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 working.
If you are no longer an active employee and wish to update your appointment end date, please contact either Human Resources at 512-471-4772 (for staff) or the Provost’s Office at 512-471-4363 (for faculty).
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 EEO and Sexual Harassment training within the first 30 days of employment and every 2 years thereafter. Those courses are also referred to as CW 121 and CW 123.
- UT System requires periodic ITS Security Awareness training for those with computer access. We chose to keep that class on the same 2-year cycle as the EEO and Sexual Harassment training. The IT Security course number is CW 170.
- Introductory training about the Compliance and Ethics Program and other State laws is intended to address Executive Order RP36 (.pdf) as well as the definition of an effective Compliance and Ethics Program as stated by the Federal Sentencing Guidelines. That is course number CW 101.
Additional requirements may exist depending upon your job duties. They may include HIPAA or FERPA training, VIP training, Bloodborne pathogens, Cashier training, and many others.
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. On or after April 4, 2016, the “Core 4″ classes can be found 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 paper copies. The reviews (quizzes) must be mailed in to our office and entered by our office manually. This can mean a delay of several days before your training history 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 Jaime Davis, the Training Program Manager, at 512-232-7842.
I am having technical difficulties. What should I do?
- Someone told me I needed a high assurance or Upgraded EID. What should I do?
We have changed this requirement, so go ahead and try to log in to the system using your EID.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.
- I tried to log in to UTLearn, but it won’t let me.
You must be an active UT employee in order to have access to UTLearn. If your appointment paperwork 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.
- 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.
- 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.
- Make sure your browser allows pop-ups or that the “training module” window didn’t appear behind another window.
- 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.
- Lot out of the system and log back in.
- If you do not have permissions to update your browser, you may need to submit an ITS Help Ticket. Or, you can change your browser (if you are in Firefox, for instance, change to Internet Explorer), or try a different computer.
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 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″:
CW 101 Introduction to Compliance & Ethics Program
CW 121 Sexual Misconduct Prevention
CW 123 EEO (Equal Employment Opportunities)
CW 170 IT Security Awareness
Previously, we also required benefits-eligible employees to complete 9 additional modules. This requirement was removed in March 2016. Only the Core 4 are now required of all employees. However, there may be additional training required by your department or by the job you hold on campus. Check with your supervisor if you’re not sure.
If you are no longer an active employee and wish to update your appointment end date, please contact either Human Resources (for staff) at 512-471-4772 or the Provost’s Office (for faculty) at 512-471-4363.
What training do I have to take? Do I have to take all of the modules?
You are only required to complete those modules listed under the heading “Modules needed” in the Compliance Training System (CTS) and only those modules assigned to you in UTLearn. You may also be required to complete other modules because of the position you hold or because your supervisor or department requires them. If you are not sure whether you need to take additional training, please contact your supervisor.
If you have been told you need to complete additional modules and they are not listed in the “Modules needed” section, they will be listed in your “Optional Modules Available” section in the Compliance Training System (CTS) or in the “Course Catalog” in UTLearn. If you have questions about the specific modules required, speak with your supervisor or contact the Compliance Training Program Manager at 512-232-7842.
Do I have to take the test/quiz at the end for each module?
Yes. 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 modules 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 may have different settings.
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.
I can’t find the CW 170 IT Security Awareness video. Where is it?
This module is undergoing some revisions so that it can be moved to the new employee training management system, UTLearn. It has been removed during this time, though you can still get to a PDF version of the information in our training library.
The IT Security module is expected to be back on-line in May 2016.
If you still need assistance, please contact Jaime Davis, the Compliance Training Program Manager, at 512-232-7842.
Who gets notified if I need training?
You are notified via email approximately 30 days and 7 days before your training expires. If your training remains incomplete after the due date, additional email reminders are sent to you.
The email the Compliance Training System uses is 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.
Your unit director and HR representative will also be notified after the training due date that you are past-due on completing your compliance training.
Appropriate administrators in each department have the ability to run a report on demand showing those in their unit who need to complete training. If you are a someone who needs to run training reports in UTLearn, go to the UTLearn HELP page to learn more.
Do I have to take the training all at the same time, or in any particular order?
No. The program was designed so that each module can be taken separately and in any order. However, we suggest you review and acknowledge the Compliance and Ethics guide first. Sexual Misconduct Prevention (CW121) and EEO (CW123) 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.
Some training modules are also required before you are allowed access to certain systems or databases. Since access to these systems are likely part of your job, you should also take those modules as soon as possible.
Training presentations average about 15-30 minutes long each. You are encouraged to take the assigned modules as soon as possible. You and selective administrative officers (including your supervisor or unit head) will receive regular reminders until all required modules have been completed.
I want to have an online training module hosted on your system and/or require university employees to take it. How do I do that?
Please review the “requirements document” if you are interested in having University Compliance Services require your training of any employees outside of your department.
If your module does not meet the requirements, feel free to call or email Jaime Davis, the Training Program Manager, at 512-232-7842 to discuss other options.