Harassment Training Guide for 2019-2020

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Our system allows for you to target specific groups to be trained with specific programs. Below you will find our suggestion on how to set up groups, campaigns and program recommendations based on compliance laws.

State Mandates

New state mandates have affected many of our valued partners. We want to ensure you are using the system effectively to keep employees in compliance with new state regulations. Please refer to specific state mandates for guidance:

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 requires additional set-up or tracking.

Please note: It is recommended you turn OFF any active course tracks while setting this up.

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 state-set limits) 
  • Promotion Date (to track supervisor level training completion within state-set limits) 
  • 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 employees that are not already contained in the spreadsheet and fill in the additional data points (City or Office Location, Date of Hire, Retrain ID, etc) for both new & existing employees
  • Update location to be state-specific, if it is not already (from USA to two-letter state code)
  • Update Retrain ID (CA=Odd, DE=Odd, NY=Annual, and all others are Odd or Even dependent on last completed harassment training or set as Odd if they have not yet completed a training course)

4. Upload Company Roster to Admin Dashboard

Prepare Training Initiative

Prepare Policy:

Set-up Training Groups:

  • Create a Learner Group for CA Supervisors and CA Non-Supervisors
    • Location IS CA
    • Retrain ID DOES NOT CONTAIN Even
  • Create a Learner Group for CT & ME Supervisors and Non-Supervisors Due in ODD years
    • Location IS CT & ME
    • Retrain ID DOES NOT CONTAIN Even
  • Create a Learner Group for DE Supervisors and DE Non-Supervisors
    • Location IS DE
    • Retrain ID DOES NOT CONTAIN Even
  • Create a Learner Group for NY Supervisors and NY Non-Supervisors
    • Location IS NY
  • Create a Learner Group for ALL other US Supervisors and Non-Supervisors
    • Location IS USA & de-select CA, CT, DE, ME, & NY
    • Retrain ID DOES NOT CONTAIN Even

Create Automated Curriculum: 

  • Create a 2019 CA Course Track to include recommended courses for assignment in CA
    • Managers/Supervisors = Preventing Workplace Harassment for Mandated Managers (2 hour) 8th Edition
      • Non-Managers = Preventing Workplace Harassment for Employees (1 hour) 8th Edition
  • Create a 2019 CT/ME Course Track to include recommended courses for assignment in CT/ME
    • Managers/Supervisors = Preventing Workplace Harassment for Mandated Managers (2 hour) 8th Edition
    • Non-Managers = Preventing Workplace Harassment for Employees (35 minute) 8th Edition
  • Create a 2019 DE Course Track to include recommended courses for assignment in DE
    • Managers/Supervisors = Preventing Workplace Harassment for Managers (1 hour) 8th Edition
    • Non-Managers = Preventing Workplace Harassment for Employees (35 minute) 8th Edition
  • Create a 2019 NY Course Track to include recommended courses for assignment in NY
    • PRIOR TO February 1, 2019:
      • Managers/Supervisors = Preventing Workplace Harassment for Managers (1 hour) 8th Edition
      • Non-Managers = Preventing Workplace Harassment for Employees (35 minute) 8th Edition
      • ALL = Preventing Workplace Harassment NY Supplement 8th Edition
    • AFTER February 1, 2019: 
      • ALL = Preventing Workplace Harassment for New York 8th Edition 
  • Create a 2019 US Course Track to include recommended courses for assignment in all states except CA, CT, DE, ME, & NY)
    • Managers/Supervisors = Preventing Workplace Harassment for Managers (1 hour) 8th Edition
    • Non-Managers = Preventing Workplace Harassment for Employees (35 minute) 8th Edition
  • Please note: you may choose to use the Assign Training Tool instead of the Course Tracks

Course recommendations:

  • Managers/Supervisors in CA/CT/ME = Preventing Workplace Harassment for Mandated Managers (2 hour) 8th Edition
  • Managers/Supervisors in DE and all non-mandated states = Preventing Workplace Harassment for Managers (1 hour) 8th Edition
  • CA Non-Managers = Preventing Workplace Harassment for Employees (1 hour) 8th Edition 
  • DE Non-Managers = Preventing Workplace Harassment for Employees (35 minute) 8th Edition
  • All employees in NY = Preventing Workplace Harassment for New York 8th Edition
  • Non-Managers in all non-mandated statesPreventing Workplace Harassment for Employees (35 minute) 8th Edition

Launch Training

Prepare to Launch: 

Launch:

Launch Follow-up:

  • Review reports in order to ensure visibility on incomplete assignments 
  • Schedule automated reminders with the Schedule Reminder Email tool or send manual reminders via Email Learner Groups
  • Please note: NY Employees must complete training by October 9, 2019 and both CA & DE Employees must complete training by December 31, 2019. Best practice is to ensure employees complete training in the same calendar year it was assigned.

Develop Training Calendar 

New Hire Training:

  • Ensure new hires receive training assignments as part of on-boarding
  • Use Email Learner Groups to target incomplete assignments for New Hires

Re-training: 

  • Continue to use the Retrain ID to track who is required to receive harassment training
  • Best practice is to ensure employees complete training in the same calendar year it was assigned

Record-keeping:

 

If you would like assistance with these steps, please contact your Account Manager to purchase a support package.

Updated: 2/7/2019

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