This article is about Justworks PEO. What product am I using?
Justworks X Ethena
Justworks has teamed up with Ethena to provide a fully integrated suite of harassment prevention and inclusion trainings available to all Justworks customers at no extra cost!
Admins with View basic employee information permissions can access the training suite by clicking Company Settings, then Training in the drop-down menu.
Selecting the Training tab will take you to the landing page for training, where you can see all active, upcoming, and past training. It also displays the schedule completion rate data.
The Courses
Justworks provides access to five different training courses via Ethena.
Harassment & Discrimination Prevention for Supervisors
There are 7 versions of this course. They include:
- California - compliant with California’s AB 1825, AB 2053, SB 396, SB 1343 and SB 1300
- Connecticut - compliant with Connecticut’s Time’s Up Act
- Delaware - compliant with Delaware’s HB 360
- Illinois - compliant with the Illinois Human Rights Act
- Maine - compliant with Maine’s Title 26 M.R.S.A. §807
- New York - compliant with New York Labor Law §201-g and New York City’s Stop Sexual Harassment in NYC Act
- All other US jurisdictions
NOTE:
- The state-specific supervisor courses are for customers whose supervisory employees work or supervise workers in jurisdictions that have sexual harassment prevention training requirements
- The “All US” supervisor course can be assigned by customers who have supervisory employees that work or supervise employees in jurisdictions that do not have sexual harassment prevention training requirements
Harassment & Discrimination Prevention for Non-Supervisors
7 versions of this course include:
- California - compliant with California’s SB 1343 and SB 1300
- Connecticut - compliant with Connecticut’s Time’s Up Act
- Delaware - compliant with Delaware’s HB 360
- Illinois - compliant with the Illinois Human Rights Act
- Maine - compliant with Maine’s Title 26 M.R.S.A. §807
- New York - compliant with New York Labor Law §201-g and New York City’s Stop Sexual Harassment in NYC Act
- All other US jurisdictions
NOTE:
- The state-specific non-supervisor courses are for customers whose non-supervisory employees work in jurisdictions that have sexual harassment prevention training requirements
- The “All US” non-supervisor course can be assigned by customers who have non-supervisory employees that work in jurisdictions that do not have sexual harassment prevention training requirements
Diversity, Inclusion, and Belonging
This course explores the nature of diversity and provides practical strategies for workplace inclusion. There is only one version of this course, and customers with team members in any jurisdiction can assign this course to their entire team.
Managing Bias
This course will help you educate your teams on bias and how it affects the workplace. There is only one version of this course and customers with team members in any jurisdiction can assign this course to their entire team.
Supportive Workplaces
This course will help you educate your teams on how to foster a productive and respectful workplace environment. There is only one version of this course, and customers with team members in any jurisdiction can assign it to their entire team.
Why is providing training to my employees important?
Workplace harassment can happen anywhere, at any time. The goal of any comprehensive harassment prevention program is to both prevent harassment from occurring in the first place and to stop any past or existing harassment from recurring in the future. Two important first steps towards this goal are to educate employees on how to identify an instance or pattern of harassment and how to report that harassment. Harassment prevention training can serve to educate employees on these two first steps.
While sexual harassment prevention training is required in some states, it is a best practice to provide training to all your employees so that they may feel empowered to combat and report harassment in all its forms. Employees should also be regularly trained in order to demonstrate the organization’s ongoing commitment to harassment prevention and to provide the opportunity to open the dialogue between employee and employer on a regular basis. Many companies choose to follow the best practice by administering this training on an annual basis, which also generally satisfies harassment prevention training recurrence requirements for states where such requirements exist.
Of course, a regular training cycle should be just one facet of a holistic harassment prevention program. Employers should ensure they also include, among other attributes, meaningful endorsement and enforcement from leadership, an inclusive and compliant anti-harassment policy, a clear harassment reporting and investigative procedure, and an assessment of existing risk factors. The Equal Employment Opportunity Commission (EEOC) has compiled checklists and other information on various facets of harassment prevention in the workplace.
