Compliance Training System

Background

When the Compliance Training System (CTS) was first created, it was designed to host about 10 general compliance modules that all faculty/staff had to take. Over the years, it became the host for many other types of “required” training and has since ballooned to over 70 modules.

One of the reasons the CTS was used so heavily was because it was the only system on campus that could “require” learners to take training. University Compliance Services could load a specific population (a “target audience”) into the system and it would email reminders to those learners saying they needed to take training. Many of the 70 modules that are currently hosted on the CTS are actually department-specific modules that are not required by a specific law/rule/policy (i.e., “compliance training”).

With UTLearn, departments will be able host online training content themselves, including being able to enforce prerequisites, manage training assessments (tests/quizzes and evaluations), provide materials (like handouts or reference guides) specific to a class/course, configure and manage communications (emails), and other features previously unavailable at the university.

How UTLearn affects modules on the CTS

University Compliance Services will continue to support existing online training hosted on the CTS until 1) the CTS is retired or 2) the module is moved in to UTLearn. However, in order for training modules to be supported by University Compliance Services in UTLearn they must meet the following minimum criteria:

  • The proposed training must pertain to a compliance topic (a law, rule, or policy; “compliance training” is not the same thing as “required training”)
    AND
  • There must be a statutory requirement (state/federal law or university policy) for the training itself 
    OR
  • There must be a compelling University interest to post this training via University Compliance Services (it affects a large group of employees across more than one department or unit, there is great risk to the university or its employees if the topic is not addressed, it helps prevent criminal conduct, etc.).

This will affect clients in two ways:

  • No new online modules will be allowed in the CTS unless they meet these criteria
  • If current online module does not meet these criteria, it will become the department's responsibility to move it over to UTLearn. (See “Non-compliance or Department-specific modules” below for more information.)

If you believe your module/modules meet these criteria, please see “University-wide modules” below for more information. If she has not yet contacted you, you are responsible for contacting Jaime Davis to let her know you think your module meets the minimum criteria.

Non-compliance or Department-specific modules

If your department is currently using the CTS to host modules that do not meet the minimum requirements listed above, you will be responsible for updating and maintaining your own training. In UTLearn you will be able to manage and configure your online training, and you will not need University Compliance Services or IT support to update/maintain your content. (There are some licensing/usage restrictions, but these should not be prohibitive.)

Previously, University Compliance Services would ensure that content for any module in the CTS met the accessibility standards that are required by law of all state agencies. While you are reviewing and updating your content, remember that ensuring accessibility is now your responsibility. The Online Training Development Tips document lists several links, resources, and tips for developing online training modules.

Content must also be published in specific formats in order to be uploaded into UTLearn. Your software must have the ability to:

  • Save files as HTML5 or Flash-based (HTML5 is preferred)
  • Save files using the SCORM v1.2, SCORM v2004 (preferred), or AICC v3.5 standards. (Don’t worry, this sounds much more complicated than it really is. I am happy to help guide you through this process as well.)

When your content is ready to be uploaded/published to UTLearn, contact utlearn@austin.utexas.edu. You may do this at any time before the Spring 2016 launch, though earlier is better. A deadline of December 11 is recommended to ensure there is enough time for testing. If you anticipate creating and uploading new modules to UTLearn in the future, you may consider subscribing to the Campus Trainer Network listserv or using some of the resources listed on the Additional Resources page.

University-wide modules

The number of people who have the ability to require content of large portions of the university population will be restricted. If you have an online training module that needs to be required of people beyond one department/unit, you will likely still need to go through University Compliance Services (UCS) or Human Resources to publish it in UTLearn to the campus.

There are a variety of requirements you will need to meet in order for UCS to host your content:

  1. Meet the minimum requirements for the content to be considered a "compliance" module
  •  
    • The proposed training must pertain to a compliance topic (a law, rule, or policy; “compliance training” is not the same thing as “required training”)
      AND
    • There must be a statutory requirement (state/federal law or university policy) for the training itself 
      OR
    • There must be a compelling University interest to post this training via University Compliance Services (it affects a large group of employees across more than one department or unit, there is great risk to the university or its employees if the topic is not addressed, it helps prevent criminal conduct, etc.).

2. Meet basic adult learning principles to allow for our clients to find usefulness in the material

  •  
    • Content will be focused on “actions” (what will the learner do with the information, not just a “copy/paste” of the policy or law)
    • Content will be relevant to the individual’s job or role (provide context and relevant examples)
    • Examples (and quiz question choices) will be true, believable, and important to the learner
    • Practice activities/quizzes/reviews will focus on application of the information (rather than trivia questions)
    • Feedback to learners will provide corrective information and examples (rather than simply a “you are correct/incorrect” answer)

3. Meet minimum technical requirements for publishing in UTLearn

  •  
    • Content will meet accessibility guidelines. At a basic level this includes, but is not limited to the following items: Closed captioning for any audio, descriptive “alt text” for any pictures, and intuitive and accessible navigation for those who are color blind and motor impaired.
    • Content will be published as HTML5 or Flash-based and will conform to the SCORM v1.2, SCORM v2004, or AICC v3.5 standards.

4. Send the following information to Jaime Davis:

  •  
    • Description of the module (what the module will cover and why it matters to people)
    • Revised content to meet the minimum standards and adult learning principles listed above, including a revised quiz
      • If you need assistance with this, please let Jaime Davis know
    • Who is required to take the module (a job function, certain departments, all employees, etc.)?
    • What law/rule/policy requires that this module be taken?
      • If no law/rule/policy requires the training, what is the compelling University interest?
    • How often is it required?
      • Is this frequency required by law?
    • Which person from your department will be responsible for keeping the content up-to-date?
    • Who is the “subject matter expert”? (Who can calls be directed to if there are questions? This can be a specific person or a group email/phone number.)
    • Does your module currently “talk with” other systems, like the Student Information System, Inventory, or VIP system?

Preparing for UTLearn

While the current plan is to release UTLearn in Spring 2016, there are some actions you will want to start now to prepare for the new system:

  • Business processes – Review, document, and evaluate your training and question the business reasons that drive it. For example, think through:
    • Why you offer certain training and to whom
    • What types of training you would like to offer in the future
    • What types of communications (emails, reminders, reports) you manage
  • Online training modules – This is a great time to review and update your training module. Is the content current and up-to-date with any laws/policies it references? Do the links work?
    • UTLearn supports SCORM v1.2, SCORM v2004, and AICC v3.5. If your module is not in one of these formats, you will need to republish your training to conform to one of these standards. SCORM v2004 is the preferred format.
    • UTLearn supports both HTML5 and Flash-based files for learning modules. HTML5 is the preferred file type, as it does not require a browser plug-in like Flash.
  • Instructor-Led Training (ILT) – If you offer classroom training in addition to online training modules and have not previously received UTLearn project updates, please contact utlearn@austin.utexas.edu. There are additional steps you may need to take.
  • Reporting – If you need reports that TXClass and/or the CTS does not currently offer, please contact your Readiness Coordinator to ensure those needs are captured.

Questions or Concerns

Please let Jaime Davis in University Compliance Services know if you have any questions/concerns about modules hosted on the CTS.