Compliance and Ethics Training FAQ

Frequently Asked Questions or Concerns

 

I can't log in to UTLearn.

UTLearn is an employee training management system and is designed for training related to a person's employment. With few exceptions, you must have a current or future appointment in the HR system (Workday) to have access to UTLearn. All current employees should have access, as do volunteers, visiting researchers, research affiliates, and contractors. Students, as a rule, do not have access to UTLearn.

If you believe you should have access and are having trouble logging in to UTLearn, please contact your supervisor or HR representative to ask about the status of your documentation. You may also contact the UT Service Desk to submit a help ticket.

Future appointments (people who will be working with us soon) will have access to the system up to 30 days before their hire date if their appointment documentation has been final approved by their Human Resources department. Please contact your hiring supervisor for more information.


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I can log in to UTLearn, but I can’t get the training to display correctly.

There are a couple of things to check if you are not able to access the online training.

  • Pop-up blockers: Your browser must allow pop-ups for UTLearn to work properly. If you need assistance, please refer to information on "Allowing Pop-Ups for Online Classes." If you have multiple montiors you may also find that once you open the module, the window showing the content appeared on a different monitor.
  • Browser settings: Your browser must be a current version and have all the recent updates. Many of the modules require a browser that can use HTML5. Generally this means Internet Explorer version 10 or higher, Mozilla Firefox version 23 or higher, or Chrome version 26 or higher.

If you do not have permissions to update your browser or install plug-ins, you may need to submit a help ticket to the UT Service Desk. Or, you can change your browser (if you are in Chrome, for instance, change to Firefox), or try a different computer.

If you continue to have technical difficulties, please contact the UT Service Desk at 512-475-9400.


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I completed my training, but it still shows "in progress".

Please ensure you have completed and passed the quiz. Most modules require a score of 80% or higher in order to pass the course.

If you are using UTLearn, you must complete the module within 30 minutes or you risk your EID timing out. You must also have two windows open: the window containing the course and the main UTLearn window. If you closed the main UTLearn window before closing the module window, the module will remain in progress. Please go back, relaunch the module, ensure you have passed any quiz needed, and close the module window using the close button in the top corner. Wait a few seconds to make sure the main UTLearn window has updated.

If you continue to have technical difficulties, please contact the UT Service Desk at 512-475-9400.


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I just graduated/retired from the University, but am still receiving reminders to take my compliance training. What should I do?

Reminders to complete compliance training are sent to people who have active appointments in our HR system. You are considered a UT Austin employee until your appointment or assignment for employment has been terminated, even if you are no longer physically at work.

If you are currently an active UT Austin employee, please complete your training through either UTLearn or the Compliance Training System (CTS), depending on the topic. The email you received saying you have training due contains a link to the correct system.

If you are no longer an active employee and wish to update your appointment end date, please contact your former supervisor, Human Resources at 512-471-4772 (for staff), or the Provost’s Office at 512-471-4363 (for faculty).


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I’ve already taken this. Why do I have to take this stuff over and over again?

Certain courses are required because of state law, federal law, or university policy. Some departments also require their employees to take certain courses.

  • Equal Employment Opportunity (EEO): All State employees are required by the Texas Labor Code to take this course within the first 30 days of employment and every 2 years thereafter. The university also requires certain affiliates to take this course.
  • Cybersecurity Awareness: UT System policy, UT Austin policy, and the Texas Government Code all require cybersecurity training for employees and certain State contractors/subcontractors within the first 30 days of employment and every year thereafter.
  • The Compliance & Ethics Program at UT Austin: This course is intended to address Executive Order RP36 as well as the definition of an effective Compliance and Ethics Program as stated by the Federal Sentencing Guidelines. It covers some basic information about some of the rules and policies we must abide by while working for the State of Texas. This course is required by the university every two years for all employees and certain affiliated workers.
  • Title IX Basics: The President's Office approved recommendations in early 2020 which included mandatory training for all faculty and staff, as well as student employees designated by the Title IX Coordinator. This training is required to be completed by May 31, 2021 and then again every two years.
  • Sexual Harassment (sexual misconduct) Prevention: This course is on hold, pending updates to the content.

Additional requirements may exist depending upon your job duties. You may need to take courses on HIPAA, FERPA, VIP, Bloodborne pathogens, Child protection, Cash handling, or others. These requirements are due to a variety of laws, rules, and policies. Each of these courses is owned by a different department, but you can contact training@compliance.utexas.edu if you have questions. If we can't answer your question, we can at least point you to someone who can.

There are multiple systems in which required classes may be found, including UTLearn and the Compliance Training System (CTS). If you’re not sure where a particular class is located, please refer to the email you received stating you needed to take training. That email should contain a link to the appropriate system. If you no longer have the email or need additional assistance, please contact the Compliance Training Program Manager.


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Can I take the training in a different way (not online)?

Yes! We have a variety of ways for you to take your training. We prefer employees to complete their required training online because you receive credit faster. But if you can’t take the training online, please contact the Training Program Manager for alternative methods.

Regardless of the method used to take the training, an employee must show that they understand the basic concepts contained in the training by completing a short quiz. If you do not take your training online, University Compliance Services must receive a completed quiz. We will grade the quiz and you must score at least 80% in order for you to receive credit. Credit for the course must be updated manually, which can mean a delay of several weeks.

