Coordinate On-The-Job Coordinate On-The-Job InstructionInstruction

Rick BoughRick BoughSarah BrittonSarah Britton

After students are placed in training After students are placed in training stations, major responsibilities involve: stations, major responsibilities involve:

Supervising and evaluating the students’ Supervising and evaluating the students’ on-the-job instructions.on-the-job instructions.

Providing related-instruction classes for Providing related-instruction classes for your students.your students.

Coordinating students’ experiences on the Coordinating students’ experiences on the job with their experiences in school.job with their experiences in school.

Evaluating student progress.Evaluating student progress. Providing assistance as needed to students Providing assistance as needed to students

and on-the-job instructors.and on-the-job instructors.

At these visits you can:At these visits you can:

Work with students, on-the-job instructors, Work with students, on-the-job instructors, and/or employers to solve problems.and/or employers to solve problems.

Plan training activities.Plan training activities. Evaluate training station adequacy or Evaluate training station adequacy or

student progress.student progress. Ensure that the total co-op program is Ensure that the total co-op program is

helping students to achieve their career helping students to achieve their career goals.goals.

Visits should be scheduled to Visits should be scheduled to accomplish the following tasks:accomplish the following tasks:

Ensure that training station personnel Ensure that training station personnel understand the philosophy, goals, and understand the philosophy, goals, and workings of the co-op program.workings of the co-op program.

Ensure that training station personnel Ensure that training station personnel understand their role in the program.understand their role in the program.

Ensure that training station personnel Ensure that training station personnel understand your role in the program and understand your role in the program and the function of the related in-school the function of the related in-school classes.classes.

Visits should be scheduled to Visits should be scheduled to accomplish the following tasks:accomplish the following tasks:

Work with training station personnel to Work with training station personnel to ensure that the firm meets the legal ensure that the firm meets the legal requirements of a training station.requirements of a training station.

Work with training station personnel in Work with training station personnel in developing a training plan for each student developing a training plan for each student assigned to that station.assigned to that station.

Provide assistance to on-the-job instructors Provide assistance to on-the-job instructors in order to develop their training ability.in order to develop their training ability.

Another purpose of coordination visitsAnother purpose of coordination visits

Become better acquainted with actual Become better acquainted with actual employment conditions & student’s current employment conditions & student’s current assignments and responsibilities.assignments and responsibilities. gather information that will help you evaluate gather information that will help you evaluate

student progress.student progress. determine what additional training activities are determine what additional training activities are

needed by the student.needed by the student. determine how you can provide the student with determine how you can provide the student with

additional related help in the classroom.additional related help in the classroom. determine what, if any, changes need to be determine what, if any, changes need to be

made in the student’s training plan.made in the student’s training plan.

Getting Better AcquaintedGetting Better Acquainted

determine what, if any, problems exist that need determine what, if any, problems exist that need to be addressed.to be addressed.

determine how adequate the training program determine how adequate the training program is.is.

determine whether safety, health, and legal determine whether safety, health, and legal requirements are being met.requirements are being met.

Use a coordination visit to:Use a coordination visit to:

Confer with the OTJ instructor concerning Confer with the OTJ instructor concerning a problem or a need for additional training.a problem or a need for additional training.

Confer with the employer about the quality Confer with the employer about the quality of the training being offered.of the training being offered.

Confer with the student about the problem Confer with the student about the problem or about their training needs.or about their training needs.

Confer with both student and the OTJ Confer with both student and the OTJ instructor about problems/concerns.instructor about problems/concerns.

Work with both the student and instructor Work with both the student and instructor to adjust the plan.to adjust the plan.

Use visits to also:Use visits to also:

Enlist help in carrying out public service Enlist help in carrying out public service and/or fundraising project.and/or fundraising project.

Arrange for guest speakers to speak on Arrange for guest speakers to speak on special topics.special topics.

