I rewrote and updated an employee training manual to reflect the management structure and paperwork used by the government contractor at the military site where the work was performed. Unfortunately, the contractor didn’t win the bid for a new contract, and the manual was never used for the site. I have changed all the company information (highlighted in red) and replaced it with fictional information.
XYZ Aircraft Maintenance
This is a procedure for training and certification of personnel, including people who perform specialized tasks to accomplish special processes, inspections, tests and operations. This Local Operating Instruction (LOI) is managed under Handbook 10 Training Certification and Qualification.
|II. Organizational Units Affected|
XYZ Aircraft Maintenance and any Subcontractors.
This instruction applies XYZ’s Training & Certification System to Contract Service Operations. Application of this instruction will identify and sustain the training and certification requirements to perform work.
Manual 2– Quality Manual
Manual 3– Flight and Ground Operations
AR 600-55 The Army Driver and Operator Standardization Program (Selection, Training, Testing and Licensing)
AR 385-10 The Army Safety Program, Chapter 11 Motor Vehicle Accident Prevention
FM 3–04.300 Airfield and Flight Operations Procedures
Federal Motor Carrier Safety Regulation 49 CFR Part 391.25
Applicable Equipment Operator Manuals
Aircraft Technical Manuals
Form 4– Training Certification Record Form
Form 12– Practical Exam Record
Form 35– Personal Protective Equipment (PPE) training form
|V. Responsibilities and Procedures|
- Program Manager:
- Responsible for ensuring that an effective Training and Certification program is implemented and managed.
- The Program Manager and the management team will review XYZ Company’s training requirements, Performance Work Statement, and any applicable local directives to determine site training requirements.
- Site Safety Manager/Chairman
- Ensure required training needs for safety are identified and incorporated into the program.
- The Environmental Specialist (ES):
- Ensure that all required training needs for the environmental protection program are identified and incorporated into the program.
- Site Human Resource Manager:
- Ensure all company required training is identified and incorporated into the program.
- Quality Control Inspectors/Internal Auditors:
- Audit the Training and Certification program.
- Monitor compliance measures to ensure that special processes are conducted safely and in accordance with applicable policies and procedures.
- Report any violations that could jeopardize or effect personnel safety or property to the appropriate manager/team lead for immediate action.
- Site Manager:
- Responsible to make sure all employees receive all necessary training to properly perform operations.
- Ensure that employees do not perform procedures that they are unqualified or unauthorized to perform.
- Collect completed training packages from Team Leads as necessary.
- Initiate personnel re-training as required by Team Lead. Depth of retraining required (proficiency check of the task or complete re-training for the task) will be determined by the Site Manager and/or Team Lead.
- Site Manager will initiate, track and record all training identified for each employee as selected by the appropriate section managers.
- Ensure employees that need to use government equipment (such as forklifts and cranes) complete a familiarization course (operational and safety procedures) administered by a qualified examiner.
- Team Leads:
- Monitor employees to ensure that they demonstrate the knowledge required for their assigned tasks. Identify any necessary training or retraining needs.
- Verify training of personnel performing assigned duties. Ensure that employees do not perform procedures that they are unqualified or unauthorized to perform.
- Conduct training as assigned for employees in their sections. Training for aircraft related tasks that require a written and or practical exam is recorded on a Form 12; other training not requiring exams can be recorded on a Form 4. Training for Personal Protective Equipment (PPE) can be recorded on a Form 35.
- Identify and update training requirements for equipment used by assigned employees. Use the chart (Attachment 1) at the end of this manual as a guide and add other requirements as necessary.
- Responsible for delivering all training material to Site Manager to include in the employee’s training file.
- Will not perform procedures that they are unqualified or unauthorized to perform.
- Will be aware of the various regulatory requirements for training (e.g. annual, biannual or as needed). Will verify that they are properly trained, and will bring any discrepancies or lapses in training to the attention of their manager or team lead.
- Will report any conditions that could jeopardize the safety of personnel or property to the appropriate manager/team lead.
|VI. Recording Training|
- Site Manager:
- Will initiate, track and record all training identified for each employee as selected by the appropriate section managers. Each employee has a training folder/file which can/should contain:
- Employee’s resume.
- Current job description.
- Certifications or endorsements related to employment.
- Test results or training related documents from XYZ Company or other agencies or outside companies (vendors, manufacturers, customers).
- Anything else that demonstrates the employee’s competence to perform job-related tasks.
- Training for aircraft related tasks that require a written and or practical exam is recorded on a Form 12; other training not requiring exams can be recorded on a Form 4.
- Training records should not contain documents that include medical information, Social Security numbers or other protected class information such as age, race, gender, national origin, disability, marital status and religious beliefs.
- The medical requirements are recorded on Form 35 as pass/fail. (No HIPAA related medical information will be retained in training folders).
- Retain all training documentation generated from customers or other entities outside the control of the XYZ Company
- All employees must complete the Form 2 Employee’s Right to Know form, which introduces the Local Operating Instructions (LOIs) and Local Safety Instructions (LSIs). All employees must complete all items of the Form 2, regardless of position or job title. This form should be completed when first hired and annually thereafter.
- If an LOI or LSI is revised or created between training events (initial or annual):
- Any new training requirement will be added
- The training completion date will be revised XYZ Company training module
- Training on the new or revised LOI or LSI will be documented on a Form 4 or Form 12 and added to the employee’s training folder.
- The employee’s completed training packet will be uploaded to XYZ Company Website under Training.
The XYZ Company Site is the system of record for all training documentation.
|VII. Required Training|
- Team Leads should document the training required for their area of supervision using Form 4. It should contain job-specific required training. If the training requires a practical exam, they should use a Form 12. Training for Personal Protective Equipment (PPE) can be recorded on a Form 35.
- B. Site Managers should document the training required for all employees on a separate Form 4 that will be included in the employee’s training file.
- Team Leads should communicate with employees to ensure all required training is documented on the form.
- These forms should be updated annually to reflect any changes in procedure and equipment used.
- A personalized copy of the Team Lead’s form should be used by each employee in the relevant work area, and should be kept in the employee’s training file.
- The Team Lead should ensure employees have training specific to the jobs they are performing.
- Team Leads and Site Managers can used the chart (Removed) at the end of this document to assist them in developing training requirements for each employee.
|Site Leadership||Date||Government Representative||Date|