Competent Person vs. Qualified Person
Who can inspect what under OSHA, and how to prove it
Start Tracking NowMany OSHA standards don't just say equipment must be inspected. They say who has to do it: a competent person for some inspections, a qualified person for others. The two terms sound similar, and people often use them interchangeably, but they mean different things. After an incident, "who inspected this, and were they qualified to?" is one of the first questions an investigator asks.
This guide explains both terms, which inspections need which, and how to document it. Links to the official sources are at the end.
The Definitions, in Plain Terms
OSHA defines both terms in its construction standards (1926.32), and many general industry standards use the same ideas.
Competent person: someone who can identify existing and predictable hazards in the work area or working conditions, and has the employer's authorization to take prompt corrective action to eliminate them. Both parts matter. Someone who can spot a problem but can't stop the work isn't a competent person.
Qualified person: someone who, through a recognized degree, certificate, or professional standing, or through extensive knowledge, training, and experience, has shown they can solve or resolve problems in a specific subject, type of work, or project.
Key Differences
| Competent person | Qualified person | |
|---|---|---|
| Core ability | Recognizes hazards on the job | Solves technical problems in a subject |
| Authority to stop work | Required | Not required |
| Typical basis | Training and experience in a specific task, plus employer designation | Degree, certificate, professional standing, or extensive experience |
| Typical role | Daily or per-shift inspections, hazard checks, deciding if equipment can be used | Design, engineering, and in-depth periodic inspections |
| Who decides | The employer designates them | Shown through credentials or demonstrated expertise |
A useful shorthand: the competent person decides whether it's safe today; the qualified person decides whether it was designed and built right.
Which Inspections Need Which
These are common examples from OSHA standards. Always check the specific standard for your equipment and industry.
| Equipment or task | Competent person | Qualified person |
|---|---|---|
| Fall arrest equipment after a fall | Inspects before it can be reused | |
| Fall protection anchorages and horizontal lifelines | Designs them, where not built to the standard's fixed strength | |
| Slings and rigging | Inspects each day before use | |
| Portable ladders (construction) | Inspects periodically and after anything that could make them unsafe | |
| Scaffolds | Inspects before each shift and after anything that could affect it | Designs scaffolds |
| Excavations and trenches | Inspects daily and after rain or other hazard-increasing events | A registered professional engineer designs some protective systems |
| Cranes (construction) | Shift and monthly inspections | Annual comprehensive inspection |
For portable fire extinguishers, NFPA 10 adds its own requirement: annual maintenance and hydrostatic testing are done by a certified person. See OSHA fire extinguisher inspection requirements.
Related Terms You'll See
- Authorized employee (lockout/tagout, 1910.147): the person who locks or tags out a machine to service it.
- Qualified person (electrical, 1910 Subpart S): a different meaning. Someone trained to work on or near exposed energized parts and to recognize their hazards.
- Designated person: some standards, such as those for slings and cranes, say the employer must designate the inspector. Designation is a deliberate employer decision, which should be in writing.
Common Myths
"OSHA certified competent person." OSHA doesn't certify competent persons. The employer designates them. A training course can help build and show competence, but the certificate on its own doesn't make someone competent.
"They have an OSHA 30 card, so they're competent." OSHA 10 and 30 courses are general safety awareness training. They don't cover the task-specific knowledge a competent person needs.
"Competent for one thing means competent for everything." Competence is task-specific. A competent person for fall protection isn't automatically one for excavations, scaffolds, or rigging.
"Anyone senior can sign off." Seniority isn't the test. A competent person needs the knowledge to recognize hazards and the authority to correct them.
How to Document It
A defensible inspector qualification program usually has four parts:
- Written designations. Name each competent person and the tasks they're designated for.
- Training and certificate records. Keep proof of training, licenses, and certificates, with issue and expiration dates.
- Renewals before expiration. Track expiration dates and retrain or recertify before they lapse.
- Proof on each inspection. Record who did each inspection and what qualified them on that day. If someone's certificate later expires, you can still show it was valid when they did the work.
The fourth part is where most programs fall short. Training records sit in HR, inspection records sit in a binder, and nobody can easily connect the two for a specific inspection.
Enforcing Inspector Qualifications in ToolWorks
ToolWorks connects your inspectors' certificates to the inspections they do:
- Certificate catalog. Create a certificate type for each credential you track, such as "Competent Person – Fall Protection", "Competent Person – Rigging", or "NFPA 10 Extinguisher Technician", with how long each stays valid. Employer designations can be tracked the same way.
- Who holds what. Record each person's certificates with number, issue date, and expiration date, and attach a scan of the card.
- Requirements on each checklist. Say which certificates a checklist needs, including "this or that" and "this and that" rules.
- Hard or soft enforcement. Block anyone without a valid certificate from starting the inspection, or let them proceed with a recorded reason where an exception may be justified.
- A permanent record. Each inspection keeps a snapshot of the certificate that qualified the inspector, including its number and expiration date at the time, or the override reason. Renewing or revoking the certificate later doesn't change it.
- Expiration reminders. Holders and their supervisors get emails 60, 30, and 7 days before a certificate expires, and administrators get a monthly digest.
See the certificates help guide for setup details. Certificate tracking is included on plans with compliance features. See pricing.
Answer "were they qualified?" in seconds. Start your free trial or see how ToolWorks handles industrial safety equipment inspection.
Frequently Asked Questions
What is the difference between a competent person and a qualified person?
A competent person can identify existing and predictable hazards and has the authority to correct them right away. A qualified person has a recognized degree, certificate, or professional standing, or extensive knowledge, training, and experience, and has shown the ability to solve problems in a specific subject. Competent is about spotting and stopping hazards; qualified is about technical expertise.
Does OSHA certify competent persons?
No. OSHA does not issue competent person cards or certifications. The employer designates competent persons based on their knowledge, training, and authority for a specific task. Training courses help, but a course certificate alone does not make someone a competent person.
Does an OSHA 10 or OSHA 30 card make someone a competent person?
No. OSHA 10-hour and 30-hour Outreach courses are general safety awareness training. They can be part of a competent person's background, but they do not cover the task-specific knowledge or give the authority a competent person needs.
Can one person be both competent and qualified?
Yes. An experienced engineer with authority on the site can be both. But competence is task-specific: a competent person for scaffolds is not automatically a competent person for excavations or cranes.
How do you prove an inspection was done by a competent person?
Designate competent persons in writing for each task, keep their training records, and record on each inspection who did it and what qualified them on that date. If a qualification expires, the record should show it was valid when the inspection happened.
Official Sources
- OSHA 29 CFR 1926.32, Definitions (construction)
- OSHA 29 CFR 1910.140, Personal fall protection systems
- OSHA 29 CFR 1910.184, Slings
- OSHA 29 CFR 1926.1412, Inspections (cranes and derricks in construction)
This guide summarizes publicly available requirements for general information. It isn't legal advice. Confirm the requirements that apply to your sites with the standards and a qualified safety professional.