Outreach Training FAQs

Contact the outreach department by phone or email with your request. We will email you a form to complete and return, granting us permission to submit your contact information to OSHA for inclusion on the National Database of authorized OSHA trainers.  Once we receive your completed form, we will send it to OSHA. Please allow several weeks for your information to appear on the OSHA website.

If you are an authorized OSHA trainer, or an individual holding an OSHA Outreach student card (10 hour or 30 hour), or an employer wishing to verify a student’s OSHA card, you may verify the card  at: osha.verification.gov.  Make sure you type the name and card number exactly as it appears on the card.  This website is also located on the back of the OSHA card.  For privacy reasons, Federal OSHA does not provide individual verification of student course completion cards or authorized trainer cards.

OSHA Outreach Training Program authorized trainers must retain OSHA Outreach Training Program class records for five (5) years. OSHA reserves the right to request copies of class records for verification purposes at any time. Please note that failure to keep or provide these records may result in corrective action, up to and including the revocation of OSHA Outreach Training Program authorized trainer status.

The class records for each class must include at least the following: Daily Student Sign-In Sheets, Student Contact Information, Detailed Topic Outline, copy of the OSHA Outreach Training Program Report (OTPR), copy of the Student Course Completion Cards, a list of all Guest trainers and Assistant OSHA Outreach Training Program Trainers.

To remain current on relevant OSHA matters and ensure quality training, OSHA Outreach Training Program authorized trainers are required to complete a trainer update course every four (4) years. The trainer course may also be completed to maintain a trainer’s authorized status.

IMPORTANT: Effective January 1^st, 2019 OSHA will no longer allow the 90 day grace period.
If a trainer’s authorization has expired, the trainer will be unable to conduct OSHA Outreach Training Program training and receive student course completion cards. A trainer’s expiration date is exactly 4 years from their last Trainer/Update course completion date. The trainer must attend their update course by this date or they will be required to retake the Trainer course. The trainer will also be required to retake the OSHA Standards course if it has been over 7 years since last completed.  

Trainer and Trainer Update courses offered through the UCSD OSHA Training Institute Education Center can be found on our website https://extension.ucsd.edu/osha/courses/osha-trainer-courses.

Guest trainers are defined as subject matter experts who are not OSHA Outreach Training Program authorized trainers. OSHA Outreach Training Program authorized trainers may use guest trainers to assist in delivering their classes.

Assistant OSHA Outreach Training Program Authorized Trainers relieve the primary Outreach trainer from the responsibility of attending all training sessions. When assistant Outreach trainers are used, the primary Outreach trainer must teach and be in attendance for at least 20% of the class, and must coordinate, document, and retain records of the training sessions. The assistant Outreach trainers must be authorized in the specific industry course being delivered. At least one OSHA Outreach Training Program authorized trainer must be in attendance at all times.

Student materials and powerpoints can be found on UCSD OSHA website at https://extension.ucsd.edu/osha/outreach-training/outreach-training-course-materials. After you have identified the folder names you are interested in viewing/downloading, contact the outreach department by phone or email and request the passwords for those folders.

Materials may also be found on OSHA’s website at https://www.osha.gov/training/library.

You can find all of the Program Requirements for each industry on UCSD OSHA’s website at  https://extension.ucsd.edu/osha/outreach-training/procedures-guidelines-requirements.

You will also be able to find Program Requirements for Construction/General Industry/Maritime/Disaster Site Work at OSHA’s website, https://www.osha.gov/training/outreach.

UPDATE:  Due to the COVID-19 pandemic OSHA is waiving the 60 calendar day advance notice. 

Once you complete the video conference form (request form via email from oti-outreach@ucsd.edu), submit your form with all other required documents and information to oti-outreach@ucsd.edu and we will forward your request to DTE and notify you of the response as soon as we receive the final decision. In the interim, all Outreach courses must be completed in person according the current Outreach Program Guidelines.

OSHA’s preferred delivery method is through standard in-person classroom instruction. OSHA Outreach Training Program training conducted through a remote site video conferencing or other live, interactive instruction that is not standard in-person classroom instruction is not allowed unless OSHA or the relevant Authorizing Training Organization has granted a written exception for the conduct of such training. An exception for video conferencing request must be submitted, in writing, by the OSHA Outreach Training Program authorized trainer to the ATO at least 60 calendar days in advance of the scheduled training start date. Exceptions may be authorized for a designated time period, not to exceed 12 consecutive months.

If you are unable to log in to Storefront (UCSD OSHA Education Center Online Trainer Portal) please first verify that you are on the correct website: https://storefront.ucsd.edu/osha/login.php. Once confirmed, try a different browser (Storefront works best on Firefox). If you are still experiencing issues, please contact the UCSD OSHA Outreach Department by phone at 858-534-9283, or via email at oti-outreach@ucsd.edu.

