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Mandatory Training Policy

Information on the requirement for staff to undertake mandatory training courses.

Content

  1. Purpose and key principles
  2. Mandatory training courses
  3. Who needs to complete mandatory training?
  4. Out of scope
  5. Exemptions
  6. Timeframe for mandatory training completion
  7. Refreshers/Cadences of training 
  8. Mandatory training records management
  9. Mandatory training compliance reports
  10. Implications for UCL for non-compliance
  11. Implications for Staff for Non-Compliance
  12. Role specific additional mandatory training courses
  13. Accessibility or requests for reasonable adjustments
  14. Long term absence
  15. Contractual status 
  16. Appendix

1. Purpose and key principles 

1.1 This policy provides information on UCL’s mandatory training courses and outlines which courses must be undertaken by which types of staff.

1.2 The provision of mandatory training helps to ensure that UCL can meet its institutional, legal, and social responsibilities and provides staff with a safe and positive working environment.

1.3 This policy also provides information on how compliance will be monitored and the implications for non-compliance.

1.4 Completion of mandatory training is also a requirement of certain regulatory bodies.

1.5 Mandatory training courses have been designed to take approximately 30-35 mins to complete

2. Mandatory training courses:

  • Local Fire Safety Induction*
  • Local Safety induction
  • UCL Fire Safety
  • UCL Safety Induction
  • Data Protection and Freedom of Information
  • Information Security Training (hosted externally on the Cybsafe platform)
  • Prevent at UCL
  • Change Possible: Sustainable UCL
  • Introduction to Equality, Diversity, and Inclusion
  • Disclosing and managing conflicts of interests at UCL

3. Who needs to complete mandatory training?

 3.1 The following individuals with access to UCL systems must complete mandatory training: -

  • All UCL Payroll Employees
  • As and when workers (sometimes called casuals) *
  • Affiliate Academics
  • Agency workers (including Unitemps’ workers)
  • Employees who are jointly appointed by UCL and another employer*
  • Honorary staff who are appointed through the Honorary Staff appointments procedure*
  • Emeritus Professors*
  • Associate Staff (if at UCL more than 3 weeks) *
  • Visiting lecturers/Researchers (if at UCL more than 3 weeks) *
  • NHS Staff/Clinicians*
  • Students or others undertaking an unpaid work placement

3.2 The majority of individuals who have UCL Login Credentials are enrolled automatically onto the online courses.

*However, some may need to be enrolled manually on the courses, until an automated solution is in place.

Please contact uclmandatorystafflearning@ucl.ac.uk for further information

4. Out of scope

4.1 The following groups are not subject to this policy and are not required to undertake UCL’s staff mandatory training courses, either because they are not required to undertake the training or because they have their own arrangements for training:

  • Students (own arrangements)
  • Doctoral students (own programme of doctoral mandatory training).  If they are hired to undertake paid work for UCL they may fall in scope if they fit one of the categories detailed above.  
  • Visiting Research Students (own arrangements)
  • Students Union casual staff (own arrangements)
  • Self-employed contractors/consultants (own arrangements or may undertake our courses)*
  • Workers who are employed by a contractor company to undertake work at UCL (own arrangements)*
  • General one-off visitors *
  • One-off guest Lecturers*
  • One-off workers e.g., a casual, bar staff, induction support, nursery helping at an event who will not return to UCL*

*Line managers or hiring managers must ensure these individuals receive a Fire Safety Induction and Familiarisation (TN086) conducted in-person, by their department Fire Evacuation Marshals (FEM) or Department Safety Officer (DSO) on their first day on Campus or if they change location. They must also complete local safety induction training.

5. Exemptions

5.1 Some NHS clinicians who complete the following training courses at UCL will be exempt from completing them within the NHS. Currently, an agreement has been reached with UCLH to provide exemption to clinicians who complete the following UCL mandatory training courses:

  • Data Protection and Freedom of Information
  • Information Security Training
  • Prevent at UCL

5.2 UCL will continue to review its position on enabling exemptions more broadly with its network of NHS partner trusts subject to data sharing agreements, approval of training content, and automated compliance reporting functionality.

6. Timeframe for mandatory training completion

6.1 UCL requires individuals (see “Who needs to complete mandatory training?”) to complete the following mandatory training courses along with local building safety training as listed below.

First Day of employment:

* Line managers are responsible for scheduling local on-site building familiarisation Fire Safety (TN086 Walk) training for employees on their first day. They should liaise with safetytraining@ucl.ac.uk to arrange this.

Within 6-weeks of working at UCL:

  1. Introduction to Equality, Diversity, and Inclusion
  2. Change possible: Sustainable UCL
  3. Disclosing and Managing Conflict of Interest
  4. Prevent at UCL

6.2 New/existing people with UCL log in credentials will be auto enrolled onto the online training courses.  An email notification will be sent to their UCL email address with a link to access the relevant training.

6.3 Training can be accessed using UCL login credentials via Chrome, Firefox, or Safari with a stable internet connection.

7. Refreshers/Cadences of training

7.1 To ensure ongoing knowledge and understanding, individuals will be required to refresh the mandatory training courses again as part of a refresher cycle once their completed training has reached its cadence.

