Effective January 1, 2005, UCI supervisors and academic appointees are required to take a two-hour sexual harassment prevention education course every two years. Following are answers to frequently asked questions relating to this requirement:
1) Who is required to take this course?
- All supervisors
- All academic appointees (including senate and non-senate faculty, lecturers, librarians, emeriti on recall, academic specialists; excluding postdoctoral scholars and academic student appointees) whether full-time or part-time, regardless of actual supervisory responsibilities. See title codes listed in Faculty Titles.
- Individuals who supervise student employees
- All employees with MSP or SMG titles or contracts, regardless of actual supervisory responsibilities
- All employees with a HEERA-designated Title Code (approximately 2300 titles); an Employee Relations code of A, B, C, or D; an Employee Representation Code of S; or a Special Training code of S.
2) What are the deadlines for satisfying this requirement?
The initial compliance period ended December 31, 2005. 2007 was a “retraining year” and all of those who satisfied their requirement during the initial compliance period were required to take a two-hour course again by December 31, 2007. Due to technical difficulties with the online course, the deadline was extended to February 29, 2008.
Those who completed a course in 2006 or later are required to complete a course two years from the date they last completed it.
New supervisors or academic appointees have six months in which to satisfy the requirement.
3) How can I satisfy this requirement?
- Take the revised online sexual harassment prevention program developed by the UC Office of the President (UCOP). This requires an individualized link to the online course, which is typically sent to the employee in an email from UCOP. The online course can be taken on any computer with access to the internet, but is best viewed using Internet Explorer on a PC or Firefox 2.0.0.7 (or higher) on a Mac. New supervisors receive this email some weeks after assuming their new duties. Periodic reminders will be sent to those who have not completed the requirement.
The online course is designed to take at least two hours and provides supervisors the flexibility to take the course from any computer at their convenience and to enter and exit the program as many times as is necessary.
Note that employees who do not have a UCI email address may not receive this email notification from UCOP.
Please note: UCI has an online program through New Media Learning for NON-supervisory employees and students. Though all employees are welcome to view the New Media Learning program, it does not currently satisfy the supervisory education requirement.
- Supervisors and academic appointees may also satisfy the requirement by attending an instructor-led course. The Office of Equal Opportunity and Diversity (OEOD) currently has classes scheduled monthly through TED (Training and Employee Development - accessible to all faculty and staff employees). Employees should search for the course Sexual Harassment Prevention at https://www.ted.uci.edu and follow the directions for enrollment. Directions to enroll can also be found at www.sho.uci.edu/enroll_ted.html.
Large departments (more than 40 attendees) may arrange for workshops designed specifically for their department by contacting the Office of Equal Opportunity and Diversity directly (949-824-5594; eod@uci.edu).
4) Where can I get my personalized link to the online course?
UCOP will send emails with personalized links. If you do not receive an email from UCOP, with an individualized link to the online program, there are several possible reasons:
- You have already satisfied the requirement.
- You are not due for retraining. The Learning Management System is programmed to send links at the time you are required to retake the course.
- You are not registered with UCOP. The new Learning Management System gets its information from the Personnel/Payroll System (PPS)know. They may need to ensure the information in the PPS is correct so that you receive your link.
- You are registered with your office UCI email account, which you do not check, or you are registered with no email address. Check your UCI email account periodically; UCOP sends registrations only to UCI email accounts. Be sure to obtain a UCI email account.
- You are registered and your spam blocker is blocking the email reminders from UCOP. See 7 for directions for disabling your spam blocker.
- If you deleted your link or need it resent, please email uctraining@ucop.edu.
5) Why can't I get back into the online course where I left off?
Those who already started the course and were planning to return to it may be directed to the beginning of the course rather than to the point at which you left off. In such cases, please e-mail UCTRAINING@UCOP.EDU so they can reset your course to the proper spot in the program.
6) Why am I receiving emails when I have already completed the requirement?
If you believe you have received an email reminder in error, please note:
- The email reminders for the ethics and conflict of interest online courses look very similar to the ones for the sexual harassment prevention online program. Check carefully to see which email reminder you have received.
- If you attended an instructor-led course in August of 2007 or after, you may receive email reminders which you can delete. Instructor-let courses will be uploaded into the database, although there may be a lag time because they must be individually entered. Be assured that there IS a record of your training! If you receive more than two reminders, please contact uctraining@ucop.edu.
- If you attended a course elsewhere that you believe meets the requirements, you may request a Sexual Harassment Prevention Certification form from our office at eod@uci.edu and send the completed document to OEOD (Zotmail 1130; FAX: 949-824-2112).
7) Why can’t I get into the course?
If you are having difficulty accessing the course you may need to remove your Pop-up Blocker. Check under TOOLS in your web browser and deselect Pop-up Blocker. For more information on turning off your pop-up blockers (even those that may be “hidden”), please go to: http://www.hotcomm.com/FAQ/FAQ_popups.asp.
Those who already started the course and were planning to return to it may be directed to the beginning of the course rather than to the point at which you left off. In such cases, please e-mail UCTRAINING@UCOP.EDU so they can reset your course to the proper spot in the program.
8) Where can I get assistance?
If you require assistance, please contact uctraining@ucop.edu.
9) Are non-supervisory staff required to receive sexual harassment prevention training?
There is no law or policy that requires non-supervisory staff to receive sexual harassment prevention training. However, we strongly recommend that every employee be educated in sexual harassment prevention every two years. Two options are available for non-supervisory staff:
- Take online training available through New Media Learning at http://www.newmedialearning.com/psh/ucirvine/. Completion of this online module DOES NOT fulfill the AB18925 Mandatory Sexual Harassment Prevention Workshop requirement.
- Schedule a departmental workshop for 40 or more by contacting the Office of Equal Opportunity and Diversity.
Still have questions? Please contact the Office of Equal Opportunity and Diversity at (949) 824-5594 or eod@uci.edu.
