Attachment_18 _Training_Approval_Manual.pdf

Training Delivery Services

Attachment 18

Training Approval Manual

CDP T&E MANUAL 016-3-01

Training Approval Manual

APPROVAL DATE: 03/10/2014

DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

CENTER FOR DOMESTIC PREPAREDNESS

TRAINING AND EDUCATION DIRECTORATE

Charles D. Medley Assistant Director, Training Delivery Training and Education Directorate

Date: March 10, 2014

Michael Aguilar Chief, Training Support (Registrar)

Kent E. Latimer Chief, Training Management

Foreword

This Manual provides direction for the administration, implementation, and oversight of the Center for Domestic Preparedness (CDP) training approval. This manual is applicable to all CDP Training and Education (T&E) Directorate federal employees, contractors, and students.

Table of Contents

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose

1-2. Applicability and Scope

1-3. Supersession

1-4. Authorities/References

1-5. Definitions

1-6. Responsibilities

1-7. Forms Prescribed

1-8. Questions

CHAPTER 2: RESIDENT TRAINING

2-1. Draft Calendar

2-2. Calendar Staffing and Approval

2-3. Calendar Release

CHAPTER 3: NON-RESIDENT TRAINING

3-1. Training Host Request

3-2. Required Training Determination

3-3. Work Plan

3-4. Training Approval

3-5. Contractor Costing

3-6. Final Approval

3-7. Work Plan Implementation

CHAPTER 4: ACADEMY APPROVAL

Academy Approval Request .......................................................................... 10 4-1.

Trainer Approval ............................................................................................ 10 4-2.

Academy Stand-Up ....................................................................................... 10 4-3.

CHAPTER 5: ACADEMY SCHEDULED TRAINING APPROVAL

5-1. Training Host Request

5-2. Required Training Determination

5-3. Work Plan

5-4. Training Approval

5-5. Contractor Costing

5-6. Final Approval

5-7. Work Plan Implementation

CHAPTER 6: Indirect Trainer Authorization

6-1. Indirect Training Program

6-2. Indirect Training Courses

6-3. Authorized Trainer Approval

CHAPTER 1: GENERAL INFORMATION

1-1. Purpose To document the processes and procedures necessary to approve Center for Domestic Preparedness (CDP) training

1-2. Applicability and Scope This manual applies to all CDP Training and Education (T&E) Directorate federal employees, contractors, and students.

1-3. Supersession CDP T&E Manual 016-3-00 Training Approval Manual

1-4. Authorities/References A. CDP 540-1-00 Quality Directive B. CDP 540-2-00 Quality Management System C. CDP 540-3-00 Quality Assurance/Quality Control Program D. CDP 542-1-00 Internal Control Program E. CDP 580-1-00 Records Management Directive

F. CDP T&E Manual 016-1-01 Registration/Admissions Manual G. CDP T&E Manual 016-2-00 Training Support Manual H. CDP-T&E-01-002 Training & Education Record Management Requirements I. CDP-T&E-02-006 External Agency Training Process J. CDP-T&E-Publication-004 EAS Master Document Matrix K. CDP-T&E-Publication-005 Non-Resident Training Materials Matrix L. CDP Trainer Validation Process M. CDP Document Guidelines and Procedures N. CDP Official Course Version Listing

1-5. Definitions A. CD&E Branch – Curriculum Development and Evaluation Branch B. CDP ─ Center for Domestic Preparedness C. Class – Iteration of approved course curricula D. COBRATF – Chemical, Ordnance, Biological, or Radiological Training Facility E. Course – Official curricula type F. Course Acronym ─ the abbreviation associated with each CDP course G. EMI – Emergency Management Institute

H. Indirect Authorized Trainer – Graduate of a CDP Train-the-Trainer (TtT) course(s) authorized by the SAA to deliver indirect training within the respective state(s)

I. Instructor – CDP instructional staff J. IGCE – Independent Government Cost Estimate K. MRI – Mission Readiness Integration L. NRT – Non-Resident Training M. POC – Point of Contact N. Program – A class or a group of classes identified by alphabetic characters

(e.g. Program A, B, C, BB, etc.)

O. Q/A – Quality Assurance P. SAA – State Administrative Agency Q. TPOC – Training POC R. Training Delivery Types

1. Direct Training – Training delivered by CDP instructors and/or for which CDP manages the course delivery

a. Resident Training – Training that occurs on the CDP campus for approved CDP courses

b. Non-Resident Training – Training that occurs off the CDP campus for approved CDP courses

1) Mentored Training – Training conducted by host agencies and trainers, with CDP on-location oversight, after meeting all trainer validation and mentoring requirements

2) Academy Training – Training conducted at a CDP approved host academy or agency site delivered by host trainers with on-location CDP oversight

2. Indirect Training – Approved CDP training delivered at an off-campus location (host) by an Indirect Authorized Trainer or validated host agency trainers

a. Standard Indirect Training – Training conducted by an Indirect

Authorized Trainer at a site or location exclusively within the designated State(s)

b. Academy Training – Training conducted at a CDP approved host academy or agency site delivered by host trainers who have completed the CDP trainer validation process

3. Online Training or Distance Learning – Training delivered via a technological medium

4. Partnership Training – CDP sponsored, supported, or hosted training of other than approved CDP courses

5. Other Training– Other training activities not otherwise identified as CDP or partnership training (e.g. focus groups and role player volunteers)

S. T&E – Training and Education 1-6. Responsibilities

A. Assistant Director, Training Delivery is responsible for all training delivered by the CDP, identifying training priorities, and training emphasis.

