Staff must periodically review and update their mandatory training to remain compliant according to relevant legal and regulatory requirements.
- 1. How often do I have to complete mandatory training?
Each piece of mandatory training has a required cadence of renewal, which typically runs on either a one-year or three-year cycle, depending on regulatory requirements and/or necessary content upgrades. The cadences for individual courses are detailed in the UCL mandatory training policy.
- 2. Why is Information Security on CybSafe on a different platform from our other mandatory training?
This mandatory training is a National Cyber Security Centre-approved training and is required to be hosted on their CybSafe platform. It uses UCL’s Single Sign On (SSO) functionality to log in and everyone is pre-registered for ease.
- 3. I have proof of my previous mandatory training completion from MyLearning or Moodle. Do I need to retake the courses on LearnUpon?
If you previously completed a course on another platform but are receiving notifications from LearnUpon, you need to retake the updated course you are enrolled for on LearnUpon.
- 4. How do I access UCL mandatory training and check my compliance status?
You can access the complete set of mandatory courses via the UCL mandatory training site.
You can use the Inside UCL app to check your compliance status on each course. Log into the app and click on Training to go to your mandatory training dashboard. Here you will be able to see the date you completed all of your mandatory training courses.
If you have received an auto-enrolment notification from LearnUpon, your email will contain a direct link to the course that you need to complete.
- 5. I am having difficulties accessing the mandatory training courses. What can I do?
If you are experiencing access issues or buffering, there are a few things you can try:
Firstly, check you are using a UCL-approved device, such as a laptop provided by ISD. If you are unsure whether your device is supported, contact ISD for assistance.
Make sure you are accessing the training using the correct links – these can be found on the UCL Mandatory Training page.
The UCL VPN can slow things down, so if you are using the VPN, you could try shutting it down and then refreshing your browser. You do not need to be connected to the VPN to access the learning.
Try using Chrome as your browser, which best supports online learning.
If you have tried all these things and are still experiencing difficulties, please contact the staff mandatory training mailbox at UCLmandatorystafflearning@ucl.ac.uk using the subject header ‘Mandatory Training (course name) access issue’.
- 6. I have completed a mandatory training course but my completion has not been registered. What can I do?
If you have completed a course but your completion has not been recorded in LearnUpon, you may have inadvertently missed some content. Follow the steps in our Completion Troubleshooting Guide before seeking support.
If your completion has still not been recorded after following these steps, please contact the staff mandatory training mailbox at UCLmandatorystafflearning@ucl.ac.uk, including proof of your completion (e.g., a screenshot of the completion page and/or menu page showing all modules completed) and use the subject header ‘Mandatory training (course name) completion issue’.
- 7. How do I evidence the completion of role-specific mandatory training?
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 over 2023/24.
- 8. Why do I have to do UCL mandatory training when I have already completed this with an NHS Trust?
Over the course of 2023/24, UCL will be implementing a plan of action to collaborate with our network of NHS trusts to assess if we can streamline mandatory training requirements for those staff impacted. This involves data-sharing agreements and quality assurance of each provider’s training. The mandatory training currently in scope for this initiative due to content transferability will likely be restricted to Data Protection and Freedom of Information, Information Security Training with CybSafe and Prevent at UCL only.
Until this is operationally feasible, the UMC and UCL Information Risk Governance Committee have made the decision to require all staff to complete UCL core mandatory training in addition to NHS trust training. UCL is not in a position to centrally manually update learner records and therefore non-compliance with UCL mandatory training will continue to be reported.
- 9. How can I provide feedback on the content or accessibility of mandatory training?
We very much welcome your feedback on content, accessibility, and overall user experience. Please use the short feedback form at the end of each course so that your feedback can be captured in regular quality reviews.
Each core mandatory training course holds an Accessibility Statement in line with UCL’s Digital Accessibility Policy and Guidance which will clarify digital accessibility provisions that are in place.
- 10. 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 as outlined in the UCL mandatory training policy. UCL needs to be able to evidence that mandatory training has been completed to external auditing bodies when requested.
Line managers or hiring managers must also ensure staff groups who are not auto-enrolled still undertake the training as specified in the UCL mandatory training policy.
- Use the Tableau Line Manager 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.
- Use the mandatory training SharePoint site to view templates and further guidance on your responsibilities as a line manager.
- 11. What if the compliance 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?
Monthly compliance reports will include staff who are on approved leave so that they can be reminded upon their return to work to complete the training.
- 12. 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 no 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.
PGTA staff who have started their employment at UCL but have not yet begun their work 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.