Requirements must be created by REPORTER Support or (if under EHPS) through your Compliance Liaison. Prior to having a requirement created, the training coordinator(s) should decide how they will manage the requirement, including how those required will be identified and maintained, how often will training be needed, and when is completion initially due.
Use the Submission Guide below to review what details are required when submitting a creation request, and how the options and settings impact users.
Identifying Information Needed; Identifying information about the requirement will be needed for setup, though not all information is displayed in the same way to those assigned, most can be seen by users in various areas of the system per the details below.
|Name of the requirement||Should identify what is being supported by tracking the required courses. In most cases, this will be the same as the course name, but it does not need to be.||Shown in every part of the system that references the requirement, including reports, participant dashboard, email notifications, and menu pages|
|Department||What department has ‘ownership’ of maintaining this requirement; identified either by Organizational Unit Code (OUC) or name. Typically corresponds with the department offering the required courses.||Impacts the ‘Prefix’ that is included with the Name of the Requirement in emails. Ex. OIT-Data Security Training|
|Requirement Description||Should describe why the requirement is being tracked and who is subject to it (descriptions of the courses should be included in course setup, not in the requirement)||Only shown when a user clicks a ‘view details’ option from their dashboard, reports, or notifications (this field will not be included in any emails to users)|
|Compliance Contact||Typically a generic name and email account is used but a specific person can also be indicated if appropriate.||This information will be provided in all compliance emails sent to assigned users. Questions about the Requirement that are received by REPORTER Support will also be directed to this contact.|
|Compliance Admins||Those listed will be able to assign, unassigned, and view reports In the request form, this field is labeled “List the Unity IDs of all users that should have Compliance Admin access to this requirement”||Never shown to participants|
|Assignment Message||Should be a short message to clarify to users why they are being assigned/are required to complete training. In the request form, this field is labeled “Please enter the assignment message that will be included in the assignment email and out compliance warnings:”||Included in the email sent when someone is assigned a requirement. Also included if compliance warnings emails are enabled — see email template details here.|
Specify Required Course(s) and Define Due Date; Each requirement has a specific course or set of courses associated to it to identify which course completions count towards compliance. There are specific setup fields for the requirement that correspond to setting Due Dates, refresher dates, and the handling of completion credit.
Before having a requirement created, the training coordinators need to decide how they will manage the requirement, including how those required will be identified and maintained, how often will training be needed, and when is completion due by. If you have not defined these areas, please review the Compliance Requirement Maintenance Guide before submitting details for the creation of your requirement.
If training is required to be repeated on a periodic basis, a decision needs to be made regarding the maintenance of the compliance tracking. Otherwise, if training is assigned and completed once, you will only need to plan for managing those who never complete training as they will remain ‘out of compliance’ until the requirement is archived or they are unassigned.
There are two main methods recommended for groups who need to manage periodic requirements such as an annually required training:
Method 1 – Reuse the course and requirement from year to year
- A new instance would be created each year
- The current year’s instance should be available at the same time as the next year’s instance
- Requirement has Refresher settings for a yearly due date
- Should not be used if:
- Next cycle’s due date has not been decided
- Next cycle’s instance is not available yet
- Those who fail to complete training should be tracked separately from those who had a job change impacting what they are required to complete
- Settings Guide:
- The requirement name can be generic
- The due date should be an interval (not a specific date)
- The refresher will either be a specified interval (1 year) or a specific date on a yearly basis (July 15 every # year)
Method 2 – Create a new requirement each cycle
- Can use the same course or a different course, but would need new instances if using the same course
- Can use ‘from when completions count’ options to control credit for prior completions
- Typically not recommended if a process has been established to regularly maintain the list of who is required, and the next iteration of training is always ready for those who approach their ‘refresh’ due date
Management Settings and Optional Communications; There are a number of Yes/No settings in requirement setup that correspond with either what level of access Supervisors should have for the requirement or the sending of automated email.
|Setting / Option||Description||Notes|
|Do you want to copy participant’s supervisors on the initial assignment email?||When assigned, users are sent an email with their due date and information about the required training. If this setting is enabled, if a person assigned has a Supervisor, that Supervisor will be CC’d on the assignment email to the user.||Depending on how the user is assigned, the email template used will either be the “Assignment Email” or the “Assign and Register Email”, as seen at https://support.reporter.ncsu.edu/home/get-help/help-docs/compliance-admins/compliance-emails/|
|Notify supervisor via email when user registers for a course as part of this requirement?||If someone is assigned as required to complete training and they have a Supervisor, when they register for any instance of the course(s) that meet the requirement, this option will copy (CC) the registrant’s Supervisor on the registration confirmation email.||The registration email does not specifically reference required training, so if it needs to, those details should be entered in the instance setup field ‘registration confirmation email notes’.|
|Send compliance warning to participants?||If enabled, Compliance warnings are emailed to users as they approach their due date, and if they have passed their due date. These are sent daily to users if they are within 30 days of, 14 days of, 1 day of, or passed their due date.||These emails are sent on a specific schedule and details of the emails can be seen at: https://support.reporter.ncsu.edu/home/get-help/help-docs/compliance-admins/compliance-emails/#warnings|
|Notify Supervisors with Out of Compliance warnings?||If enabled, an email is sent once a week to the Supervisors of those who are out of compliance to prompt them to check their reports in REPORTER. This is a general email that only identifies which requirement the Supervisor has out of compliance employee(s) under.|
|Notify compliance contact via email if users are out of compliance||If enabled, an email is sent once a week to whatever email address is listed as the primary compliance contact so long as anyone assigned is Out of Compliance|
Through their ‘My Team’ page in REPORTER, Supervisors have access to interact with employees that report to them, including access to Assign training, Unassign Training, and Update Due Dates for assigned training. All of these options can be enabled or disabled on a per-requirement basis.
|Setting / Option||Description||Notes|
|Allow supervisors and participant liaisons to assign participants to this requirement||By assigning the training, they are identifying the employee is required to complete the related courses. If disabled, only Compliance Admins will be able to assign the requirement.||Recommendation is to enable this option if Supervisors have authority to identify who needs training.|
|Allow supervisors and participant liaisons to unassign participants from this requirement||By unassigning the requirement, they are removing the previously identified person from the list of those required to complete the related courses. If disabled, only Compliance Admins can remove training assignments.||Recommendation is to disable this option if those required is determined by the training owners.|
|Allow supervisors and participant liaisons to adjust participant due dates||This allows the due date the employee has been given for training to be changed. This would typically only be done if extenuating circumstances merit an extension||Recommendation is to disable this option if the due date is designated by the training owners.|
Please note the following information that applies all options referencing a “Supervisor” :
- The REPORTER system receives active job record data from the NC State HR Peoplesoft system on a nightly basis and each record includes a field which specifically identifies who the position “Reports to”.
- Supervisors referenced in REPORTER are determined by the HR ‘Reports to’ field, and cannot be altered within REPORTER.
- Brickyard Accounts do not have Supervisors within REPORTER
- Employees are not automatically assigned or unassigned based on changes in the HR Data. If an employee separates from the University or is no longer subject to a requirement, they need to be unassigned by their Supervisor or the Compliance Admins
Information about Supervisor Access and functionality can be seen at https://support.reporter.ncsu.edu/home/get-help/help-docs/supervisors/