Ask for new advisory committee members.Ask for new advisory committee members. Inquire about full-time employment Inquire about full-time employment

opportunities.opportunities. Learn about trade terms, technical Learn about trade terms, technical

information, and required job skills.information, and required job skills.

Coordination visits with these purposes Coordination visits with these purposes can help you to:can help you to:

Maintain regular and open communication Maintain regular and open communication between all parties involved.between all parties involved.

Ensure a high-quality training station and Ensure a high-quality training station and co-op program.co-op program.

Frequency of coordination visits may Frequency of coordination visits may vary depending on factors such as:vary depending on factors such as:

The amount and quality of instruction being The amount and quality of instruction being provided by the on-the-job instructor.provided by the on-the-job instructor.

Individual preferences indicated by an Individual preferences indicated by an employer or on-the-job instructor.employer or on-the-job instructor.

The size of the community and the relative The size of the community and the relative locations of the training stations.locations of the training stations.

Frequency of coordination visits may Frequency of coordination visits may vary depending on factors such as:vary depending on factors such as:

The number of students in the program and The number of students in the program and the number of different training stations in the number of different training stations in which they are placed.which they are placed.

The personality, maturity, and occupational The personality, maturity, and occupational competence of the students.competence of the students.

Develop a schedule of activities and Develop a schedule of activities and determine the number of visits you will determine the number of visits you will make and the dates on which you will make and the dates on which you will make them.make them.

Fill in school or college activities (e.g., Fill in school or college activities (e.g., assemblies, vacations, and grading assemblies, vacations, and grading periods) on both the monthly and weekly periods) on both the monthly and weekly schedule forms.schedule forms.

Fill in other activities (e.g., scheduled Fill in other activities (e.g., scheduled classes and appointments) for which you classes and appointments) for which you are responsible.are responsible.

Fill in specific dates for visits to each Fill in specific dates for visits to each student, taking into consideration the student, taking into consideration the following factors:following factors:

Any preferences the employer or on-the-job Any preferences the employer or on-the-job instructor may have expressed regarding the instructor may have expressed regarding the frequency of visits.frequency of visits.

The times during which each student is The times during which each student is actually on the job.actually on the job.

The times during which you have been told The times during which you have been told visits would be convenient.visits would be convenient.

Fill in specific dates for visits to each Fill in specific dates for visits to each student, taking into consideration the student, taking into consideration the following factors:following factors:

The possibility of grouping visits by geographic The possibility of grouping visits by geographic areas to save time and energy .areas to save time and energy .

The degree of competence and security of each The degree of competence and security of each student.student.

Your personal knowledge of any visits that may be Your personal knowledge of any visits that may be needed (e.g., to follow up on precious visits, to needed (e.g., to follow up on precious visits, to solve problems, to provide support when a new solve problems, to provide support when a new and difficult task is to be undertaken, or to monitor and difficult task is to be undertaken, or to monitor activities when excessive hours or layoffs are activities when excessive hours or layoffs are probable).probable).

Coordination visits may be planned Coordination visits may be planned and prepared for in advance, by doing:and prepared for in advance, by doing:

Identify the specific purpose of the visit in Identify the specific purpose of the visit in terms of what you plan to accomplish with terms of what you plan to accomplish with the student.the student.

Identify the specific purpose fo the visit in Identify the specific purpose fo the visit in terms of what you plan to accomplish with terms of what you plan to accomplish with the employer or the on-the-job instructor.the employer or the on-the-job instructor.

Identify specific activities that will enable Identify specific activities that will enable you to accomplish the purposes of the visit.you to accomplish the purposes of the visit.

Coordination visits may be planned Coordination visits may be planned and prepared for in advance, by doing:and prepared for in advance, by doing:

Assemble copies of all the forms and reports Assemble copies of all the forms and reports you will need during the visit.you will need during the visit.

Ensure that you have an undated copy of the Ensure that you have an undated copy of the training plan for each student you will visit.training plan for each student you will visit.

