Required Training Status Reports
Who is on this report?
Only individuals with active profiles and who are assigned the training in the LMS will appear on this report.
Why isn't this person on the report?
Either they are not assigned the training in the LMS and/or they do not have an active profile in the LMS.* An employee/volunteer will have an inactive profile in the LMS if they are inactive in payroll or a leave of absence has been entered into the payroll system. Once their status in payroll changes back to active they will be reassigned this training within two business days of the status change in payroll.
*For reports filtered to a specific ORG or department, that person must also be coded in payroll (for employees/volunteers) or Enterprise Directory (for affiliates) under that department or ORG. For those active in payroll their Home Department (or primary job department) in payroll should be what is reflected on reports from the LMS.
This employee separated, why are they still on the report?
Employees and volunteers who are separated in payroll should automatically drop off the report. If an employee or volunteer on the report has left the University, please check their status in UCPath. Please note it takes two business days for changes in the payroll system to be reflected in the LMS.
This affiliate left, why are they still on the report?
If an affiliate has left the University, please work with ITS to expire their NetID in Enterprise Directory. This should trigger the deactivation of their affiliate profile in the LMS and they should drop off the report.
NOTE: If they were entered into UCPath as a contingent worker (CWR), please terminate their CWR instance in UCPath. CWRs should be treated like employees in terms of LMS access.
This student graduated, why are they still on the report?
If they have an employee profile (user number is all numerals) please check the payroll system to see if they have an active employee or contingent worker appointment. Once terminated in payroll, they should drop off any reports within two business days.
If they have an student-affiliate profile (user number begins with “RI4”) then the intention is for their profile to be deactivated when they graduate and become inactive in Banner. This should be an automated process based on Banner. If the student-affiliate profile should be removed from a training assignment before they graduate, please contact email@example.com.
If the student is not an active employee/volunteer and has graduated, but they are still appearing on required training reports, please contact firstname.lastname@example.org and include detailed information about the student and the required training report on which they appear.
This person completed the training, why are they showing as overdue?
There could be several causes for this. First review the available FAQs on eCourses to see if a workaround or information has been provided for the specific course. If the FAQs do not provide a recommendation, please email email@example.com so that we may investigate the cause. If the individual can provide proof of completion (a completion confirmation email or a screenshot confirming their participation) please include it.
This person is no longer in our department, why are they on our report?
If they are an employee or volunteer please check their home department listed in the payroll system (i.e., their primary job department) and update if needed. If they are an affiliate please check Enterprise Directory (EDIR). Updates to either system will take two business days before being reflected in the LMS.
If the payroll system and EDIR have been updated for more than two business days and the incorrect department is still appearing on reports, please email firstname.lastname@example.org. Often when a student employee separates from the University they still require access to safety training in the LMS and their profiles are manually reactivated to provide access. When this happens, their department in the LMS is manually changed to their department of study. If they are rehired by the University, while rare, occasionally the new payroll data cannot overwrite the manual change and additional manual updates are required.
How is compliance calculated?
An individual is considered in compliance when they complete the assigned training activity, regardless of training due date. The compliance rate is calculated by dividing the number of learners who have completed the assigned training by the total number of assigned learners.
How should I interpret the requirement status?
- Assigned — Someone who has been assigned training, is not past their initial due date yet, but has not launched the course.*
- Overdue — Someone who is past their initial due date and has never launched the course.**
- Expired — Someone who completed the course in the past and whose certification has expired, meaning they are overdue to retake the course**
- In Progress — Someone who has launched the course but never completed it, they may still be in their initial grace period or they may also be Overdue or Expired. Please check their Due Date.*
- Satisfied — Someone who has completed the assigned training and their certificate has not expired. They may need to retake the course if the certificate has an expiration date.
*On certain compliance reports assigned and in-progress are combined to read as: Assigned – This person has been assigned but has not yet completed the training. They are still within their grace period to complete or retake the training. They need to complete the course by the indicated due date. Note: This category now includes anyone who is in-progress in the course with a future due date.
**On certain compliance reports overdue, expired, and in-progress are combined to read as: Overdue/Expired – This person either did not complete the course by the initial due date or they have not retaken the course by their certificate expiration date. They are overdue to complete or retake the training. Note: This category now includes anyone who is in-progress in the course with a due date in the past.
A student employee is showing an email address of NoEmail@ucop.edu and they cannot log into the UC Learning Center LMS?
For student employees to be able to log into the UC Learning Center their Social Security Number* (SSN) in the payroll system must match their SSN in the student information system (Banner). The SSN connects their student issued NetID to their employee data in UCR systems. If they have an active employee profile in the UC Learning Center but their email address is missing and they are unable to log in, this is an indicator that there may be a mismatch in SSN between Banner and the payroll system.
Please have the student confirm with your department's payroll representative that the SSN in the payroll system is correct. The payroll representative should then contact the Registrar’s Office to confirm it is correct in Banner. Once any corrections are made, it will take two business days before they will be able to log in to the UC Learning Center.
If after corrections are made they cannot log in within 2 days, or no corrections are needed, please contact the ITS Helpdesk (email@example.com) and request they have their Identity Management team investigate why their NetID is not connecting them to their profile in the UC Learning Center.
NOTE: If the payroll system is showing a student status code that indicates they are a registered student, but they are not active or registered for the current quarter, this may impact student-employee access to the LMS. This particularly affects those who recently graduated and are no longer active students. Updating the payroll system to indicate they are not registered and adding their existing student NetID to Enterprise Directory should resolve the access issue in these cases. You may first want to confirm with ITS or Payroll that this is the correct course of action.
*SSN or International Taxpayer ID Number (ITIN) or dummy SSN - whatever was entered into payroll should match Banner.
When is a learner required to retake a course they previously completed?
Some courses are required to be completed or retaken on a regular basis when the certificate of completion issued for that course expires. Learners may review these courses on their Training Analysis (i.e., Required Training) page in the LMS. Any assigned activity with an expiration date will need to be retaken by the expiration date in order to maintain certification status.
The following is a list of commonly assigned courses and how often they must be retaken when the certificate of completion expires:
- Clery Act Training for Campus Security Authorities (CSAs): Every two years
- UC Cyber Security Awareness Training: Every year
- UC Sexual Violence & Sexual Harassment Prevention Training for STAFF: Every two years
- UC Sexual Violence & Sexual Harassment Prevention Training for SUPERVISORS & FACULTY: Every two years