New policies announcement "Required Employee Training Policy" and "Adobe Sign Configuration and Use Policy" effective 1 January 2023

 Dear Faculty and Staff:

Merry Christmas to you all. We are emailing you to announce two new policies which were recently approved by the President's Cabinet. 

• "Required Employee Training Policy" from the Human Resources and Information Technologies offices. https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=415
• "Adobe Sign Configuration and Use Policy" from the Business Office and Information Technologies. https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=416

Both policies will be in effect in the new calendar year 1 January 2023. Brief summaries of both policies are below.

What do I need to do?

1. Catch up on your training and encourage your peers to catch up on their training! To see what has been assigned to you, log into Malone Xpress and click the KnowBe4 training link from the launchpad. The icon looks something like this:
   
   
   
   
   
2. If you are a department chair or manager, you will be able to see a "Team Dashboard" which shows you what your team has due. If you are manager of managers or a dean of chairs, you will see a drop down menu to view the different team dashboards which answer to you. The "second warnings" will start to be sent in mid to late January (see policy section 3.3.2). Let us know if you see employees which need removed or added to your team dashboards.
   
3. If you are interested in using Adobe Sign, please follow the guidelines in the policy and let the Help Desk know who in your department you want to be set up to use it.

Please contact the IT Help Desk if you have any questions or issues. We can be reached via email at helpdesk@malone.edu , via the web at https://helpdesk.malone.edu or by phone at 330.471.8428.

Required Employee Training Policy - full policy found in FAQ415
Approved By: President’s Cabinet
Date Approved: Thursday, 17 November 2022, effective 1 January 2023
Date Last Amended: Tuesday, 13 December 2022
Date of Next Review: 15 May 2025
Team[s] Responsible: Human Resources, Information Technologies

1. Purpose
Employee training is a vital and required part of working at Malone University. This policy defines the process of compliance and enforcement for Malone employee training

2. Overview

• All employees of Malone University must take regularly assigned training related to their working with the students, faculty, staff, and larger University community.
• This policy applies to all Malone University employees whether full or part-time. It will selectively apply to student workers, members of student organizations, volunteers, contractors, and others who might work with our student body or information related to the operation of the University.
• As an employer and institution of higher education in the United States of America, there are a variety of regulations and legislation to which we are beholden. Regular employee training is one way in which the University can remain compliant with those rules.
  
  Engaging and completing regular training demonstrates a care for the students, faculty, staff, and the larger Malone University community and aligns well with the University’s foundational principles in that, “We value and foster intellectual breadth and virtue, believing that individuals who seek Christ's Kingdom First are called to embark on a lifelong process of learning.”

Adobe Sign Configuration and Use Policy - full policy found in FAQ416
Approved By: University Cabinet
Date Approved: 8 December 2022, effective 1 January 2023
Date Last Amended: Tuesday, 6 December 2022
Date of Next Review: 10 May 2024
Team[s] Responsible: Business Office and Information Technologies1. 

1. Purpose
This policy governs the set up, configuration, and management of Adobe Sign on Malone University’s campus. This includes billback for each department’s use of the system.

2. Overview

• Adobe Sign is available for use by all academic and administrative departments on campus.
• We have a contracted per use transaction cost established between Malone and Adobe through the AICUO.
• This policy is built so that all parties understand the abilities and the cost structure.
• The service page is https://na4.documents.adobe.com/