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
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