Remote Train-the-Trainer Delivery Policy
Version 5, May 23, 2023
In March 2021, the PSA temporarily amended its policy for PSA Train-the-Trainer Course delivery, allowing a remote delivery option. This was in response to the COVID-19 pandemic to comply with World Health Organization (WHO), United States federal government, and other guidance that encouraged social distancing strategies to slow the spread of the SARS-CoV-2. Previously, trainings were only allowed for in-person delivery.
In May 2023, the PSA amended its policy for PSA Train-the-Trainers course delivery, allowing remote delivery to become a permanent option.
The policies outlined below provide options for remote delivery. They include detailed requirements that must be followed if the PSA Train-the-Trainer Course is delivered remotely. The PSA Team is available to support remote deliveries of the PSA Train-the-Trainer Courses and to answer any questions.
For Prospective Trainers: How to Register for a Remote PSA Train-the-Trainer Course
- Select a remote delivery course from the upcoming course list.
- Select the registration link (if available), or contact the course organizer for more information.
- Ensure that you are able to meet the technology requirements outlined below prior to registering for the course. If you have questions about specific technology requirements, contact the course organizer.
The remaining parts of this policy are directed towards PSA Trainers-of-Trainers (ToTs) interested in hosting remote PSA Train-the-Trainer Courses. Current Trainers and other interested training participants may find the information useful and are encouraged to read the whole policy.
For Trainers-of-Trainers (ToTs): How to Register and Host a Remote PSA Train-the-Trainer Course
- Review the information below to ensure you are able to meet the requirements to host a Remote PSA Train-the-Trainer Course.
- Register courses for remote delivery by filling out the PSA Train-the-Trainer Course Registration Form.
Remote Delivery Course, Registration, and Advertising
- Courses can be offered using a web-based platform where all participants are remote. In this case, course registration information must outline what technological requirements (i.e., functioning computer or mobile device with video and audio capabilities, strong internet connectivity) and individual capabilities (e.g., ability to log in, utilize video, audio, and engagement functions like chat boxes and polls) are required by the participants.
- The PSA ToT(s) must provide clear and prominent language in the course advertisement(s) and registration information that the course is to be delivered remotely. As noted above, all advertising and registration information must include equipment and software needed by participants to meet the training requirements.
- The course advertisements and registration also must include a reminder that participants must be present during all modules of the course to receive the PSA/AFDO Certificate of Course Completion and that attendance and engagement will be monitored throughout the remote delivery.
Remote Course Delivery Requirements
These established PSA Train-the-Trainer Course policies apply.
- Trainer-of-Trainers (ToT) Presence: The remote course must have at least three ToTs present plus a course monitor (i.e., fourth ToT, PSA Lead Trainer, PSA Trainer, administrative assistant) for the entire course delivery through the web-based interface.
- Registration of Courses: Fill out the PSA Train-the-Trainer Course Registration Form at least 2 weeks in advance.
- Courses: In addition to the 7 modules from the PSA Grower Training curriculum and the additional Train-the-Trainer content, PSA Train-the-Trainer Courses need to include a welcome, a presentation on exemptions and exclusions, and a reflection discussion/activity on days 2-4. Remote PSA Train-the-Trainer Courses are required to include the new Remote Training Delivery Tips PowerPoint, the Educating Adult Learners PowerPoint in place of the Adult Education and Multi-day Training PowerPoint, the new module discussion questions, and the new Technical Breakout (“Scavenger Hunt”) Activity shared during the ToT Update Training March 12 and April 7.
- Maximum Course Attendance: A 18 participant maximum for Remote PSA Train-the-Trainer Courses will be enforced (effective March 15, 2021). Feedback from evaluations indicates that smaller courses result in better learning outcomes, especially for courses hosted remotely using technology such as Zoom or GoToMeeting. This policy does not affect in-person courses.
- PSA Trainer Registration Form: PSA will provide the link to the PSA Trainer Registration Form. ALL course participants MUST complete BEFORE course completion in order to receive their PSA Trainer certificate or to be listed in the PSA Trainer Directory.
- Use of Manuals: Printed PSA Train-the-Trainer manuals must be provided to each course participant. ToTs are responsible for ensuring all course participants have a printed manual at the start of the course. If participants do not have a printed manual at the start of the course, they will not be eligible for the PSA/AFDO Certificate of Course Completion. Electronic files must not be used in place of a printed manual. ToTs may not require or allow participants to print their own copy of the manual. Here are two shipping options:
- ToTs may order bulk manuals through the bookstore using our standard bookstore order form, then ship the manuals directly to participants.
- Remote Delivery Shipping Option: Trainers may order manuals through the bookstore that are shipped directly to individual participants through the bookstore using our Grower and Train-the-Trainer Manual Order Form for Remote Delivery.
- ToTs will be able to order an entire course worth of manuals and provide each participant’s mailing address so the bookstore can mail them individually. Cost per manual will be $50 each for the Grower Training manual, if needed, and $25 each for the Train-the-Trainer manual plus shipping and specific state tax.
- The ToT is responsible for paying all bookstore costs including manuals, shipping, and taxes.
- ToTs must not tell participants to order their own books from the bookstore since there is no way for the bookstore to know what course these participants belong to or to ensure they receive the manual before the course begins.
