Required Annual Retraining

Annual Retraining 2021

Each year, Annual Retraining is a digital course assigned to all team members at UVA Health who were hired on or before December 31st of the previous year. The training encompasses several topics that are deemed mandatory retraining each year from a variety of agencies and policies.

School of Nursing (SON): Communications will be sent separately for Annual Retraining (not from UVA HR).

Key Dates:

  • Launches in Workday Learning: May 3, 2021 (communicated to team members on May 5, 2021)
  • Deadline extension: UVA Health leadership has extended the completion deadline for Annual Retraining to Friday, July 23 (this includes SON, UPG, MC, and Community Medicine).
  • School of Medicine Annual Retraining deadline is Tuesday, August 31.

Audience:

  • All members of UVA Health from SOM, UPG, and Community Medicine (including contingent workers and students) who were hired on or before December 31, 2020 must complete Annual Retraining.

Compliance Policies:

Non-Critical Updates/Corrections:

May 7, 2021: In the Information Security section:

  • In 'Knowledge Check,' Health System policy IT-002 was incorrectly listed as ID-002.
  • In the 'Acceptable Internet Usage' section, it is noted that you can request Dropbox with Sookasa. You may apply for Dropbox, but Sookasa is no longer available.

Reports for Compliance

After the assignment and enrollment of the digital course in Workday Learning, managers are responsible for monitoring the completion of Annual Retraining for their team members. Recommended reports and steps to run each report are listed in the accordions below based on your role.

If you do not have access to the reports listed below based on your role, please email LMS@virginia.edu and request access to Learning reports.

  • Learner
    1. Log in to Workday
    2. In the Workday Search bar, type 'My Transcript' and select the Report
    3. View the output of the Report
      1. There are three primary sections: Not Started, In Progress, and Learning History
        1. Not Started: Learning content you have enrolled in, but not yet started
        2. In Progress: Learning content you have enrolled in, started, but not yet completed
        3. Learning History: Learning Content that you have completed

  • Manager
    1. Log in to Workday
    2. In the Workday Search bar, type 'Managers - My Team's Learning' and select the Report
    3. (Optional/As Needed) Use the prompts on the report
      1. Worker: If you want to only view one worker, or multiple workers, use the prompt to indicate which worker(s) you are reporting on
      2. Enrolled Content: Specify the Content (i.e., 'UVA Health 2021 Annual Retraining') you wish to filter the report on
      3. Completion Status: Specify the the Completion Status you are interested in seeing (e.g., Not Started, In Progress, Completed)
    4. (Optional) Save your search so you can easily run this same report in the future
    5. Click OK
    6. View the output of the report
      1. Use the column headers to filter/drill down
      2. Export the report to Excel for further manipulation

  • Learning Reports Administrator
    1. Log in to Workday
    2. In the Workday Search bar, type 'Learning Enrollment and Completion Report ALL' and select the Report
    3. (Recommended) Use the prompts on the report
      1. Learning Content: Specify the Content (E.g., Course, Offering, Program) you wish to report on (i.e., 'UVA Health 2021 Annual Retraining')
      2. Completion Status: Specify the Completion Status you are interested in seeing (e.g., Not Started, In Progress, Completed)
      3. Content Completion Dates (On or After, On or Before): If you want to see Courses/Offerings that the Learners completed during a certain timespan, specify those dates in these two fields (On/After, On/Before)
      4. Enrollment Status: Specify the Enrollment Status you are interested in seeing (e.g., Enrolled, Dropped, Completed, etc)
      5. Enrollment Dates (On or After, On or Before): If you want to only see Learners who enrolled (e.g., Enrolled) for content during a certain timespan, specify those dates in these two fields (On/After, On/Before)
      6. Company: Specify the Company (E.g., The Rector & Visitors, Medical Center, UPG) you wish to view Learning Enrollments and Completions for
      7. Supervisory Organization: If you want to only view Learning Enrollment and Completions for a specific area in the hierarchy, specify the area(s) here
        1. Include Subordinate Organizations: Check this box if you want to also see Supervisory Organizations 
      8. Department: If you want to only view Learning Enrollment and Completions for specific department(s), specify that information here
      9. Worker: If you want to only view one worker, or multiple workers, use the prompt to indicate which worker(s) you are reporting on
    4. (Recommended) Save your search so you can easily run this same report in the future
      1. For Example, if you're checking on Enrollments and Completions for Annual Retraining, save your filters so you can quickly run this same report next time you need. 
    5. Click OK
    6. View the output of the Report. 
      1. Use the column headers to filter/drill down
      2. Export the report to Excel for further manipulation

