Instructions for Accredited Training Providers
This page provides instructions for training providers accredited by EPA to teach renovator and dust sampling technician courses in accordance with the Renovation, Repair and Painting Regulation. The following information is included:
- Certificate Requirements and Numbering Protocol
- How to Notify EPA of Training Activities
- Eligibility Requirements for Refresher Training
- Instructions for Digital Photograph Submission
- Recordkeeping Requirements
- Amending Training Provider Program Accreditation
- Cleaning Verification Cards
- Course Test and Course Test Blueprint
- Where Can I Get More Information?
Certificate Requirements and Numbering Protocol
Training programs are required to issue unique course completion certificates to each individual who passes the training course. The course completion certificate must include:
- Name, a unique identification number, and address of the individual.
- Name of the particular course that the individual completed.
- Dates of course completion/test passage.
- Name, address, and telephone number of the training program.
- Language in which the course was taught.
- An accurate and recognizable photograph of the individual who successfully completed the course. The photograph must not be smaller than 1 square inch and should be the same photograph submitted with the post-training notice.
- For renovator course completion certificates, the expiration date of certification. Please note, the expiration date is 5 years from the date of course completion for refresher courses with hands-on training, and only 3 years from the date of course completion for refresher courses that do not include hands-on training.
Note: In addition to these requirements, for dust sampling technician training we recommend that the training provider include the training expiration date (five years after training completion), or a note that the training is effective for a five-year period.
The certificate does not have to be an 8.5" x 11" sheet of paper; it could be a laminated card the size of a driver's license. In any case, the text must be easily read, and the photo must be no smaller than 1 square inch. The photo should follow the compositional requirements discussed below.
See samples below of initial and refresher renovator course certificates.
Creating the unique identification number
Unique certificate numbers are required to be generated for each certificate. The certificate numbers should be made up of the following five parts.
- Part 1 ("R" in the example). This represents the type of training received. "R" is for renovator training, and "D" is for dust sampling technician training.
- Part 2 ("I" in the example). This represents whether the course taken was the eight-hour initial course ("I"), or the four-hour refresher course ("R").
- Part 3 ("T56789" in the example). This represents the training provider's applicant number, which is part of the accreditation number for the course being taught. This number is four to six digits and may be preceded by the letter "T".
- Part 4 ("09" in the example). This represents the last two digits of the year the course was completed.
- Part 5 ("00025" in the example). This represents a unique number assigned by the training provider. This number should be sequential. The first number 00001 should be assigned to the first student completing training in a given calendar year.
How to Notify EPA of Training Activities
EPA has requirements for accredited training programs to notify the Agency prior to, and following completion of lead-based paint renovator and dust sampling technician courses.
When do I have to notify EPA about training activities (all courses except an e-learning renovator refresher without hands-on)
The accredited training provider must notify EPA at least seven business days prior to offering a lead-based paint renovator or dust sampling technician course, and within ten business days of completing the course. In addition, the training provider must notify EPA of any changes to the original notice:
- If the course will begin before the original start date, or if the location changed, notice must provided at least seven business days before the start date.
- For other changes, such as cancelation or delay, notice must be provided at least two business days prior to the start date.
What are the notification requirements for an e-learning renovator refresher course without hands-on
- Must be submitted through the Central Data Exchange (CDX).
- Must be submitted no later than the 10th day of the month and include all students trained in the previous month.
What is required in each notification?
- Notification type (original, update, cancelation);
- Training program name, EPA accreditation number, address, and phone number;
- Course discipline, type (initial/refresher), and the language in which instruction will be given;
- Date(s) and time(s) of training;
- Training location(s) phone number, and street address;
- Principal instructors name; and
- Training manager's name and signature.
- Training program name, EPA accreditation number, address, and phone number;
- Course discipline and type (initial/refresher);
- Date(s) of training;
- Training manager's name and signature; and
- The following student information: name, address, date of birth, course completion certificate number, course test score, and a digital photograph of the student (see instructions for digital photograph submission below).
- For renovator refresher courses, the expiration date of certification.
Are there sample forms that I can use?
Yes, sample forms are available to facilitate the notification process. These forms are fillable and can be completed at your computer, or printed and completed by hand. Other forms are also acceptable if all of the required information is included.
Can I submit the notification online?
Yes, EPA's Central Data Exchange (CDX) makes it easy to submit lead renovation training notices electronically. It's fast and it's free. So, skip the paperwork and fax machines, save a stamp, and register to use CDX today.
To register for CDX, you'll need a customer retrieval key, which you can obtain by calling our helpdesk at 1-888-890-1995. Once you have the customer retrieval key, go to the CDX website and complete your registration.
What other methods are available to submit notification?
In addition to CDX, notice can also be submitted in any of the following ways:
- By fax to 202-566-0471 (if submitting post training notice by fax, see note below regarding student photos)
- By mail to the U.S. Environmental Protection Agency, LBP Notification, P.O. Box 14417, Washington, DC 20044-4417
- By commercial or hand delivery to the U.S. Environmental Protection Agency, LBP Notification, 1201 Constitution Avenue, NW [EPA East Room 5115M], Washington, DC 20460
Note: If you're not using CDX for post training notices, save student photographs on a compact disc, and deliver or mail it along with a copy of the notification form as described above.
