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Compliance Courses

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Introduction

Welcome to the Learning & Development (L&D) page at GitLab! L&D is an essential part of any organization's growth, success, and overall business strategy. We want to support the growth of our GitLab team-members' competencies, skills, and knowledge by providing them with the tools they need and the opportunities to progress their own personal and professional development.

Compliance Courses

GitLab has several compliance courses and resources. Explore the chart below to learn more.

Training Tool Frequency Responsible Team
Anti-Harassment WILL Interactive Onboarding
Varies based on Location		 Learning & Development
Security KnowBe4 Onboarding
Annually by the end of August		 Security
Compliance Navex Annual Legal

WILL Interactive

All team members, regardless of location, are required to take harassment prevention training. All new team members will have a task during their onboarding to complete this training using Will Interactive's Platform within the first 30 days of hire. Additionally, on all new team members' 6th day with GitLab, they will receive a Slack message reminder to complete the training.

Once you get to that step in your onboarding, please do the following:

Please review our Anti-Harassment Policy which outlines guidelines, reporting, and disciplinary action.

We have four separate trainings, but you only need to complete one of them. For managers, leaders (job grade 10+), and all team members in Connecticut (regardless of role), the course is 2 hours long. For all other GitLab Team Members, the course is 1 hour long. There are separate courses for U.S. and non-U.S. due to states in the U.S. requiring a "gated" course. You do not need to complete the course in one sitting as you can stop and come back to it. Just ensure it is completed within your first 30 days at GitLab. Click on the Harassment Prevention training that aligns with your role (Supervisor or Team Member) and location (U.S. or Non-U.S.):

Your Role Your Location Course to Take
Supervisor or Job Grade 10+ Not in the United States Anti-Harassment Training for Non-U.S. Supervisors
Individual Contributor Not in the United States Anti-Harassment Training for Non-U.S. Team Members
Individual Contributor In the United States and NOT in Connecticut Anti-Harassment Training for U.S. Team Members
Individual Contributor In the United States and IN Connecticut Anti-Harassment Training for U.S. Supervisors
Supervisor or Job Grade 10+ In the United States Anti-Harassment Training for U.S. Supervisors
  1. Once you are in WILL Learning by clicking the correct link for the course you are taking, click on the Sign Up Now link
  2. Enter in your name and GitLab email address
  3. Create a password
  4. You may be sent a link via email to verify your account
  5. Once you have logged in successfully, you will be taken to the course you selected.
    1. You can use the navigation bar at the top right-hand side of the screen for volume and screen settings. To the left and right of the center screen, you should see this symbol: > which you can click on to move forward and back through the training.
  6. Once completed, you may keep a record of the certificate for your own files. To create the certificate, click on view in the course title, scroll down to users then click on completion certificates to download the PDFs.

If a Team Member moves from an individual contributor role to a manager role, they will be assigned a New Manager Enablement issue to work through. In this issue, it will be verified if they have completed the correct level of harassment prevention training. If the team member has completed the "Team Member" level of the training, they will have to take the "Supervisor" level of the training as well.

If you accidentally click on multiple courses, please reach out to the Learning & Development team in the #learninganddevelopment slack channel so we can work with WILL Interactive to update on the backend.

Uploading Your Completion Certificate Into Workday

When finished with harassment prevention training, follow the instructions to upload your completion certificate into Workday by using the guide link on the Workday Guide handbook page. In the Comment section, enter WILL Interactive Anti-Harassment Certificate.

Guidelines by State

In the United States, the training requirements may vary. If the state varies from the typical training, we have outlined them below.

State Guidelines
California - Within 6 months of hire date or assuming supervisory position - Nonsupervisory position - 1 hour of training - Supervisory position - 2 hours of training - All training must be completed every 2 years
Connecticut - Within 6 months of hire date or assuming supervisory position - Everyone - 2 hours of training - "Periodic supplemental training at least every 10 years"
Delaware - Required if there are 50 or more employees in the state - Within 1 year of hire date or assuming supervisory position - All training must be completed every 2 years
New York - "As soon as possible" - All training must be completed annually

Processing Steps for L&D Team

Tracking

The L&D Team performs bi-weekly audits of team members that have completed the training. This will be done by opening an issue in the Learning & Development general project and following the steps outlined in the anti-harassment-training-tracking issue template.

Checking WILL Interactive for Offboarded Team Members

When tagged in an offboarding issue, follow these steps to check the completion/license status of appropriate anti-harassment courses in the WILL Learning platform.

The following steps are outlined in this private recording that can be found in the L&D Google Drive.

This step must be completed for each offboarding issue, as GitLab pays per license in WILL Learning. This compliance check ensures that GitLab is aware of, and making use of, all paid licenses.

