Compliance

Compliance

Overview

Compliance training can help educate employees about laws, regulations, policies and ethical standards that apply to their roles and organizations.

The platform supports compliance training in a variety of ways: 
  1. Designating courses as compliance courses.
  2. Compliance course expiration and renewal.
  3. Monitoring compliance status.
  4. Compliance reports.
Info
Note - the Compliance feature must be enabled by a portal administrator. Visit the administrator Compliance article for more information. 
Info
Please note CYPHER for business defaults to the term course. CYPHER for academia defaults to the term class. The terms course and class are interchangeable in this article.

Configuring compliance courses

To designate a course as a compliance course:

  1. Access the course or class.
  2. Click Admin from the course/class navigation menu.
  3. Select Compliance from the fly-out menu.
  4. Click + Required for compliance.
    1. By default, courses are not designated as compliance courses. 

Course, Admin, Compliance page with the Require for compliance button highlighted

Duration

Once a course has been designated as a compliance course, you can set a compliance duration.

By default, when a learner completes a compliance course, they are deemed compliant forever.
To change the compliance period:
  1. Access the compliance course or class.
  2. Click Admin from the course/class navigation menu.
  3. Click Compliance from the fly-out menu.
  4. Click Edit under the Duration heading.

Course, Admin, Compliance page, Duration section with the Edit button highlighted

The Edit drop-down menu contains multiple options:
  1. Forever: The course compliance status will never expire. This is the default option.
  2. Specific duration: Allows you to enter a compliance expiration duration in years, months, weeks and days.
  3. Until a specific date: Allows you to define a specific date compliance will end.
  4. For date period: Allows you to define a single specific date when the learner will be compliant.

Course, Admin, Compliance page, Edit duration pop-up with Forever selected

Selecting Specific duration allows you to select a duration through which a learner or student will be deemed compliant.
  1. Select the number of years, months, weeks and/or days a learner will be in compliance following course completion.
  2. Click Save.

Course, Admin, Compliance page, Edit duration pop-up with Specific duration selected

Selecting Until specific date allows you to select a date through which a learner or student is deemed compliant.
  1. Select a date from the calendar.
  2. Click Save.

Course, Admin, Compliance page, Edit duration pop-up with Until specific date selected

Selecting For date period allows you to choose a single specific date when the learner is compliant. 
  1. Select a specific month and day.
  2. Click Save.

Course, Admin, Compliance page, Edit duration pop-up with For date period selected

Expiration countdown

If your compliance course or class has a duration or expiration date, you can add an expiration countdown rule. An expiration countdown rule can trigger a variety of actions.
To add an expiration countdown rule:
  1. Access the compliance course or class.
  2. Click Admin from the course/class navigation menu.
  3. Click Compliance from the fly-out menu.
  4. Click + Add rule below the Expiration countdown heading. 
Course, Admin, Compliance page, Expiration countdown section with the Add rule button highlighted

 You can set how many days prior to the compliance course expiration the rule will take place.

  1. Select the number of days.
  2. Click Save. 
 Note - You can add as many expiration countdown rules as you like. For example, one action can occur when the learner has 30 days of compliance left, and another set of actions when the learner has 7 days of compliance left. 
Course, Admin, Compliance, Compliance expiration countdown pop-up

After selecting the expiration countdown days, you can add an action.

  1. Click + Add action below your new expiration countdown.

You can choose from multiple actions.

  1. Integrations
    1. Message queue: This action allows you to post a custom message to the message queue.
    2. Webhook: This action allows you to invoke an API.
  2. Membership
    1. Reenroll in a class: This action re-enrolls a learner or student back in the course.
      1. When a learner is re-enrolled into a course, their completion history is stored, and the rest of the course states are reset. This allows the learner or student to take the full course again.
  3. Other
    1. Send custom notification: This action allows you to send learners a custom notification regarding compliance status.

Add action pop-up, Integrations tab active
You can add multiple actions to each rule.
  1. In the example below, learners will be sent a custom notification and re-enrolled in the course 30 days prior to their compliance expiration.

Countdown to Deactivation

You can also create a countdown for learners or students to complete a compliance course. The Deactivation feature allows you to set the maximum number of days users have to complete a course. You can use Deactivation rules to trigger reminders for users to complete the course before the deadline.

To learn more, visit the Deactivation section of the Configure article. 

Viewing compliance status

You can quickly and easily view learners and student's compliance status.
  1. Access the compliance course or class.
  2. Click Learners from the course/class navigation menu.
  3. Click the Compliance tab.

Course, Learners, Compliance tab

To filter based on compliance status:
  1. Click the search icon.
  2. Click the filter icon.
  3. Click New filter...
  4. Select Compliance from the list.
  5. Select a compliance status:
    1. In progress
    2. Compliant
    3. Non-compliant
  6. The list of learners will update based on compliance status.

Course, Learners, Compliance page with Compliance in progress filter highlighted


Learner and student view

If a learner is enrolled in at least one compliance course, a Compliance widget displays on their homepage.

  1. The widget displays learner compliance courses and current completion status.

Home dashboard, Compliance widget highlighted


To see more detailed compliance status for each course:
  1. Learners click the Compliance tab the Courses/Classes widget.

Home dashboard, Courses widget, Compliance tab highlighted

The landing page for compliance courses and classes include the learner's compliance status in the right panel.

Course, Modules page with compliance widget highlighted

Compliance reports

The platform includes a compliance report in the Reports catalog.  

To run the report:
  1. Click Reports on the primary navigation menu.
  2. Click Catalog on the fly-out menu.
  3. Select Compliance from the Type menu in the Search widget.
  4. The course compliance report displays.
  5. Click Run on the Course compliance report.
Reports, Catalog, Compliance type search results

On the Run report pop-up box, define the parameters of your report.

  1. Use the Courses drop-down to select courses.
    1. You may select multiple courses per report.
  2. Use the Organization drop-down to select organizations. 
    1. You may select multiple organizations.
  3. Select an output format.
    1. HTML or CSV.
  4. Determine if you would like to save the report in the catalog.
  5. Determine when to run the report.
  6. Add an optional email address to receive the report.
  7. Click Run.

Reports, Catalog, Course compliance run report pop-up

You will receive a notification when the report is complete.
  1. Click the link to view the report. 
Reports, Catalog, Course compliance report complete notification

For additional details on reporting, visit the Reports topic.




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