How do I set up a training course?
To set up a training course, select Training under the Company Settings drop-down in the left-hand navigation bar. Then select Schedule Training in the top right-hand corner.
After clicking Schedule Training, you’ll be taken to a page where you’ll be able to choose the course to assign. Once you select a course and click next, you’ll be prompted to choose a state-specific version for applicable training and an audience for the Harassment and Discrimination prevention training. You’ll then receive guidance on which jurisdictional training requirements apply to you and if you need to assign a specific course to your team.
It’s important to note that the information provided on the training details page regarding state/city sexual harassment prevention requirements is not comprehensive, and you are responsible for ensuring compliance with applicable training laws.
After choosing a course, you’ll set your training schedule, the timeline in which you want employees to complete a training.
First, select the day the course will become available to assignees. Justworks will send an email to all assignees on the date notifying them of the course to complete. The email will have the name of the course, due date, and employees would be able to access the training from the email.
Next, you’ll set a duration for the training to be active.
Finally, select a frequency to automatically reassign and notify employees to take the course. You can assign the training once, or have it recur every 6 months, 1 year, or 2 years. Training your employees on a recurring basis is a best practice and generally satisfies harassment prevention training recurrence requirements for states where such requirements exist.
Uploading Documents
In order to assign any of the “Harassment & Discrimination Prevention for Supervisors” courses or the “Harassment & Discrimination Prevention for Non-Supervisors” courses, you must upload your company’s applicable policy against harassment (including sexual harassment).
Some sexual harassment prevention laws require employers to provide a copy of their policy to employees and/or require the sexual harassment prevention training to include the employer’s internal complaint process — and regardless of whether this is required, doing so is a best practice. You will not be able to assign any of the harassment and discrimination prevention courses without uploading a document.
You will only be able to upload one document per harassment and discrimination prevention course. Uploading your company’s employee handbook, provided it contains your company’s applicable policy against harassment (including sexual harassment), is acceptable.
NOTE:
- You can update your policy in Justworks at any time. Employees will have access to the most recently uploaded policy on each course.
There is no document upload requirement for the Managing Bias, Diversity, Inclusion, and Belonging, or Supportive Workplaces courses.
Before any of your employees take a harassment and discrimination prevention course, they will be instructed to download and read the document. Any document your team member downloads from a course will be uploaded to their Documents section of Justworks under a category called “Training Documents.”Justworks does not show whether the employee viewed the policy.
The documents you upload to the harassment and discrimination prevention courses will be located on your “Documents” page under the same “Training Documents” category. If changes need to be made to the document including deletion, you’ll need to go to the course it was uploaded to.
Assigning training to your team
Once you have uploaded your policy against harassment, if applicable, click “Next” on the same page. You’ll then be taken to a page where you can assign the course to employees.
To help you assign the courses, the employee list is sorted by office location by default. You can also:
- Group the employee list by work location or profile type to make it easier for you to assign training to team members located in jurisdictions where training requirements apply.
- Use the “Direct Reports” column to get an understanding of who may be a supervisor vs. non-supervisor
- NOTE: You will need to check applicable law(s) as to how each jurisdiction defines supervisory or managerial employees for training requirement purposes as this may vary by jurisdiction. As a best practice, you may treat anyone who oversees even one employee or non-employee as a supervisor, and assign the training accordingly.
- Use the “Profile Type” column to determine who is non-employee (e.g., contractors) as some jurisdictions also require training to be provided to non-employees.
- NOTE: Again, you will need to check applicable law(s) to confirm who you are required to train. See the Customer FAQ document for more guidance.
Once you have assigned the course to employees, you’ll be taken to a final review page. Here, you’ll see an overview of your selections. If everything looks good, select “Submit” and you’ll be all set.
Edit recurring training assignment dates and due dates
You have the opportunity to make changes to your training schedule. Here is some guidance on when you can change dates:
Before the training has been assigned you can edit both the start date and duration.