If you need additional assistance, please contact the Training Program Manager.


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I’m just a temporary employee/contractor/volunteer. Do I still have to take this?

All State employees, including part time and temporary employees, as well as student employees, volunteers, researchers, and many contractors, are required by law or UT policy to take certain compliance training within the first 30 days of employment.

There may be additional training required by your department or because of the work you're doing on campus. Check with your supervisor if you’re not sure.

If you are no longer with the university and are still receiving notifications to take training, please contact your previous supervisor, Human Resources (for staff) at 512-471-4772, or the Provost’s Office (for faculty) at 512-471-4363. Your appointment information in Workday may need to be updated.


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What training do I have to take?

Unless you've been asked to take additional modules by your supervisor or department, you are only required to complete those modules assigned to you in UTLearn or in the Compliance Training System.

  • Equal Employment Opportunity (EEO): All State employees are required by the Texas Labor Code to take this course within the first 30 days of employment and every 2 years thereafter. The university also requires certain affiliates to take this course.
  • Cybersecurity Awareness: UT System policy, UT Austin policy, and the Texas Government Code all require cybersecurity training for employees and certain State contractors/subcontractors within the first 30 days of employment and every year thereafter.
  • The Compliance & Ethics Program at UT Austin: This course is intended to address Executive Order RP36 as well as the definition of an effective Compliance and Ethics Program as stated by the Federal Sentencing Guidelines. It covers some basic information about some of the rules and policies we must abide by while working for the State of Texas. This course is required by the university every two years for all employees and certain affiliated workers.
  • Title IX Basics: The President's Office approved recommendations in early 2020 which included mandatory training for all faculty and staff, as well as student employees designated by the Title IX Coordinator. This training is required to be completed by May 31, 2021 and then again every two years.
  • Sexual Harassment (sexual misconduct) Prevention: This course is on hold, pending updates to the content.

If you are not sure whether you need to take additional training because of the job or position you hold, please contact your supervisor.

If you have been told you need to complete additional modules and you can't find them, be sure you're looking in the correct system. There are several training systems on campus, including the Compliance Training System (CTS), UTLearn, and others. Often you will receive an email letting you know of the requirement, which contains a URL to the system that contains the course. If you have questions about the specific modules required, speak with your supervisor or contact the Compliance Training Program Manager at 512-232-7842.


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Do I have to take the test/quiz at the end for each module?

Yes. For some courses, the University is required by law to provide evidence that you understood the compliance information you were given. Reviewing what you have learned and recording that you have successfully completed the review is the best way to accomplish this. Most quizzes are between 5 and 10 questions long. You must answer at least 80% of the questions correctly to get credit for the training. If not, you must retake the training and the quiz.

Some courses are informational only, so there is not a quiz. You may, however, be required to go through the whole presentation before receiving credit for the class. Each module can have different settings, so if you think you should have received credit for the module but didn't, please submit a ticket to the UT Service Desk, describe what happened and the class you were trying to receive credit for.

If you choose to take the training outside of the UTLearn system, you will need to submit a completed quiz to our office. We will grade the quiz and if you score at least 80%, you will receive credit for taking the class. If you do not score at least 80%, we will notify you and you must retake the training and the quiz. Because this is a manual process, notifying you of needing to retake the course may take a while.


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Who gets notified if I need training?

 

UTLearn will notify you via email approximately 30 days and 7 days before your training is due. If your training remains incomplete after the due date, additional email reminders are sent to you. If you have not completed the training after 30 days passed the due date, your supervisor will be notified. You and your supervisor will be reminded every 30 days after your due date until you complete the training.

Your unit director and HR representative may also be notified after the training due date that you are past-due on completing your compliance training.

The employee training systems use the email address linked to your name in HR system. You are responsible for ensuring that your email address is current. You may update your email address at any time by going to Workday, clicking on Personal Information, then on Contact Information.


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Do I have to take the training all at the same time, or in any particular order?

No. Each course can be taken separately and in any order. However, we suggest you review and acknowledge the Compliance and Ethics Guide in Workday first if you are a new employee. Some courses are required by law, such as EEO (including information about sexual harassment), and Cybersecurity training, and some courses are required before you are allowed access to certain systems or databases. We recommend you take these as soon as possible and before the due date.

Most courses take less than 30 minutes to complete. You, your supervisor, and and select administrative officers will receive regular reminders until all required courses have been completed.


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I want to have an online training module hosted on UTLearn and/or require university employees to take it. How do I do that?

Unless training is specifically required by a law or university policy, University Compliance Services will generally not recommend requiring training for all employees. However, there are other options available if a subgroup of employees needs to take the course or if the course is optional for employees. Please contact the Training Program Manager at 512-232-7842 to discuss.

As a reminder, because we are a State agency all online materials must meet minimum accessibility requirements. Please see the Web Accessibility Policy for more information.


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I want someone to come speak to my group about ethics and compliance. Is that something your office provides?

Yes, someone from our office would be happy to speak with your group about compliance and ethics! We can provide a formal presentation or an informal Q&A on a variety of topics. Please contact the Training Program Manager for more information.

Some groups to which we have presented in the past include:

  • New student or employee orientations
  • Faculty and staff groups, such as HR Forum, Town Hall, HFSA, Staff Council, and more
  • Departmental professional development sessions
  • Students in classroom settings (as an "ethics" credit, for example)