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Training Plan Guidelines

Important things to know before you start

1. Each individual training plan must focus on specific objectives and goals.
2. Specific skills and concepts have to be clearly stated.
3. There must be detailed information of tasks, duties, and activities.
4. There must be a clear connection between the activities and the training objectives and goals.
5. The training program is not designed to recruit and train aliens for employment in the United States. Trainee must not be placed in positions which displace full-time or part-time employees. Training Plans that reflect a violation of these restrictions will be rejected.

Instructions for drafting the Training Plan

Focus

Please state a general focus of the plan.

Example: Business Administration with an emphasis in Accounting.

Trainee, Host Company and Program Information

Please provide accurate and current information. If it is a paid training, please make sure the stipend is stated. Please make sure the Trainee’s first, middle and last names are in the proper order. Please make sure the program dates are accurate and in the correct format: Month/Day/Year.

Note: For hours per week, please note that overtime is not allowed. Training under 20 hours per week is also not allowed.

Note: If the training is unpaid, you must submit financial documentation.

Training Objectives

This is a statement of the ultimate goal of the program. What will be accomplished? Will the trainee learn American business administration procedures? Gain practical experience in hospitality management? Please include key facets of the training.

Example: The trainee will receive practical training and experience in hospitality administration and management, including finance, marketing, operations, accounting and customer service.

Training Prerequisites

Skills, education, experience and/or other requirements necessary for successful participation in the program.

Example: The trainee must have a minimum of two years of education and/or experience in this field, and the program suitable to his background, needs and experience. The training must not be duplicative of the trainee’s prior training and experience. The participant must possess sufficient proficiency and comprehension in the English language.

Skills to be Imparted

Specific skills and concepts to be learned in order to accomplish the overall Training Objective. For example, if the Training Objective is business management, the trainee might develop skills in customer service, communication, human resources, accounting, etc. Please provide sufficient detail. Avoid generalizations. For example, it is not enough to write, “The trainee will learn accounting skills and procedures.” It must be clear what those accounting skills and procedures are. An acceptable version would be, “The trainee will learn procedures for accounts payable, accounts receivables and payroll.”

Example: The trainee will develop skills and knowledge in American business procedures and methods. There will be a heavy emphasis in accounting. Skills and concepts in accounting to be gained include banking, assets, liabilities, equities, taxes, balance heet, report analysis, and invoicing. The trainee will improve his use of the computer programs including Quick-book 2004. The trainee will also learn business administration skills such as data management, customer service, inventory management and procurement procedures.

Justification for On-the-Job Training

On-the-job training means an individual’s observation and participation in given tasks demonstrated by experienced workers for the purpose of acquiring competency in such tasks. Please specify and justify the use of on the job training in this section. Also provide detail of the instructor(s) role during on the job training. Why is on the job training absolutely necessary for achieving the training objective? This section provides reasons for daily job activities (i.e. record-keeping, customer service) towards the achievement of the training plan’s goals – it is not just a list of tasks and duties.

Supervision and Evaluation

Explain the supervision and evaluation process. What is the role of the supervisor and/or program advisor? How will the trainee be reviewed and evaluated? Will there be formal written evaluations and/or periodic reviews? Please be specific.

Example: The trainee's supervisor will review the training program with trainee, and will assign all trainers and department supervisors as necessary. He will administer the evaluations and will address any concerns the trainee may have. Evaluations will be in written format and will be reviewed by either the Program Administrator or the immediate supervisor. They will be used to assess the trainee's understanding and to ensure that the trainee is developing and progressing in his career training.

There will be three formal evaluations - one in the beginning, one in the middle and one at the end of the program.

Training Schedule

Breakdown of Training Plan into phases. The number of phases and the duration of each phase will depend on the length of the program. In order to ensure the trainee is not performing ordinary work, s/he must not remain in the same phase beyond the duration necessary for the trainee to acquire the knowledge and skills stated in the Summary section. Please follow the duration guidelines in the table below.

