DOCUMENTATION OF TRAINING Staff Training
DOCUMENT ALL TRAININGS Maintaining accurate, complete training records can serve many purposes, including helping agencies easily provide documents requested by their licensing, regulatory, and monitoring agencies. More importantly, training materials and related documentation can help provide staff with information to reference after training is completed and for agencies to hold staff accountable to the items they were educated on. Training documentation should be complete, legible, and easily verifiable.
It should include:
f Training materials used for staff education, such as training curriculums, slide decks, agency policies, plans of care, or other information; f Notes on how the training was conducted (in-person, virtual, online, or “read and sign”). For in-person or virtual sessions, include the trainer’s name and title; f The full first and last names of all staff who attended, with job titles, and completion dates. To streamline this process, consider using preprinted sign-in sheets with current staff names—including temporary, per-diem, and relief staff—and ensure these rosters are updated when staff are hired or leave;
f A master staff roster reflecting all employees active at the time of the training to easily verify all staff were trained. Staff absent during the initial session should be trained as soon as possible upon their return and before working with people receiving services when the training pertains to their care. Document their absence dates to explain the delay; f Formal documents or attestations to summarize training and/or meetings held as part of coaching or counseling sessions. Ensure the attestation form includes a summary of the retraining or meeting, including any questions asked and clarified, any documentation reviewed, the date the information was reviewed, and the printed names and signatures of all parties who were present during the meeting or training. (See our Training Attestation Example for a template.)
Consider using training platforms to assign, store, and track training documentation. Designate managers or supervisors to monitor and ensure all staff “acknowledge” or complete their assigned courses. QUICK TIP
Spotlight on Prevention Best Practices for Training Agency Staff 8
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