Where can I get more information?
- For detailed information regarding the notification requirements, review the notification requirements located in 40 CFR 745.225.
- For more information regarding EPA's Renovation, Repair and Painting program see EPA's lead renovation page.
- For general information contact the National Lead Information Center (NLIC) at 1-800-424-LEAD, or on the web at the National Lead Information Center web page.
Do the training notification requirements apply everywhere?
Yes, if the training is provided by an EPA accredited training provider, and would lead to Federal certification (even if it was provided in an authorized State), then the training provider must comply with EPA's regulations. This includes the requirement that the training provider notify EPA before and after conducting the course.
Eligibility Requirements for Refresher Training
A certified renovator or dust sampling technician is eligible to take the refresher course if the course is completed before their previous certification expires. The trainer must collect a copy of each student's prior course completion certificate demonstrating their eligibility to take the refresher course. The trainer must retain these training certificates for a period of 5 years.
Note: Individuals who are currently certified as lead-based paint inspectors or risk assessors may act as certified dust sampling technicians without further training.
Instructions for Digital Photograph Submission
The image file should adhere to the following compositional and technical specifications and can be produced by taking a new digital image or using a digital scanner to scan a submitted photograph. The photograph may be submitted electronically via the Agency's Central Data Exchange, by mail, or by commercial or hand delivery. If the photographs are submitted by mail, commercial or hand delivery, they must be provided on a compact disc, include the notification form, and be mailed to the appropriate address (listed here).
- By mail to the U.S. Environmental Protection Agency, LBP Notification, P.O. Box 14417, Washington, DC 20044-4417
- By commercial or hand delivery to the U.S. Environmental Protection Agency, LBP Notification, 1201 Constitution Avenue, NW [EPA East 5115M], Washington, DC 20460
The submitted digital image must provide an accurate and recognizable image of the applicant and should conform to the following compositional specifications:
- Person being photographed should directly face the camera;
- Head of the person should not be tilted up, down, or to the side;
- Head of the person should cover about 50% of the area of the photo;
- Photograph should be taken with the person in front of a neutral, light-colored background;
- Photo must be in focus;
- Photos in which the person being photographed is wearing sunglasses or other items that detract from the face will not be accepted;
- Photos of applicants wearing head coverings or hats are only acceptable if based on religious beliefs, and even then may not obscure any portion of the face of the applicant;
- Photographs of applicants with tribal or other headgear not specifically religious in nature will not be accepted;
- Photographs of military, airline, or other personnel wearing hats will not be accepted.
Photographs should be in 24-bit color depth. Photographs may be downloaded from a camera into a file in the computer or they may be scanned a file in the computer. If you are using a scanner, the settings should be for True Color or 24-bit color mode. See the additional details regarding scanning below.
Composition checklist -- six steps to successful photos
|Frame subject with full face, front view, eyes open|
|Make sure photo presents full head from top of hair to bottom of chin|
|Center head within frame (see examples below)|
|Photograph subject against a plain white or off-white background|
|Position subject and lighting so that there are no distracting shadows on the face or background|
|Encourage subject to have a natural expression|
The submitted digital photograph should conform to the following specifications.
When taking a new digital image:
- Image file format should be in the Joint Photographic Experts Group (JPEG) format;
- It should have a maximum image file size of 240 kilobytes (240 KB);
- Image resolution should be of sufficient pixel size to ensure the photograph is clear and recognizable;
- Image color depth should be 24-bit color [Note: Photographs should be in color, not in black and white, monochrome (2-bit color depth), 8-bit color, or 8-bit gray scale.]
Before a photographic print is scanned it should meet the following specifications: The image should be in color. The photographic print should also meet the compositional specifications. If the photographic print meets the print color and compositional specifications, scan the print using the following scanner specifications:
- Scanner resolution should be at least 150 dots per inch (dpi);
- Image file format should be in Joint Photographic Experts Group (JPEG) format;
- Maximum image file size should be 240 kilobytes (240 KB);
- Image resolution should be of sufficient pixel size to ensure the photograph is clear and recognizable; the image color depth should be 24-bit color. [Note: images should not be in black and white or gray scale with 24-bit color depth and monochrome (2-bit color depth), 8-bit color, or 8-bit gray scale.]
Photo file identification
You will need to create a unique certificate number for each student. Each student photograph should be given a file name consisting of their unique certificate number and the "jpg" file extension. Example: R-I-56789-09-00025.jpg.
Accredited training programs must maintain, and make available to EPA, upon request, the following records:
- All documents that demonstrate the qualifications of the training manager and principal instructor.
- Current curriculum/course materials and documents reflecting any changes made to these materials.
- The course test blueprint.
- Information regarding how the hands-on skills assessment is conducted including but not limited to:
- Who conducts the assessment.
- How the skills are graded.
- What facilities are used.
