Planning CPR Training for School Staff and Coaches

School staff rarely need the same course. Sort people by the part each role plays in an emergency and by the written requirement that applies to them, then match each group to a course. The cards below use the courses QKC Health lists:

• Heartsaver CPR AED
• Heartsaver First Aid CPR AED
• Heartsaver First Aid
• BLS Provider

In short, the American Heart Association (AHA) designs Heartsaver courses for people with little or no medical training and BLS Provider for healthcare professionals; the next section compares them. Child care programs follow separate licensing rules; for a Connecticut program, see the Connecticut child care CPR and first aid guide.

Windows that suit staff training

• Professional development days: staff are in the building and students are not, which can make room for more than one course group. Before you build the day's schedule, ask us which times we can confirm for that day and how long the course you choose takes, and leave time for the hands-on skills test.
• Before the school year starts: train new hires, fall coaches, and anyone whose card expires early in the school year. In New York, the annual school safety training on the emergency response plan happens by September 15, so schedule CPR courses around it.
• Staff meetings and shorter blocks: these suit small groups, such as front office staff or one department, only if the block fits the whole course, including skills testing.
• Breaks and summer: good for winter and spring coaches, and for staff who missed an earlier session.

Before each athletic season

Plan for coaches to hold current cards before the first practice of the season, because practices count too: New Jersey requires a trained person at team practices, and New York requires coaches to show current certification before each season starts. Work backward from each season's start date. Collect cards from every head coach, assistant coach, and volunteer, flag anyone whose Renew By month falls before the season ends, and schedule their course early enough to have the new card in hand.

The AHA allows a Training Center up to 20 business days to issue a course completion card. We offer same-day eCards; if a season start depends on the timing, confirm it with QKC Health in writing.

Keep coverage while staff train

• Do not pull every CPR-trained person out of a building, or off a practice field, at the same time. Split trained staff across sessions so the people your plan relies on stay covered.
• Arrange coverage for the school nurse and the health office while the nurse trains.
• Confirm who covers each after-school practice, game, and event while coaches attend a session.
• We bring the training equipment, such as manikins and AED trainers, so your school's own AEDs can stay where they belong during class.

To build groups across several buildings, schedules, and teams, see Scheduling Group Training Across Shifts and Locations.

New hires and mid-year changes

Staff join during the year, and coaching assignments change between seasons. In New York, staff hired after the school year starts must receive the annual school safety training within 30 days of hire or through the district's new hire training, whichever is sooner. That is plan training, not a CPR card, but it is a good moment to check whether the new hire also needs a course. If a new coach needs a course before a season, remember that most QKC Health courses require a minimum of three participants, so group the new coach with other staff who need the same course.

Hosting and requesting a session

For on-site training, QKC Health's Terms of Service ask you to provide a room large enough for participants to work on the floor during skills practice, with access to power, and to tell us in advance about any site access restrictions, such as visitor check-in. Hosting a Group Class: Setup and Participant Preparation covers the room, building access, and messages to participants.

When you request group training, list each staff group, the course you think fits, how many people need it, the windows that work (development days, breaks, or before a season), and the building. A request is not a booking: we confirm the course, date, time, and location in writing. The group training planner summarizes the other Terms of Service points, and the full Terms of Service apply.

AHA course completion cards are valid for two years, through the end of the month shown on the card. Record that Renew By month for each staff member from the card or eCard itself, not a date you assume from the class. Employers can check an AHA eCard at heart.org/cpr/mycards by entering the eCard code or scanning its QR code, and the Training Center that issued a card can confirm whether it is valid.

What to record for each person

• Name, building, and role, including any coaching assignment by season.
• Which plan or rule names them, such as the athletic emergency action plan or a coaching permit or license.
• Each course and card held, the month it was issued, and its Renew By month.
• Where the copy of the card is kept, and who can see it.

Documentation your district or state may ask for

• New York coaches: documentation to school administration before each season that first aid and adult CPR certifications are current. For a Professional Coaching License, the State Education Department's licensing page says the district attests to first aid and CPR completion in a Superintendent Statement, and its licensing office no longer accepts first aid or CPR documents from applicants.
• Connecticut coaches: the coaching permit application asks applicants to sign their first aid and CPR cards and attach a photocopy of the front and back of each, or the original certificate of completion, and the first aid course must fall within three years before the application. The district keeps each coach's signed sudden cardiac arrest awareness annual review on file.
• Connecticut athletic plans: the plan lists the employees, coaches, and athletic trainers responsible for it, each of whom must be CPR certified and have completed first aid.
• New Jersey plans: the sudden cardiac event plan's list of at least five certified staff is updated as necessary, at least once each semester, and the sports injury plan lists the staff trained in first aid or CPR.
• New York, all staff: the Desha's Law FAQ says the law does not specifically require schools to track CPR/AED-certified staff, but that it is best practice to document which staff members are trained and when their certification expires.

Keep records private and current

Keep only the personal information you need, store records where only the right people can see them, and review them on a set rhythm, such as at the start of each semester and each sports season. When staff leave or change roles, update every plan that lists them. How to Track Employee CPR, BLS and ACLS Renewals sets up a renewal process with a records owner and a backup, After the Class: Course Cards and Team Training Records covers collecting cards after a class, and the team CPR certification tracker works out renewal dates in your browser.