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All-staff mandatory training compliance FAQs

UCL staff are expected to be compliant with UCL policy on mandatory training. In 2022 staff will be asked to refresh their training where they are not up to date, in a phased approach.

Mandatory training completion campaign:

To improve compliance, protect our staff and provide a shorter, more engaging and digitally accessible experience, we are reviewing and updating all our mandatory training courses so that they reflect the latest best practice. 

The new updated courses are being released in a phased approach. The current focus is on mandatory training for these new courses:

  • Change Possible: Sustainable UCL
  • Data Protection & Freedom of Information
  • Disclosing and managing conflicts of interest 

By the end of this calendar year, the overall portfolio of all staff mandatory training will be reduced to 8 mandatory courses instead of 10 previously. Each course will be shorter in duration of approximately 30 minutes.

Please help by undertaking this training where required as a matter of urgency.

If your UCL records show you are not currently up to date with mandatory training, you will be automatically enrolled on the courses and notified of a deadline for completion. Upon enrolment, you will have four weeks to complete the designated mandatory training.

FAQs

Information for all staff 

What is LearnUpon and is it safe to click on links appended within the email notifications received from it?

LearnUpon is an approved UCL Learning Management System (LMS) platform currently used to host UCL’s portfolio of mandatory training, self-paced learning and other digital content products. All notifications received from this platform are safe to click and log-in through. They can take you to the activity assigned to your learning account or to your learning dashboard.

When do staff need to complete UCL mandatory training?

All existing members of staff, regardless of length of service, that have not yet completed the latest version of the mandatory courses are required to do so as a high priority and will be given four weeks to complete the courses from the date of notification. 

Mandatory training needs to be regularly taken. Therefore, if you have previously taken UCL’s mandatory courses prior to the below dates, you will be automatically enrolled on the following courses.

  • UCL Fire Safety & UCL Safety Induction: Staff who completed these courses prior to the 14th of February 2021 will be auto-enrolled.

  • Data Protection & Freedom of information: Staff who completed the GDPR training or the GDPR refresher training prior to the 30th of May 2020 will be auto-enrolled.

  • Staff who have previously undertaken other courses will not be required to repeat until there is a requirement to update the content (likely to be every 3 years). 

All new starters should complete the full suite of mandatory training during their first six weeks of employment, as outlined on UCL mandatory training pages. Fire safety, safety induction, data protection and freedom of information as well as information security mandatory training is required to be completed on the first day of employment.

How do I access UCL mandatory training?

Here is the link to the complete set of mandatory courses. Please copy directly into your browser: www.ucl.ac.uk/human-resources/learning-development/mandatory-learning.

You can access these two prioritised courses via the following direct links:

What if I experience difficulties in accessing the mandatory training courses?

If you are experiencing access issues or buffering, there are a few things you can try:

What can I do if I think I’ve already completed the courses, but I’m being asked to do it again?
  • Your learning will not be recorded as complete until you reach the final page and click to “save and exit” (this message will be on the top right-hand corner of your screen). If you simply close the browser on the last page, the system will not record your completion.

  • If your record indicates you have not completed, you will need to return to the course, resume the course and click on the “save and exit” button. The system will have bookmarked your place in the course, and you should return to the place where you last reached within the course rather than having to start from the beginning.

  • Upon completing each course, the system will email you a completion certificate to confirm your completion. You can search "notifications@learnupon.com" in your inbox to find this. If you have completion certificates for both courses, and are still being asked to redo the course, please contact the staff mandatory learning mailbox: uclmandatorystafflearning@ucl.ac.uk with the subject header: Mandatory Training (Course name) completion issue. Your learning record can then be corrected for you centrally.

  • If you cannot provide evidence of completion by way of certificate, you will be required to repeat the course. We are asking for this because UCL needs to be able to evidence that courses have been completed to external auditing bodies when requested. The new updated mandatory training courses can be done within 30 minutes on average.

How can I provide feedback on the content or accessibility of mandatory training?
  • Please complete the short feedback form at the end of each course. The project team are regularly reviewing summary feedback reports and will take your feedback on board for any immediate adjustments or future improvements.

  • Mandatory courses are being revised over 2022 to improve user experience and accessibility as well as update content.

How can I find out if I have already completed mandatory training?
  • Search “notifications@learnupon.com" in your inbox. If you have completion certificates, and are still being asked to redo the course, please contact the staff mandatory learning mailbox: uclmandatorystafflearning@ucl.ac.uk with the subject header: Mandatory Training (course name) completion issue. Please attach your completion certificates as evidence of your compliance. Your learning record can then be corrected for you centrally.

