Key Tips and How-Tos

Assess your training needs

Develop an annual training plan to help you stay organized

Set the training workshop dates and locations

Determine your training budget and set participant fees

Recruit your trainer(s)

Establish roles and responsiblities

Implement an ongoing marketing plan for your training workshops

Properly screen applicants to ensure the best quality candidates

Conduct the training and complete post training follow-up

 

Assess your training needs

 

  • The following questions will help you determine how many people you need to train and the number of training workshops you should plan.


    • How many classes do you plan to offer and in which programs?
    • How many leaders/instructors do you need and for which programs?
    • Do you have any data to justify the need for a certain number of leaders/instructors?
    • How many current sites need replacement instructors?
    • How many new partnering agencies and sites need people trained?
    • How many of your current leaders and instructors need to be recertified? If you have more than 10 people that need to be recertified in a specific program, then it may be more efficient to offer a separate, shorter recertification workshop.
    • How many training workshops would you need to plan this year to train your desired number of leaders/instructors, assuming that you would have a minimum of 10 people at each workshop?
    • Have you allowed enough time in your timeline to recruit an adequate number of trainees?
    • If you only need to train a few individuals, would it be more cost-effective to send them to another area for training?

 

Develop an annual training plan to help you stay organized

 

  • AF chapters, state health departments and their major partners should work together to establish a plan based on their training needs.
  • Be proactive instead of reactive. Consider how many active leaders and instructors you have and how to achieve the program growth your organization and your partners have set for the year.

 

Set the training workshop dates and locations

 

  • Consider the following questions and factors when planning your training workshop(s).

    • What dates and times would be most convenient for the majority of your potential attendees?  As with most planned events, the time and location won’t always work for everyone, but by avoiding traditionally busy times like holidays, you can maximize your chances for filling your training.
    • What months in the year are best for trainings given your own organization’s resources? Consider potential conflicts with peak times for fundraising, advocacy or marketing responsibilities.
    • Is the location easy and convenient for most potential attendees, and is it accessible?  Keep in mind -- by ensuring that your location is in a place where most people can easily attend, you will make your training that much more appealing. If your location is difficult to get to or too far to drive, you may end up losing some potential candidates.
    • Rotating your training locations will provide convenience for different people and will demonstrate a commitment to your entire service area.  If you plan your training calendar and release all of your training dates and locations in advance, potential attendees can choose a location that is more convenient for them.
    • Consider holding the training at your major partners’ facilities. The people who you are most likely training through the partnership are already familiar with the location and it is most likely convenient for them to access.
    • Sometimes it might be most practical to send people to be trained to another area. This may be a possibility if you have a limited number of training candidates, staff and/or financial resources to offer a training workshop.

 

 

Determine your training budget and set participant fees

 

  • After deciding how many training workshops you plan to hold, determine the training costs and the funding needed for each. Examine your current budget as well as other possible funding sources. Explore ways to cover your training costs, including:

    • Sharing expenses among the AF chapter, state health department and/or with other partnering organization(s).
    • Charging registration fees. Keep in mind if you have been awarded government funding you may or may not be able to charge a registration fee. Make sure you check the funding requirements. Registration fees at chapters across the country currently range from $35 to $200.
    • Applying for grant funding from government sources. For example, explore CDC-funded training grants and workshop scholarships and similar sources of funding.

 

     

    Take Note!

    Contact the AF National Office, Public Health Department, Manager, Public Health Information at 202-887-2915 for information about CDC-funded training grants, scholarships and other funding opportunities available through the Arthritis Foundation.

     

    See:
    Sample Training Budget
    Training Budget Worksheet is in an Excel format that allows you to calculate your potential income and expenses

 

 

Recruit your trainer(s)

 

  • Ideally, you will already have experienced trainers in your area who you can ask to conduct your training workshop. Contact them at least three months (and preferably six months) in advance of the workshop to allow them adequate time to put the training dates on their calendar.
  • If you do not have a trainer and have at least 10 people to train, then you can contact the AF, National Office Public Health Department Community Services Program Manager at 404-872-7100 for assistance in identifying "Flying Squad" trainers who are willing to travel. These trainers are very experienced trainers who were seleced through a national review process. You may request funding to help support the costs of bringing in a Flying Squad trainer.

