Training Events with Multiple Sessions

When offering a training that involves more than one session, multiple sessions occurring at the same time and/or is a training that occurs over the course of several days, you have several choices about how to submit this training for approval. To determine the best way to proceed, please follow the steps outlined below:

Step 1: Determine your schedule and the number of individual sessions you will be offering.
	Option A: Multiple sessions will occur consecutively. In this scenario, more than one training will be offered but the trainings will occur one at a time, one after another. Proceed to Step 2.
	Option B: (This format is most like a conference.) Multiple sessions will occur concurrently. In this scenario, more than one training will be offered at the same time. Participants will choose which sessions to attend. Proceed to Step 2.

Step 2: Determine whether participants are required to attend the training in full or whether partial attendance is permitted.
	Option A: Participants must attend from start to finish - no partial credit will be granted. In this scenario, a single approval code will be issued and participants will be issued a single Certificate of Completion at the conclusion of this event. Proceed to Step 3.
	Option B: Participants can attend as few or as many sessions as they choose. In this scenario, an approval code will be issued for each session and participants will earn hours only for each session they attend. A certificate (or label) will be issued at the conclusion of each session. Proceed to Step 3.

Step 3: Submit your completed request using the "Training Events with Multiple Sessions" Request form. If you have chosen Option A in Step 2, proceed to Step 4A. If you have chosen Option B in Step 2, proceed to Step 4B.

Step 4A: (Attendance required in full.) Create a Certificate of Completion (certificate is a Word document that can be edited). Training titles for full day events don't always accurately capture the content of the various trainings that were offered. Therefore, it is important to include the individual topics on the certificate in addition to the training event title. Click here to view a sample certificate.

Step 4B: (Partial attendance permitted.) Utilize the Session Labeling System outlined below.

	Session Labeling System
	Using a session labeling system is particularly useful when participants are not required to attend all sessions offered during your multiple session event. In these instances, participants should receive child care training hours only for the sessions they actually attend. A labeling system helps to ensure that hours are granted appropriately.

	Step 1: Obtain approval codes for each session and create labels.
		As the sponsoring agency, you will receive an approval code for each approved session. This approval code is specific to the session topic as well as the session time. Once you have received all of your codes, you are ready to create labels that include the name of the session, the time, the number of training hours as the approval code (see sample below). These labels become the verification of attendance that your presenters will hand out at the end of their sessions. Recommended:Avery Mailing Labels, 5160; Size: 1” x 2-5/8”

	Step 2: Create a Certificate of Attendance (certificate is a Word document that can be edited).
		The Certificate of Attendance for events with multiple session is formatted differently than a standard certificate. In this case, the certificate should contain a grid that participants will affix their session labels to. There should be enough spaces on your grid to account for each time slot during your event. For instance, if your event can be broken down into 4 different time slots, your grid should have 4 boxes that correspond to each time slot. See the sample below for an example.
	Sample Event:
	Session 1: 9:00 am - 10:30 am
	Session 2: 10:45 am - 12:15 pm
	Break for lunch - 12:15 pm- 1:15 pm
	Session 3: 1:15 pm - 2:45 pm
	Session 4: 3:00 pm - 4:30 pm
	Click here to view what the Certificate of Attendance for this event would look like.

	Step 3: Provide session labels to presenters.
		Provide each presenter with the set of labels that corresponds to their session and instruct them to provide one label to each attendee at the conclusion of their session. Attendees will then place this label on their Certificate of Attendance in the corresponding session box.

	Step 4: Provide a blank certificate to each registered participant during registration.
		Be sure that your participants understand that this Certificate of Attendance (with labels affixed) becomes their verification of attendance (no additional certificates will be issued at the conclusion of the event). They need to keep this certificate in their personnel file to document their hours of attendance. Licensing will recognize only the sessions where a label (with an approval code listed) is affixed and will grant hours accordingly.