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Tool Recertification Guide

The recertification process is a work in progress - this guide isn't yet accurate, please disregard except to give feedback

This guide explains how tool recertification works at Protohaven and what you need to do to keep your equipment access current.

What is Recertification?

Recertification is our way of making sure everyone stays current on safety practices for tools and equipment. After you get cleared on a tool, you'll need to "recertify" periodically to maintain your access. This helps ensure everyone stays safe and up-to-date with best practices.

How Long Do Clearances Last?

Most tool clearances are good for one year from when you first earned them. However, this varies by tool:

  • High-risk tools (like some woodworking equipment): May require recertification more frequently
  • Low-risk tools (like 3D printers): May be good for 2+ years
  • Some tools never expire: Basic hand tools and other equipment don't require recertification

The exact timeline of clearances for particular tools is shown in your member dashboard, and also at protohaven.org/equipment (in the Details section).

How to Check Your Recertification Status

  1. Log into your Member Dashboard https://api.protohaven.org/member
  2. Look for the "Recertification" section
  3. Check two areas:
    • Pending Recertifications: Tools you need to recertify soon or that are overdue
    • All Tool Recertifications: Complete list of all tools and their requirements

All Tool Recertifications will link to various quizzes that drive recertification for these tools. Taking a quiz only recertifies an existing clearance, which must first be earned through private instruction or a clearance-granting class.  

Understanding Your Dashboard

🟡 Yellow items: You need to recertify within the next few months

🔴 Red items: Your clearance has expired and you may lose tool access

"No recertification needed": All your clearances are current

How to Recertify

There are two ways to recertify, depending on the tool:

Option 1: Take an Online Quiz

Some tools have online recertification quizzes. If a quiz is available:

  1. Click the "Quiz Needed" link in your member dashboard
  2. Complete the quiz - you'll usually need to score 100%, but the quiz can be retaken multiple times.
  3. Wait 24-48 hours for the system to process your results
  4. Check your dashboard to confirm the recertification is complete

Quiz Tips:

  • Take your time and read questions carefully
  • You can usually retake the quiz if you don't pass the first time
  • Some quizzes cover multiple similar tools (like Laser 1 and Laser 2) and recertify all of them with a single quiz submission.

Option 2: Schedule Instruction

Some tools require hands-on instruction instead of a quiz:

  1. Click "Instruction Needed" in your member dashboard
  2. Fill out the instruction request form
  3. Wait to be contacted by an instructor to schedule your session
  4. Complete the hands-on instruction with an approved instructor

Recertification through private instruction comes at a 50% discount - mention in the request form (and to the instructor) that you're here for recertification and they'll charge appropriately. You can also band together with other folks that are due for recertification and split the cost of instruction, as long as the instructor is OK with the size of the group.

Extending Your Deadline with Tool Usage

Good news! If you use certain tools regularly, you can automatically extend your recertification deadline.

How It Works

  • Use the tool frequently: Make reservations and use the equipment. 
  • Hit the usage threshold: Each tool has a minimum number of hours (usually between 5-10 hours within 3 months)
  • Get automatic extension: Your recertification deadline gets pushed back

Example

Let's say your Laser Cutter clearance expires on March 1st:

  • If you use the laser for 20+ hours between December 1st and March 1st
  • Your deadline automatically extends to June 1st
  • You don't need to take the quiz right away!

Note: This only delays the quiz requirement - it doesn't replace it permanently.

What Happens If You Don't Recertify?

  • 30 days out: You'll get an email reminder
  • After recertification is due: Your clearance is removed and tool access is temporarily revoked: You won't be able to make reservations and your clearance disappears from your member profile
  • Following the recertification process indicated on the dashboard will return your tool clearance so you can use it again.

Email Notifications

You'll receive email updates about your recertification status:

  • "Recertification Required": You have new items that need attention
  • "Recertification No Longer Required": Recent tool usage extended your deadline
  • "Clearances Removed": You missed a deadline and lost tool access

These emails include links to quizzes or instruction request forms.

Frequently Asked Questions

Q: I took a class recently. Do I still need to recertify?

A: If you took the class within the last year, you're probably still current. Check your member dashboard to be sure. The system tracks when you earned each clearance, and absence of "pending recertification" means you're in the clear.

Q: I use the tool all the time. Why do I need to recertify?

A: Regular usage helps extend deadlines, but everyone eventually needs to refresh their safety knowledge. The quiz ensures you're up-to-date on any changes to safety procedures.

Q: I don't see a quiz link for my tool. What do I do?

A: Some tools require hands-on instruction instead of a quiz. Click "Instruction Needed" to request a session with an instructor.

Q: I passed the quiz but my dashboard still shows it as pending.

A: The system updates every 24-48 hours. If it's been longer than that, contact membership@protohaven.org and include any information you have regarding when you took the quiz/instruction and when your clearance was initially earned.

Q: Can I recertify early?

A: Yes! You can take recertification quizzes anytime. The system will update your new expiration date from when you complete it. Note however that you must have first earned the tool clearance through private instruction or a clearance-bearing class for recertification to do anything.

Q: I lost access to a tool. How do I get it back?

A: Once a clearance expires, follow the recertification process for that tool (either quiz or private instruction) and you should see your clearance return after the system updates (usually every 24-48 hours).

Q: What if I disagree with my recertification requirements?

A: Contact membership@protohaven.org if you think there's an error in your recertification status.

Tips for Success

  1. Check your dashboard monthly: Stay ahead of deadlines
  2. Set calendar reminders: When you see upcoming deadlines, set personal reminders
  3. Reserve and use tools regularly: Frequent reservation and usage automatically extends deadlines
  4. Take quizzes early: Don't wait until the last minute
  5. Keep your email current: Make sure you're getting notifications
  6. Ask for help: Instructors and staff are happy to help with any questions

Getting Help

If you have questions or run into problems:

  • Email: membership@protohaven.org
  • Discord: Ask in the #general channel
  • In person: Talk to any instructor or staff member
  • Phone: Call Protohaven during open hours
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