The Developmental Disabilities Services Division (DDSD) computerized training tracking system is accessible to all DDSD staff, including case managers and Quality Assurance staff, and information is made available to provider agency staff.
- (1) The training tracking system database:
- (A) maintains transcripts for all participants in DDSD sponsored training courses. Transcripts are maintained for five years before being removed from the system and stored;
- (B) generates written reports for management and monitoring purposes as needed; and
- (C) provides a vehicle for determining if mandated training requirements are being met by DDSD and provider agency staff.
- (2) To safeguard the training tracking system and the information it contains, only DDSD Human Resource Development staff and contract training agents are authorized to input or change data.
- (3) Information for all training classes offered by DDSD trainers and contract training agents specific to the provision of services for persons with disabilities is entered into the system. Information from courses which are provided to meet Department of Human Services (DHS) training mandates is forwarded to the DHS Human Resources Management Division for inclusion in its database.
- (4) Provider agencies submit documentation of completed training conducted in-house which meets the requirements for annual training for inclusion in the DDSD database.
- (A) Documentation of initial individual-specific in-service training is maintained at the agency and is available for review by DDSD staff.
- (B) Documentation of annual individual-specific training or agency-specific training is maintained at the agency and is available for review by DDSD staff.
- (5) On a quarterly basis, the DDSD director of human resource development sends a report to provider agencies detailing the individual training records for provider staff for the quarter. Agencies are responsible for notifying DDSD of any discrepancies noted in the records.
- (6) DDSD human resource development staff and contract training agents use the data system to:
- (A) record class information for each participant or enrollee, including the status of that class, whether complete, incomplete, or canceled;
- (B) update participant demographic information including current agency name, individual name changes, job title changes;
- (C) check whether potential enrollees have completed prerequisite classes prior to class attendance; and
- (D) notify appropriate authorities of possible concerns, such as:
- (i) an individual enrolling in classes under different identification numbers;
- (ii) an individual attempting to take previously completed classes; or
- (iii) individuals or agencies with patterns of significant "no show" rates.