WEST VIRGINIA DIVISION OF HIGHWAYS
ADMINISTRATIVE OPERATING PROCEDURES
SECTION IV, CHAPTER 9

1. INTRODUCTION

2. EQUIPMENT OPERATORS TRAINING ACADEMY POLICIES

1. COURSES

2. EQUIPMENT OPERATOR CERTIFICATION

3. RESPONSIBILITIES

4. TRAINING EXPENSES

3. EQUIPMENT OPERATORS TRAINING ACADEMY PROCESSES

1. APPLYING FOR PRIMARY EQUIPMENT OPERATOR TRAINING COURSES

2. APPLYING FOR BASIC AND PRE-CERTIFICATION EQUIPMENT OPERATOR COURSES

3. CERTIFICATION PROCESSES

1. INTRODUCTION

Effective: 6/15/2002

The Division of Highways must ensure that employees who operate DOH rolling stock equipment are properly trained to do so safely, efficiently, and effectively. The primary mission of the Equipment Operators Training Academy is to provide such training through a combination of classroom instruction, practical exercises, and (when required) certification. This is accomplished through a Primary Equipment Training Course, Basic and Pre-Certification Equipment Operator Courses, and Equipment Operator Certification. DOH employees whose jobs do not require them to operate rolling stock equipment may also take the Primary Equipment Training Course, when scheduling and workload constraints permit.

The Equipment Operators Training Academy is located in Buckhannon (at Equipment Division) and is administered by the Human Resources Training and Development Office in Charleston.

2. EQUIPMENT OPERATORS TRAINING ACADEMY POLICIES

1. All employees in the Transportation Worker I classification and all newly hired employees in the Transportation Worker II and III classifications who normally operate or who will operate equipment are required to attend the Primary Course. Organization management must ensure that all such employees apply promptly.

2. Employees in other job classifications and career fields may attend this course with the approval of their District Engineer or Division Director and Human Resources Division.

3. All employees attending the Primary Course should be scheduled so as not to interfere with the efficient operation of their organizations.

4. DOH management may require certain existing employees or groups of employees to obtain Commercial Drivers Licenses (CDL’s). If such requirements are made, the employees will be required to complete the Primary Course and obtain their CDL’s within 12 months of being notified of the requirement.

2. Basic and Pre-Certification Equipment Operator Courses
   These courses provide equipment operators with specialized training on various kinds of DOH equipment. Operational attributes of the equipment, safety features, and skills-based training is included.

1. Basic Equipment Operator Courses provide training on equipment for which the DOH does not require certification, such as Wheel Loader (Endloader), Single and Tandem Axle Dump Truck, Tractor with Mowing Attachments, Compaction Roller, and Crawler Tractor.

2. Pre-Certification Equipment Operator Courses provide training on equipment for which the DOH does require certification, such as Backhoe Loader, Tracked Excavator, Rubber Tire Hydraulic Excavator, Motor Grader Tandem and A.W.D., and Crane (5 ton and above).

2. EQUIPMENT OPERATOR CERTIFICATION

1. Any employee who operates or is expected to operate a class of equipment requiring certification must attend the Pre-Certification Equipment Operators Course for that type of equipment.

2. After successfully completing the Pre-Certification Equipment Operator Course, the employee will be given a "task list" of activities to accomplish at the employee’s home station. These activities will include actual hands-on tasks associated with the maintenance and operation of the equipment.

3. After successfully completing all items on the "task list", the employee must apply for certification on the class of equipment for which they are training. Certification will take place at the Operating Engineers Training Facility located at Medina.

3. RESPONSIBILITIES

1. District Engineers/Division Directors will ensure compliance with this Procedure within their district or division. Each District Engineer and (where applicable) Division Director will, with the assistance of the Academy, appoint a Training Coordinator.

2. The Training Coordinator will assist the District Engineer/ Division Director in administering this program and coordinate all operator training within the district or division, including:

1. receiving and forwarding all requests or applications to the Academy for processing and

2. maintaining all necessary trainee applications/forms and accurate employee records.

3. The Academy will:

1. provide each district and division assistance (upon request) in implementing the training guidelines;

2. ensure that the programs being offered are consistent throughout the DOH;

3. coordinate training for each district and division, with the assistance of the District/Division Training Coordinator, to ensure proper scheduling according to the provisions of this Procedure;

4. compile and maintain required records and information;

5. issue certificates and certification cards as required; and

6. provide periodic management reports including, but not limited to

1. reports on persons selected by the District Engineer/Division Director to be in the Training Program, including their classifications and the types of equipment on which they are to be trained and

2. reports on persons who have

• completed the program
• are currently in training courses
• have been considered for training but are not yet scheduled.

4. TRAINING EXPENSES

1. Employees’ travel expenses (meals, lodging, etc.) associated with attending the Equipment Operators Training Academy and/or the Operating Engineers Training Facility at Medina will be paid in accordance with the Travel Regulations (DOT Volume I, Chapter 4). The costs for travel will be charged to a training authorization established by Human Resources Division.

