As a valued partner with Emtrain, we want to help you meet the newly released training requirements for New York State. Pursuant to the anti-sexual harassment measures in the 2018-2019 budget bill for NY State, you will need to launch training to ALL New York employees on or after October 9, 2018 and ensure they complete said training by December 31, 2018.

This Guide was created to explain the action items you will need to take and offer some Best Practices to accomplish this. Please consider this Guide a general overview and know that your company may have some unique circumstances which require additional set-up or tracking.

Please note: It is recommended you turn OFF any active course tracks while setting this up. Once the NY based employees have received their assignments, the remaining course tracks can be re-activated.

Update Employee Population

1. Update Custom Data & Date Fields to Include:

City or office location (to have clear visibility of NYC employees)
Employment Status (full-time, part-time, intern, company-paid temp, agency-paid temp, independent contractor, vendor employee, transient, volunteer, and so forth)
Date of Hire (to track training completion within 30 calendar days)
Promotion Date (to track supervisor level training completion within 30 calendar days)
Retrain ID

2. Assess Updated Roster Template

Download & edit the roster template provided in the Upload/Edit tool
Use the Upload/Edit tool to identify the column order with which to pull your HRIS spreadsheet

3. Update Company Roster:

Add New York employees, regardless of Employment Status and fill in the additional data points (City or Office Location, Date of Hire, Retrain ID, etc)
Update location to be state-specific, if it is not already (from USA to NY)
Update Retrain ID to Annual for all NY employees

4. Upload Company Roster to Admin Dashboard

Prepare Training Initiative

Prepare Policy:

Update Company policy by October 9, 2018 to include complaint form, investigation procedure & update language to meet other requirements
Upload policy to harassment courses with the My Course Policies tool
Create policy acknowledgement course (if needed)

Set-up Training Groups & Curriculum:

Create Learner Groups for NY Supervisors and NY Non-Supervisors
Update existing Learner Groups to EXCLUDE NY employees
Create a NY Course Track (if assigning more than one course) for launching 2018 training to New York employees

Course recommendations:

Managers/Supervisors = Preventing Harassment for Managers (1-hour) 8th Edition
Non-Managers = Preventing Harassment for Non-Managers (35-minute) 8th Edition
Please note that changes may be made to these recommendations once the NY State feedback period is finished.

Launch Training

Prepare to Launch:

Purchase additional licenses, if needed (using the Online Shopping Cart or through your Account Manager)
Archive all (complete, incomplete, not started) harassment courses for NY employees
Create an email assignment notification template in the Email Learner Groups

Launch:

Assign training courses on or after October 9, 2018 (via Course Tracks or Assign Training Tool using the learner group filter)
Notify employees of assignments via Email Learner Groups

Launch Follow-up:

Review reports in order to ensure visibility on incomplete assignments
Send assignment reminders via Email Learner Groups

Develop Training Calendar

New Hire Training:

Ensure new hires receive training assignments as part of onboarding
Use Email Learner Groups to target incomplete assignments for New Hires

Re-training:

Best practices to be established for 2019 training

Record-keeping:

Run an end-of-the-year NY training report in Reports by Course

How to Prepare for New York Compliance Training