4.5 Training Records

On this page:
4.5.1 Access to Training Records
4.5.2 Standard Training Records
4.5.3 Archiving Training Records
4.5.4 Training Reconciliation

4.5.3 Training Reconciliation and Archiving Training Records

Information captured by the EHS Central Training Records Database includes, but is not limited to:

trainee MIT ID number and Kerberos username;
the DLC(s) and PI(s)/Supervisor(s) for which the trainee works or studies;
the first and most recent date that the Training Needs Assessment was completed;
the training requirements determined by the assessment;
required completion dates for each course; and expiration dates of the initial training if retraining is required.

4.5.1 Access to Training Records

MIT uses a central 'roles' database to administer authorizations for access to secure information across the Institute. For the EHS Central Training Records Database, DLC Heads/Directors, DLC EHS Coordinators, EHS Coordinator administrative designees, and DLC PIs/Supervisors, have roles recognized by the system that enable them to access training information for their specific DLC. EHS Office Lead Contacts have access to the entire training records database. The roles database also designates different access permissions that can be granted to a person in a role, such as "view only", "run reports", or "maintain information". Having a flexible set of roles and permissions enables the system to be optimized to the work requirements in each DLC. To ensure proper controls, Department Heads/Directors, PIs/Supervisors, and EHS Representatives are not granted permission to update training records in the EHS Central Training Records Database. DLC EHS Coordinators and their administrative designees are granted permission to update records for their DLCs.

4.5.2 Standard Training Reports

The ability to generate specific reports on training status is available via the EHS Central Training Records Database. Authorized DLC personnel can access training status information via a set of standard reports about trainees; trainee needs assessments; courses that have not been completed; and courses that have been completed. These standard reports have been designed based on the needs and inputs of the following data users: EHS Representatives, PIs/Supervisors, DLC EHS Coordinators, EHS Office Lead Contacts, and other EHS Office personnel. DLC personnel can submit requests for additional types of training reports to the EHS Office Lead Contact via their DLC EHS Coordinator, who will then queue the request for future system development.

4.5.3 Archiving Training Information

Trainee data generated by the EHS training program is routinely archived and purged of outdated information to ensure a robust and accurate dataset. The periodicity of archiving and purging is determined by the EHS Office to foster accurate information and to the extent feasible takes into consideration the annual academic year cycles for students and staff appointments, and the need for regular purging of inactive students, staff, and employees from the system. Up to twice a year, the EHS Training Services Team will facilitate training affiliations data clean up by contacting the PI and EHS Representatives for lab groups to have them validate the list of people working in their lab and then to have them de-affiliate those who are no longer working in their lab. EHS training records are archived and will be retained for a to-be-determined period according to regulatory requirements or MIT determined best practice, and then purged.

4.5.4 Training Reconciliation

Training Reconcilers, most often EHS Coordinators and EHS Representatives, can directly confirm and update the list of those who work in their labs and work areas who require EHS training. Twice a year the system emails the "Training Reconciler" for a PI or DLC to remind them to complete training reconciliation for their lab groups within 30 days. The Training Reconciler goes into the on-line Training Reconciliation system to confirm and update the accuracy of those who are affiliated with their PI(s)/Supervisor(s) during the TNA, adding anyone missing from the database and inactivating anyone no longer working in the area. When a person is added to the list, the system sends the new person an email as a reminder to immediately complete their Training Needs Assessment. The default months for training reconciliation reminders are October and June. A DLC may change the months to the two best that fit their calendar. Training reconciliation can be done at any time but the default reminder cycle is as described above.