Disclaimer: This is a starter template provided for general informational purposes only. Before taking any actions based on using this template, we recommend you consult with the appropriate professionals.
Safety training sessions are an important element of many businesses’ operations. They help to keep everyone, including the company, safe from accidents in the workplace. If your business provides safety training or any other type of high-importance or mandatory training, you should consider using a training acknowledgement form.
Safety Training in the Workplace
In the modern workplace, there are numerous measures to help keep workers safe. These include proper equipment, procedures and incident response plans. However, none of these safety measures can work to their full potential if the workers don’t know how to use them. So, in many ways, safety training is the single most important method of keeping people safe in the workplace.
The primary purpose of such training is, of course, protecting the safety of personnel. Workers need to know how to stay safe and what to do if an accident happens. A secondary purpose is to protect the organization. Employers have a duty to their employees to keep them safe. If they aren’t implementing reasonable safety measures, including training, they may be legally liable.
Due to the importance of training, some types are required and regulated by OSHA and other government bodies. Failing to perform these trainings could result in fines and other legal actions. In short, ensuring that team members have the right safety training is in everyone’s best interest.
The Value of a Training Acknowledgement Form
Although modern workplaces are safer than they have ever been, they are not without incidents. Some types of work have inherent dangers that cannot be entirely mitigated, especially because people sometimes make mistakes.
Therefore, unfortunately, there come times for many businesses that someone gets hurt on the job. In such instances, legal conflicts can arise between the injured parties, the business and the government. Management teams need to be able to show that they implemented all required and reasonable measures to help prevent the incident. Part of this is showing that the relevant training was performed.
A training acknowledgement form is a helpful piece of documentary evidence to show that a team member completed specific training on a specific date. It is a useful tool for ensuring that your business has given its workers all the necessary training for a given type of work.
Furthermore, it helps to emphasize the importance of that training. Having people complete a training sign off PDF can help to underscore how seriously you take training and safety.
The Content of Your Safety Training Acknowledgement Form
Typically, these forms can be very simple and generic (you can use the same form for all your trainings). In each form, you should have the date of the training, a description of the training, the instructor’s information, the participant’s name and a space for a signature.
In addition to these fields, you should have an acknowledgement statement. This is a description of exactly what the signer is acknowledging. There are numerous templates for this language and the rest of the form. However, you may want to discuss the specifics of the acknowledgement with a lawyer, especially if yours is a larger organization.
Some forms are designed so that the whole class signs a single form. Other forms are designed so that each participant completes his or her own form.
Other Types of Acknowledgement Forms
Safety trainings aren’t the only instances in which you may want to collect acknowledgement forms. The following are a few other examples:
- General/Equipment Training: General trainings should also be acknowledged, especially if following proper procedure has safety implications. The same applies for training on equipment.
- Disciplinary Meetings: Consider a meeting acknowledgement form if the results of a discussion could have legal ramifications. This may happen if a team member needs to be disciplined for unsafe behavior, for example. The meeting may be a reminder of the relevant workplace policies and safety procedures. Having an acknowledgement form can help to cover the company if there is repeat behavior.
- Conflict Mediation: By the same token, such a form may be helpful if there is some interpersonal conflict on the team. If a meeting helps to mediate and resolve the issue, having the participant(s) acknowledge the meeting can help to both secure documentary proof of the attempt at mediation and show that it is a serious matter.
Training acknowledgement forms can be powerful tools for documenting the completion of training. However, they are only useful if you consistently use them and keep them organized. In fact, forgetting to get an acknowledgement form when it is your policy to do so could actually leave your organization in a worse place legally. Therefore, it is a good idea to implement a policy that having a recent acknowledgement form is required to perform a job, not just the training itself.
As with all other documents with legal implications, proper storage and management are necessary. It is typically a best practice to keep a well-managed digital record because this cannot be easily lost or destroyed. Otherwise, simple incidents such as dropping a participant’s form after a training could be the cause of significant issues.
Improve Your Document Management With Fluix
Fluix is a document management solution that is ideal for creating, capturing and managing your safety training acknowledgement forms. As a safety management solution, Fluix makes it easy to keep track of all your forms, both complete and in-progress. Your team can quickly check that employees have filled out all necessary forms. Plus, they can use tablets and other mobile devices to get signatures after a training session is completed. Check out Fluix today to see how it can make organizing your safety documents easier.