Once the training has been assigned you won’t be able to edit the start date, but you can edit the duration as needed (in case your employees need some extra time!).
Once the due date passes you will not be able to edit the past training period, but you can make changes for the next training period. If you need to make changes to give your employees extra time, make sure to do so before the due date has passed.
When making an edit to the training schedule, a pop-up will appear with details about the change and how it will impact any assigned employees.
From the Enrollment section, you can view previous years by using the drop down menu to select a year.
This section also allows you to delete a training assignment for employees by clicking the trash icon under the “Action” column.
Add a new person to a recurring training
There may be cases where an employee needs to take training before your next training period like in the case of a new hire or supervisory role change. To add an employee into a recurring training, click Training under the Company settings and select Manage next to the course you need to add the employee into. Once in the course, select Next to get to the Assign section, and check the box next to the employee who should be added to the training course.
For new assignees, Justworks defaults training to be assigned and completed within the same length of time your training schedule is set to (i.e. the number of days between your regular training schedule’s assignment date and due date). Once they take their first instance of the training, they will be added to your company's regular training period and assigned the training again.
You also have the option to let the team member skip a training starting the day you add them to a recurring schedule and have them take the training with your next training period.
Tracking employee progress
To track your team’s progress, you can utilize the Training Status Report. This report can be accessed by selecting the View report from the three dots menu on the Training page, or through the Analytics section of your Justworks account.
Your team member’s experience
When you assign a course to your team, employees will receive an email from Justworks telling them that they have a course to complete. The email will have the name of the course and due date and will enable employees to navigate to the course.
In the event that an employee starts a course and exits halfway, or prefers to complete the course(s) in full at another time, they can find it in Justworks by navigating to the “Training” tab which lives under their You section of Justworks.
Reviewing employee training course library
When a team member selects Training they will be taken to their Training course library.
Employees will be able to see the titles of the courses assigned to them, the duration of the course/s, due dates (if applicable), their completion status (Not Started, In Progress and Complete) and they’ll be able to take the course by selecting Take course.
For past year’s training courses, employees will be able to see their course history but once a new course has been assigned, they will no longer be able to engage with a past course.
Taking a course
Employees taking any of the harassment and discrimination prevention courses will be instructed to download and read your company’s policy against harassment (containing the company’s complaint procedure) before the training launches.
Employees can access your company’s policy against harassment and their signed course completion acknowledgment under “You” > “Documents” under the “Training documents” category.
When an employee clicks “Continue To Course,” they'll have the option to view the course in English or Spanish. Once they select which language, the course will begin straight away!
Troubleshooting Course Issues
If an employee needs technical support or has any questions related to the content, they can select Help from the menu on the training course to access Ethena's Online Support Center for technical questions.
If an employee does use the in-course Help options, please note they will be talking to Ethena's support center directly and not Justworks. If they need to get in touch with Justworks, we’re here 24/7 to help!
Completing a course
The courses are interactive and require the employee’s full attention to complete. If an employee starts a course and then begins to open a new window, minimizes the screen or moves off of the course in any way, the courses will automatically be paused.
If an employee does decide to leave a course, their progress will be saved so when they come back to complete the training, they’ll be able to pick up where they left off!
Completion Acknowledgement
To complete any of the harassment and discrimination prevention courses, employees will be required to electronically sign an acknowledgment of completion. This will pop up automatically when the course is finished. Only when a team member electronically signs the acknowledgment of completion will their completion status move from In Progress to Complete.
The acknowledgment of completion will not pop up if a team member completes the Managing Bias or Diversity: Inclusion in the Modern Workplace courses.
Tablets/Mobile Support
For the best experience, we recommend completing training courses on a desktop computer. However, Ethena supports tablets and other mobile devices, so employees can complete their training on the go if needed.
Have more questions?
Check out this FAQ page with answers to common customer questions!
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for accounting, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.