Assigning a Policy for Attestation

Once a document has been Adopted, it can then be set up for Attestation. For steps on how to Adopt Policies and/or Procedures, please see the following article: Policies - Activating a Policy

TABLE OF CONTENTS

• Assigning a Policy for Attestation
• Monitoring Attestation Progress
• Editing Activated Policies
• Related Knowledge Base Articles

Assigning a Policy for Attestation

Review and complete the following steps to assign an Adopted Policy and/or Procedure document for Attestation. Related Articles located at the bottom of this article for additional resources. 

1. Navigate to Polices > Active
2. Select the Policy Name to open it -OR- Select the Ellipses Button, then select Open
3. While viewing the Policy, locate the Employee Attestation section on the left-hand side of the page, at the upper left side of the page; Select Enable Attestations:

1. Select the Enrollment Criteria that best suits the Organization's needs:
   
   • There are several options available for Enrollment Criteria:
     • "All Employees" - Assigns to All Active Employees
       
     • Locations - Assigns to all Employees assigned to the specified location
     • Groups - Assigns to all Employees assigned to the specified Group
     • Individual Selection - Employees may be selected individually, as needed
   • Organizations may also combine Enrollment Criteria in different ways:
     • For example, Attestation can be assigned to a specific Location AND Group - in the event that the Group being assigned is not unique to the specific Location; Attestation can be assigned to a specific Location AND Group AND Individuals can be assigned as needed
     • ALL EMPLOYEES supersedes ALL other Enrollment Criteria. Attempting to select other Enrollment Criteria when All Employees has been selected will result in the following notification within The Guard:
       
       IMPORTANT - Do NOT select SAVE yet after selecting Enrollment Criteria, as this will immediately launch the Training with default set parameters; so be sure to double-check the SETTINGS tab before moving forward
2. After selecting the needed Enrollment Criteria, select the Settings tab at the top and make changes to the different Settings:
   
   • Start Date: Specify when notifications will be sent and tasks made available for Employee Attestation - Specifying the same date will launch the Policy Attestation Task immediately; Specifying a date in the Future will launch on the specified date. 
   • Attestation Duration: Completion Period OR Due Date
     • Completion Period - The Completion Period starts when an assignee is added to the attestation. The end date is relative to when each assignee is added to the attestation.
       • For example, if Attestation is launched on 8/1/2024, with a Completion Period of 30-days, an Employee will see a "due date" of 8/31/2024. When a new Employee is assigned to the Attestation, they will have a "due date" set relative to when they were assigned to the Attestation: New Employee Created on 9/1/2024, assigned to this Attestation, will have a "due date" of 10/1/2024 (30-days after they were assigned to it)
       • REPEAT SETTING: When Completion Period is being used, an Attestation can be "repeated" on a Quarterly, Semi-Annually, Annually, or Bi-Annually basis. This is only available when using "Completion Period" duration.
     • Due Date - Setting a Due Date will automatically close the attestation for all assignees on that date.
       • This is a FIRM Due Date - meaning if any Employees have not completed the Attestation by the Due Date, the Task will be closed and they will not be able to move forward
       • GRACE PERIOD SETTING: When Due Date is being used, an Attestation can be assigned a Grace Period of 14-days, 30-days, or 60-days. This allows assigned Employees extra time to complete the Attestation before it closes for good. 
   • Auto Enrollment - Policy Attestations that are using Location, Groups, or All Employees Enrollment Criteria can enable "Auto Enrollment." This allows The Guard to automatically enroll newly created Employees that match the criteria. Ensure that this box is checked if it is intended to auto-enroll employees. This setting can be disabled at any time. 
   • End Attestation - Admins/Officers may "end attestation" for a Policy at any time after it has been launched. 
3. After saving the Attestation Settings above, the Employee Attestation area will change and reflect the following: 

Monitoring Attestation Progress

Once the Policy has Attestation set up, an Officer/Admin can view the Attestation Progress for that Policy in a few ways:

See #1 below.

1. Described above, once the steps to assign Attestation for a Policy have been completed, the Employee Attestations section within the Policy will update and provide an option for View Employee Progress, which displays the same window as #4:
   • From the Attestation Detail window, an Officer/Admin can Send Reminders to Unattested Users, "Complete as Proxy", and Export a quick CSV report of Attestations
2. The Active Attestation Progress Graph will display the total number of Completed and Outstanding Attestations
3. If a Policy has been set up for Attestation, then general/basic metrics will be displayed via the progress bar beneath the Name of the document. If a Policy has not been set up, then "No attestation configured" will be displayed.
4. Select the Ellipses Button, then select View Attestation, which will display the Attestation Settings Window described in the steps below.

Selecting Export in the top-right, next to "Add New" will offer  options to export a Policy & Document Summary in PDF / CSV format. This reports only displays the Document Data and will include basic metrics for those Policies that have been assigned for Attestation. 

For an Attestation Report, please perform the steps outlined in #1 above - this will export a CSV report with Attestation Details in terms of who has been assigned and their active status.

Editing Activated Policies

After a Policy/Procedure has been Activated and set up for Attestation, it can be edited/changed. To edit an existing Policy/Procedure:

1. Navigate to Policies > Active
2. Select the Activated Policy/Procedure that needs to be Edited - This will open the policy review page
3. Double-Click anywhere on the Policy/Procedure to open the Editor
4. Make any necessary adjustments and then Save Changes **
5. ** IF a Policy/Procedure has already been set up for Attestation - Changes can be made to the document, then Save Changes can be selected. Upon saving the changes, a prompt will appear and provide 2 options regarding re-attestation for Employees assigned to the Policy:
   1. Yes, ask employees to re-attest this policy - Edits to this policy include one or more major changes such as added or changed responsibilities. 
   2. No, don't ask employees to re-attest this policy - Only minor edits have been made, such as fixing typos. 

Selecting Yes here will notify all assigned Employees that they need to re-attest the updated Policy/Procedure.

Related Knowledge Base Articles

• Policies - Activating a Policy
  
• How To Attest to Policies & Procedures
• Policies Overview