Instructions for OSHA 171 Form

INSTRUCTIONS FOR PREPARING GRANTEE QUARTERLY PROGRESS REPORTS
I. FREQUENCY OF REPORTING
A Grantee Quarterly Progress Report (OSHA 171 and Narrative
Report) is to be completed for each grant at the end of each Federal
fiscal quarter. Federal fiscal quarters end on December 31, March
31, June 30 and September 30. An electronic copy of each report is
to be received by the Regional Office administering the grant no
later than the thirtieth of the month following the end of the
Federal fiscal quarter, i.e., January 30, April 30, July 30, and
October 30.
II. TIME PERIOD COVERED BY REPORTS
Reports will cover only the activities conducted during the quarter
for which the report is being submitted.
III. RECORDKEEPING REQUIREMENTS
Grantees are required to keep records to support the information
contained in the Grantee Quarterly Progress Report. These records
need not be extensive. For example, a sign-in sheet for participants
at a training session that shows whether the participant is an
employee or an employer and notes the date, location, subject and
scheduled beginning and ending time of the session is sufficient
documentation. Records must be kept for three years after grant
closeout or final audit, whichever is later.
IV. METHOD OF REPORTING
Grantees are required to submit form OSHA 171 in electronic
format to their Regional Office by the end of the fiscal quarter as
described in I. FREQUENCY OF REPORTING. All sections for
the form must be filled out completely.
V. OSHA FORM 171
A. Identifying Information.
1. Item 1. Grantee Name. Enter the name of the grantee
organization.
2. Item 2. Grant Number. Enter the grant number that appears on
the Grant Agreement face sheet.
3. Item 3. Reporting Period. Enter the first and last dates of the
quarter covered by the report, for example, from 4/1/01 to 6/30/01.
B Training Sessions
A training session is the presentation of occupational safety and
health information to a group of people. Do not count conferences
or needs assessments as training sessions. Use a separate line for
each training session. If necessary, continue on an additional form.
Training sessions for the same group of trainees that are conducted
on more than one day are not to be reported until they are
completed. Sessions are to be reported in the quarter in which they
end. A separate OSHA FORM 171 is required to be submitted for
each type (or tier) of training conducted in a quarter.
1. Item 4. Date. Enter the date the training session ended.
2. Item 5. Location. Enter the name (or two-letter abbreviation) of
the state where the training session was held.
3. Item 6. Length (Hours). Enter the number of hours the training
sessions lasted. Partial hours should be rounded to the nearest halfhour.
4. Item 7. Number in Attendance: Employees. Enter the number of
employees who attended the training session. An employee is a
worker who does not meet the definition of an employer. First-line
supervisors are to be included as employees. Attendees not covered
under the OSH Act can not be counted.
5.
Item 8. Number in Attendance: Employers. Enter the number
of employers who attended the training session. An employer is a

person, other than a first-line supervisor, who is responsible for the
work flow of two (2) or more persons, including responsibility for
rating the performance of those persons working for the employer.
Attendees not covered under the OSH Act can not be counted.
6.
Item 9. Number in Attendance: Total. Enter the total number
who attended the training session. This will generally be the sum
of employees and employers. Attendees not covered under the
OSH Act can not be counted.
7.
Item 10. Total for Reporting Period. Enter the sum of the
entries in each of the columns 4. Employees, 5. Employers, and 6.
Total. This is calculated automatically in the electronic form.
8.
Item 11. Plan for Quarter. Enter the numbers (employees,
employers, and total) planned to be trained during the quarter. This
information is to be obtained from the approved grant application.
9.
Item 12. Percent of Plan Accomplished. Enter the percent
line 10 is of line 11. This is calculated automatically in the
electronic form.
Line 10 x 100 = Percent of Plan Accomplished
Line 11.
C. Signature Element.
1.
Item 13. Grantee Signature. Electronic signature is
considered the typed name of an authorized staff member of the
grantee and the form forwarded to the Regional office via the
authorized staff member’s organizational email address.
2.
Item 14. Date. Enter the date the report is signed.
VI. NARRATIVE REPORT
In the narrative report, grantees are to provide descriptive
information about their progress in achieving work plans, any
deviations from plans, and important activities. Reports should
follow the format below.
A. Identifying Information. Provide the name of the grantee
organization, the grant number that appears on the Grant
Agreement face sheet for the current grant year, and the reporting
period, which is the first and last dates of the quarter covered by
the report, for example, from 4/1/01 to 6/30/01.
B. Training. Describe efforts made to reach the target audience to
make them aware of the training and to enroll them in training.
Discuss the training that has been conducted. Provide a summary
of the subject matter, the type of training (e.g., train-the-trainer,
hazard recognition), the results of student evaluations, and who
attended (e.g., employers, building trades workers).
C. Training Materials/Curriculum. Provide information about
needs assessments or training materials in development, and any
training or assessment materials acquired during the quarter.
Describe how completed materials are being used and who is
receiving the materials. Comment on any changes that are being
made to improve the materials as a result of feedback.
D. Other Educational Activities. Discuss any educational activities
that are being conducted other than training or developing training
materials. Examples include needs assessments, assisting an
organization in the implementation of a safety program, or
operating library services.
E. Planned vs. Actual. Describe progress in meeting plans as
contained in the approved grant. Specify where plans are not being
met and discuss the corrective action that is being taken to meet
plans. Where corrective actions have already been taken, indicate
if they were successful. In addition, discuss grant successes, either
where plans were exceeded or where significant accomplishments
were achieved.