Information Governance Training FAQs


Answers to some frequently asked questions about the Information Governance training.

Applies to

All staff with University user accounts whether paid, unpaid or external, including postgraduate researchers with a staff role at the University.

Why do I need to do the Information Governance training?

All staff members handle sensitive information. As such the University is required to provide training on how to store, process, gather, share and protect this information. The management of information in the UK is governed by the Information Commissioner’s Office, who, with the new GDPR regulations and Data Protection Act, has been given significant resources and new powers to enforce the Act of law. The University must be able to demonstrate an understanding and an effective standard of training. The potential ramifications for the University and individual are up to 4% of annual turnover for the University and criminal prosecution for both university and individual.

Is the Information Governance training mandatory?

Yes the training is mandatory for staff as outlined in the University Information Protection Policy.

How often does it have to be done?

The Information Governance training must be completed annually.

What is sensitive information?

The University Information Protection Policy classifies sensitive information according to its damage potential, and defines the specific controls which are to be applied in order to protect it from inappropriate disclosure. Sensitive information is categorised as ‘Classified Information’ which is either ‘Confidential’ or ‘Highly Confidential’.

Any information that is not categorised as either ‘Confidential’ or ‘Highly Confidential’ is by default ‘Unclassified’.

What happens if I don’t do the training by the due date?

Your account will be suspended. You can contact the IT Service Desk by going to https://it.leeds.ac.uk and selecting the “Request something” link or by calling on 33333 to get your account reactivated. Repeated refusal to complete the training will become a disciplinary offence. You will also be putting the personal information of students, staff and sensitive University information at risk along with the University’s reputation.

How do I check I have completed the training?

You can check your training by logging onto Minerva, then click the My Grades link. You result will usually appear instantly, however on occasion please allow up to 24hrs after completing the training for your record to be updated.

What happens if I don’t do my training?

Your account will be suspended. You can contact the Service desk by logging a request on the employee self service portal or by calling on 33333 to get your account reactivated. Repeated refusal to complete the training will become a disciplinary offence. You will also be putting the personal information of students, staff and sensitive University information at risk along with the University’s reputation.

Will my account be suspended if I am on long term absence?

No.  If you are on long term absence, for example, sickness absence, maternity leave or unpaid leave, we will not suspend your account for non-completion of the training.  However, you must complete the training as soon as possible on your return.

How many reminders will I receive and where will they go?

How or can I get an extension?

By logging a request with the IT Service Desk by going to https://it.leeds.ac.uk and selecting the “Request something” link you can request an extension to the deadline by outlining your extenuating circumstances. You can only request an extension before the due date has passed. Each case will be assessed on their individual circumstances and does not in any way guarantee an extension, although every effort is always made to work with the staff of the University and help people carry out the daily business, whilst also protecting the staff, students and University.

What operating systems and browsers are supported?

Please see the Learning Pool website at https://learningpool.com/technical-requirements/.

Why can’t I login to Learning Pool?

If you are an undergraduate or taught postgraduate, you will not have an account in Learning Pool and will not be able to login.

If you are staff or a postgraduate researcher and you receive a message similar to “Sorry, but we’re having trouble signing you in. The signed in user is not assigned a role for the application”

please contact the IT Service Desk by going to https://it.leeds.ac.uk and selecting the “Something broken?” link.

If you receive the message:  “You have logged in successfully as 'username' but do not have an account in Moodle” please contact your HR representative and SES rep to confirm your account details have been fully completed this is not an issue IT can resolve.

I have an Admin and a DS domain account.  Which one should I use to login to Learning Pool?

Learning Pool will use the username that is recorded against your SAP record. Please login with the account that the enrolment email was sent to.

Why wasn’t I prompted for my username and password on login?

The Learning Pool system uses single sign on.  If you have already logged in to University systems via a browser with your University username and password, your credentials will be passed through without having to re-enter them into Learning Pool.

Why have I been invited to do the training twice?

If you are a postgraduate researcher who also has a staff role at the University, you will be enrolled on the staff training programme and the PGR training programme.  Please complete the training using your staff account.  If you have completed the training using your PGR account in the last 12 months and you have received a reminder to do the training as staff, please let us know by contacting IT Service Desk and we can mark the training as complete.

I’ve logged in to Learning Pool. Why don’t I have access to the Information Governance training?

The training is being gradually rolled out to faculties and services. If you have not received an enrolment email from Learning Pool, it’s likely that your faculty or service hasn’t been enrolled yet.

If you have received an enrolment email, but when you login you cannot see the “Information Governance for staff” tile on the home page, please contact the IT Service Desk by going to https://it.leeds.ac.uk and selecting the “Something broken?” link.

Why do I receive a message 'Your content did not launch'

The training is delivered through a browser pop-up window, as commonly used in online training. To access it, you may need to allow a pop-up once or set up your browser to always allow pop-ups from Learning Pool.  Alternatively, click the link on the page to launch manually.

I get the message “An error has occurred. The course could not connect to the Learning Management System” when launching the training in Microsoft Edge.

This is most likely because you are running an older version of Microsoft Edge.  Please either update to a more recent version or use an alternative browser.

Why are some of the module pages locked?

The modules have been implemented with non-skip, so the each of the pages have to be completed in full before the next page is unlocked.

I’ve started the module.  Why is progress showing as 0%?

The Data Protection and Information Security courses are each made up of a single elearning module, therefore course progress will only ever be 0% (module not complete) or 100% (module complete).

Can I exit the module and return to it later?

Yes the modules will automatically bookmark your progress on exit.

Is there a pass mark for the end of module test?

No, we have not set a pass mark for the end of module test, but the test must be completed in order to complete the module.

How do I check I have completed the training?

You can go to the ‘My Learning’ page in Learning Pool at any time to check the status of your training and your renewal date.

When both modules in the training programme have been completed, you will see a green tick and the certification current status will be 'Certified'.The status of the individual courses will also be shown as 'Complete'.

If the status of the individual courses is ‘Not yet started’, it is likely that you haven’t completed all the interactions within the module. See the help to complete a module at https://leeds.learningpool.com/mod/page/view.php?id=30.

Why isn’t my training showing as complete?

Once you have completed and exited a module, you will be returned to the course page. A red tick in a circle next to the module link indicates that you have completed the module. If there is no tick in the circle, it's likely you haven't completed all the interactions within the module. See the help to complete a module at https://leeds.learningpool.com/mod/page/view.php?id=30.

Remember that you must complete the Data Protection course and the Information Security course to complete the training programme.

I've completed the training. Why have I received final reminder?

The most likely cause of this issue is that one or both of the courses in the programme have not been marked as complete because you haven't completed all the interactions within the module. See the help to complete a module at https://leeds.learningpool.com/mod/page/view.php?id=30.

How can I feed back comments on the training?

Please contact the IT Service Desk by going to https://it.leeds.ac.uk and selecting the 'Request something' link.

Does the training meet web accessibility guidelines?

The training has been tested by the University against the Web Content Accessibility Guidelines (WCAG) version 2.1 AA standard. Please see the accessibility statement for further details.

Is there a transcript for the training?

Yes, there is a transcript for both the Data Protection and Information Security modules. You can request a copy by going to https://it.leeds.ac.uk and selecting the 'Request something' link. Requesting in this way allows a record to be kept of your engagement with the training. We can then manually mark the training as complete against your user record when you have later confirmed that you have read the transcript and questions.

Further Links

Information Protection Policy

Secretariat Data Protection Pages

Information Commissioners Office