  • You can review your overall completion status of all self-paced learning via this link to the user dashboard. (ucl.learnupon.com/saml/init?redirect_uri=/dashboard?display=my_courses).

  • On the left-hand side, there is a widget that highlights the courses you are enrolled on, have completed, and the learning paths you are enrolled on.

  • To download the training history, there is a button on the top right hand of the screen which says, “Download training history”. Selecting it will provide a URL to download an excel spreadsheet.
Do I need to do refresher courses on mandatory training and how do I track completion rates?

As part of the project for improving compliance with mandatory training, we will be removing the need to do separate refresher training that is challenging to report against. Instead, we will be auto-enrolling staff to undertake the updated mandatory training regularly (mandatory training will be regularly updated to be aligned with statutory and regulatory requirements). You will receive a notification when it is time for you to do a specific mandatory training course, likely to be on the anniversary of when you last completed it.

For role specific mandatory training, that is not on the all-staff mandatory training pathway, how do I show evidence of my completion?

You may contact the relevant department that is responsible for that course and ask them to manually update your record showing your evidence of completion (screenshot). We recommend that you save a copy of this evidence for your own records. Role specific mandatory training will be included as part of a broader improvement initiative later in the year.

I am transferring to a new department, will my mandatory training records be automatically transferred with me?

Yes. As a result of this mandatory training campaign, the project team have ensured that all learning records on the LearnUpon platform will move with you when you transfer departments. 

How do I complete Fire Evacuation Marshal/Fire Evacuation for People with Disabilities training as it’s no longer included in the Fire Safety training?

We’ve made UCL’s fire safety training more focused and relevant to specific audiences. Staff will gain a basic level of fire awareness by completing the mandatory UCL Fire Safety course direct link: ucl.learnupon.com/saml/init?redirect_uri=/catalog/741774

Fire Evacuation Marshal (FEM) course direct link: ucl.learnupon.com/saml/init?redirect_uri=/catalog/courses/2611383

People with disabilities, people with visual and hearing impairments, and people who may have difficulty evacuating or are vulnerable for other reasons all need careful consideration when it comes to fire safety. The Fire Evacuation for People with Disabilities training will explain the evacuation procedures for people with disabilities.

Fire Evacuation for People with Disabilities course direct link: ucl.learnupon.com/saml/init?redirect_uri=/catalog/courses/2609446

I work remotely, do I need to complete the Fire Safety and UCL Safety Induction mandatory training?

University Management Committee (UMC) is asking that all active staff complete these 2 critical safety trainings whether they are working remotely or not. This is so that UCL can report on its compliance to external bodies following HSE audits. We have made the training shorter, so it should be doable within 35 minutes or so.

My learning record in the UCL MyLearning system does not reflect the training I have completed on LearnUpon.

UCL are now reporting on mandatory training from LearnUpon which will be much more accurate than MyLearning. No all staff mandatory training that you have completed will be reflected on My Learning. We appreciate this may cause confusion, but we are in transition with improving and standardising UCL's learning management systems for the purposes of reporting mandatory training compliance more accurately. LearnUpon is your one source of truth for all staff mandatory training compliance. You can review your overall completion status of all self-paced learning via this link to the user dashboard.

(ucl.learnupon.com/saml/init?redirect_uri=/dashboard?display=my_courses).

I have already completed the GDPR training, why is it no longer showing up on my record? 

This means that the most recent record of your completion is more than twenty four months old. As part of the improvement to the training, we removed these records when migrating information to the new course. 

We ask that you complete the Data Protection and Freedom of Information course on a yearly basis. 

Accessibility

Why does the new mandatory fire safety video have no information for disabled staff on how to handle fires? 

We are making the location of the Fire Evacuation for People with Disabilities training more visible in the course introduction as well as on the fire safety webpages. This training explains the evacuation procedures for people with disabilities.

Fire Evacuation for People with Disabilities course direct link: ucl.learnupon.com/saml/init?redirect_uri=/catalog/courses/2609446

I am visually impaired, how do I receive full audio of the fire safety training video? 

A full audio description is now available alongside the main video. 

How do I access the fully accessible version of the UCL mandatory training? 

There is an accessible, fully screen readable version of the newly updated mandatory training.

