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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 training version, training period, completion data, and the frequency.
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 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 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.
Next, select the day the course will become available to assignees. A new one-time training can become available on the same day it's set up. A recurring training, however, becomes available to start the next day. Justworks will send an email to all assignees on the date notifying them of the course to complete. If someone is added after the start day, they'll receive an email the same day. Assignees will also receive a reminder five days before the training is due. Employees can access the training from the email.
Finally, you’ll set a duration for the training to be active.
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. You can upload your company’s employee handbook, if it contains your company’s applicable policy against harassment (including sexual harassment). You can always update the policy anytime and it will be applied to future recurring training.
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'll be asked to read the policy and acknowledge it. They can't start the course until they do. Any document your team member acknowledges 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 work location by default. You can also:
- 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 can edit both the start date and duration before the training period has started. Training can't be backdated or moved to the current day. A recurring training can't be switched to a one-time occurrence.
Once the training has been assigned, only the end date can be changed in case your employees need some extra time.
Once the due date passes you will not be able to extend the period, but you can make changes for the next training. If you need to make changes to give your employees extra time, make sure to do so before the due date has passed.
You can cancel an active or in-progress training from the three dots menu. Assignments that employees have already completed are kept.
All trainings past their due date or cancelled will appear in the “Past” section of the landing page. You can click on the name of any training listed here to get more detailed assignment and enrollment info.
If you need to delete a training assignment for any employee, you can do so by clicking the training’s name under the “Active” or “Upcoming” tabs and clicking the checkbox next to their name. A floating bar will appear that’ll allow you to delete the assignment for all selected employees.
Those who completed the training can't be removed, but you can remove a former employee from an active training period. For recurring training, you'd need to remove someone from the current and future periods.
Add a new person to a recurring training
There may be cases where an employee needs to complete training before your next training period, such as a new hire or supervisory role change. You can set up a one-time training assignment to ensure the employee meets applicable compliance standards. To do this, click Training under the Company Settings tab and select Schedule training. Follow the instructions shared above to set up your chosen training and ensure that the selected frequency is one time only.
To add an employee to a recurring training, click Training under the Company settings and select the name of the training you need to update.. Once in the course, select Add assignment to get to the Assign section, and check the box next to the employee who should be added to the training course.
Tracking employee progress
To track your team’s progress, you can utilize the Training Status Report. This report can be accessed by selecting View report from the three dots menu on the top-right of 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.
Once the due date passes, an employee won't be able to take it and it will be listed as incomplete. You can assign the missed course as a one-time occurrence instead.
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 presented with a copy of your company’s policy against harassment (containing the company’s complaint procedure) before the training launches. They must read the policy and agree to the acknowledgment before proceeding.
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 “Next,” the training content will appear on their screen.
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.