B. Chief, Training Management is responsible for the quality and execution of CDP training delivery.

C. Chief, Training Support (Registrar) is responsible for all student admissions and support functions.

1-7. Forms Prescribed A. CDP-TE-0011 Non-Resident Training Department Trip Activity Report B. CDP-TE-0061 NRT Coordination C. CDP-TE-0067 Non-Resident Training Materials Request Form D. Training Work Plan, see Attachment for sample

1-8. Questions Address questions concerning the policies and processes detailed herein to the Assistant Director, Training Delivery.

CHAPTER 2: RESIDENT TRAINING

2-1. Draft Calendar

A. The Chief, Training Support and the Chief, Training Management develop an Annual Training Management Strategy for the fiscal year. The Assistant Director, Training Delivery approves the Annual Training Management Strategy prior to development of a draft annual Resident Training calendar.

B. The Chief, Training Support (Registrar’s) Office develops the draft annual Resident Training calendar by July 1 of each calendar year.

C. Calendar considerations include holidays, training recovery weeks, training demand based on historical fill rate data and future high visibility events, space utilization, training venues (e.g. COBRATF and NTF), available lodging, special events or requests (e.g. cohort training), external training requests, and cost.

2-2. Calendar Staffing and Approval A. Quarterly calendar staffing begins approximately 30 days prior to the calendar release. The Registrar’s office staffs the calendar with the following:

1. Chief, Training Support

2. Chief, Training Management

3. Assistant Director, Training Delivery

B. Once approved by the Assistant Director of Training Delivery, the Registrar’s office submits the draft annual and quarterly calendars to CDP Project Managers and contractor staff for review and comment. The Registrar’s office reviews all comments and makes changes as needed. The calendar is the submitted to the Director of Training and Education for final approval.

2-3. Calendar Release A. The Registrar’s office publishes quarterly calendars on the CDP Webpage on predetermined release dates:

1st Quarter August 1st

2nd Quarter November 1st

3rd Quarter February 1st

4th Quarter May 1st

B. Open registration begins upon release of the approved quarterly calendar.

The designated calendar release dates provide applicants with up to five months of active registration.

CHAPTER 3: NON-RESIDENT TRAINING

3-1. Training Host Request

A. The NRT Training Specialist receives the request from SAA, host, or individual.

B. The NRT contacts SAA for approval of host or individual requests.

C. The NRT Training Specialist travels to the host venue to coordinate, if required.

3-2. Required Training Determination

The Host and NRT Training Specialist coordinate courses required, iterations, and dates.

3-3. Work Plan A. The NRT Training Specialist develops work plan outlining details of coordination and training delivery.

B. The NRT Training Specialist attaches their IGCE and sends to the Chief, Training Management for approval.

3-4. Training Approval

The NRT Training Specialist sends the approved work plans to the Training Delivery contractor via the COR for an estimated cost projection and execution plan.

3-5. Contractor Costing The Training Delivery contractor submits their cost projection and execution plan to the NRT Training Specialist for review and approval.

3-6. Final Approval The NRT Training Specialist approves the final work plan.

3-7. Work Plan Implementation A. The NRT Training Specialist notifies the Training Support contractor to add training to the Non-Resident Training Schedule.

B. The Training Delivery contractor executes the final work plan and provides a

CDP-TE-0067 Non-Resident Training Materials Request to the Training Support contractor.

CHAPTER 4: ACADEMY APPROVAL

Academy Approval Request 4-1.

A. The NRT Training Specialist receives request from the SAA, host, or individual.

B. The NRT Training Specialist contacts the SAA for approval of host or individual requests.

C. The NRT Training Specialist notifies the Training Support contractor of a new academy approval.

D. The Training Support contractor adds the academy to CTAS for an academy identifier and notifies NRT of the assigned identifier.

Trainer Approval 4-2.

The Academy trainers meet validation requirements as trainers for this program.

Academy Stand-Up 4-3.

A. The academy completes the course selection and/or module selection

(THREAT) on CDP-TE-0006 THREAT Module-Lane Selection Form. The CDP NRT Training Specialist provides the selections to the Training Support contractor.

B. The academy schedules the trainer validation with the NRT Training Specialist for current materials.

C. The academy schedules the training deliveries.

D. The CDP Training Delivery contractor provides SME support and conducts trainer validation during the initial (first or second) deliveries.

