Procedure: Mandatory training compliance

Purpose

To establish a clear and consistent approach to ensuring compliance with mandatory training and onboarding training at the Australian National University (ANU). It outlines the process for identifying, tracking, and reporting on mandatory training for all staff, ensuring compliance with legal, regulatory, and institutional requirements.

Scope

This procedure applies to all staff who carry out work for the University. Other individuals, such as Visiting and Honorary Appointments (VaHA), volunteers, titleholders, affiliates, labour hire workers, students gaining work experience, and contractors, are required to comply with the Work Health and Safety Act 2011 (WHS Act) as applicable to the nature of their role, including participating in necessary training as required by the University.

Higher Degree by Research (HDR) students must be assessed to determine whether they meet the definition of a worker under the WHS Act. Where HDR students are deemed to be workers, they must comply with this procedure and may be required to complete mandatory training modules relevant to their engagement.

This procedure covers the requirements for the identification, categorisation, tracking, and reporting of mandatory training for staff. Mandatory training supports compliance with regulatory obligations, alignment with university strategy, and mitigation of institutional risk.

1. Roles and Responsibilities

1. People and Culture (P&C) Division:
   1. Oversee the implementation and monitoring of onboarding and refresher mandatory training requirements.
   2. Coordinate with relevant departments to assess training needs and ensure staff are enrolled.
   3. Maintain accurate records of completed training.
   4. Provide reports on training compliance with relevant stakeholders.

2. Corporate Governance and Risk Office (CGRO):
   1. Ensure that training content aligns with legal, regulatory, and risk management requirements.
   2. Support the development and delivery of compliance-related training.

3. College Deans, School Directors, Head of Schools, Division Directors and Supervisors:
   1. Ensure that staff in their areas complete mandatory training within the specified probationary period.
   2. Take appropriate action to ensure compliance with their staff.
   3. Coordinate training requirements for job specific training.
   4. Support staff in accessing and completing required training.
4. Workers:
   1. Complete mandatory training within the specified probationary period.
   2. Keep track of training and ensure completions are up to date.

2. Categories of Mandatory Training

Category 1: Employment Commencement Training

Completed by all commencing staff upon joining the University. Examples include the Code of Conduct, Privacy Awareness and encapsulates all required Work Health and Safety Training.

Category 2: Job-Specific Training

Required as a part of specific roles duties with specific role requirements. Examples may include Selection Committee Chair Training for hiring managers and the Defence Industry Security Awareness for staff with specific security requirements.

Category 3: Refresher Training

Staff must complete refresher training every two years to stay compliant. Examples include Cyber Sense Training and WHS Induction.

3. Process for Tracking and Monitoring Compliance

1) Training Enrolment

1. Staff will be automatically enrolled in required mandatory training upon hire.
2. Job-specific training will be assigned based on the staff’s role and responsibilities.
3. Refresher training will be scheduled and tracked to ensure timely completion.

2) Monitoring Training Completion

1. Staff progress will be tracked through the Learning Management System (LMS) ensuring that staff complete their assigned training within specified deadlines.
2. Automatic reminders and notifications will be sent to staff and their managers for pending training completions.

3) Reporting and Evaluation

1. Quarterly reports will be generated detailing the status of mandatory training completion for all staff.
2. Reports will be reviewed by department heads to identify non-compliance. Managers will communicate to staff the requirement to complete outstanding training and timeframe for completion.

4. Non-Compliance and Consequences

Staff who encounter difficulties completing training will be offered support and resources to assist with completion.

Non-compliance will be identified through regular reporting and individual training records.

Department heads and managers will be notified of non-compliant staff and will be responsible for ensuring training completion.

If training is not completed within the designated timeframe, it may be necessary to suspend the staff from work-related activities or access to university systems.

Failure to complete mandatory training within the probationary process will be managed in accordance with performance or conduct concerns. Failure to complete mandatory training outside of the probationary period will be managed in accordance with the unsatisfactory performance and misconduct process.

5. Exemptions

Exemptions to completion of mandatory training maybe granted in exceptional cases where a staff can demonstrate that participation in mandatory training would impact on health and wellbeing. Other exceptional circumstances may be considered. Individual circumstances will be reviewed on a case-by-case basis by P&C.

6. Training Records and Documentation

All mandatory training completion records will be stored securely in the LMS for tracking and auditing purposes.

P&C will maintain a central database of training records accessible to relevant stakeholders.

Staff who successfully complete mandatory training will receive confirmation of completion indicating their compliance and reflected on their staff profile. These records will be updated when refreshers are completed.

7. Review and Updates

This procedure will be reviewed every two (2) years to ensure its effectiveness and alignment with legal, regulatory, and institutional changes.

Necessary changes will be updated based on feedback from stakeholders, changes in training requirements, and advancements in relevant IT infrastructure.

8. Communication and Awareness

1. Internal Communication:
   Staff will be regularly informed about mandatory training requirements via email and internal communications from P&C.
   Key updates regarding training deadlines, new modules, and reporting cycles will be communicated across the University.
2. Training Support:
   Assistance is available to staff with technical or content-related queries regarding mandatory training modules. All training modules available must abide by accessibility format requirements.