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Employee IT Training and Awareness Policy

Policy Status: Draft

This policy is currently draft.

Purpose

To equip employees with the knowledge and skills needed to use Acme Corp's technology responsibly and securely, fostering a culture of security awareness and compliance.

Scope

This policy applies to all employees, contractors, and temporary staff who use Acme Corp's IT systems and resources.

Policy Statement

Orientation Training

New Employee IT Orientation: - Must be completed within first week of employment - Covers acceptable use, security basics, and support procedures - Introduction to key systems and applications - Password and authentication requirements - Data privacy and HIPAA obligations - How to report security incidents - Completion tracked and documented

Security Awareness Training

Ongoing Security Training: - Mandatory annual security awareness training - Topics include: - Phishing and social engineering recognition - Password security and multi-factor authentication - Data protection and privacy practices - Safe browsing and email habits - Physical security awareness - Incident reporting procedures - Mobile device and remote work security

Supplemental Training: - Monthly security tips and reminders - Quarterly simulated phishing campaigns - Timely alerts on emerging threats - Targeted training based on phishing simulation results

Role-Specific Training

Specialized Training Programs: - Administrative users: Privileged access management - Developers: Secure coding practices - Data analysts: Data handling and privacy - Managers: Security leadership and accountability - Support staff: Customer data protection

Training Delivery: - Role-based modules assigned automatically - Hands-on workshops for technical roles - Documentation and job aids provided - Certification for specialized roles

Policy Refresher Training

Annual Policy Review: - All employees review updated IT policies annually - Acknowledge understanding and compliance - Assessment to verify comprehension - Remedial training for failed assessments - Tracking and reporting of completion rates

Policy Update Training: - Training provided for significant policy changes - Communication of new requirements - Grace period for implementation - Support resources during transition

Roles and Responsibilities

Role Responsibility
IT Team Coordinate and deliver training sessions, develop training content, track completion
HR Team Schedule new hire training, enforce training requirements, maintain records
Managers Ensure team completes required training, reinforce security practices, provide time for training
Employees Complete required training on time, apply learned practices, stay informed of policy changes
Security Team Develop security awareness content, conduct phishing simulations, measure effectiveness

Procedures

1. New Hire Training

  1. HR adds employee to training system on Day 1
  2. System automatically assigns required courses
  3. Employee completes IT orientation training
  4. IT provisions access upon training completion
  5. Certificate of completion stored in employee record

2. Annual Security Training

  1. Training campaign launched each January
  2. All employees assigned annual security course
  3. Email reminders sent at 30, 14, and 7 days before deadline
  4. Escalation to managers for non-completion
  5. Completion required by March 31st
  6. Access restrictions for non-compliant employees

3. Phishing Simulations

  1. Simulated phishing emails sent quarterly
  2. Clicks and credential submissions tracked
  3. Users who fail receive immediate micro-training
  4. Repeat offenders receive additional training
  5. Metrics reported to leadership
  6. Continuous improvement of campaigns

4. Role-Specific Training Assignment

  1. Manager or IT identifies role-based training needs
  2. Appropriate courses assigned in learning system
  3. Deadline set based on job function criticality
  4. Employee completes training
  5. Verification and documentation
  6. Refresher training annually or upon role change

5. Training Effectiveness Measurement

  1. Pre and post-assessment scores tracked
  2. Phishing simulation click rates monitored
  3. Security incident trends analyzed
  4. Employee feedback collected
  5. Training content updated based on effectiveness
  6. Annual report to executive leadership

Exceptions

  • Temporary contractors (< 30 days) may have abbreviated training
  • Emergency hires may receive provisional access pending training completion
  • Technical subject matter experts may test out of basic training
  • All exceptions require HR and IT approval
  • Exceptions documented and reviewed quarterly

Compliance and Enforcement

  • Training Completion Rate: Target 100% within 90 days of assignment
  • Annual Training: Required for continued system access
  • Phishing Awareness: Target <5% click rate on simulations
  • Role Training: 100% of privileged users complete specialized training
  • Consequences: Non-completion may result in:
  • Access restrictions after 30-day grace period
  • Escalation to management
  • Performance review implications
  • Disciplinary action for continued non-compliance
  • Audit: Annual review of training records for compliance purposes

References

  • NIST SP 800-50: Building an Information Technology Security Awareness and Training Program
  • SANS Security Awareness Roadmap
  • HIPAA Security Rule - Security Awareness and Training (ยง164.308(a)(5))
  • SOC 2 Trust Service Criteria - Security Awareness

Revision History

Version Date Author Changes
1.0 2025-11-08 IT & HR Teams Initial version migrated from Notion

Document Control - Classification: Internal - Distribution: All employees - Storage: GitHub repository - policy-repository