We have Word Document versions available for the following training:

  • Disclosing and Managing Conflicts of Interest 
  • Fire Safety
  • UCL Safety Induction

For each of these, please contact the staff mandatory learning mailbox: uclmandatorystafflearning@ucl.ac.uk with the subject header: ‘Mandatory Training (course name) completion. The Team will update your record accordingly.

How can I zoom in on safety signs if I am visually impaired?

All images in this course are assigned ALT text describing what the image is and when you click on them, they can be magnified to the size of the whole screen. 

Is there any advice for people with a disability on adapting browser settings?

We recommend using AbilityNet which has simple ‘how to guides’ on making your device easier to use. You can search for a specific need (e.g. making text larger) or filter the guides based on your symptoms (e.g. hand tremor) or condition (e.g. dyslexia). 

What is UCL doing to correct contrast issues in the safety training? 

The safety training courses have undergone a full accessibility check. As a result, all fonts from the original training have been modified to black sans serif on a white background. The project team have also changed all navigational text to white on a dark purple background and this has been confirmed as accessible using the UCL recommended WAVE evaluation tool.

It is acknowledged that issues remain with some of the safety warning signs. However, as these have to comply with statutory safety signage per UK regulations, the project team are not in a position to modify these. Accessibility statements will be published for these courses by early next week, and further questions or concerns on accessibility will be invited to be received by this email address UCLmandatorystafflearning@ucl.ac.uk so that the project team can collate accessibility feedback centrally and accelerate any interventions required across training providers. 

When will the COVID materials on UCL Safety Induction be next updated? 

These are being regularly reviewed and will be updated accordingly by the Safety team who own the content of this training.

 Further information for managers 

What is expected of me as a line manager to ensure my staff are compliant with mandatory training?

Let your staff know to expect system notifications if they are non-compliant and explain the seriousness of why they need to act. UCL needs to be able to evidence that mandatory training has been completed to external auditing bodies when requested. 

Direct staff to FAQ pages if they have questions - www.ucl.ac.uk/human-resources/learning-development/mandatory-learning/mandatory-learning-completion-faqs

Use the monthly Mandatory training compliance report as a tool to chase non-compliance in your areas.

Encourage staff to use the probation and appraisal paperwork to check on mandatory training completion.

How regularly will my non-compliant staff receive automated notification reminders to complete mandatory training courses?

An initial notification from LearnUpon will be released to all staff impacted from the 20th of June 2022 and given a four-week deadline for completion.

Why does the current campaign focus on completing just the mandatory critical safety courses for existing staff? What about the other mandatory training?

We are taking a phased approach to mandatory training compliance, asking existing staff to complete two to 3 courses every few months in 2022, rather than asking for full completion at one time. This is for the following reasons:

  • We are trialling a new system of monitoring and reporting compliance. We would like to roll this out in a phased way, to minimise any inconvenience or frustration that users might experience where any new technology needs amending. This enables focused reporting and targeted follow-up on a few courses at a time.

  • All mandatory courses are being revised over 2022 to improve user experience, subject matter best practice and accessibility, We would prefer to encourage staff to complete the new courses when they are launched and have phased the campaign accordingly.

  • We also don’t want to overwhelm existing staff to spend up to 5 hours or more doing the full suite of mandatory training in a short window of time. While we expect new starters to complete all the courses in the first 6 weeks of their new role, this may be a challenge for existing staff in busy roles.

How can I access completion reports?

UMC members, Directors of Operation and Leads in VP offices will be issued with a Mandatory training compliance report for the two priority courses in mid-February and in the first week of every month from March 2022 onwards. These will be cascaded to line managers and operations staff who need it for reporting and for following up with individuals on non-compliance.

As part of the reporting improvement review, we have decommissioned the OIBEE mandatory
training reporting function. This report is not accurate and causes confusion. We are working on a self-service data warehouse solution.
In the meantime, the monthly Mandatory training compliance reports provide accurate information on course completion.

What if the report includes members of staff who have left UCL?

The monthly report data is extracted on a specific date which will always be visible on each report. Should you have any leavers within your team since that date please disregard these names and they will be removed automatically at the point of the next report data being pulled. If the reports reflect staff that have left prior to the date the report was pulled, please alert hr_reports@ucl.ac.uk using the email header Mandatory training (course name) staff data issue.

What if the report does not include new members of staff who have joined UCL?

The monthly report data is extracted on a specific date, which will always be visible on each report. Should you have any recent new joiners within your team then they will be included automatically at the point of the next report data being pulled. If this is not the case, please alert hr_reports@ucl.ac.uk using the email header:  Mandatory training (course name) staff data issue.  