Assemble copies of all records and reports Assemble copies of all records and reports related to previous visits, such as coordination related to previous visits, such as coordination visit reports, observation/evaluation reports, visit reports, observation/evaluation reports, and weekly reports.and weekly reports.

Prior to a student starting, you should Prior to a student starting, you should work out the following details:work out the following details:

Explain the student’s duties to them.Explain the student’s duties to them. Give the student a tour of office, Give the student a tour of office,

equipment, supplies, and facilities.equipment, supplies, and facilities. Introduce the student to co-workers and Introduce the student to co-workers and

others they may come into contact with on others they may come into contact with on the job.the job.

Inform co-workers of their responsibility to Inform co-workers of their responsibility to the student.the student.

Prior to a student starting, you should Prior to a student starting, you should work out the following details:work out the following details:

Introduce the student to their OTJ Introduce the student to their OTJ instructor and inform them from whom instructor and inform them from whom orders are to be taken.orders are to be taken.

Inform the student of starting time, quitting Inform the student of starting time, quitting time, lunchtime, check-in procedures, time, lunchtime, check-in procedures, safety procedures, and so on.safety procedures, and so on.

Inform the student of any required uniforms Inform the student of any required uniforms or dress codes.or dress codes.

Prior to a student starting, you should Prior to a student starting, you should work out the following details:work out the following details:

Explain time-recording procedures, pay Explain time-recording procedures, pay schedules, deductions, and employee schedules, deductions, and employee benefits.benefits.

Provide information regarding possibilities Provide information regarding possibilities for promotion, special union agreements, for promotion, special union agreements, worker’s compensation, and federal health worker’s compensation, and federal health and safety regulations.and safety regulations.

When the main purpose of a coordination visit When the main purpose of a coordination visit is observation/evaluation, focus on:is observation/evaluation, focus on:

The student’s proficiency in specific skills The student’s proficiency in specific skills and assigned tasks.and assigned tasks.

The student’s attitudes, work The student’s attitudes, work characteristics, traits, and so on.characteristics, traits, and so on.

The student’s ability to get along with co-The student’s ability to get along with co-workers and/or the public.workers and/or the public.

The student's strengths and weaknesses.The student's strengths and weaknesses.

Other communication…Other communication…

Periodic reportsPeriodic reports Written, oral, or bothWritten, oral, or both

Written progress reportsWritten progress reports Supplements the informal oral reportsSupplements the informal oral reports Indicates whether your own observations have Indicates whether your own observations have

been accuratebeen accurate

After receiving reports…After receiving reports…

Be sure the spend time with both student Be sure the spend time with both student and OTJ instructor for discussion (positive and OTJ instructor for discussion (positive and negative).and negative).

Adjust training plan.Adjust training plan. Solve any problems.Solve any problems.

When helping student solve problems When helping student solve problems related to OTJ instruction…related to OTJ instruction…

Refer to student records for background Refer to student records for background information when necessary.information when necessary.

Assist the student in identifying the Assist the student in identifying the problem.problem.

Assist the student in identifying possible Assist the student in identifying possible solutions.solutions.

Seek additional solutions or suggestions Seek additional solutions or suggestions from the OTJ instructor.from the OTJ instructor.

When helping student solve problems When helping student solve problems related to OTJ instruction…related to OTJ instruction…

If necessary, secure additional assistance.If necessary, secure additional assistance. Assist the student in selecting a solution.Assist the student in selecting a solution. Assist the student in testing out the Assist the student in testing out the

solution.solution. Follow up later to be sure that the problem Follow up later to be sure that the problem

has been solved.has been solved.

Following the visit, be sure to…Following the visit, be sure to…

See that reports are properly labeled and See that reports are properly labeled and dated.dated.

Have all observations, comments, and Have all observations, comments, and recommendations noted.recommendations noted.

Filed properly for easy access later.Filed properly for easy access later.

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