Knowing who has completed their compliance training and who didn’t is as important as delivering the training in the first place. Here are 5 practical ways to track compliance training completion.
Set Up a Completion Dashboard
For those platforms, you can create a dashboard that displays your learners’ status in regards to the training provided. It’s also a good idea to have the platform set up to alert (automatically) when any learner falls behind schedule for any reason. This is far better to catch before the week of an audit than the week after.
Export Reports for Audit Evidence
By exporting a CSV completion report on a monthly basis (and storing it in an organised fashion) you will have the required evidence to show that training has been completed. The ICO set out the staff data protection training requirements and your records will need to show that you have met these requirements.
Handle Non-Completers With an Escalation Workflow
Sending a single email to the learner who hasn’t completed the training is unlikely to be enough. Set up a workflow that includes a note to the learner seven days after the training was due to be completed and then send a note to the learner’s line manager 14 days after the training was due to be completed. If you want Elearning Compliance Training, https://www.adempi.co.uk/compliance-training/elearning-courses is a good place to start.
Automate Renewal Deadlines and Re-Enrolment
Annual or bi-annual refresher compliance training can be set to automatically renew a learner’s enrolment to a course prior to the original expiration date. Set a course’s renewal deadline and then program the system to automatically re-enrol learners thirty or so days prior to said expiration date. This ensures there is ample time for learners to complete their annual or bi-annual refresher compliance training prior to its expiration date.
Reconcile Records Against Your Staff Register
Verify training records against your up-to-date staff list on a monthly basis. New starters should receive the necessary compliance training within their first week of work. Make sure you retain records of leavers (i.e. archive them rather than delete them) in case you need to refer to them in future.
It will also prevent much stress when an inspection takes place if your records are up-to-date and correct.