Creation of a list of participants for disability awareness training and management of new employees

The list of participants for disability awareness training is not a document to be compiled only once to meet the annual training schedule. HR managers must categorize current employees, new hires, employees on leave, those returning to work, and those who have not completed the training, and manage both their eligibility and final completion status.

Workplace disability awareness training is not intended exclusively for employees with disabilities. Since the training aims to reduce workplace prejudice and create stable working conditions for them, you should avoid categorizing participants based on whether an employee has a disability when compiling the list of trainees.

This article summarizes how to create a list of participants for disability awareness training and how to effectively manage new hires, as well as employees returning from leave, after the training.

short answer

The list of participants for disability awareness education is Eligibility for training, date of employment, status of leave of absence/return to work, training notification date, completion status, confirmation of certificate or completion history It is recommended to write it in a way that manages them together.

Before training, you must finalize the trainees for the relevant year, and after training, you must compare the list of completers with the list of trainees. Since employees who joined after the annual training or those returning to work are prone to being omitted from the list, you must verify whether separate make-up training or notifications regarding the next training schedule are necessary.

The key point is Create list of participants → Training notification → Verify completion → Reflect new hires → Reconfirm employees on leave or returning to work → Organize final supporting documents It is to create a flow.

When will it be applied?

This article can be a reference for those preparing for or having already conducted disability awareness training, or for those wondering how to manage the list of participants and new hires.

Managing the subject list is particularly important in the following cases.

When operating annual disability awareness training for the first time
If you need to upload online education participants
In cases where new employees join after training
In the case where an employee on leave returns to work during the training period
If some employees have not completed the training
In cases where there are personnel, such as branch employees, field workers, or shift workers, who are prone to missing training notices
When comparing the results of external commissioned training with the company's internal list of participants
When you need to organize training documentation in preparation for a change in person

The list of participants is not merely a simple list of attendees, but a fundamental document showing how the company verified training participants and managed their completion status.

What HR Managers Should Do

1. First, finalize the list of trainees.

When conducting disability awareness training, you must first finalize the list of trainees for the relevant year. If the trainees are unclear, it is difficult to distinguish between those who have completed the training and those who have not, and new hires or returning employees may be omitted.

It is recommended that the list include name, department, job category, employment type, start date, eligibility for training, training notification date, completion status, and confirmation of certificate or completion history.

However, when compiling the list of participants for disability awareness training, there is no need to indicate or distinguish whether an employee has a disability. This training is not intended for specific employees with disabilities, but rather to improve the awareness of all members of the workplace. It is safer to include only the information necessary for the operation of the training in the list and to avoid including sensitive or unnecessary personal information.

2. We separately identify individuals who may be excluded from the training.

In principle, disability awareness training is intended for employers and employees, but eligibility may need to be verified based on employment type and status. For example, some part-time workers, employees on leave, and non-executive executives may be excluded from training according to official standards, so the person in charge must check the latest criteria and update the list.

The important thing here is not to arbitrarily decide that something is "excluded." You should verify working hours, number of working days, leave of absence status, and employment type; however, if the determination is ambiguous, it is advisable to consult the guidance of the Korea Employment Agency for the Disabled or relevant regulations.

In the list, you can distinguish the status of the subjects as follows.

division	Management method
Target audience	Information on the relevant year's training and verification of completion required
Need to verify eligibility	Additional verification of working hours, number of working days, employment type, etc. is required.
On leave of absence	Indicate whether guidance is needed after returning to work
reinstated employees	Reconfirm whether training guidance is available based on the return-to-work date
New hires	Review of supplementary training or separate notification based on the hiring date
Former employee	Separately indicated after verifying training start date and employment status.

This table is an example of internal management; actual eligibility must be verified based on the workplace situation and official standards.

3. New hires are reflected throughout the year.

Disability awareness training is often conducted once a year, but the number of employees at a company fluctuates throughout the year. If employees join the company after the annual training, they may not be automatically included in the existing list of trainees.

HR representatives must determine whether training guidance is necessary based on new hires' start dates. This can be managed by including disability awareness training in the onboarding process, grouping employees for monthly or quarterly supplementary training, or sending separate links for online training.

The important thing is not merely to record the fact that training materials were delivered to new employees, but to verify whether they actually completed the course and provide supporting documentation. It is recommended to include the hiring date, training announcement date, training method, completion status, and confirmation of a certificate or completion record in the new employee management form.

4. Do not omit employees on leave of absence or those returning to work.

Employees on leave during the training period may be excluded from the training notices. In this case, rather than removing them from the list, it is recommended to indicate their status using options such as "On Leave," "Notification needed upon return," or "Eligibility reconfirmed."