E. The academy delivers all future scheduled classes.

CHAPTER 5: ACADEMY SCHEDULED TRAINING APPROVAL

5-1. Training Host Request

A. The NRT Training Specialist receives a request from the SAA, host, or individual.

B. The NRT contacts the SAA for approval of host or individual requests.

5-2. Required Training Determination

The Host and NRT Training Specialist coordinate courses required, iterations, and dates.

5-3. Work Plan A. The NRT Training Specialist develops a work plan outlining details of coordination and training delivery.

B. The NRT Training Specialist attaches their IGCE and sends to the Chief, Training Management for approval.

5-4. Training Approval

The NRT Training Specialist sends approved work plans to the Training Delivery contractor via the COR for estimated cost projection and execution plan.

5-5. Contractor Costing The Training Delivery contractor submits the cost projection and execution plan to the NRT Training Specialist for review and approval.

5-6. Final Approval The NRT Training Specialist approves the final work plan.

5-7. Work Plan Implementation The Training Delivery contractor executes the final work plan.

CHAPTER 6: Indirect Trainer Authorization 6-1. Indirect Training Program

The CDP provides the Authorized Trainers with administrative support and materials (e.g. Instructor materials, student manuals, forms, test items, and certificates of completion).

6-2. Indirect Training Courses

The CDP conducts TtT courses and the graduates of the TtT courses, referred to as Authorized Trainers; conduct Indirect Training classes within their State.

CDP TtT Courses Indirect Training Classes

Standardized Awareness Authorized Training Program, TtT (SAAT)

Standardized Awareness Authorized Training, Indirect Delivery (SAT-2)

Law Enforcement Protective Measures for CBRNE Incidents, TtT (LEPM TtT)

Law Enforcement Protective Measures for CBRNE Incidents, Indirect Delivery

(LEPM-2)

Hospital Emergency Response Training for Mass Casualty Incidents, TtT (HERT TtT)

Hospital Emergency Response Training: Basic, Indirect Delivery

(HERT-B-2)

Radiological Series, TtT (RAD TtT)

Fundamentals Course for Radiological Response, Indirect Delivery (FCRR-2) Hospital Emergency Department Management of Radiation Accidents, Indirect Delivery (HRA-2)

6-3. Authorized Trainer Approval

A. The CDP recognizes graduates of TtT courses as authorized trainers for their home state in accordance with their SAA directive. At the time of graduation, the Authorized Trainer receives a CDP-TE-0038 Indirect Trainer Authorization Letter with instructions on how to receive the required course materials as well as a trainer CD containing the required forms.

B. The SAA may approve a trainer to teach SAT-2, HERT-B-2, FCRR-2, or HRA-2 courses in those states without graduating from a CDP TtT course.

1. To apply for this approval, the trainer must send a CDP-TE-0003 Off-Site

Training Registration Form to their SAA. Each State determines their trainer criteria and may require additional background information.

2. The CDP receives the trainer approval letter from the SAA and the Training Support contractor processes the Authorized Trainer in the appropriate electronic student enrollment system.

3. The Training Support contractor supplies the Authorized Trainer with a CDP- TE-0037 Indirect Trainer Authorization Letter, which includes instructions on how to receive the required course materials as well as a trainer CD containing the required forms.

C. Federal/Military personnel may take the TtT courses or be state approved to become Authorized Indirect Trainers. Their federal status however supersedes the state level and they may deliver indirect training in any state or on any military base without SAA, approval providing their students are federal/military personnel.

Appendix A: CDP T&E Manual 016-3-01 NRT Sample Work Plan 03/10/2014

Non-Resident Training Work Plan

Location, City/State (version #)

CDP POC

ROUTING:

Training Management NRT Date: Initials:

Chief, Training Management Date: Initials:

Approved/Disapproved

Comments:

EXECUTIVE SUMMARY (5 W’S)

• Who, What, When, Where, Why (NSSE/Pre-NSSE/NSSE-like/Special)

TRAINING NEEDS ANALYSIS

• Current Capability

• Current Equipment

• Capability Gap Analysis

• Support Agreements in Place

• Other Agencies Needing Training

TRAINING OBJECTIVES

• Desired Capability (number of students trained)

• Resident, Full Delivery, Mentor Model, Sustainment or a combination

TRAINING PERIOD/DELIVERY DATES

• Training Dates

• Complete training requirements and conclude all support operations by

TRAINING RESOURCES

• Instructors: List number of instructors broken down by type of delivery and iterations

• Logistics: List logistical requirements broken down by type of delivery and iterations

Clothing Course equipment/logistics

Computer Classroom

• Dumpster

• Facilities

COSTING DATA

• Historical base-line cost data and IGCE of the training plan:

Assumptions:

TRAINING CONSTRAINTS

• Jurisdiction Issues

• Agency Budgetary constraints

• State Mandates

COURSE MATERIALS AND SUPPORT

• Materials

• Administrative Support

• FEMA SID Requirements

• Recommended Government Rate hotel(s)

• Recommended Airport

POINTS OF CONTACT

• CDP Training Specialist

• HOST POC

• SAA Primary Training Coordinator

• Training Location(s)

ATTACHMENTS

None