Compliance and Ethics Training FAQ

 

 

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 all active employees. You are considered a UT Austin employee until your appointment or assignment for employment has expired, 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).


Back to Top

 

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

There are four classes that all UT employees have to take every two years.

All State employees are required by law to take Sexual Misconduct Prevention and Equal Employment Opportunity (EEO) training within the first 30 days of employment and every 2 years thereafter. Those courses are sometimes referred to as CW 121 and CW 123.

UT System policy requires  Information Security Awareness training for those with computer access within the first 30 days of employment and at least every two years thereafter. The Information Security Awareness course is sometimes referred to as IT Security or CW 170.

Introductory training about the Compliance and Ethics Program and other State laws 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. This course is sometimes referred to as CW 101.

Additional requirements may exist depending upon your job duties. They may include training on HIPAA, FERPA, VIP, Bloodborne pathogens, Cash handling, and many others. These requirements are due to a variety of laws, rules, and policies. If you have questions, please contact training@compliance.utexas.edu. If we can't answer your question, we can at least point you to a person who can.

During a transition period, required classes may be found in either UTLearn or 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 contains a link to the appropriate system. If you no longer have the email or need additional assistance, please call the Compliance Training Program Manager at 512-232-7842 or training@compliance.utexas.edu.


Back to Top

 

Can I take the training online or on paper?

Yes! We have a variety of ways for you to take your training. We prefer employees to complete their required training online. You may find the “Core 4″ classes in UTLearn, the University’s new employee training management system. Other modules as well as the Compliance and Ethics Guide can be found on your Profile page in the Compliance Training System (CTS).

If you can’t take the training on the computer, please go to our Training Library page to access PDF versions of the course. The reviews (quizzes) must be mailed in to our office and credit is given by our office manually. This can mean a delay of several days before your transcript is updated. If you complete your training online, it is updated instantly.

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.

If you need additional assistance, please contact the Training Program Manager at 512-232-7842.


Back to Top

 

Someone told me I needed a high assurance or Upgraded EID. What should I do?

To access the Compliance Training System, you no longer need a high assurance or upgraded EID.

To access UTLearn, you must be "active" in our HR system. Generally speaking, you must be a current employee or you must be coded as a volunteer, research affiliate, or visiting researcher. Future appointments will have access to the system up to 30 days before their hire date. 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 see the status of your new hire documentation. You may also contact the UT Service Desk to submit a help ticket.

As an employee of the university, it is still recommended that you upgrade your UT EID, either in person or remotely by mail. Upgrading will allow you to access additional information, like your paycheck and retirement information. The easiest way to upgrade your UT EID is to take your driver’s license or passport to the ID Center nearest you. You can also refer to the self-service tool Upgrading Your UT EID.


Back to Top

 

I tried to log in to UTLearn, but it won’t let me.

UTLearn is designed for training related to a person's employment, which means you must have a current or future appointment in the HR system to have access. All current employees have access, as do volunteers, visiting researchers, and research affiliates. Future appointments will have access to the system up to 30 days before their hire date. If your appointment documentation has not been final approved by your Human Resources department, then you are not considered “active” by the system yet. Please contact your hiring supervisor for more information.


Back to Top

 

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

There are several things you should check if you are not able to access the online training.

  • The number 1 issue is related to pop-up blockers. Make sure your browser allows pop-ups or that the “training module” window didn’t appear behind another window. If you need assistance, please refer to information on "Allowing Pop-Ups for Online Classes."
  • Make sure your browser is the most current version and has 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.
  • For some training, you need to be able to run Adobe Flash. You can download Adobe Flash for free at http://get.adobe.com/flashplayer. Log out of the system and log back in.

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 Firefox, for instance, change to Internet Explorer), or try a different computer.

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

If you need assistance because of a disability, please contact the Training Program Manager at 512-232-7842 to discuss the situation.


Back to Top

 

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

Almost every module has a quiz at the end. If you did not complete and pass the quiz, the course will not update. Please go back and complete the quiz.

If you completed the training UTLearn, you must have the main UTLearn window open as well as the module window for the system to update properly. 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 GRAY "x" in the top right corner. Wait a few seconds to make sure the main UTLearn window has updated.


Back to Top

 

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

All State employees, including part time and temporary employees, as well as student employees and many affiliates, are required by law or UT policy to take certain compliance training within the first 30 days of employment and every 2 years thereafter. These modules are often referred to as the “Core 4″.

  •  Introduction to Compliance & Ethics Program
  •  Sexual Misconduct Prevention
  •  EEO (Equal Employment Opportunities)
  •  Information Security Awareness

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 an active employee 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.


Back to Top

 

What training do I have to take? Do I have to take all of the modules?

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. Currently all State employees, including part time and temporary employees, as well as student employees and many affiliates, are required by law or UT policy to take certain compliance training within the first 30 days of employment and every 2 years thereafter. These modules are often referred to as the “Core 4″.

  •  Introduction to Compliance & Ethics Program
  •  Sexual Misconduct Prevention
  •  EEO (Equal Employment Opportunities)
  •  Information Security Awareness

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. If you have questions about the specific modules required, speak with your supervisor or contact the Compliance Training Program Manager at 512-232-7842.


Back to Top

 

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

Yes. For some courses, the University is required 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 on paper, 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.


Back to Top

 

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 the UT Directory. You are responsible for ensuring that your email address is current. You may update your email address at any time by going to UT Direct.


Back to Top

 

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 first followed by the Introduction to the Compliance and Ethics Program module. Sexual Misconduct Prevention and EEO are required by state law to be taken within the first 30 days of employment, so we suggest that you take these two modules immediately after reviewing the introductory materials. Information and Data Security is one of our top risks at the university, which is why we ask you to take an Information Security Awareness course.

Some training modules are required before you are allowed access to certain systems or databases. Since access to these systems is likely part of your job, you should also take those modules as soon as possible.

Course length averages between 15-30 minutes. You are encouraged to take the assigned modules as soon as possible and before the due date. You and select administrative officers (including your supervisor) will receive regular reminders until all required modules have been completed.


Back to Top

 

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 not host the training. However, there are other options available and we can act as advisors on how to create online training. Please call or email Jaime Davis, the Compliance Training Program Manager, at 512-232-7842 to discuss options.

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.


Back to Top

 

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

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 training@compliance.utexas.edu 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)