OET Help Desk

OVERVIEW

Eastern Division OET Program has moved its Instructor data to SmartSheet.COM, a flat file data management, and collaboration tool. The purpose of parking the data there is to take advantage of multi-user collaboration and to provide a logging interface that tracks submissions.

RA’s and Instructor Trainers (IT) will be required to log in to a free SmartSheet account to view the Division records.  Those who support their local Region’s Instructors will be able to access the database, locate important Instructor data, and submit changes based on the re-certification courses run at the Regional level.

Three primary functions are granted within the SmartSheet pages:

1. Viewing TE and Instructor Status
2. Adding new Instructors after “Final Observations”
3. Submitting  Instructor re-certifications

A fourth function requiring the maintenance of Trainer-Evaluators (TE’s), will be taken care of by Steering Committee staff members. TE’s are required to re-certify their credentials at an official Division OET sponsored “Patroller School” event. TE’s must sign up, attend and officially request NSP Course Credit to successfully re-certify their “Evaluator” grading credentials.

An RA or a designated IT can review Eastern Division’s Toboggan Instructor, IT, TE and staff appointments. RA’s should annually review the individuals within their Regions for accuracy and contact individuals with pending expirations.  NSP’s Instructor expirations are automated and will occur on December 31st of the year listed.  NSP will not reverse expirations without Instructors meeting all the re-certification criteria.  Please communicate this to your regional Instructors.

Review the list, watch the STATUS column.  It appears as a symbol based on a traffic light. Please review the status and contact each Instructor who requires action to stay current.  The colors represent the following status:

• GREEN = Instructor in good standing
• YELLOW = Instructor has one season for Re-Certification before NSP’s automated expiration takes effect
• RED = Steering Committee is actively working on updates or corrections
• GRAY = Expired Instructor but still a member of NSP

The Instructor Records are displayed in a Flat-File Collaborative Database similar to a spreadsheet, called GRID VIEW.  To get maximum utility from viewing the information, RA’s get to utilize the following features:

1. GRID VIEW = the classic row by row spreadsheet of information
2. CARD VIEW = used when you need contact information on any individual in the database
3. SORT ROWS… = right click on any column heading and re-sort the entire view to suit your needs
4. FILTER… = should be used after sorting the sheet, it can be used to eliminate all the info of non-interest
5. HIGHLIGHT CHANGES = can be used when collaborating with Steering who updates and corrects information
6. PRINT = printing snapshots of the data relevant to the operation of your region staff is available
7. EXPORT… = the data can be exported for use in the region, but remember that all exports are “Unofficial,” use this feature with care
8. NOTIFICATION = notifications can be crafted so that Steering updates will be emailed immediately on a per change basis

If anything is missing, or you find inaccuracies, please contact OET RECORDS by email.  Or fill out a TECH SUPPORT form found below.  The Steering Committee members in charge of maintaining the records will all receive your submission.  Tech Support is an excellent way to communicate because logging your submission will generate a ticking time-clock for faster resolution.

Only OET Steering Committee can teach an STW required for Re-Certification of Trainer-Evaluators. Encourage your staff TE’s to register on Patroller School for TE STW Con Ed courses, because they are the final requirement needed in the TE Self Reporting list.  NSP expirations are automated, so expiring TE’s will lose their Instructor appointment and will no longer be able to open courses without following the Self-Reporting process.  If a TE no longer wants to re-certify their evaluator privileges, they may re-certify as an OET Toboggan Instructor at any qualifying Regional event.

RA’s or their designated IT’s process Instructor Re-Certification updates by using the form at the top of this page, to submit re-certification data.  Each existing Toboggan Instructor must attend a Regional TTW and an ID Continuing Ed combination course.  Please have both NSP Course numbers ready for each Instructor that you are updating.  Toboggan Instructors are entitled to credit for a TTW and an ID Con Ed within the “one-day re-certification course.”  Download the Eastern Division OET TTW Course Guideline to ensure that re-certified Instructors meet all the required criteria.  NSP will be reconciling Instructor Course attendance. Instructor Re-Certifications are typically processed after the winter season has ended because most Instructors do not expire until the last day of the calendar year. Please be patient. If you need an expired Instructor Re-Appointed for an urgent reason, please contact the Division OET Supervisor directly.

All TE’s and IT’s who have officially expired as instructors on the National Instructor list have a choice after attending a Re-Certification event:

1. Ask for immediate NSP Instructor status reinstatement and receive a two-year appointment before NSP requires another Re-Certification; OR…
2. Allow the Re-Certification to be processed by October 31st of the year of re-certification, to receive a three-year term going forward as a qualified Instructor or TE.

OET refers to this as the HALLOWEEN EFFECT.  All Re-Certifications are entered by the end of October, which is a legacy of the OET Instructor database process dating back to paper records.  National expects Instructors not to lapse, those who do lapse and can wait for the October reinstatement will receive a three-year appointment period.   Those who require immediate reinstatement will remain on their original three-year re-certification cycle and will see what appears to be a two-year expiration from the date of reinstatement.

As mentioned in the above, if you need this Instructor or TE re-appointed immediately due to expiration, please contact the Division OET Supervisor directly.

RA’s or their designated IT’s process NEW Toboggan Instructor Appointment requests by using the form at the top of this page to submit signed Applications and signed Mentoring Forms.  Each New Toboggan Instructor must teach at a FINAL OBSERVATION event where an Instructor Trainer decides if they are to be recommended to the Division OET Supervisor for a full appointment.  It is recommended that the Instructor Trainer pull a TTW Course number with NSP to prove that a Final Observation was adequately sanctioned with a course number.

NSP will be reconciling the new Instructor’s TTW Course attendance. New Instructor Certifications are typically processed after the winter season has ended because the OET Supervisor requires available time to review the scanned paper forms.  These forms are forwarded to NSP which also takes time.  NSP takes Instructor Appointments seriously and scrutinizes the details.  RA’s and participating IT’s may be contacted for additional information if the data is unclear.  Please be patient. If you need an Instructor Appointed for an urgent reason, please contact the Division OET Supervisor directly.

RA’s and their Instructor Trainers seeking information for structuring OET Instructor Mentoring and Final Observations can review the Eastern Division guidelines:

Mentoring and Observing OET Instructor Trainee’s

Eastern Division is dedicated to providing excellent Technical Support to its Division based IOR’s and RA’s.  We are a volunteer organization and are not always available by telephone when you need help.  However, we are determined to resolve your issue quickly.  Please fill out the form below describing your issue with as much detail as possible.  We will contact you with a solution as quickly as we can resolve it.  Thank you for being patient.

Don’t forget that problems encountered during courses, clinics, events, and evaluations can be emailed directly to the Division NSP Supervisor responsible for that particular event.  Please consider contacting the responsible Supervisor.