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Reviewing Mandatory Employee Training in HRS

Overview

The mandatory training process provides automatic notification of required training. Employees can review their status of each course and link to a course via URLs by visiting the Mandatory Training tile in Employee Self Service. Additionally, a query can be run anytime to see the status of individual's training requirements.

Process Considerations:

Updates in HRS can be delayed up to 48 hours after course completion due to processing time.
If an employee has a pay status of inactive, they will not receive notification until after their pay status returns to active (i.e. leave of absence)

You may click on the links below to navigate directly to a section:

Mandatory Employee Training Courses

Information Security - annual required training

Title IX - required training every three years

Mandated Reporter - required training once after hire

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Mandatory Employee Training Email Process

Do not manually send emails to employee's to complete the courses, it may cause challenges with tracking results.

Emails are automatically sent to an employee's preferred business email address in HRS:
NOTE: Completion deadline is 30 days from notification date.

Daily Process:

Hires, Rehires, Transfers, Return from Leave, Waiver change

Annual Refresher Process:

Refresher courses for Information Security Awareness (Yearly) and Sexual Harassment (Title IX) (Every three years)
Every March 1 - March 31
Employees who complete the courses in January and February will be exempt for the year

Notification:

Sent one day post job effective date
Courses will not be available until notification goes out
Retroactive job transactions with Effective Date or Date Created (Action_dt) within 7 days will be picked up

Automated Reminders:

Reminder email one: 14 days after original notification date (if not complete)
Reminder email two: 21 days after original notification date (if not complete)
Monthly overdue reminders: 15th of every month after 30 days has passed since notification (if not complete)

Employee Self Service Mandatory Training Page

Access from my.wisconsin.edu.

Select Mandatory Training tile.

The Mandatory Training page in HRS will show the current Status for all three courses, when the course is Next Due, and if a course is due, a URL will display to link the employee to the course.

Link to courses

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Instructions for Requesting a Course Waiver

A waiver request will only be accepted from the institution's designated contact. It is the institution's responsibility to provide additional information to the employee with alternative information for the course that is being waived.

Submit a ticket to UW-Shared Services Service Operations with the following information:
Employee name and Empl ID
Type of waiver
Waived Permanent = employee will never need to complete this course
Waived Temporary = employee will be waived from the course for the remaining length of the current enrollment. These individuals will be re-evaluated by the institution prior to the new offering being started to identify if the waive should be renewed.
Date of waiver

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Running the Mandatory Employee Training Query

HRS Navigation: Reporting Tools > Query > Query Viewer
Enter the report title in the search field: UW_HR_MAND_TRAIN_STATUS
Select either HTML or Excel as the report output.
Enter any or all search criteria to limit results, or leave blank to return all results. Up to 3 classes can be selected and single or multiple statuses can be included.
NOTE: Only current courses will be available.
Click View Results.
Result output information:
- Tracking is by Empl ID, if an employee has multiple empl record numbers that match the search criteria their information will be listed multiple times.
  For example: Employee has 2 part time jobs at UWSA, one on empl record 0 and one on empl record 1, the search results for UWSA will show the employee listed 6 times, twice each for each course.
- Status Dates:
  Notified Date - date email was sent to employee.
  Completed Date - date the course was marked complete in Canvas.

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Reviewing Individual Records

Note: Only those with the UW_UNV_HR_ADMIN_TRAINING_RO security role can view the Enroll in Course page.

Navigation: Administer Training > Student Enrollment > Enroll in Course
Search for employee.
View all rows to find the Course Title to be reviewed.
NOTE: all course titles that include Historic or Historical are populated with the information received from the institution prior to them going live with the central process administered by UW-Shared Services.
The employee's most recent status for that course is listed in the Attendance field.
The date of the status change is listed in the Status Date field.