- The pass/fail rate.
- The quality control plan.
- Results of the students' hands-on skills assessments and course tests, and a record of each student's course completion certificate.
- Any other material not listed above that was submitted to EPA as part of the program's application for accreditation.
The training program shall retain these records at the address specified on the training program accreditation application for a minimum of five years, with one exception: records for renovator training courses completed before April 22, 2010, must be kept until July 1, 2015.
The training program shall notify EPA in writing within 30 days of changing the address specified on its training program accreditation application or transferring the records from that address.
Amending Training Provider Program Accreditation
If information included in a training provider's most recent application to EPA changes, the training program has 90 days to amend their accreditation. If an amendment is not submitted within 90 days the training program may not provide training until their accreditation is amended.
Note: Trainer provider accreditations are not transferable. If the training business is sold, the new owner must submit a new initial application for accreditation.
How to Submit an Amendment
To amend an accreditation, simply complete the form "Accreditation Application for Training Providers." Be sure to check the box indicating the application is an amendment, and include the information that has changed. The form must be signed by the training manager.
- For amendments adding a training manager or principle instructor, you must attach documentation that they meet the education, work experience, training requirements or demonstrated experience required. Documents acceptable for this purpose include:
- Official academic transcripts or diploma as evidence of meeting the education requirements.
- Resumes, letters of reference, or documentation of work experience, as evidence of meeting the work experience requirements.
- Certificates from train-the-trainer courses and lead-specific training courses, as evidence of meeting the training requirements.
- For amendments adding a new permanent training location, you must submit a photo(s) of the lecture area, a photo(s) of each hands-on area, and a diagram of the training facility including dimensions.
Amended applications must be sent to the following address:
P.O. Box 14417
Washington, D.C. 20044-4417
If the amendment includes a new training program manager, any new principal instructor(s), or any new permanent training location(s), the training provider is not permitted to provide training under the new training manager or offer courses taught by any new principal instructor(s) or at the new training location(s) until EPA either approves the amendment or 30 days have elapsed, whichever occurs earlier. Except:
- If the amendment includes a new training program manager or principal instructor that was already approved under another EPA training program accreditation, the training provider may provide training under the new training manager or offer courses taught by the new principal instructor on an interim basis as soon as the provider submits the amendment to EPA. The training provider may continue to provide training under the new training manager or offer courses taught by the new principal instructor if EPA approves the amendment or if EPA does not disapprove the amendment within 30 days.
- If the amendment includes a new permanent training location, the training provider may begin to provide training at the new permanent training location on an interim basis as soon as the provider submits the amendment to EPA. The training provider may continue to provide training at the new permanent training location if EPA approves the amendment or if EPA does not disapprove the amendment within 30 days.
Note: The 30-day amendment review period begins on the date the completed amendment was mailed. If the amendment does not include all required information, EPA will notify the applicant within 30 days of the information needed, and the 30-day review period would begin on the date the missing information was mailed to EPA.
Cleaning Verification Cards
EPA will produce and distribute these cards to accredited training providers for distribution to renovator students. EPA will mail a box of cleaning verification cards to training providers upon their initial EPA accreditation to provide renovator training. Once this supply is exhausted, EPA-accredited training providers can obtain additional cards at no cost by calling the National Lead Information Center at 1-800-424-LEAD (5323). Training providers accredited by an authorized state program can obtain verification cards through the authorized program.
Verification cards can be used for five years from the date given to a student. It is extremely important that the expiration date be punched on the cards before being given to the student. Using a regular hole punch, punch out the number corresponding to the month the card was given to the student, and then punch out the number corresponding to the year, five years after the card was given to the student. (For example, if the card was given to the student in May of 2009, then you would punch out the number 5 in the month row, and the number 14 in the year row.)
Course Test and Course Test Blueprint
Course completion exams developed by EPA are available for the 4-hour and 8-hour renovator courses. The exams were developed and statistically validated to ensure their fairness and accuracy. You have the option to use either the exam developed by EPA, or one that you develop. If you decide to use the EPA exam, you don't need to submit a course test blueprint, just make note that you plan to use the EPA exam in your application materials. Once your accreditation is complete, the training manager must contact the National Lead Information Center at 1-800-424-LEAD to get a copy. There are multiple versions of each exam; once you've signed up to use the EPA exam a new exam will be sent to you about every three months.
If you wish to use your own course complete exam, simply provide a copy of the course test blueprint for each course for which you are applying. The course test blueprint is a written document identifying the proportion of course test questions devoted to each major topic in the course curriculum. You should not submit a copy of the course test. For an initial course, the course test blueprint should use the course topics established in 40 CFR 745.225(d) to identify the proportion of course test questions that should be devoted to each topic. For a refresher course, the course test blueprint should use the course topics established in 40 CFR 745.225(e)(1) to identify the proportion of course test questions that should be devoted to each topic
Where Can I Get More Information?
- Learn more about EPA's Lead Renovation Repair and Painting Program.
- For general information contact the National Lead Information Center (NLIC) at 1-800-424-LEAD.