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Course Coordination Process

Course Coordination Process

This process outlines the steps for requesting a course for local delivery through the DHSEM integrated preparedness program.  

  • A DHSEM Course Coordination Request form must be completed and submitted for all coordinated courses at least 90 days prior to the date of the course being held to fully advertise and coordinate course support.  Anything less than 90 days will require assistance from the Regional IP Specialist to help coordinate the course.
  • A course justification form may be requested if the course is not in either the county or the all-hazard region Integrated Preparedness Plan (IPP). If the course is not in the plan, this form should be approved prior to the course coordination request.

Coordination Roles

Local Course Manager Role (Host)

  • Complete and submit the course coordination form to your training and exercise specialist.
  • Ensure the classroom is suitable for the course they are hosting. For example, the room holds the appropriate capacity and is equipped with audio/visual and Wi-Fi capabilities.
  • It is at the local course manager's discretion should they want to provide any hospitality, such as beverages and/or food.

Integrated Preparedness Specialist Role

  • Coordinate course requests with the integrated preparedness coordinator.
  • Coordinate additional course support materials with instructors.

Integrated Preparedness Section, Coordinator Role

  • Once the course coordination form is received, the integrated preparedness coordinator will contact the local course manager to complete course coordination.  
  • The course will be created in CO.Train, a DHSEM flier will be created to advertise the course, and the course will be added to the DHSEM training and exercise calendar.
  • Five to seven days prior to course delivery, the Integrated Preparedness Coordinator will close the registration and send out an electronic link to course attendees to access student manuals and/or any additional course information.
  • Five to seven days prior to course delivery, the course roster will be sent to the local course manager and lead instructor.
     

Instructor Role

  • Instructors should ensure that they have all equipment and updated materials for the delivery of the course(s).
  • If the instructor requires any additional course support or materials, this must be coordinated with the local course manager, and/or the regional training and exercise specialist at least 30 days prior to the course.  
  • Upon course completion, the lead instructor is responsible for submitting all rosters (for each day the course is held) to the integrated preparedness coordinator.  The integrated preparedness coordinator will notify you if any additional documentation is needed.
  • Remind the students the course evaluations are online in CO.Train. Let the attendees know that they will need to complete this evaluation in order to receive their certificate. 
     

Student Role

  • Attendance and student engagement (discussion and activities) are required each day. As a general rule, students cannot miss more than 10 percent of the course contact hours. Students must pass any post-assessment for the certificate, a passing score is 75 percent. 
  • Course materials including the student manual will not be printed. The DHSEM Training Resources page is continuously updated with current course materials.  Please scroll to the section called Student Training Manuals to find the manual for your course.  If you need a hard copy of the student manual, please print it out prior to class.  
  • Students are encouraged to bring their laptop computer or tablet device for note-taking and viewing the student manual electronically. 

Effective August 1, 2019, DHSEM will be replacing the current COTrain certificate with an updated certificate. With this change, we will be discontinuing the paper evaluations and replacing them with online evaluations. 

  • After completion of each course, students will see an evaluation pending in their course on COTrain. Once students have completed the course evaluation, they will have immediate access to your certificate.
  • In order to receive notifications that an evaluation is pending and other course updates, students must opt-in to receive email notifications from COTrain. COTrain will not spam students and will only provide notification of course status or any other types of emails you opt-in. 
  • If students have any questions regarding courses, please contact the DHSEM COTrain Integrated Preparedness Coordinator or state training officer for additional information.