OSHA guidelines state that each OSHA Outreach Training Program authorized trainer must promptly notify their respective ATO(s) of changes to their contact information, including but not limited to: the trainer’s mailing address, email address, phone number(s), employer or place of employment, etc. To change your contact information/shipping address please call or email the outreach department at 858-534-9283, or oti-outreach@ucsd.edu.  Storefront, the trainer’s portal does not allow you to make your own changes/updates. 

Email the outreach department at oti-outreach@ucsd.edu to request a manager be assigned to your account.  Please provide the managers name, title, company name, mailing address, email address, and phone number.  We will add the individual as an approved manager on your storefront account.  Adding a manager to your account gives the manager the authority to access the trainer portal, Storefront, on your behalf to view class records and pay for student cards, and to request replacement cards. The authorized trainer retains responsibility for accurately and properly documenting, reporting, and maintaining all required records for their OSHA classes.

OSHA intends for OSHA Outreach Training Program training to be participatory. For this reason, OSHA requires OSHA Outreach Training Program authorized trainers to teach a minimum of three (3) students and a maximum of forty (40) students per class.

We recognize that students will drop or not complete the training unexpectedly for many reasons (illness, work conflicts, etc.). If this happens, please contact the UCSD OSHA Outreach Department by phone at 858-534-9283, or via email, oti-outreach@ucsd.edu, to notify us.  Please contact us before you complete your OTPR report and submit your card order in the trainer’s portal.  This will prevent your card order from being put on ‘hold’ due to incorrect class size and we will not count this as an OSHA discrepancy.  You can reduce these occurrences as much as possible by properly notifying your students and their employers (if appropriate), about the importance of attendance and OSHA guidelines on class size.

To request an exception to the minimum class size requirement, the authorized trainer must submit a detailed narrative explaining why training cannot be conducted in accordance with published OSHA Outreach Training Program requirements. The trainer must indicate whether the training is for in-house employees, and if the training is required for employee orientation purposes, to fulfill company or jurisdictional policy, or other safety and health requirements. The request must be received by the ATO at least 7 calendar days in advance of the scheduled training start date.

To request an exception to the maximum class size requirement, the trainer submit a detailed narrative explaining why training cannot be conducted in accordance with OSHA Outreach Training Program requirements. The trainer is required to include a detailed topic outline of the class, a list of materials that will be provided to each student, their method for facilitating student questions, and describe how attendance will be taken at the beginning and end of each class day. The request must be received by the ATO at least 60 calendar days in advance of the scheduled training start date.

A separate request must be submitted for each class for which an exception is sought, and only one exception will be permitted, and in effect, at a time.

For a more detailed outline of the requirements please review the OSHA Training Program Requirements Guidelines.

OSHA Outreach Trainers must submit their OSHA Training Program Reports (OTPR) via our Online Trainer Portal https://storefront.ucsd.edu/osha/login.php within 30 calendar days of class completion.

Proper submission for your class order is crucial as an OSHA Outreach Trainer. As an authorized OSHA Outreach Trainer, you are subject to the Outreach Training Program Requirements. Any card request submitted more than 30 days after the class end date is classified as a Type II discrepancy. You will receive a request from your ATO to submit additional documentation. Your late order will be held until the documents are received and reviewed by your ATO. 

If you submit a course late and receive a notification from us requesting this documentation please submit everything to Oti-outreach@ucsd.edu.

Please contact the outreach department to notify us that you wish to pay by Purchase Order instead of Credit Card.  We will need to change your payment status in your trainer profile to reflect the payment request change.  You will also need to contact Dianne Seriva, in our Financial Services office, dseriva@ucsd.edu, or 858-534-3117, and inquire about the documentation/information required  to set you up for Purchase Order payments. 

UCSD OSHA prints cards regularly throughout the week.  If you are mailing your cards via USPS, please allow at least two weeks to receive your card orders in the mail from the day they are shipped.  OSHA guidelines state that the trainer has 30 days from the completion date of the class to submit their order, UCSD OSHA has 30 days to print and mail the cards to the trainer, and the trainer has another 30 days to deliver the cards to their students. Please manage expectations of your students/employers accordingly. Federal Express mailing options are available to you if you have a more urgent need.

We strive to ensure a timely turn around on our OTPR card submissions, but are aware that occasionally there are delays with the postal system. If you do not receive your cards within 2 weeks after they ship, please double check with your local post office and within your office/building. 

If you are still unable to locate your order, please immediately notify the Outreach Department to request a reprint of your card order by calling 858-534-9283 or via email at outreach@ucsd.edu.  It is important to ensure the security of the federal cards, mostly as a protection for you since you are the trainer on record and listed on the card. We do not want missing cards to be used fraudulently.

