All employees are required to take some state and federally mandated annual training as part of their role at UT Health San Antonio to ensure we have a safe work environment and to meet compliance requirements. To clarify these requirements for employees and assist leaders with tracking completion, we have decided to move to an annual learning plan for our full workforce. Starting October 26, we will launch this new plan, and all employees will have until Jan. 27, 2023 to complete their assigned training.
What is changing?
Training will be split so that all employees complete it in two cycles. Employees will complete Core Training I courses below between Oct. 26 and Jan. 27 and then every other year thereafter. Core Training II courses will be in fiscal year 2024.
Exceptions are employees who were hired after March 1, 2022, and who completed initial training, or anyone who completed a module after June 1, 2022.
Academic Faculty and Student Affairs - General Compliance Annual Training Title IX Refresher: Employee Edition
Institutional Compliance and Privacy Office – HIPAA: Patient Privacy Refresher
Institutional Compliance and Privacy Office –Institutional Compliance Program Refresher
Information Security Office: ISO Annual Security Awareness Training
Office of Human Resources – Equal Employment Opportunity Laws Refresher
Role-based additional training
Additional role-based training, such as blood-borne pathogens or laser safety, will be completed during the yearly training cycle each fiscal year. This training will remain on the repeating cycle that is set by the regulatory agencies (e.g., 12 months, 24 months, 48 months).
Individuals who are currently past due with additional training or who should complete the training any time during fiscal year 2023 must complete the training between Oct. 26 and Jan. 27.
Visiting the My UT Health San Antonio website (www.uthscsa.edu)
Select Quicklinks at the upper-right
Scroll to and click UT Health Learns.
Log in using your standard university user name and password.
Select UT Health Learns icon.
Select Current Learning.
Select the course you want to complete.
Select Enroll.
Select Launch.
Your deadline to complete training is Jan. 27.
Non-exempt employees are required to complete training during regular hours due to the Fair Labor Standards Act requirements.
Enhancements to provide a better learner experience
Regulatory training assignments have been revised in response to your feedback.
Training deadlines previously were assigned based on the last completion date, which made it difficult for individuals and their leaders to track when training is due.
A new, yearly training cycle has been introduced to enhance the learner experience and to ensure we reach 100% completion of required training.
Regulatory training will be completed each year over a 90-day period. This training is called Core Training I and Core Training II.
Training typically will start in September each year, but this year we are launching Oct. 26 with a Jan. 27 due date.
A new version of the Title IX course was selected that significantly reduces the time to complete training and also offers a pre-test version.
The Environmental Health & Safety pre-test requirements now allow an 80% pass rate rather than the previous 100% pass rate.
Reduced content and resolved technical issues for the following EH&S courses:
Basic Biological Safety
Laser Safety
Blood-borne Pathogens
Hazardous Waste & Lab Safety
How to get help
Office hours will be offered Oct. 26-Jan. 27, Monday through Friday, 7 a.m.-6 p.m. Central time for live assistance. Email UT Health Learns to schedule an appointment; please propose three windows in which you can be free to meet.
Alerts sent via the UT Health Learns platform will resume Oct. 26 after being paused in July.
Leaders will receive a monthly alert from the system listing all their employees who are past due, and which courses are past due. Leaders are asked to follow up with employees to encourage timely completion of the training.
Learners will receive alerts for the Core training and other required training on the following schedule:
60 days prior to due date
30 days prior to due date
14 days prior to due date
7 days prior to due date
30 days past due, and every 30 days thereafter
Regular pending completion reports will be sent to Executive Committee members and leaders that will list individuals who have not yet completed their training and their outstanding courses.