When an employee returns to work, you must re-verify whether they have completed the relevant year's training based on the date of their return. Check whether they had already completed the training before their leave of absence, whether they were removed from the list of eligible participants during the training period, and whether separate notification is required after their return.

However, you should avoid recording sensitive information unnecessary for training management in detail on the list, such as reasons for leave of absence or health details. It is appropriate to include only the status information necessary for providing training guidance and verifying completion on the training management sheet.

5. Compare online training results with the internal roster.

When using online or external training, a list of completers is often provided automatically. However, if you only save the list of completers, it is difficult to check which internal trainees are missing.

HR personnel must compare the list of course completers received from external training institutions or platforms with the company's internal list of eligible candidates. They must verify the accuracy of names, departments, employee IDs, course names, attendance dates, completion status, and certificate issuance details, and separately mark those who did not complete the course.

For group training, it is recommended to organize training records together, such as attendance sheets, training logs, materials, and photos. Even if a certificate of completion is not issued, it must be possible to verify who participated in the training and what was conducted.

6. Differentiate between those who have not completed the course and those subject to supplementary training.

After the training period ends, you must identify those who have not completed the course and distinguish the reasons for non-completion. If the reasons for non-completion are not identified, it is difficult to plan for re-notification or supplementary training.

Reasons for non-completion can be categorized, for example, new hiring, leave of absence, return to work, long-term business trips, shift work schedules, system connection errors, failure to verify training links, and the need to confirm eligibility.

When re-notifying those who have not completed the course, it is recommended to notify them individually to the extent necessary, rather than disclosing their names to all employees. Since the list of non-completionists may contain personal information, access rights should also be restricted.

The reminder message can be used as follows.

We are providing this notice as the deadline for the disability awareness training has not yet passed. Please check the training link or materials below and complete the training within the deadline. If a certificate of completion is required, please submit it according to the instructions provided.

If supplementary training was conducted, record the notification date, training method, participants, final completion date, and location of supporting documents.

7. I am leaving these handover materials in preparation for a change in person.

Since disability awareness training is repeated every year, it must be possible to continue managing it even if the person in charge changes. It is recommended to organize the list of participants, list of completers, records of re-notifications for non-completers, training materials, certificates of completion, and files of results from external commissioned training by year.

Folders can be organized as follows.

2026 Disability Awareness Education
2026 Disability Awareness Education Participant List
2026 Disability Awareness Training Certificate
2026_Disability Awareness Training_Training Log
2026 Disability Awareness Training: Material Guide for Non-Completion Participants
2026_Disability Awareness Education_Contracted Agency Result Data

It is recommended to standardize file names to reflect the year, course name, and material type. For example 2026_Disability Awareness Education_Participant List_Final If you manage it like this, it is easy to find data even when the person in charge changes.

Example of a subject list management table

Management Items	Content written
Statement/Department	Basic information for verifying training participants
Employment Type/Job Group	Internal classifications such as regular, contract, field, and office workers
Date of employment	Check if new employee training guidance is needed
situation	Currently employed, new hire, on leave of absence, return to work, resignation, etc.
Whether or not to train	Target, Not Target, Requires verification
First announcement date	Date the educational link or material was first introduced
Re-announcement date	Date re-notified to those who did not complete the course
Completion status	Completed, Incomplete, Scheduled for supplementary training, Verification needed
Supporting documents	Certificate of completion, completion records, attendance list, training log, etc.
significant	Items to be reflected in the next training or items requiring verification

Checklist of Participants for Disability Awareness Education

The checklist below is for internal inspection purposes to ensure that the list of participants for disability awareness training and the management of new hires have not been omitted.

especially Finalize list of trainees, reflect new hires, display status of employees on leave or returning to work, verify completion status, and store supporting documents. These are basic verification items. If even one of these items is not sorted out, it is recommended to address it first rather than considering the training operation complete.

Among all items If 3 or more are insufficient It is recommended to review the method of compiling the list of eligible candidates, the criteria for reflecting new hires, and the procedures for re-notifying those who have not completed the course.

division	Confirmation items	check
List of subjects	The list of trainees for the relevant year has been finalized.	☐
Whether or not to target	Distinguished between education target, non-target, and verification required statuses.	☐
New hires	Employees who joined after the annual training were included in the list.	☐
Date of employment	We recorded the new hire's start date and training schedule.	☐
employees on leave	Employees on leave during the training period were marked as having a separate status.	☐
reinstated employees	We checked whether the reinstated employees had completed their training and whether additional guidance was needed.	☐
Completion Confirmation	The list of trainees was compared with the company's internal list of candidates.	☐
Non-completionists	We identified those who had not completed the course and classified the reasons.	☐
Re-information	Individual re-notifications were provided to those who had not completed the course or to new employees.	☐
supplementary education	The supplementary education method and final completion status were recorded.	☐
Supporting documents	The certificate of completion, completion records, training log, and list of attendees were kept together.	☐
personal information	Unnecessary sensitive information, such as disability status, was not included in the list.	☐
Access permissions	Access to the certificates and rosters was restricted to the necessary personnel.	☐
Handover	I organized the yearly folders and final files in preparation for a change in person.	☐

