the student cards.

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Payment ScreenSelect type of credit/debit card.

Some of the information will auto-fill based on the information provided in your course report.

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Once you enter the credit/debit card info and click submit this screen will appear. Click the ‘Continue’ button to continue with the payment transaction.

You can also print this screen by clicking the ‘Print Agreement’ button.

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Final screen with payment information. Click the ‘Thank you for your payment. Click here to continue button’

Key Changes to Outreach Training Requirements

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The system will return you to this screen. To review report or submit an additional report, click the action button.



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To view the status of reports submitted, click the ‘View Course Report’ button

To view the status of reports submitted, click the ‘View Course Report’ button


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• View of all requests submitted. • This view will show the Report #, GT ID #, trainer name, trainer email address,

payment status and approval status.• You may click on the report you wish to view in detail or print report.• For those making payment online, approval will be provided within 1 – 7 business

days. For those approved for the invoice/PO process approval will be longer.• Once approved, cards will be mailed within 1 – 3 business days.

FAQs

Instructions to obtain and print a detailed payment receipt

for your records.

Log into the online trainer website

Click View, Course Report

Click on the Course Report you want to access

Click on the Transaction ID number for your payment shown on the

Course Report summary page

The system will take you to the receipt page for that payment

Print the screen for your records (see next slide for example)

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FAQs

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Click the Transaction ID #


FAQs

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Example of Receipt page


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