2. The Division of Highways will reimburse employees who are required to obtain a CDL for CDL application and test fees.

1. The DOH will not pay test or license fees that are not associated with an employee’s job assignments.

2. Application and license fees will be paid one time. Subsequent renewal fees will be the responsibility of the employee.

3. The DOH will reimburse costs incurred for an eye exam, not to exceed $15.00 (receipt required).

4. During training at the Academy or Medina, Employees’ home organizations will charge labor costs to the organization’s overhead account.

1. APPLYING FOR PRIMARY EQUIPMENT OPERATOR TRAINING COURSE

1. Any DOH employee may apply by:

1. completing the WVDOT/DOH Equipment Operators Training Academy Course Enrollment Form; and

2. submitting the form to his or her immediate supervisor

2. Upon receipt, the supervisor will:

1. determine whether the employee’s absence will interfere or not with the efficient operation of the organization;

2. if the supervisor determines there will be no interference with operations and the employee is qualified to take the course, the supervisor will approve; and

3. forward the application to the District Engineer or Division Director.

3. Upon receipt, the District Engineer or Division Director will:

1. review the Enrollment Form and decide whether or not to concur with the supervisor’s approval;

2. if the decision is to concur, the District Engineer or Division Director will forward the form to the Training Coordinator.

4. Upon receipt, the Training Coordinator will:

1. file a copy; and

2. submit the application to the Academy.

5. Upon receipt, the Academy will:

1. schedule the employee for the class; and

2. communicate the scheduling to the employee through the Training Coordinator.

2. APPLYING FOR BASIC AND PRE-CERTIFICATION EQUIPMENT OPERATOR COURSES

Effective: 6/15/2002

1. When there is a need for additional employees to operate equipment requiring certification and consistent with the classifications of Transportation Worker II or III, the organization supervisor will:

1. post a notice to that effect on the organization’s bulletin board for ten working days; and

2. ensure that employees are informed of the opportunity for training and that they are given the opportunity to tell him or her of their interest.

2. Qualified and interested employees will advise the organization supervisor of their interest within ten working days of the posting.

3. After ten working days from posting the notice, the organization supervisor will:

1. consider all interested employees based on their work experience, general abilities, valid CDL and work history including the amount of time employed with the agency;

2. make a list of his or her choices based upon the preceding criteria; and

3. send the list of choices, along with the names of all other interested employees, to the District Engineer or Division Director.

4. The District Engineer or Division Director will review the supervisor’s choices and the names of other interested employees and will:

1. decide which of the employees are to be trained; and

2. provide an approved list to the organization supervisor and the Training Coordinator. No employees will be notified that they have been selected for training until approved by the District Engineer or Division Director.

5. The Training Coordinator will:

1. file a copy of the approved list; and

2. submit the list of trainees to the Academy.

6. Upon receipt, the Academy will:

1. schedule the employees for the classes; and

2. communicate the scheduling to the employees through the Training Coordinator.

3. CERTIFICATION PROCESS

1. Employees returning from the Pre-Certification Equipment Operators training will:

1. have a task list of activities to accomplish at their home station;

2. complete all the tasks within one month of returning from the Pre-Certification Course; and

3. complete the tasks under the supervision of his or her supervisor or an appointed field representative.

2. The supervisor must:

1. ensure that the employee be given at least 16 hours seat time, on the type equipment trained, to complete all the activities on the task list;

2. ensure the employee completes all the tasks within one month of returning from the Pre-Certification Course;

3. document the completion of the tasks by using the standard evaluation process prescribed by the Academy; and

4. make appropriate entries on the employee’s Daily Work Report, Form DOT-12.

3. The District Engineer/Division Director may request an extension for completion of the task list by submitting a written justification to the Academy when there are delays due to inclement weather, operational requirements, etc.

4. The employee, after completing all tasks on the task list, will;

1. complete the Equipment Operators Skills Improvement & Certification Program Form; and

2. forward it through appropriate channels to apply for certification.

5. Employees will have 5 days to be certified by the Operating Engineers Facility at Medina. For employees that do not complete Certification within five days, the Operating Engineers Training Facility may:

1. grant an additional 5 days if the Operatoring Engineers Facility’s Director feels the employee can be certified within the additional 5 days.

2. if the director feels that the employee cannot be certified within a maximum of 10 days, he will the employee with a list of areas requiring additional work in employee's home organization; and

6. For employees that fail to complete certification within the current training season, he or she:

1. has until the end of the current training season to return to the Operating Engineers Training Facility for Certification.

2. must begin the Certification process again by reapplying for the Pre-Certification Equipment Operator Course during the next training season; and

3. has two calendar years from the first completion of training at the Academy to become certified.

7. Employees that cannot be certified within the allotted two years are:

1. no longer eligible to operate the specified type of equipment; and

2. an official notification, by the Training Academy, to that effect will be forwarded to the employee’s supervisor with a copy to the employee’s personnel file.