Annual employee compliance in the School of Medicine and Public Health and UW Health

Each fall marks a time when members of the SMPH and UW Health community must complete certain trainings and take specific actions to ensure they are in compliance with some requirements set forth by the School of Medicine and Public Health, the University of Wisconsin–Madison, and UW Health.

This webpage is for both SMPH employees and faculty physicians dually employed by the school and UW Health. Use the buttons below to navigate to the appropriate information based on your employment. Please note that dually employed physicians must completed both SMPH and UW Health compliance measures. 

Which compliance measures do you need to complete?

School of Medicine and Public Health     UW Health

SMPH Shared Guidelines for Professional Conduct module

  • Who must complete: Entire SMPH community, including faculty, staff, and students
  • Deadline: Nov. 10, 2023
  • Impacts: Ensures the entire SMPH community understands the school’s professional standards and how to identify and report mistreatment

Take the Professional Conduct online training

Verify completion:

  1. Go directly into the Canvas course.
  2. Select “Grades” from the navigation option on the left side. (Not in the red panel on the farthest left but the menu next to that with “Home” at the top.)
  3. Look for a score of 100%.
    • If you have a – sign and N/A next to Total, you will need to go back into the module and ensure you click through the entire module until it closes automatically. 
    • Direct technical questions about the training module to learningenvironment@med.wisc.edu.

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

HIPAA Privacy and Security Training

  • Who must complete: All SMPH faculty, staff, students, and volunteers
  • Deadline: Nov. 10, 2023
  • Impacts: Ensures all SMPH employees understand how we must protect patient information

Take the HIPAA Privacy and Security Training

NOTE: You must complete “Step 2: Complete the HIPAA Attestation” to be compliant

Verify completion:

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

Influenza Vaccination Requirement

  • 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: Monday, Dec. 4, 2023
  • Impacts: A school requirement to keep employees, learners, and patients safe
  • How to comply:

Learn more about the Influenza Vaccination Requirement

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

Campus Security Authorities (Clery Act)

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: Monday, Dec. 4, 2023

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) – 2023-2024 – 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 

Cybersecurity Awareness Training

  • Who must complete: All UW–Madison employees, including graduate and undergraduate student 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 2023” is listed and marked “Complete.” Note: Please allow 24 hours after taking the training for your transcript to be updated.

Prevent Sexual Harassment and Sexual Violence at UW–Madison

  • 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 

Responsible Employees (Title IX)

  • 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

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 2023” 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 

UW Health compliance measures

These are additional compliance measures for dually employed faculty at UW Health; they must also complete SMPH measures.

Influenza Vaccination (Flu Shot)    TB Screening    Annual Required Trainings (ART)

More on Annual Combined Compliance at UW Health

Influenza Vaccination (Flu Shot)

Who must complete: UW Health requires all UW Health employees, providers (including UW Health-employed, SMPH-employed and GME physicians), Advanced Practice Providers (APPs), residents, fellows, students, volunteers, non-employees (i.e., travelers, locum tenens, temporary agency staff, leased workers, etc.), other credentialed providers and other affiliated individuals to receive annual influenza vaccination or submit a waiver and receive exemption.

Deadline: Monday, Dec. 4, 2023

See how to comply and Employee Health-sponsored influenza vaccination clinics

Note: Physicians dually employed by SMPH and UW Health can attend a University Health Services clinic or a UW Health Employee Health clinic and it will be reported to both organizations.

If you receive a flu shot through a third party (I.e., Walgreens, your provider’s office, a community vaccine clinic) and complete the Vaccination Self-Entry Form in ServiceNow. To access ServiceNow:

  1. Open an incognito or private browser.
    • Google Chrome: Press Ctrl-Shift-N to open an incognito session
    • Microsoft Edge: Press Ctrl-Shift-N to open an InPrivate session
    • Mozilla Firefox: Press Ctrl-Shift-P to open a Private session
    • Apple Safari: choose File > New Private Window
  2. Enter the link.
  3. If you do not have a UW Health e-mail account, enter [UWHealthUserId]@pa.uwhealth.org as the username and user account password. For example, if your UW Health User ID is abc123, you must enter abc123@pa.uwhealth.org for your username

Contact for questions: For questions, please contact the UW Health HR Service Center by submitting a service request through HR Help Desk or by calling (608) 263-6500, Monday-Friday 7:30 a.m.-5 p.m.

TB Screening

Who must complete: This requirement is dependent on the nature of a specific job role and history of positive or negative tests. See the button below for more information from UW Health.

Deadline: Monday, Dec. 4, 2023

Learn how to comply with the TB Screening requirement

Contact for questions: For questions, please contact the UW Health HR Service Center by submitting a service request through HR Help Desk or by calling (608) 263-6500, Monday-Friday 7:30 a.m.-5 p.m.

Annual Required Trainings (ART)

Annual Required Training (ART): Complete all trainings assigned to you

Who must complete: All UW Health employees, providers (including UW Health employed, SMPH-employed and GME physicians), Advanced Practice Providers (APPs), residents, fellows, students, volunteers, non-employees (i.e., travelers, locum tenens, temporary agency staff, leased workers, etc.), other credentialed providers and other affiliated individuals.

Deadline: Monday, Dec. 4, 2023

Learn how to complete Annual Required Trainings (ART)

What: Annual Required Training includes the following UW Health required training modules:

  • Compliance Overview
  • Security and Technology
  • Privacy and HIPPAA
  • Safety and Infection Prevention
  • Professional Services Documentation
  • Harassment Free Workplace
  • Model of Care Training
  • Illinois Medicare (as necessary)
  • Business Integrity for Leaders (as necessary)
  • Scribing at UW Health (as necessary)

How: Annual Required Trainings will be assigned to staff in U-Learn based on their position title on October 4, 2023. Complete all trainings assigned to you.

Why: Annual Required Training covers topics that are required by The Joint Commission, CMS, and/or Medicare/Medicaid.  The topics included ensure a safe environment for all staff as well as patients and families.  Per Policy 9.55 Employee Expectations, Disciplinary Action and Appeal, failure or refusal to carry out written or verbal assignments, instructions or policies may lead to disciplinary action up to and including termination.

Verify completion:

ART is delivered via UW Health’s learning management system: U-Learn. Access U-Learn using multifactor authentication.

  1. Open an incognito or private browser.
    1. Google Chrome: Press Ctrl-Shift-N to open an incognito session
    2. Microsoft Edge: Press Ctrl-Shift-N to open an InPrivate session
    3. Mozilla Firefox: Press Ctrl-Shift-P to open a Private session
    4. Apple Safari: choose File > New Private Window
  1. Go to https://ulearn.sabacloud.com.
  2. If you do not have a UW Health e-mail account, enter [UWHealthUserId]@pa.uwhealth.org as the username and user account password. For example, if your UW Health User ID is abc123, you must enter abc123@pa.uwhealth.org for your username
  3. Click My Learning to verify all courses are completed.

Contact for questions: For questions, please contact the UW Health HR Service Center by submitting a service request through HR Help Desk or by calling (608) 263-6500, Monday-Friday 7:30 a.m.-5 p.m.

Questions

Unless another contact is noted above, contact hr-compliance@med.wisc.edu with questions.