Course Compliance for Leadership

New employees are notified of their obligation to complete the UCR employee course within Workday. Units, departments, and human resources professionals should include information about completing the UCR course in their onboarding and orientation materials.

Employee compliance reports will be available within Workday. Responsibility for monitoring course completion is shared across HR and organizational leadership:

• HR partners are responsible for monitoring compliance for all employees within their organizations. They have system access in Workday to view and track completion for those employee populations.
• Managers can view training records in Workday for employees within their supervisory organizations, enabling them to follow up directly with individuals who have not completed the training.
• Deans, vice presidents, and vice provosts have visibility into completion records in Workday for their full organization.

While there is some overlap, the HR partners who are monitoring compliance for the UCR course are not the same group that has access to compliance reports for the HPR (Title IX) course.

More information about Workday Learning reports will be made available by UWHR before the UCR course is assigned to employees.

HR partners have access to a unit-level report that displays employees associated with the unit based on the HR Hierarchy. Each employee will appear in only one unit’s report based on their primary affiliation in the HR hierarchy. If an employee is not displayed in your report, it may be because your unit is not responsible for monitoring their UCR compliance. Unit leaders, managers, deans, vice presidents, and vice provosts will only be able to view employees within their supervisory organization structure in Workday. If an employee is outside that structure, they will not appear in the report.

If you are concerned that an employee’s completion of the UCR course was not recorded in Workday Learning, please contact hrhelp@uw.edu.

New employees are notified of their obligation to complete the HPR employee course via an email from the University’s Title IX Coordinator. Units, departments, and human resources professionals should include information about completing the HPR course in their onboarding and orientation materials.

Existing employees were assigned the HPR course during the 2021-22 and 2022-23 academic years, and were required to complete the HPR course within 30 days of their unit assignment date.

The HPR course has been a requirement for new employees since 2021.

Unit heads and their designees can view employee course completion records through the Title IX Employee Course Completion dashboard in the BI Portal. The dashboard displays the completion and non-completion status for all employees in a unit and records can be exported for further use. Access to the BI portal dashboards requires being on the UW network, either on campus or via VPN while off campus.

• If you are a unit head or unit designee who does not currently have access to reports, please email civilrightsed@uw.edu.
• If you believe you should be a unit designee for your unit, please have your unit head email civilrightsed@uw.edu to authorize your access.

Dashboard access link: Title IX Employee Course Completion.

Unit heads and their designees can access employee course completion records via the Title IX Employee Course Completion dashboard in the BI Portal. Access to dashboards available through the BI Portal requires you to either be at a UW location and connected to the UW network, or, if off-campus, be connected to the UW’s network via a VPN (virtual private network). Dashboard access link: Title IX Employee Course Completion.

UW Medicine Clinics & Hospitals has built additional employee completion reports for managers and supervisors. UW Medicine HR created and maintains the UW Med SSRS employee completion report hosted on a UW Med platform; CRC does not have access to this report. To view the report, you must be logged in to the AMC network using your UW Medicine (AMC) credentials prior to clicking the link. For support accessing the report or to learn more, please email mcsos@uw.edu.

Before entering the Title IX Employee Course Completion dashboard, usage guidance is provided on the landing page. Use the menu titles on the left (overview, interpretation, filter, technical information, definitions) to open the tabs with additional information.

Understanding the HR Hierarchy levels may help you identify your unit’s specific population. The HPR Employee Course HR Hierarchy Guide allows you to review how to use the HR Hierarchy levels to identify your unit’s specific population. When using the dashboard, most units should begin filtering by first selecting the Executive (level 2) and/or Major Org (level 4) filters relevant to your unit. By selecting these filters first, the options displayed in levels 5 and 6 will be reduced to only your specific unit.

Each employee will appear in only one unit’s report based on their primary affiliation in the HR hierarchy. If an employee is not displayed in your report, it may be because your unit is not responsible for monitoring their HPR compliance. If you need to review the record of an employee not listed in your unit report, try searching for them by their UW NetID.

Unit heads, such as deans and vice presidents, will not be in unit reports due to how the HR Hierarchy functions. You can find a unit head’s completion record by searching for them by their UW NetID.

Completion records are updated nightly, so it may take 24 hours after an employee completes the course for the updated information to be reflected in this dashboard. If it has been more than 24 hours since the employee completed the course, you can email civilrightsed@uw.edu with your question about the specific employee’s course completion record.

Former student employees who completed the abbreviated student employee track and are subsequently hired into a staff or faculty role will be reassigned the full HPR course and are required to complete the employee course track relevant to their new role. When this occurs, their previous course completion record (the student employee version) will be cleared and will no longer appear on the unit report.

Unit heads should initially implement follow-up communications and activities to address employee non-compliance. If follow-up communications are not successful, a unit head or designee may:

• Implement corrective action in accordance with the employee’s classification or job title.
• Document the non-compliance in performance or promotional reviews.
• Implement other actions or outcomes such that the employee:
  • May become ineligible for promotion and/or re-appointment
  • May become ineligible to supervise or advise students
  • May become ineligible to supervise full or part-time employees
  • May become ineligible for committee membership, leadership roles, and/or travel funds

Employees can visit Civil Rights Employee Course or Title IX Employee Course to learn more about these courses and completion expectations.

At the UW, a “unit” is a broad term used to describe any recognized organizational entity within the University. The term appears across systems such as Workday, HR, finance, and compliance to group people, programs, or functional areas.

UW has both academic and administrative units, and each unit typically includes multiple departments and offices. Examples of units include UW Bothell, the College of Arts and Sciences, Campus Safety, the School of Public Health, the School of Medicine, and UW Tacoma.

If you need more information on the HR Hierarchy or how units are categorized, please refer to the HR Hierarchy webpage.

Please submit any feedback or questions about the course to civilrightsed@uw.edu.