Compliance Hub: Annual Employee Requirements

• Who must complete: All SMPH faculty, staff, students, volunteers, and zero-dollar employees (those with only clinical adjunct appointments do not have to take the training)
• Deadline: Dec. 1, 2024
• Impacts:
  • Required in order to be eligible for pay plan and pay increases
  • Ensures all SMPH employees understand how we must protect patient information

Take the HIPAA Privacy and Security Training

Verify completion:

• Printable certificates and confirmation emails are not auto-generated for this training. Use Canvas Gradebook as proof of your completion if requested.
• If you are attempting to verify completion status for anyone other than yourself, you may verify completion of the training using the VCR Look-up Tool.

Questions: Contact hr-compliance@med.wisc.edu 

• Who must complete: All SMPH employees, including student employees and zero-dollar, temporary, and part-time appointments (many health professions programs also require flu shots and handle compliance separately)
• Deadline: Thursday, Dec. 5, 2024
• Impact: A school requirement to keep employees, learners, and patients safe
• How to comply:
  • Get your flu shot at a University Health Services (UHS) clinic, or UW Health EHS-Sponsored Vaccine Clinic, and it will be automatically reported to HR.
  • If you receive your vaccine through any other venue, you will need to report your vaccination through the self-reporting tool. The form is for SMPH employees to enter information about their influenza vaccination received outside of UW–Madison Vaxpro clinics.
  • If you have a valid medical, religious, or personal reason that prohibits you from receiving an influenza vaccine, you may submit an influenza vaccine medical waiver or influenza vaccine religious belief or personal conviction waiver. Waivers must be submitted annually.
  • If dually employed by SMPH and UW Health please see UW Health Influenza Vaccination (Flu Shot) instructions

Learn more about the Influenza Vaccination Requirement

Questions: Contact hr-compliance@med.wisc.edu 

Who are Campus Security authorities (CSAs)? – Mandatory reporters under the Clery act with requirement to immediately report any allegations of Clery Act crimes occurring on Clery Act geography that was reported to them. At UW–Madison this means CSAs shall immediately report all Clery-reportable crimes disclosed to them to the Clery compliance staff at UWPD.

• Who must complete: At SMPH, faculty/staff who have the following duties/titles are CSAs:
  • Vice Chancellor/Provost
  • All Assistant/Associate Vice Chancellors and Assistant/Associate Vice Provosts
  • Deans/Directors, Associate Deans and Assistant Deans (or Associate/Assistant Directors) of all College, Schools, International Division and other units
  • All academic Department Chairs and Associate/Assistant Chairs (if applicable), or Directors and Assistant Directors (if equivalent to a Department Chair)
  • Staff or faculty who travel with students on overnight trips are CSAs while traveling with students (can be identified later on an “as applicable/temporary” basis).
• When: You will be notified by the SMPH Clery liaison if and when you need to take this training
• Deadline: Dec. 1, 2024
• Impact: Required in order to be eligible for pay plan and pay increases

Take Campus Security Authorities (CSA) training

Verify completion:

1. Go to My Registrations and Learning Transcript webpage on the UW–Madison Office of Human Resources website. You may need to sign in with your NetID and password.
2. Click on the TRANSCRIPT tab.
3. Check that “Campus Security Authorities (CSA) – 2024-2025 – ONLINE” is listed and marked “Complete.” Note: Please allow 24 hours after taking the training for your transcript to be updated.

Questions: Contact hr-compliance@med.wisc.edu 

• Who must complete: All UW–Madison employees, including graduate and undergraduate student employees, and zero-dollar employees
  • NEW: Faculty physicians dually employed by SMPH and UW Health only need to complete the UW Health Security and Technology (part of Annual Required Training) and it will satisfy this requirement as well.
• When: This training is required annually from the date you last completed it.
• Deadline: Differs on when you last took the training; must be completed within a year (364 days) of when you last took it. View your My Registrations and Learning Transcript webpage on the UW–Madison Office of Human Resources website to see the date you last completed it. 
• Impacts: Required in order to be eligible for pay plan

Take Cybersecurity Awareness Training

Questions: Contact hr-compliance@med.wisc.edu 

Verify completion:

1. Go to My Registrations and Learning Transcript webpage on the UW–Madison Office of Human Resources website. You may need to sign in with your NetID and password.
2. Click on the TRANSCRIPT tab.
3. Check that “Cybersecurity Awareness Training 2024” is listed and marked “Complete.” Note: Please allow 24 hours after taking the training for your transcript to be updated.

