When a learner is granted an exception from assigned training, the training program owner is responsible for documenting the exception in Ability. Entering exceptions requires familiarity with managing course completion records in Ability.
Examples:
When adding an alternate training record:
Many courses have an alternate course created in Ability when the standard course is created. For example, HT-2410-WBT Alternative HIPAA Training is an alternate course to the standard HT-2408-WBT HIPAA Privacy Overview. If you need an alternate course created for your program, contact the Ability help desk.
Examples:
Go to learner's Track Status tab and click the check mark next to the relevant course in the track. Follow to prompts to quickly add a waiver record for the current date to the learner's history.
Go into the learner's History tab and add a history record for the course. When adding a waiver history record:
Note: this method works for occasional exceptions to the assignment rule. If a large percentage of learners need waivers, consider adjusting the auto-assignment criteria or using manual assignment instead of auto-assignment.
Documentation of any alternate training or waiver creates a history record in Ability, which can be edited like any other training history record. Document exceptions accurately and thoroughly for future audits; however, do not include health-related information or other confidential/sensitive data on history records.
On the history record's Properties tab, an Audit Log field is available to enter details about a training exception, useful when no documentation is available to attach.
Guidelines for Audit Log:
Expiration dates for alternate training and waivers typically correspond to the default expiry period for the standard course, e.g.
If a learner is granted a temporary exception and will be required to retrain on a specific future date, edit the History Expiry Date on the history record to reflect the accurate expiration date. When the expiration date approaches, the learner will receive reminders to complete training.
The Ability team may be able to assist with exceptions, particularly if the program owner has published a policy.