I was wondering what your thoughts are on how to best manage policies and procedures in the RLMS. In your organization, do you manage all of your policies in the RLMS, some of them, or do you use some other method?
great question Travis. I look forward to seeing what type of responses you receive.
Great question Travis Brown. Let's follow this discussion up with a poll!
I'd love to hear about this from Post-Acute Care customers too! I know some folks have been innovative like Genesis Rehab Services and have uploaded a custom course then built a one question quiz that read something to the effect "I hereby confirm that I have read the aforementioned policy and procedure," with an binary yes or no answer. What innovative ways are you using our RLMS system?
We do not manage our policies in the LMS. We manage them on our Intranet and maintain a historical file for old policies. As policies are updated we do use the LMS to assign the reading and testing of all new/updated policies. This allows us to track the reading and understanding of the effected policies with each employee. We also started using policy testing which must be completed before live events where a policy review and test have traditionally been a part of the lesson plan. This allows us to free up 45 - 60 minutes for more skills based hands on training for each of these events. The deputies really liked this change and has been a very positive change to our training program.
We utilize the system in the same way you discuss. It's a great way to manage communication and compliance in a 24/7 operation. All employees are required to review policies and procedures annually, so I've uploaded them and assigned an annual review date, which is also an effective method for tracking compliance.
We don't "manage" the P&P on the LMS, but I have created a few courses around specific policies that staff need to be especially aware of for obvious reasons: Emergency Management is one and Med Management is another. Both lend themselves to presentation as a module in the LMS and then we use the survey as an affirmation that they have taken each of them.
We have begun to manage some policies on the LMS. In fact we have just added a couple with a deadline of completion for ALL staff. It works out great for accreditation or auditing purposes whereby you can pull a report. We are setting them up with individual exams as a measure. I would love to have all of our policies on there but its is a process.
I am just revisiting this question this week. I am thinking of trying something like Karole has just suggested. I really like the compliance report that RELIAS system offers and I this might be an easier way to go. My goal is to have RELIAS managing all of our policies. I have had much success with the few that we have on the system.
Wow, total throwback post! At any rate-we use Relias for policies in a similar fashion that Karole does . We also have a copy of our Employee Handbook available. For some of our policy courses we require that the learner print an acknowledgement, turn a signed copy in to me, and I manually mark learners complete. This is particularly useful for certain policies/requirements that are reviewed by the state/licensing because we find that auditors often prefer paper/signed copies of everything to online proof of completion.
which state/licensing boards would require actual signed copies? For FYI. thanks.
The big one that comes to mind for me is when state licensing comes to review our preschool staff. Each staff is required to read a "Rules and Regulations for Licensing of Child Care Facilities" policy upon hire and annually after that. We have this set up as a tracking course in Relias. For a while, we were having staff read the policy and take a final exam in Relias for completion. The final exam was a yes or no question: "I have read and understood the Rules and Regulations for Licensing of Child Care Facilities policy". If they selected yes, they were marked complete. Licensing expressed that they wanted a signed acknowledgement for each staff file. So, now we just assign it to preschool staff, but I manually mark them complete based on submission of their signed acknowledgement.
From what I gather in Connect, other people have experienced similar run-ins with licensing/auditors, so it is probably best to check in with a state rep. Or you can do what we did--wing it, and if they tell you to change something, change it .
Thank you for your post. It has given me an idea how to upload and track policies for my organization. Just so I understand correctly you create a curricula/module and then create an assessment which just confirms that they have acknowledged that they have read the content? Were there are any other ways to accomplish this? This solution would be great for all of our Relias users but for contractors/students that do not have access I am left to find an alternative solution. I would love to hear your thoughts.
Hi Layton, yes. For the example above I created a module which includes a instructions, a PDF version of the document staff are required to read, and a form staff can print and sign once they've read the PDF. The printable form basically states that they agree to reading and understanding the document, they sign it, date it, and turn it in to me. I then mark staff complete individually as I receive their forms. I added this particular module to a couple of curricula--1 for new hires and 1 that serves as an annual refresher.
The only other way we've tracked is the way I've mentioned in a previous post. We uploaded the policy as its own module and created a 1-question final exam. The one question was, "I have read and understand the _____ policy". If they selected "Yes" as their answer, they were automatically marked complete.
As far as your contractors/students, I'm not sure the best way to approach that. We sometimes list users in Relias that may never log in to take an actual training, but it is helpful to have them listed so we can keep track of their trainings. You can add external trainings to their page or mark policies/modules complete if you set up tracking courses. If you have a limited number of Relias users or are unable to do this, you may just decide to track contractors and students separately from staff or think of a way that works best for ALL people you need to track (perhaps something other than Relias, though I certainly think Relias is a good spot for it).
I'm sure there are probably a few other ways to track policies, but these are the two that we have used. Hope a little of that is helpful
Thanks Maria. Your response was very insightful and timely. I think we will go with the 1-question final exam solution since it allows us to avoid some of the manual tracking involved. For external users we will have to post the policy on the intranet with a form staff can print and sign as you suggested. Thanks for sharing.
We have not managed to get all of our areas to put their P&Ps into the RLMS, but as Rhett and I continue to work on the Relias Efficiency/Utilization project within our organization, our goal is to eventually have all of our different states and regions using the RLMS for more P&Ps.
When we were through Silverchair I could add a chapter at the end of the training with our policy, and include a question in the test with true or false that they read and understood the policy, In Relias I am adding a pdf file of the policy and one question test within the content of the RLMS module to confirm employees have read the policy to the existing module. i.e. Resident Rights for one. The learner cannot move on to the actual training module until they have answered the question about the policy. Our state surveyors did not question the process when they pulled employee training files.
I'm new to Relias but an old hand with LMS systems. I'll be building a two page course in Story Line 2...the first page will be a short intro to the policy and a single button to open the PDF policy for review. While that is opening, the program will then advance to the second page. Once the learner views the policy and closes the window, the second page will still be open. This page will tell them to acknowledge the policy by clicking the button. Once clicked the program will close out. Done!
Our Communications Department handles posting policies and procedures (agency intranet). Some policies and procedures are included as part of a course (confidentiality for example), for the most Relias is not used for this purpose.
Currently we are not managing policies and procedures in Relias but I would love to hear more information on how that can be done, successfully. I guess my biggest concern would be retrieval ability. Please share!
Retrieving data ...