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 6 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
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 through MyUW Portal
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.
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:
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Employee name and Empl ID
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Type of waiver
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Waived Permanent = employee will never need to complete this course
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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.
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Date of waiver
- 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, use the wildcard (%) to indicate partial fields.
NOTE: The courses used to load historical training results (called Historic) will appear as an option in the course drop-down but no results will appear on the query output. - 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.
Enrolled Date - date employee started the course.
Completed Date - date the course was marked complete in Canvas. - Days Since Notification - number of days that have passed since the notification email was sent.
- Days to Complete - number of days that passed between notification and completion date, will remain zero until completion has been recorded.
- 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.
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.
- Click UW Training Details hyperlink to view dates associated with prior attendance changes.
