Harassment Prevention and Inclusion Trainings in Justworks

Justworks X EVERFI

Justworks has teamed up with EVERFI 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 “Training” under the “HR” header in Justworks.

Clicking the “Training” tab will take you to the “Training course library” where you can see all of the courses in our harassment prevention and inclusion training suite, their assignment schedule, and enrollment.

 

The Courses 

Justworks provides access to four different training courses from EVERFI. 

Harassment & Discrimination Prevention for Supervisors

There are 7 versions of this course. They include:

1. California - compliant with California’s AB 1825, AB 2053, SB 396, SB 1343 and SB 1300
2. Connecticut - compliant with Connecticut’s Time’s Up Act
3. Delaware - compliant with Delaware’s HB 360
4. Illinois - compliant with the Illinois Human Rights Act
5. Maine - compliant with Maine’s Title 26 M.R.S.A. §807
6. New York - compliant with New York Labor Law §201-g and New York City’s Stop Sexual Harassment in NYC Act
7. 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

There are 7 versions of this course, too. They include:

1. California - compliant with California’s SB 1343 and SB 1300
2. Connecticut - compliant with Connecticut’s Time’s Up Act
3. Delaware - compliant with Delaware’s  HB 360
4. Illinois - compliant with the Illinois Human Rights Act
5. Maine - compliant with Maine’s Title 26 M.R.S.A. §807
6. New York - compliant with New York Labor Law §201-g and New York City’s Stop Sexual Harassment in NYC Act
7. 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 in the Modern Workplace 

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.

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, click “Training” under the “HR” header in the left-hand navigation bar > “Manage” next to the course you’d like to assign. 

After clicking “Manage,” you’ll be taken to a course overview page to learn about the course and general requirements for mandated training. The course overview page will help you understand what 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 course overview page regarding state/city sexual harassment prevention requirements is not comprehensive, and customers are responsible for ensuring compliance with applicable training laws.

NOTE: 

• Training courses with a due date in the past can be reassigned to employees and will appear with an “Update Needed” label on the “Training course library” page. 

 

 

Setting up training information

To begin, click “Schedule training” under “Training settings.” Here, you’ll create your training schedule, the period in which you want employees to complete a training. 

First, select your assignment date, the day the course will become available to assignees. You can select an assignment date to be any date in the future. Justworks will send an email to all assignees on the assignment date telling them that they have a course to complete. The email will have the name of the course and due date and will allow employees to login to access the training from the email. 

Next, you will need to select the due date. You can select your own due date, and employees will receive reminder emails to complete the assignment 1 week and 4 days before the date you select. 

Finally, select a recurring frequency to automatically reassign and notify employees to take the course year after year. You can choose to have a course 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).

We’ve made the document upload mandatory on all harassment and discrimination prevention courses because some sexual harassment prevention laws require employers to provide a copy of their sexual harassment prevention 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 (supervisor or non-supervisor) course and uploading your company’s employee handbook, provided it contains your company’s applicable policy against harassment (including sexual harassment), is a satisfactory solution. 

NOTE: 

• You’re able to 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 section in the “Managing Bias” or “Diversity: Inclusion in the Modern Workplace” course overview pages.

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.” At this time, however, there is no documentation that Justworks can provide showing that the employee has reviewed the policy.

Similarly, the documents you upload to the harassment and discrimination prevention courses will be located on your “Documents” page under the same category -“Training Documents.” These documents can only be uploaded and removed in the training that they have been attached to and you will not be able to create or delete a document from the doc center.

Assigning training to your team

Once you have uploaded your policy against harassment, if applicable, click “Save Changes” then on the same page, click “Assign course to your team” to begin assigning the course to employees.

NOTE: 

• If you already have employees assigned to a training, click “Manage” in the “Assigned to” section to remove or add assignees. 

To help you assign the courses you can:

• Group the employee list by office, department, or member 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 “Member 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.
• Use the “Next Assignment Date” column to decide when you’d like the course to be administered to employees.

Once you have selected which employees you’d like the course to be assigned to and selected the assignment date, click “Save Changes” to confirm. You will then see a green banner confirming those employees have been added to the training course, 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 assignment date and due date up until the assignment date.

Once the training has been assigned: You will not be able to edit the assignment date, but you can edit the due date as needed (in case your employees need some extra time!). 

Once the due date has passed: The training window has passed. You will not be able to edit the past training period, but you can edit the assignment date and due date for the next training period. If you need to make changes to a due date 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 a 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 “HR” header and select “Manage” next to the course you need to add the employee into. Once in the course, click “Manage” in the “Assigned to” section.

For this example let’s add “Tara Carter” to an existing training.

In order to add this employee, select the check box next to “Tara Carter.”

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, check out the Training Status Report by clicking “Reports” in Justworks. Use the Training Status Report to quickly monitor your employees’ progress through training. 

 You can also see employees’ training progress by clicking “Manage” next to the training you want to monitor from the “Training” page. 

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.

Employees will also receive notifications on their dashboard which will show the number of courses they have not started.

Reviewing employee training course library

When a team member clicks “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 clicking “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!

 

  

If an employee needs technical support or has any questions related to the content, they can click on “Help” to access EVERFI’s Online Support Center for technical questions or “Ask Your Instructor” for content-related questions.

If an employee does use the in-course “Help” options, please note they will be talking to EVERFI’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.

The employee will need to press “Resume” to continue.

 

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.

What if my team and I are having issues viewing a course?

Please check to make sure you and your team are following these minimum requirements:

• Bandwidth
• Broadband connection (e.g.DSL, cable modem or FIOS) with 1Mbps bandwidth or better is required to view the courses. Test your bandwidth using: https://fast.com/
  
• Browsers
  Use the latest version of:
  
• Chrome (preferred)
• Firefox (preferred)
• Microsoft Edge
• Safari

• Browser settings 

• Allow third party cookies
• Safari Only:  In Preferences, please ensure you have “Prevent cross-site tracking” unchecked

 

• Tablets/Mobile Support
  • The minimum requirements for tablet use are iOS version 9.3 or later and running on iPad 2 or later, however, a perfect experience on a tablet is not guaranteed
  • Courses being viewed on tablet must be in landscape
  • EVERFI, our course provider, does not support smartphones at this time

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, 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.