 

Establish clear roles and responsibilities

  • For liability reasons, the AF must be involved in any program training workshop. The extent of that involvement and the specific chapter roles will vary depending upon local resources. As indicated in a 2006 AF survey, chapter representatives reported playing a key role in many aspects of the training workshops.  For instance:
    • 98% secure the training location.
    • 98% obtain the training materials.
    • 95% select and secure trainers.
    • 95% recruit trainees.
    • 95% screen and approve candidates.
    • 93% market the training.
    • 93% create the training roster.
    • 90% collect training fees.
    • 88% obtain training equipment.
    • 83% cover logistics workshop section.
    • 79% prepare and orient trainers.
    • 57% compensate trainers.
    • 38% secure lodging for trainers and trainees.
  • State health departments and partnering organizations can also host training workshops and handle many of the workshop logistics.
  • Some of the training responsibilities can by done by key volunteers such as experienced trainers who are actively involved with the AF.
  • Clarifying the workshop roles and responsibilities upfront will help that the pre-workshop logistics and the training run smoothly.
  •  

    See:  Training Workshop Checklist to help you identify which tasks need to be done before, during and after the workshop and by whom.

 

 

Implement an ongoing marketing plan for your training workshops

 

  • Try to recruit individuals to be trained throughout the year. One way to accomplish this is to include your annual training calendar in your newsletter or on the AF Chapter "Offering Programs" section of their Web site.
  •  

    See:
    Chapter 2-3 Recruiting Leaders and Instructors to learn more about ongoing promotional and recruiting strategies

    Sample AF Aquatic, AF Exercise and AF Self-Help Workshop announcements

     

  • Allow adequate time to market effectively specific training workshops to potential trainees AT LEAST eight weeks prior to the training date.
  • Market the training to key partners and all current sites. Encourage word of mouth recruitment through your existing leaders and instructors.


AF Staff Take Note!

Using Team Approach


You can use the AF customer database, Team Approach, to create waiting lists of interested applicants. Query Team Approach prior to training workshops for those on your wait lists, as well as for current leaders and instructors who may need to be recertified. Offer recertification training in conjunction with your new leader/instructor training to get people up to date and teaching again.

 

Properly screen applicants to ensure the best quality candidates

  

  • A qualified AF chapter staff member or key head trainer should screen all candidate application forms and look for the following:

    • Is the application form complete and has the Statement of Understanding been signed?
    • Have all prerequisites been met?
    • If the applicant is from another area, has a representative from the AF in that area signed the application?
    • Is a current Program Co-sponsorship Agreement on file for the partnering organization with whom the candidate is associated?
  •  

    See:
    Sample registration packets including application forms and the statement of understanding for the AF Aquatic, AF Exercise and AF Self-Help Program workshops

 

Program Co-sponsorship Agreement WORD and PDF format

 

 

Conduct the training and complete post training follow-up

 

  • Hold the training according to the protocols and content outlined in each program trainer’s guide.


  • See:
    Trainer Worksheet for a quick reference to the trainer’s key tasks related to training workshops


    Trainers Kits including sample agendas, materials lists, a recertification training packet and copies of all of the handouts needed for distribution at a workshop

 

 

  • For post training activities:

    • Collect all of the post-tests, evaluation forms, workshop rosters or other requested paperwork and send these to the local AF chapter to help in ongoing quality improvement activities.  Provide feedback to the trainer based on the evaluation forms, and send any suggested changes in the training workshop to the AF, National Office Public Health Department, Community Services Program Manager at 1330 W. Peachtree, Atlanta, GA 30309.
    • AF chapters need to enter the names of those who registered for and completed the workshop into the AF Team Approach database.  These data will allow you to provide the state health department and your major partners with annual training statistics. This tracking mechanism will also help you monitor certification status and help you with ongoing communication and support activities.
    • Provide certificates of completion to participants which may be useful in helping them acquire continuing education units (see side bar box).
    • Follow-up with newly trained leaders and instructors within two weeks following the training to keep the momentum going.



    See: Chapter 2-5 Retaining and Recognizing Program Personnel to learn more about nurturing your newly trained leaders and instructors

 

AF Staff Take Note!

Contact hours and Continuing Education Credits


  • The AF is not accredited to provide continuing medical education (CME) or continuing education units (CEUs). However, the American Council on Exercise and Aquatic Exercise Association have designated the AF as an approved provider of CEUs for some of its training workshops. To learn more, contact the AF National Office, Public Health Department Community Services Program Manager at 404-872-7100.

  • Certificates of completion indicate the number of contact hours. These can be used by the workshop participants when they apply to the governing body of their certifying organization to document their workshop attendance. Many national, state and local licensing boards and professional organizations will grant continuing education credit for successfully completing an AF training when participants submit proof of attendance, using these certificates.

 

 

 

 

 

 

 

 

 

 

Nebo Content Management System Tracking