MEMORANDUM TO: School of Medicine DFAs and Training Coordinators FROM: David Silberman SUBJECT: Training Records Initiative Notice DATE: March 18, 2009 DISTRIBUTION: Faculty, Staff, and Students Dear DFAs and Department Training Coordinators, To ensure that the School of Medicine is meeting all of its health and safety training obligations, the Health and Safety Programs Office is participating in a University initiative using their newly developed, web-based Training Advisor. The Training Advisor will assist faculty, staff, and students with the identification of health and safety training they are required to complete. In addition, the Training Advisor will assist department DFAs and their designated Training Coordinators in tracking records as personnel complete their training, as well as identifying those whose 1, 2 required training is incomplete. In support of the initiative, all academic and administrative departments, divisions, institutes, and centers are asked to adhere to the following due dates. May 1, 2009 All faculty, staff, and students must have completed the Training Advisor questionnaire and submitted their questionnaire to the department’s DFA or designated Training Coordinator. Instructions for using and accessing the Training Advisor are at the end of this memo. June 1, 2009 All faculty, staff, and students must have all courses completed that were identified on the Training Advisor. For additional training resources, please visit the Health and Safety Programs Office Training web site at http://med.stanford.edu/somsafety/training.html. Thank you in advance for your action in this important initiative, David 1. Providing Health and Safety training and associated record keeping is mandated by California Senate Bill 198, the Occupational Injury and Illness Prevention Act. These responsibilities for health and safety training and communication apply to all supervisors, both faculty and staff, and to all workplaces, including laboratories, classrooms, shops, and offices. Please review Stanford University Administrative Guide 25.4 for a summary of responsibilities and requirements. 2. As specified in Administrative Guide 25.4, supervisors must document health and safety training and communications, whether conducted in classroom-style, safety meetings, or one-on-one job safety training sessions. Records must be kept of who was trained, who did the training, when the training occurred, and what was taught. Documentation should include safety meeting or training session agendas, sign-up sheets with signatures of attendees, and copies of any written communications. Records of training must be kept for at least one year and be readily available for the Occupational Safety and Health Administration (OSHA) for inspection. For guidance on records retention, refer to the Environmental Health and Safety web site, http://ehs.stanford.edu. Instructions for Accessing and Using the Stanford University Training Advisor The form for determining required health and safety courses for individual faculty, staff and students is located at the following web site: http://trainingadvisor.stanford.edu 1. Personnel will enter their SUNet ID and password and the Training Advisor will then lead you through a series of yes/no questions about your work. 2. Based on your responses, the Training Advisor will generate a list of health and safety training courses for you. 3. It will then ask you to type the SUNet ID or email of your supervisor; 4. The form also allows you to insert an additional email address – please enter your Department’s Training Coordinator email address in this field. The Training Advisor will automatically run a STARS record check and list the individual’s training and dates of courses previously taken and recorded in STARS We suggest that everyone print out three copies of this page: 1. One for your own records, 2. One for your supervisor, and 3. One to be provided to your Department’s Training Coordinator. If there are courses that have not been completed, individuals will need to complete them by June 1, 2009 – the advisor will provide information on how to register for each course. If you have completed a course and the records are not showing, it may be that the records have not been loaded into STARS - this is more common for courses completed prior to 2005. If you have documentation of course completion, please provide a copy to your designated Training Coordinator. Also provide a copy to your supervisor and keep one for your records. If you have questions about Health and Safety course completion records not showing up in your summary, please send an email to Robert Edgar at firstname.lastname@example.org or call him at 723-7404. Thank you for your continued support of our Health & Safety training programs.
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