Please note that it is vitally important that the training plan be accurate and the Trainee and the Host Company adhere to the plan.

Each phase will state a title and the timeframe at the top. It will also have the following components:

Phase Objectives/Skills to be Acquired by the Trainee

This section will state the specific skills, concepts and knowledge that the trainee will acquire during the phase. Please provide sufficient detail and avoid generalizations.

Example: The program will provide management, decision-making and other skills necessary for government administration, especially at the local level.

• Administrative skills
• Organizational skills
• Knowledge of public policy
• Knowledge of civil servants and management
• Understand institution's administrative procedures.
• Training in data management, records maintenance, and document processing.
• Training in public procurement systems.
• Gain practical experience in the finance and budgeting of a local government organization.
• Comprehensive knowledge of the institution's financial management and control, and budgeting mechanisms.
• Gain on-the-job experience in budgeting, report analysis, and financial development.

Activities/Tasks to be Completed by the Trainee

The Detail section will provide specific information of activities and tasks to be performed in order to achieve the goals and objectives of the phase.

Example:

• Balance all daily transactions.
• Direct supervision, shadowing and training.
• Communicate effectively with customers, co-workers and supervisors.
• Accurately record all revenue and statistics, completing daily reports and segmenting reports to proper markets.
• Report problems regarding finances, the audit, public relations and security or maintenance promptly to the appropriate department head or General Manager.
• Audit client accounts to ensure rates and market codes are correct and congruent.
• Audit client accounts to ensure that posting to these accounts are in accordance with the sales contract.
• Complete the gross revenue report in a timely manner so that management can properly prepare for daily meetings.

Method of Supervision and Evaluation

Please provide detailed information of how the trainee will be supervised during the phase. Also specify the review and evaluation process at the conclusion of each phase.

Example: The department supervisor will monitor the trainee’s progress and training on a daily basis. The Training Advisor will review the trainee's understanding to ensure that he has a strong understanding of customer service procedures before allowing him to continue to Phase IV.

Main reasons why Training Plans get rejected

1. Insufficient detail: please double check all areas, especially the Training Schedule section, to ensure there is enough specific information. Remember to avoid general statements. Sufficient and complete detail is required to ensure that the trainee is not considered to be performing ordinary work, which is strictly prohibited.
2. The training is a regular job (displacing a U.S. worker). Here are a few guidelines to ensure that the training meets DoS regulations:
   1. The trainee must not perform an activity or task for an extended period of time. The trainee may be engaged in the same activity or remain in one position only as long as it takes to acquire the stated skills and knowledge.
   2. The trainee must not perform a task or duty without a trainer or supervisor present for an extended period of time. The trainee must have constant supervision and support. All activities performed alone must be justified and the duration must not exceed the amount of time needed to acquire the stated skills and knowledge.
      • An example of activities a trainee can perform alone might be education and instruction on calculating income taxes for payroll as a part of a training program for accounting. Once the training supervisor has demonstrated the required task and observed the trainee performing the task correctly, then the trainee would be allowed to practice calculating income taxes for another record alone before asking the training supervisor to review the work to ensure accuracy and to certify that the trainee is able to perform the task correctly.
3. The Training Plan does not look professional: Please correct all grammar and spelling errors. Please double check to ensure all areas are completed.

Extension Training Plans

The Extension Training Plan must present a persuasive argument for the necessity of the extension. Here are a few points to remember when drafting an Extension Training Plan.

1. The extension must not duplicate the training from the initial period. In other words, the Extension Training Plan and the original Training Plan must not be the same. There must be new skills and knowledge to be acquired. Specify why these skills and knowledge could not be acquired during the first training.
2. There must be a clear and direct explanation of why the extension is necessary. Specify this in either the Training Objectives or the Skills to be Imparted sections.
3. If there are phases in the extension that are closely related to phases from the initial training, specify how these phases are different, why it needs to be repeated, and how they build upon each other.