We have created a very exceptional training system in our facility, however it has only been created within the last 6 months. Since then, we have only hired two new people, and they are the only ones who have received this training to date. Can I grandfather everyone else in, stating the date the training goes into effect? We do not have a whole lot of training records to show from the previous. Will we make it through an audit? Sorry to bog you down all at once with so many questions. Our pre-assessment is in two weeks, and I/m getting cold feet....
Typically I do a sheet for each employee that says they have been assessed and they meet whatever training needs have been identified for their function (can even list them if it adds value)...proven proficieny record I call it. Not a necessity...but makes it clean. It is nothing more than a statement with the name and function signed by the supervisor...a record of grandfathering if you will. E-mail me if you want a copy....its in word format?
Lots of people just use the annual review, personnel files etc. when pushed, but that leaves the confidential HR files open for internal auditors to look at...so this is cleaner.
Trying to remember every training episode for each associate is a near impossible task. Barb is right, target the job functions. What I also do is to place a comment (hopefully you have a Comments section) in their training record stating "Associate is capable of performing all assigned job responsibiities as noted in their Job Description". It is key to mention that their Job Descriptions need to be accurate. If an associate can not meet some of their responsibilities, Registrars may look to see how you have identified these training needs and how you plan to provide them with training (a schedule). Doing it this way achieves the Grandfathering in of previous training with out the grouling task of digging in the past for proof of training. However, going forward, training documentation will need to improve. I would consider my recommendation as a temporary field dressing that will need future attention.
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