University Training Program Administrator’s Forum January 8, 2019 Ken Liddle, Chief Compliance Officer This Presentation and FAQ is available at https://rucompliance.rice.edu/training

Introduction Training serves an important purpose in any organization as it informs individuals about expectations and responsibilities. There are also additional legal and regulatory requirements related to training which Rice must meet. The goal of the new University Training Program is to provide required trainings in a coordinated and predictable manner, carefully managing the time burden, with incentives for completion. This program is focused on the core university training, and will not include job specific trainings All trainings will be in one Canvas course, can be completed in any order, and are accessible with your Rice net id.

The Trainings The R.I.C.E Way Compliance 10 min Will cover Name Content Owner Time (Approx) Notes The R.I.C.E Way Compliance 10 min Will cover R.I.C.E. Values and Standards of Ethical Conduct Reporting Hotline Whistleblower/Non-retaliation Policy Gifts and conflicts of interest Information Security and Privacy Information Security Office 30 min Data security requirements and best practices Privacy and treatment of personally identifiable information Sexual Harassment (with coverage of Title IX/SaVE Act) Equal Opportunity Office 20 min Policies and behavioral expectations Requirements of Title IX and SaVE Act All faculty and staff will complete these trainings every other Spring (and upon hire) In future cycles, trainings will be updated as appropriate Content owners create and update content, and are contact for questions on that training Compliance tracks completion and manages communication Additionally, Compliance will manage tracking/communication for two other trainings: Clery Act Campus Security Authorities (developed by RUPD) Title IX Coordinators and Adjudicators (developed by Compliance and EEO)

Communication February 18, 2019 kick off email to all faculty and staff Email will include link to Canvas modules, and link to FAQs Deadline for completion of all three is April 19, 2019 Compliance will send targeted reminders on April 1, 15, 29 and May 13 Report to Deans, Directors, and VPs on April 15 and 29 Report to Deans, Directors, and VPs with copy to Provost and President on May 6, and May 14. Other Communications Program will be presented at Faculty Senate meeting January 30, 2019 Upon request, Compliance can meet with any group or individual to provide information or answer questions Resource webpage (contains presentation and FAQs) https://rucompliance.rice.edu/training

Completion Incentives Individuals who do not complete training before May 15 (ie before the April 19 deadline or during a one month grace period) will not be eligible for a salary raise on July 1. Completion means completing all three trainings, or providing supervisor and compliance a valid extension request (e.g. FMLA, military leave) Training Completion Date Pay Raise Effective Date On or Before April 19 July 1 April 20 - May 15 (grace period) May 16- June 30 October 1 July 1 or later No Pay Raise

Important Note for Campus Security Authorities Individuals who are designated as “Campus Security Authorities” (CSA) under the Clery Act will have one additional training to meet the requirements of the Clery Act and Title IX This includes many individuals in RUPD, Title IX, athletics (directors and coaches), magisters/resident advisors, and student activities For more information see Rice Policy 844 Clery Act Compliance. CSA’s will receive a second email informing them of this requirement. All other tracking/communication will be the same. When a CSA logs into Canvas they will see four modules (instead of three).

Consultation Plan October November December January Executive Compliance Committee discussion Discussions with content providers and other stakeholders November Discuss with Provost, President. and at leadership Working Group (Nov 2) Discuss with Deans’ Council (Nov 29) December Discuss with Speaker/Deputy of Faculty Senate (Dec 4) Discuss with full Compliance Committee (Dec 19) January Present at Administrator's Forum (Jan 7) Pilot training by Compliance Committee (inc Executive), Provost, and President (this will count towards individual completion) Present at Faculty Senate Meeting (Jan 30) February Kick off email on the 18th Present at School/Department meetings (as requested).

Questions FAQ at: https://rucompliance.rice.edu/training or Ken Liddle KLiddle@rice.edu 713-348-2287