What if the report includes staff who are currently taking family-friendly leave (e.g., parental leave) or are on short/ long term sick leave or on holiday?

UCL aim is to achieve a 95% completion target rather than 100%. The report contains all members of staff and the status of their training completion, regardless of their current absence status or holiday leave. We only require staff in active service to complete this mandatory training. However, we will continue to report on all members of staff (including inactive) so that we ensure that we have a true picture of everyone and should they currently not have completed the two courses outlined above, then we can ensure they are captured upon their return to work.

Certain new starters (e.g., PGTAs) may be classified as having started their employment at UCL on MyHR but have not actually begun their work yet. How does this system account for this?

The report contains all members of staff and the status of their training completion, regardless of their current absence status or holiday leave. We only require staff in active service to complete this mandatory training. However, we will continue to report on all members of staff (including inactive) so that we ensure that we have a true picture and follow up with staff upon their return to work. This issue will arise due to these staff having hours that can fluctuate (i.e., being zero for periods of none pay/ no work) but remaining on the system throughout. There is no way to differentiate between people who are registered to work at UCL (i.e., their start date) but are not currently working vs those who are full/ part-time FTE.

For those staff who have started their employment at UCL but not yet begun their work, they should be instructed to complete mandatory
training for which they will be entitled to receive payment (up to 4 hours). Payment should be processed and submitted in the usual way. Please note, it is not necessary to pay PGTAs, who undertake work for UCL, to repeat training that they are required to complete in their student capacity e.g. UCL Fire Safety.

How does mandatory training impact honorary associations?

At the moment, Honorary and visiting titles are not required to complete mandatory training unless the Head of Department requires them to do so due to the nature of their activities. They are asked to respect and adhere to UCL policies relating to their honorary associations available at these webpages: www.ucl.ac.uk/human-resources/working-ucl/honorary-associations-uclIn due course all honoraries will be asked to undertake our mandatory training.

Why might my area not show 100% completion against the report?

UCL aim is to achieve a 95% completion target rather than 100%. Staff data is in constant flux as people join and leave the organisation. Staff that go on parental and other types of leave, or who are absent due to sickness, will still be included on the report as a staff member even though their current circumstances may make it impossible for them to complete the courses in the required timeframe. Also see FAQ above with reference to PGTAs.

What happens if members of my team do not complete the mandatory training courses?

The portfolio of mandatory training has been developed to mitigate risks of non-compliant behaviour at UCL which could pose a threat of safety, financial and legal implications. On a monthly basis, the University Management Committee receive compliance reports and local area leadership are instructed to ensure that non-compliant individuals complete the required mandatory training. On a regular basis, UCL is required to demonstrate compliance through completion rates of mandatory training to external auditing and funding bodies.

As such our policy guidelines indicate that “Failure to complete it [mandatory training] in the timeframe required may result in access to systems and processes being suspended until you have been able to complete the courses. This is so that we can ensure that all staff play a part in keeping our community safe and able to perform their duties without incurring risks or penalties to themselves or others.” 

Remember also that successful completion of probationary periods is also dependent on new joiners completing UCL mandatory training within their first six weeks of employment, so keeping track of probation meetings will be important for you to do as a line manager.

Who can help me with ongoing issues?

In the first instance please read this FAQ resource as this covers all known issues and will routinely be updated

If you or your staff are experiencing problems with accessing mandatory training, please contact the uclmandatorystafflearning@ucl.ac.uk and the project team will help coordinate appropriate support for you, and ensure any issues are dealt with as the phased campaign of mandatory training continues through 2022.

If you think you or your staff have completed the courses but been incorrectly classified as non-complete, please read through these FAQs to help resolve. If you can provide evidence by way of a completion certificate of having completed the courses, please email uclmandatorystafflearning@ucl.ac.uk, with the subject header: Mandatory training (course name) completion issue.

If you think the staff data in your report is incorrect, please read through the exceptions above. If this does not answer your question, please email hr_reports@ucl.ac.uk with the subject header: Mandatory training (course name) data issue.

Do staff who work fully remotely still have to complete Fire Safety and UCL Safety Induction mandatory training?

University Management Committee (UMC) is asking that all active staff complete these 2 critical safety trainings whether they are working remotely or not. This is so that UCL can report on its compliance to external bodies following HSE audits. We have made the training shorter, so it should be doable within 35 minutes or so.