Annual Refresh Cycle

  1. Data Protection and Freedom of Information
  2. Information Security (hosted externally on the Cybsafe platform)

Three-Year Refresh Cycle

  1. UCL Fire Safety
  2. UCL Safety Induction
  3. Prevent at UCL
  4. Introduction to Equality, Diversity, and Inclusion
  5. Disclosing and Managing Conflicts of Interest
  6. Change Possible: Sustainable UCL

8. Mandatory training records management

8.1 Those who complete the course will receive a certificate by email and are asked to keep the certificate safe to evidence their completion. The record of completion will move with staff that transfer departments. 

Individuals can also check their completion status on Inside UCL.

9. Mandatory training compliance reports

9.1 Individuals who are not compliant with the mandatory training requirements will receive system generated email reminders.

9.2 The compliance dashboard on Tableau shows the percentage of compliant individuals across the university and can be viewed more specifically by faculty or department. Members of the University Management Committee will continue to receive executives’ monthly updates on mandatory training compliance trends.

9.3 The line manager or head of department will contact individuals to identify if there are any valid reasons for non-compliance and how to overcome any barriers that have been identified. Templates on mandatory training escalation for use by heads of departments and line managers will be made available in summer on the mandatory training SharePoint site.

10. Implications for UCL for Non-Compliance

10.1 UCL may be required to demonstrate compliance with mandatory training to bodies such as the Health and Safety ExecutiveInformation Commissioners Office, Employment Tribunals, external auditors, and funding bodies.  Non-compliance may result in UCL being fined, prosecuted, or having funding withdrawn.

11. Implications for Staff for Non-Compliance

11.1 To successfully complete their probationary period, new employees are required to complete mandatory training under UCL’s  Probation Policy.

11.2 Mandatory training compliance must be up to date prior to considering an employee for an additional increment, professorial re-banding, and senior promotion.

11.3 Employees who continue to be non-compliant after reminders and a discussion with their line manager, may be subject to UCL’s Disciplinary Procedure.

11.4 Honorary staff and Emeritus Professors who continue to be non-compliant after reminders and a discussion with their line manager may have their title or assignment revoked.

12. Role specific additional mandatory training courses

12.1 The following courses are mandatory for certain individuals undertaking specific roles. Those required to undertake these courses will be informed, by their line manager. Some courses may be required to be retaken when there are changes to regulations and course content.

  1. UCL Safeguarding Training if you work with children or adults at risk.
  2. Fair and Inclusive Recruitment at UCL if you are a recruiting manager, panel member or recruitment administrator. 
  3. Understanding and protecting intellectual property for academics, research associates, professional services research support staff (e.g., all those in roles creating and handling research outputs, supporting research proposals and collaborations), innovation and enterprise support staff (e.g., business managers, partnership managers), and staff involved in procuring specialist services.
  4. Research Supervision if you supervise research students.
  5. UCL Arena for PGTA Staff 
  6. UCL Arena Gateway Workshop 
  7. UCL Safety Training if you are laboratory-based, undertaking genetic modification work or work with biological agents etc.

8. For any other role-specific mandatory training, that is not listed above, 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. In addition, please save a copy of your completion certificate for your own records.

13. Accessibility or requests for reasonable adjustments

13.1 UCL’s mandatory training courses are “AA” compliant in WCAG accessibility standards.  If anyone has any further accessibility requirements or requests for reasonable adjustments in relation to mandatory training, please contact the staff mandatory learning mailbox.

14. Long term absence

14.1 Those who are absent from work long term will not be required to complete the training until they return from absence. For example, staff on different types of parental leave (maternity, paternity, shared parental, adoption, ordinary parental leave); those on long-term sickness absence, on career break, or on external secondment.

15. Contractual status

15.1 This policy does not form part of any employee’s contract of employment and UCL may amend it at any time after consultation with the recognised trade unions.


September 2023 HR Employment Policy Team and Organisational Development

For queries on mandatory training please email uclmandatorystafflearning@ucl.ac.uk

For queries on the policy please email employmentpolicy@ucl.ac.uk

 

APPENDIX

Regulatory Requirements 

Training Name

Regulatory information

Information Security (Cybsafe)

The Information Commissioner's Office (ICO) requires staff to be trained in information security. If UCL were to be investigated for a breach, then the ICO would take the staff information security training compliance into account when deciding on how much to fine UCL

Data Protection and Freedom of information

Requirement of the Data Protection Act, and more specifically related to security principle of UK GDPR, (Article 5 (f)), that highlights personal data should be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).

Safety Induction

  • The Health and Safety at Work etc Act 1974 requires employers to provide whatever information, instruction, training, and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of your employees.
  • The Management of Health and Safety at Work Regulations 1999, which identify situations where health and safety training is particularly important, e.g., when people start work, on exposure to new or increased risks and where existing skills may have become rusty or need updating.
  • There are other numerous specific regulations which also require training, but general safety induction is enshrined in the 2 cited above e.g., Manual Handling Regulations, COSHH, PPE Regs etc

Fire Safety

Requirement of the Regulatory reform (Fire Safety) Order 2005

Disclosing and managing conflicts of interest at UCL

As part of the Disclosure of Conflict and Declaration of interest policy

Prevent at UCL

Under the Prevent Duty Guidance, UCL staff members are to complete this module to help raise awareness and understanding of the Prevent Duty. Compliance with the Prevent Duty is regulated by the Office for Students. As part of this regulation, UCL is required to provide relevant training. There is more information on the relevant regulation, legal background and UCL policies on the Legal background and UCL policy framework webpage.

Change: Sustainable UCL

 

Introduction to EDI