• Who must complete: All UW–Madison employees when they first begin their employment, and again every four years
• When: This training is only required every four years, so only those who have not completed in the last four years are required to retake. If you are required to take it this year, you will have received an email this fall from titleix_coordinator@wisc.edu with the subject line “Training Renewal Requirement: Prevent Sexual Harassment and Sexual Violence”.
• Deadline: Differs on when you first took the training
• Impacts: Required in order to be eligible for pay plan

Take Prevent Sexual Harassment and Sexual Violence at UW–Madison

Verify completion:

1. Go to My Registrations and Learning Transcript webpage on the UW–Madison Office of Human Resources website. You may need to sign in with your NetID and password.
2. Click on the TRANSCRIPT tab.
3. Check that “Prevent Sexual Harassment and Sexual Violence at UW-Madison” is listed and marked “Complete.” Note: Please allow 24 hours after taking the training for your transcript to be updated.

Questions: Contact hr-compliance@med.wisc.edu 

• Who must complete: All employees with Reporting Responsibilities under the UW-Madison Policy on Sexual Harassment and Sexual Violence.
  • The University has designated individuals in the following job categories as responsible employees:
    • Chancellor, Provost, Vice Chancellors, Vice Provosts, Deans and all other Limited Appointees, including Directors (including Associate and Assistant titles)
    • Department Chairs (including Associate Chairs)
    • Human Resources Representatives
    • Academic Department Administrators (Employees who lead a variety of administrative duties (fiscal, purchasing, human resources, etc.) in an academic department or research center.)
    • All Athletic Department Directors (including executive, associate and assistant directors), Head and Assistant Coaches within intercollegiate athletic teams
    • All Police Department Staff
    • All Managers, Supervisors, Student Supervisors, House Fellows, and Resident Managers within University Housing
    • Student Services Staff (Employees who are responsible for providing support services to undergraduate and graduate students and to student organizations unless designated as a confidential resource. This includes non-confidential Student Affairs employees, as well as employees when they are serving as academic advisors)
    • Any employee or volunteer who is responsible for the supervision or custodial care of minors in university sponsored or supported activities.
    • Title IX Coordinator and Deputy Title IX Coordinators
    • University Complaint Investigators
    • Hearing Officers, Hearing Panel Members and Disciplinary Decision Makers
    • Officers responsible for hearing appeals in cases involving allegations of sexual harassment and sexual violence
• When: If you are required to take this training, you will receive an email from titleix_coordinator@wisc.edu.
• Deadline: The deadline for this annual training differs on when you first took the training
• Impacts: Required in order to be eligible for pay plan

Take Responsible Employee Training

• Verify completion:
  1. Go to My Registrations and Learning Transcript webpage on the UW–Madison Office of Human Resources website. You may need to sign in with your NetID and password.
  2. Click on the TRANSCRIPT tab.
  3. Check that “Responsible Employee Training 2024” is listed and marked “Complete.” Note: Please allow 24 hours after taking the training for your transcript to be updated.
• Impacts: Responsible Employees have a duty to report to the Title IX Coordinator any information they receive that suggests a violation of this policy has occurred or is occurring, which includes all instances of sexual harassment or sexual violence; this report includes identifying information of known complainants and respondents. Responsible Employees are not allowed to keep confidential information reported to them suggesting such a violation has occurred or is occurring. Responsible Employees are required to:
  • Be familiar with the definitions of sexual harassment and sexual violence
  • Be familiar with this policy
  • Be familiar with confidential and other resources on campus and in the community to which to refer a reporting individual
  • Be familiar with the duty to report information they receive about potential acts of sexual harassment or sexual violence to the Title IX Coordinator and be prepared to explain this duty to anyone who is considering reporting such information to them
  • Complete relevant training on an annual basis

Questions: Contact hr-compliance@med.wisc.edu