Common mistakes

The first mistake is misunderstanding that only workers with disabilities are eligible for training.
Disability awareness training is designed to reduce workplace prejudice and create stable working conditions for employees with disabilities. Therefore, methods such as designating specific employees with disabilities as separate training targets or listing an employee's disability status on a roster should be avoided.

The second mistake is closing the list after only looking at the current employees during the annual training.
When new employees join after training, you must determine if separate notifications or supplementary training are required. Rather than automatically deferring new hires' training until the following year, it is recommended to manage them throughout the year according to internal company standards.

The third mistake is removing employees on leave from the list.
Employees on leave may find it difficult to attend the training at the time, but you must verify whether they require training guidance upon returning to work. Rather than removing them from the list, it is better to leave a status such as "On Leave" or "Needs verification after return."

The fourth mistake is saving only the list of completers and not comparing it with the list of subjects.
Even if there is a certificate of completion or a record of platform completion, it is difficult to identify those who have not completed the course or are missing unless compared with the company's internal list of eligible candidates.

The fifth mistake is storing educational materials and supporting documents only on the person in charge's personal PC.
Since disability awareness training is repeated every year, it is recommended to organize yearly folders and final management tables in preparation for changes in personnel.

If EAP support is needed

Creating a list of participants for disability awareness training and managing new hires are duties related to the operation of legally mandated training. EAP does not substitute for the obligations of disability awareness training, managing completion of legal training, or retaining supporting documents.

However, members may experience psychological burden or express a need for counseling following training related to disability, discrimination, workplace relationships, and adaptation issues. Additionally, organizational adaptation, relationship stress, and job anxiety may occur together during the onboarding process for new hires.

In this case, EAP does not replace the training process, but can be guided as a supplementary channel to support members' psychological burdens or difficulties in workplace relationships.

EAP guidance text can be used as follows.

If you require counseling due to difficulties with workplace relationships, adaptation stress, or psychological burden during disability awareness training or new employee onboarding, you may utilize the EAP counseling channel. EAP does not replace mandatory legal training or HR procedures; it is a supplementary channel designed to support employees' psychological well-being.

Frequently Asked Questions

Q1. Is the disability awareness training only required for employees with disabilities?
No. Disability awareness training is designed to reduce workplace prejudice and create stable working conditions for employees with disabilities. Rather than targeting only specific employees with disabilities, you must identify all eligible participants in the workplace based on the training eligibility criteria.

Q2. Should employees who joined after the training also be included in the target list?
It is recommended to verify the details of employees who joined after the annual training separately. You can record their hiring date, training notification date, and completion status on the list, and provide guidance through onboarding or supplementary training.

Q3. How should employees on leave be managed?
Rather than removing employees on leave from the list, it is better to mark their status as “On Leave,” “Needs guidance upon return,” or “Eligibility reconfirmed.” This ensures that completion of the relevant year’s training can be verified again upon their return to work.

Q4. Can I not prove completion of the training without a certificate of completion?
Depending on the training method, a certificate of completion may be issued, or verification can be made through attendance lists, training logs, or individual training histories. The important thing is to keep records that confirm who was the subject of the training and who completed it.

Q5. Is it permissible to indicate disability status on the subject list?
There is no need to indicate an employee's disability status on the list of participants for disability awareness training. It is safer to manage only the information necessary for training operations and to avoid unnecessarily collecting or sharing sensitive information, such as disability status.

Next step

The list of participants for disability awareness training serves as both preparatory material before the training and completion management data afterward. HR personnel must classify current employees, new hires, employees on leave or returning to work, and those who have not yet completed the training to verify their eligibility and final completion status.

If you wish to streamline disability awareness training, new employee onboarding, certificate and supporting document management, and psychological support for members at the organizational level, review the operational methods suitable for your organization through a Nudge EAP implementation consultation.

👉 Go to Nudge EAP Implementation Consultation →

Source and Information

This content is intended for general informational purposes. Specific matters regarding laws, labor relations, training operations, personal information protection, disability awareness training, and psychological counseling may vary depending on the specific workplace situation, the latest laws, and official guidelines; therefore, review by relevant experts or authorities may be required.

Disability Awareness Training