  1. Navigate to the offboarding issue. Copy the user's email address.
  2. Collect Start Date: Linked to the offboarding issue is a merge request to remove the team member from relevant pages. Review the MR change log to check the start date of the team member. This start date will indicate which WILL Learning course the team member would have completed.
  3. Collect Location Information: On the same MR, make note of the team member's location.
  4. Collect Management Information: On the offboarding issue, check for the individual's title at GitLab and determine if they were a manager of people. If you cannot tell from the offboarding issue, check their Slack profile or refer to the GitLab Org Chart.
  5. Open the WILL Learning platform.
  6. Based on the team member's location, management level, and start date, navigate to the WILL Learning course, they would have been invited to take. For example, a team member who manages people joined GitLab in 2019, and lives outside of the USA would have been invited to take the 2019 Anti-Harassment Training for Supervisors course. Click the MANAGE button to enter the course.

  7. Check for Completion: The following steps should be taken to determine the current status of the individual's WILL Learning license - either Finished, In Progress, or Not Started. Please note - if the user does not appear in the first WILL Learning course you check, attempt to look for the user in other appropriate courses. Note that at this time, there is no function in the WILL Learning platform to search all courses at once.

    1. If a search for the user's email address returns a Finished status, check the de-provisioned box on the offboarding issue and comment on the issue WILL Learning course finished, no license to revoke
    2. If a search for the user's email address returns an In Progress status, check the de-provisioned box on the offboarding issue and comment on the issue WILL Learning in progress, cannot revoke license. Email our WILL Learning account representative to request a refund of the license.
    3. If a search for the user's email address returns a Not Started status, check the de-provisioned box on the offboarding issue and comment on the issue WILL Learning in progress, cannot revoke license. Email our WILL Learning account representative to request a refund of the license.
    4. If a search for the user's email address returns no results, follow the next steps to revoke the license.

  8. Revoke License: The following steps should be taken if you cannot find a record of the course status for the offboarding team member.

    1. Within the appropriate WILL Learning course, click Invite Participants
    2. Under the Pending Invitations section, click View All
    3. Search the page using the team member's email address
    4. If the user's name appears in the Pending Invitations section, click the revoke link to remove their access to the license
    5. On the offboarding issue, check the de-provisioned box and comment on the issue WILL Learning course not started, license revoked
  9. When you have completed this process, be sure to shut off notifications on the offboarding issue to avoid inbox noise.

Supporting New Managers of People at GitLab

When new team members join the GitLab team as managers of people, the L&D team reminds them to take the assigned WILL Learning anti-harassment course.

  1. The employment bot will open a new issue for team members who are joining as managers of people
  2. Comment on this issue and tag the new manager with a friendly reminder to take their anti-harassment WILL Learning course.
  3. You can use the steps in the Checking Compliance for Offboarded Team Members section to determine if the new manager has completed the course
  4. If the user has already completed the course, consider posting a friendly thanks on their employment issue.
  5. Unfollow the employment issue to avoid future inbox noise.

Supporting Transitioning team members to Managers of People

When current team members transition to roles and become managers of people, the L&D team assigns a new anti-harassment course in WILL Learning for the team member to complete.

  1. The employment bot will open a new issue for team members who are transitioning to managers of people
  2. Find the user's location using their Slack or GitLab profile
  3. In WILL Learning, navigate to the appropriate training for supervisors based on this geographical area.
  4. In the course, click Invite Participants and copy the shareable link
  5. On the employment issue, comment using the following template: Hello [NAME]! Please follow this link [COURSE LINK] to complete the [COURSE NAME] in WILL Learning. Thanks!
  6. Follow the steps above in the Checking Compliance for Offboarded Team Members section to determine if this team member has completed the individual anti-harassment course in their previous role. If they did not complete the course, follow the steps to revoke their license.

Payment Process

Please follow the payment process outlined on the coupa handbook page starting at how to create a requisition when purchasing new licenses from WILL Interactive. Before you start the process in Coupa, you will need to request an invoice from WILL Interactive.

If you have questions throughout the process, reach out to the Senior Accounts Payable Specilaist via the #finance Slack channel.

Compliance Next

The Compliance Next community offers free membership and comes with tons of excellent resources and tools for compliance professionals and people interested in learning more about the compliance space.

You can create a free account on the Compliance Next website using your own credentials.

One of the most unique aspects of Compliance Next is connecting directly with experts and peers. The platform offers different types of educational resources that you can watch, read, and use—all of which provide the ability to comment and ask questions to compliance professionals and communinity members.

If you have any questions or need further help, please ping people ops in the #people-connect channel in slack.

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