Shipping individual manuals outside the USA is not supported by the bookstore. ToTs for international courses will need to make their own arrangements to make manuals available to remote participants.
- Course Evaluations: Course evaluations must be provided to all participants. The evaluation for remote courses is now an electronic Qualtrics survey and will be provided in the PSA registration confirmation email. Each remote PSA Train-the-Trainer Course evaluation will have a unique URL which attaches the data to your course ID. DO NOT reuse the Qualtrics evaluation URL for multiple courses. The evaluation URL must be provided to participants at the beginning of the course. PSA ToTs are expected to review the process for filling out the electronic evaluation with course participants in order to ensure a return rate of at least 50%. Evaluations must be submitted electronically within one week of the course conclusion. PSA will review course evaluations and reserves the right to revise or rescind the remote delivery option for individual ToTs or teams, should evaluations indicate this is in the best interest of training participants. All PSA ToTs listed on the course registration are responsible for ensuring that at least 50% of training evaluations are returned and that course policies and protocols are followed. lf the evaluation return rate is below 50% for three courses, the ToT status of all ToTs associated with the courses may be revoked for delivery of remote PSA Train-the-Trainer Courses only.
- Participant Attendance: In order to be eligible for the PSA/AFDO Certificate of Course Completion, participants must be present for all PSA course modules. In order to monitor this requirement, participants must have video capability and there must be someone on the training team who is monitoring the course participants during the training. See additional details below.
- If participants have technical difficulty or internet connectivity issues that impact the quality of the training delivery or prevents them from attending one or more modules, they will not be eligible for the PSA/AFDO Certificate of Course Completion and must be directed to attend another course in full. The same applies if a participant is not engaged in the course or does not return to the web-platform after breaks. Participants may not sign up for an additional course and only attend the modules they missed during the first course. They must attend another course in its entirety in order to be eligible for the PSA/AFDO Certificate of Course Completion.
- The ToT may use discretion as to whether they are willing to “catch up” a participant who has an extenuating circumstance which prohibits them from attending the entire course. One option is to have a one-on-one catch-up session after the course concludes. The PSA highly recommends this option only if the participant missed two or fewer modules.
- All remote courses must appoint a course monitor to verify participant engagement and attendance.
- This course monitor must take attendance at the beginning of the course and periodically throughout the course, such as after breaks, to ensure all participants are present and engaged. The course monitor must also keep track of participant engagement through the video functionality of the web-based interface.
- The training team members can alternate serving as course monitor while they are not presenting, or an administrative assistant may serve as the course monitor.
- Audio/Visual: PSA ToTs and participants must have visual and audio contact through the entire course (e.g., use video conferencing software such as Zoom, Webex, Adobe Connect, or GoToMeeting), with participants visible via webcam and able to unmute their microphones to speak. This means the web-based platform must include a two-way video and audio component and all participants must have functioning video cameras, speakers, and microphones and/or headsets that are used during the entire course. Each participant and trainer will need access to a computer and internet connectivity with sufficient speed and consistency to fully engage. Broadband (>25 Mbps download, >3 Mbps upload) is recommended.
- Technical Support: PSA ToTs must ensure that at least one individual on the training team is capable of handling the web-based interface. This role includes proper use of the technology, consistent internet connectivity, ability to troubleshoot technical issues that arise during the course such as audio connectivity and display of PowerPoints, use of chat boxes, and other technological features.
- Remote participants that have technological problems may need extra support, so there should be a plan in place to ensure these individual issues do not disrupt the entire course. A best practice is to invite participants to join the platform a day or two before the course or at least 30 minutes prior to the start of the training to check their connectivity or host a practice session before the training.
Course Audits & ToT Responsibilities
- PSA reserves the right to conduct course audits to ensure the effective delivery of the curriculum materials and that all PSA policies are being followed.
- This may include PSA team members being granted access to log in to the remote course or contacting course participants directly to elicit feedback on the course quality and trainer effectiveness.
- PSA reserves the right to suspend and/or permanently revoke the ability to host remote courses for all PSA ToTs involved in the remote course if information from evaluations, other trainers, or participant comments indicate that PSA policies were not followed.
Best Practices & Suggestions for Engagement
Hosting web-based courses presents many challenges to both the educator and the learner. Here are some key considerations as PSA ToTs and training teams consider and/or plan for a remote course delivery.
- Select a web interface that you and your team are familiar with and conduct at least one test run with the training team.
- As noted above, allow participants to log in to the meeting for a test run prior to the course to ensure their connection works and does not cause delays in the delivery of the material.
- At the start of the course, briefly review and practice how to mute and unmute audio, as this could significantly impact the quality of the course and ability for participants (and trainers) to hear the presentations and discussion.
- Be sensitive to participant privacy concerns. Some web interfaces may include a functionality where the video of individual participants is only shared with the trainers and facilitators, but not with other participants. This can help maintain participant privacy and reduce distraction, as they may be attending courses in their homes, but still allow trainers to confirm participation and engagement.
Questions & Support
The PSA team is available to answer any questions that you may have about this policy. In addition, the PSA team can help you work through any remote delivery concerns you may have as a participant or as a trainer. If you need additional PSA ToTs, consider visiting the PSA Trainer directory or contact the PSA team and we will do our best to accommodate you.