Creating the Kit

Creating the kit may seem daunting at first, but with a little practice, it will become second nature. Remember the purpose of the kit. It is meant to provide all the resources a trainer would need so that they can train their employees based on the course that we created. 

Note: For the complete steps on how to create and organize your kit, refer to this document.

Templates

You should never have to create a blank document for any part of the kit. There will be a template for each piece, like the Accident Profiles and Toolbox Trainings. Each template will guide you in how to fill it out. For each document, keep the original and export it as a PDF. Your end-user should have one "web/PDF" version and one editable version.

Research

You will need to include the research you conducted to create your training with your kit. The purpose of including this research is to give supplemental information about your training topic. If the trainer has questions about a safety principle after reading your presentation, or if they would simply like more information, they should be able to turn to the research you have already included in your kit. Try to find supplemental information for any question or topic they might have. 

• Go to the webpage
• Right-click and select "print"
• Choose the option "Save as PDF"
• Save as a PDF into the correct folder

Your research will be divided into two main folders: OSHA and Canada. The OSHA folder will have an "Other" subcategory. You will need research to fill each of these folders. Obviously, the OSHA folder will contain any OSHA-specific resources, like QuickCards or eLearning tools. The "Other" folder will include US-based sources that are not OSHA. The Canada folder will contain any Canada-specific research.

OSHA vs Standards

It may seem confusing that there is one section in the kit named "OSHA" and another named "Standards." While they seem similar, they house very different information. The "Standards" folder is meant for PDF versions of OSHA standards, as well as any letters of interpretation. The "OSHA" folder will contain OSHA-specific research helps meant to be supplemental to OSHA standards.

For example, OSHA has specific regulations about PPE and how it ought to be used. However, the PPE standard does not list every possible type of PPE that could be used for any type of situation. To help with this, OSHA has produced a quick guide for understanding the uses of a few different types of PPE. This quick guide is supplemental research, so it would go in the "OSHA" folder, not the "Standards" folder.

Main Kit Documents

Look through the kit template. As you work on creating your kit, think about your end-user and what will be helpful for them. There are many forms that you may not need to change, depending on your topic. However, if you read a template form inside your kit that doesn't seem to relate at all to your topic, ask your coordinator, editor, or manager about it. You may be able to edit the document to match the content of your training.

Print out the kit checklist and mark off what you have completed as you go. This will help you make sure you have edited and included everything promised within the kit. There are many things to include, so it would be easy to accidentally skip a step or forget to edit something. If there is something that you think would benefit the kit that is not specified in the checklist, create it yourself and add it. We want to provide our end-user with as much information and as many helps as possible.

• Written Exam 

  • • The written exam is the exam that the employer will print out and give to their employees to complete. This will NOT have the correct answers marked.

• ALT Answer Key 

  • • The ALT answer key is the same as the written exam but has the correct answers bolded.
• Answer Key
  • • The answer key is an excel sheet. You will mark the correct answers so that it functions similarly to a scantron sheet. 
• Observation Form
  • • The observation form is the "practical evaluation" segment of the training. This form should test the end user's ability to recognize hazards and complete tasks. For some topics, this form will need to be modified to fit the information. 
    • The observation form should encourage the end-user to demonstrate their ability to perform their duties safely. Use action words for each line item in the evaluation, such as "knows how to..." or, "inspects..." 
• Obstacle Course
  • • The obstacle course will typically only relate to heavy-machinery topics. You may edit it to include certain hazards, or you may leave it as is. If it does not relate to your topic, delete it.
• Inspection_Spot-It
  • • The Inspection_Spot-It form asks the reader to identify specific hazards. The end user is encouraged to replace the pictures we include with those from their own worksite. However, we should include our own pictures as examples. 
• Inspection & Maintenance Record ***
  • • This includes all the components you listed in your Anatomy section. If there are components already listed that are not pertinent to your machine, delete them. If the list is missing certain items, add them. 
• Training Outline 
  • • On the training outline, you will write out each section name AND each header/sub-header. If a slide has any sort of title, include it in the training outline. We use this to show our end user what type of material our training covers.
• Performance Record 
  • • The performance record is an excel spreadsheet that the employer can use to record the exam scores and progress of each employee.
• Reference Manual
  • • The reference manual is exactly what it sounds like: a manual we have created for our end user to refer back to once the training is complete. When writing the reference manual, try to include the most important information from each section.
• Menu - rewrite
  • • Our end user obviously does not have access to our drives. We create a menu for them so they can have access to all the information promised in the kit. You will "link" the appropriate information to the corresponding button. 

Quick Helps

Menu

1. Inside the kit, go to "C- Menus" and open the Menus Template PowerPoint.
2. Replace the title "Safety Training" with the title of the training.
3. If the training has more than one part, replace the training presentation button with a button for each part of the training. 
   
4. File > Save As Adobe PDF
   • Make sure you have Adobe Acrobat DC downloaded on your computer. Otherwise, you will not be able to add your links.
5. Open the PDF that was created. Inside the PDF version of the menu, select "Edit PDF" from the menu on the right. This will allow you to insert links into your menu.
6. In "Edit PDF" mode, select the "Link" icon at the top of the page. Select "Add/Edit Web or Document Link."                    
7. Drag the link box around the entire button. When the pop-up box appears, select
   • Link Type: Invisible Rectangle
   • Link Action: Open a File
8. Hit "Next."
9. From the pop-up file explorer, select the kit document that correlates to the button.
   • For example, if the link is for the "User License Agreement," you will go inside the kit for your topic, and select the PDF of the "End User License Agreement."
10. After you select the correct file attachment, set the document to open in a "New window."
11. Repeat this process for each button on the menu.
    • Don't forget the HHT Catalog button at the bottom!

Toolbox Talks

The purpose of the Toolbox Talks is to give a brief refresher on a specific safety topic from your training. Our end users can conduct pre-shift safety meetings based on these materials.

We have a library of toolbox talks located here: K:\2__Kits\Toolbox Talks. You should search this library to locate applicable toolbox talks. They are sorted according to the categories used on the website. If you can't find what you're looking for, you are welcome to create new toolbox talks and save them in the library. 

Important: You should have at least five Toolbox Trainings in your kit. You only need to save the PDF versions and the Word document template into the kit. The Word document versions can remain inside the Toolbox Training library. 

Creating a Toolbox Talk

Write toolbox talks about the most common hazards and their associated safety principles for a given training topic. If you need clarification about the most common hazards, look to the accident databases. Those can offer a quick glimpse into which accidents occur most often. 

There are two sections you will need to write in the toolbox talk: safety practices and a case study. 

Safety Practices

Explain your safety practices in a way that is informative, but concise. Describe any important safety practices that employees need to follow to avoid the hazard. Explain safety procedures and why they are important for avoiding the hazard. 

Case Study

In addition to explaining your standard and expounding on safety principles, you will include a case study that emphasizes the importance of following the safety principle you discussed. Make sure the connection between the safety practices and the case study is obvious. 

Do not use the same case studies you used in your presentation. These should be supplemental and specific to the safety principle you're highlighting. If needed, combine multiple case studies together to create one that works well with your topic. However, avoid making up a case study without anything to base it on. 

Formatting

Follow the formatting that already exists in the toolbox talk in terms of font type, size, and color. Additionally, follow these guidelines:

• Avoid specifically referencing OSHA (otherwise, they won't be applicable to our Canadian customers)
• Name the toolbox training after the safety principle it discusses (i.e. "Tip-Over Hazards" or "Maintenance Failure")
• Name the victim, rather than calling them "Employee #1"
• Make gender pronouns consistent with the name of the victim (Fred=he, Sally=she)