  • Chief/Executive
    1. Log in to Workday
    2. In the Workday Search bar, type 'Learning Enrollment Completion Analysis' and select the Report
    3. (Recommended) Use the prompts on the report
      1. Learning Content: Specify the Content (E.g., Course, Offering, Program) you wish to report on (i.e., 'UVA Health 2021 Annual Retraining')
      2. Completion Status: Specify the the Completion Status you are interested in seeing (e.g., Not Started, In Progress, Completed)
      3. Completion Dates (On or After, On or Before): If you want to see Courses/Offerings that the Learners completed during a certain timespan, specify those dates in these two fields (On/After, On/Before)
      4. Enrollment Status: Specify the the Registration Status you are interested in seeing (e.g., Enrolled, Dropped, Completed, etc.)
      5. Company: Specify the Company (E.g., The Rector & Visitors, Medical Center, UPG) you wish to view Learning Enrollments and Completions for
      6. Worker Type: If you only want to see one type of 'Worker' (e.g., Contingent Worker or Employee, both default in this prompt) specify that here
      7. Employee Type: If you only want to see a certain type of 'Employee' (e.g., Regular, Student, Temporary, or Wage default in this prompt) specify that here
      8. Supervisory Organization: If you want to only view Learning Enrollment and Completions for a specific area in the hierarchy, specify the area(s) here
        1. Include Subordinate Organizations: Check this box if you want to also see Supervisory Organizations 
      9. Department: If you want to only view Learning Enrollment and Completions for specific department(s), specify that information here
      10. Learning Content Type: If you only want to see certain types of Learning Content (E.g., Blended Course, Digital Course, Program, Offering, etc.) specify that here
      11. Course Attendance Status: If you only want to see certain attendance statuses (e.g., Attended, Did Not Attend, etc.) specify that here 
      12. Required Learning Enrollment: Check this box if you only want to see enrollments and completions that are marked as 'Required'
      13. Job Family Group: If you only want to see Learners in specific Job Family Groups, specify the groups here
      14. Job Family: If you only want to see Learners in a specific Job Family, specify the family here
    4. (Recommended) Save your search so you can easily run this same report in the future. 
      1. For Example, if you're checking on Enrollments and Completions for Annual Retraining, save your filters so you can quickly run this same report next time you need. 
    5. Click OK
    6. View the output of the Report
      1. The visual display defaults to a Bar Chart 
        1. Use the Configure Button to change the visual to another option (E.g., Donut, Line, Stacked Column, etc.)
      2. The table displays drillable values (e.g., Completions) across multiple groupings (Status: Completed, In Progress, Not Started, etc), for each Learning Content specified (e.g., Digital Course, Blended Course, etc.)
        1. Clicking on any of the drillable values will display an additional report for that specific value
      3. Export the report to Excel for further manipulation

Frequently Asked Questions

  • Who is required to complete Annual Retraining?

    If you are a UVA Health team member and have access to email, data, patients, or the environment (defined by having a UVA Health badge), and were hired/started on or before 12/31/20, you are required to complete Annual Retraining. 
     

  • What if a team member is on approved leave?

    For team members who are on leave, they have 15 days upon the date of their return to complete the retraining module. If your team member is marked on the spreadsheet as on leave, nothing more is needed.

    If a team member is not marked on leave, contact the HR Service Center at 434.243.3344 or email the leave mailbox at Leave@virginia.edu.

    If the team member is not on leave that HR tracks (i.e., wage, etc.), the reports will not show them as on leave. However, if the manager and leadership team are aware of these situations, no further action will be needed. When they return, they will have 15 days to complete the course and the manager will confirm compliance. 

    The course will not be removed from assignment because the requirement still exists. 

  • What happens if a team member does not complete the training?

    UVA Health team members who fail to complete the retraining module may be suspended for up to five days until the module is complete. If the module is not completed after five days of suspension, the team member can be terminated per Human Resources Policy 210.

    If a team member is on approved leave and will miss the deadline, they must work with their manager to ensure retraining is completed within 15 days of their return. Once the module is complete, the team member's manager must confirm compliance.