In addition, when trainers do not receive cards in the mail the Ed Center can impose a requirement for all future cards to be sent via FedEx with the trainer absorbing the additional cost. We try very hard to prevent that for our trainers.

The OSHA Outreach Training Program authorized trainer must contact the outreach department at 858-534-9283 or via email at oti-outreach@ucsd.edu, for a lost or damaged replacement card, or a misspelled name. All replacement cards must be requested by the authorized trainer. Students may not request a replacement card directly from the ATO.  The authorized trainer must provide the ATO with their name, the student’s name (and any name correction), the class end date, type of class (ex:10HR Construction), the student’s original OSHA card number, and the shipping address for the card.  All replacement card orders will be shipped to the trainer only for proper record keeping.

The OSHA Outreach Training Program authorized trainer shall not request student replacement cards for an OSHA Outreach Training Program training that ended more than five (5) years from the completion date of the training. Students may be issued only one replacement card per class.

Student replacement card fees are $35.00 per card ($37.00 if laminated), plus shipping. (Note: Beginning October 1, 2023, lamination fees are $3.00 per card.)

U.S. Postal Service: $10.00
FedEx 3 Day Shipping: $20.00
FedEx 2 Day Shipping: $35.00
FedEx Priority Overnight Shipping: $55.00
 

Student course completion cards that require a replacement due to a misspelled name must be requested by the authorized trainer. The trainer is also responsible for providing payment for a replacement card when it is due to their error. To request a name correction please contact us at (858) 534-9283 or oti-outreach@ucsd.edu.

Please include the following information in all requests:

1. Student First/Last Name (Original spelling and any necessary corrections)
2. Student original OSHA Card Number
3. Class Order Number
4. Class Completion Date
5. Type of Class (ex:10HR Construction)
6. Shipping Address for the card (please note we will only ship to the trainer as per OSHA guidelines)
7. Reason for the replacement (lost card/damaged/stolen)

You will need to notify the outreach department as soon as possible via phone or email.  After you have notified us, you will be instructed to go into Storefront, the trainer’s portal, to create a new class order with the one missed student, using the same dates/times/curriculum as the original class order.  We will also request your class documentation as required by OSHA, to ensure the student completed all requirements. 

Once you have submitted your new class order, email or call the outreach department with the new class order number.  Once we have received all of the requested documentation we will release the order for printing.  If you do not notify the outreach department you have submitted an order with only 1 student, your order will be put on hold and delayed until you can satisfy the requirements for submitting your class documentation.

OSHA Outreach Training Program authorized trainers are encouraged, but not required, to provide training certificates to students at the end of the training class. This helps students provide evidence that they completed the training before they receive their student course completion cards. Acceptance of a training certificate is at the discretion of the requesting organization (e.g., employer, union, trade association, jobsite, etc.).

If providing class certificates, the OSHA Outreach Training Program authorized trainer must refer to the OSHA Outreach Training Program Guidelines to ensure all requirements are met. Our Education Center can also provide a certificate template for your convenience.

*NOTE* We do encourage all Outreach Trainers to provide certificates of completion during the COVID-19 Stay at home orders are in place.

If a student misses any portion of the class, the student may be eligible to complete the training at a later time. This is considered “Makeup Training”. For a student to be eligible for makeup training, the student must have completed at least 50% of the instructional contact hours during the original class offering.

If a student misses any portion of the class, the student may be eligible to complete the training at a later time. This is considered “Makeup Training”. For a student to be eligible for makeup training, the student must have completed at least 50% of the instructional contact hours during the original class offering. The original trainer must schedule makeup training, and training must be completed, within six (6) months of the start of the original training course. The trainer is responsible for completing the reporting requirements and submit the eligible student documentation and makeup training documentation.

Makeup training may be performed by the primary authorized trainer or by another OSHA Outreach Training Program authorized trainer who assists the primary Outreach trainer (“assistant Outreach trainer”) in accordance with the OSHA Training Program Requirement Guidelines. Students may also complete the makeup training with a guest trainer who conducted the particular missed training portion, as long as this part of the training is coordinated by the primary Outreach trainer. The student must have access to the primary Outreach trainer for any follow-up questions.

Makeup training classes consisting of less than three (3) students are permitted.

Completion, submission, and retention of all records associated with OSHA Outreach Training Program training classes are the responsibility of the primary OSHA Outreach Training Program authorized trainer.

If the OSHA Outreach Training Program authorized trainer leaves an organization for which they conducted training, retention of the original OSHA Outreach Training Program training records is the responsibility of the OSHA Outreach Training Program authorized trainer. Duplicate copies of OSHA Outreach Training Program training records may be maintained by the organization for their records. OSHA Outreach Training Program authorized trainers may not rely on internal or external staff, clients, employers, or third parties to prepare, submit, report, retain, or maintain the required OSHA Outreach Training Program training records.