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CEA Tutorial Section 8: Reporting Course Offerings

This section describes how to successfully report course offerings to the ASHA CE Registry so that outcomes can be documented and, if applicable, ASHA CEUs can be awarded to participants.

What options are available for providers to submit course participant records?

Reporting on course offerings closes the loop on your ASHA CE Registry course offering by awarding ASHA CEUs to the participants. CEAs can report participant records electronically (after going through an approval process), by mailing paper Course Offering Report Forms and Participant Forms, or by faxing Course Offering Report Forms and Participant Forms.

Electronic

This option is open only to Providers who have been approved to transmit participant records electronically. If you are interested in using this process, first read the overview and file specifications [PDF], and then notify ASHA CE Associate Director Carrie Stanley ([email protected]) of your interest.

Paper

This option is for courses with ASHA CEU participants only.

Courses with ASHA CEU participants: ASHA CEU Participant Forms [PDF] and the accompanying Course Offering Report Form [PDF] can be mailed to:

American Speech-Language-Hearing Association
Continuing Education #340
2200 Research Boulevard
Rockville, MD 20850

This option is open to all ASHA Approved CE Providers.

A Course Offering Report Form must accompany all Participant Forms for the indicated offering. All sections of the Course Offering Report Form must be completed. Each participant who attends a course and who has requested ASHA CEUs must complete a Participant Form before they leave the course. If a participant does not have their ASHA account number at the event, they can call the Action Center at 800-498-2071, Monday through Friday, 8:30 a.m. to 5:00 p.m., ET, to obtain their account number.

If multiple offerings are being reported, each offering must be separated. ASHA CE recommends using a colored piece of paper to separate the course offerings. Also, participant forms should be organized in ascending alphabetical order (A–Z) by last name. Participant forms that are torn or missing the anchors on the four corners of each page cannot be processed and will need to be resubmitted. These documents need to be received at the ASHA National Office within 45 days from the end date of the course.

Fax

When reporting via fax, please make sure to follow the steps outlined below.

  • Complete and print the fax cover sheet [PDF] listing all the courses being reported.
  • Assemble reporting material in this order:
    1. Fax Cover Sheet [PDF]
    2. Course Offering Report Form [PDF]
    3. ASHA CEU Participant Forms [PDF] (all forms for that course) [Note: Participant forms that have lines through them are not sized to scale or that are missing the anchors on the four corners of each page cannot be processed and will need to be resubmitted.]
  • Submit reporting materials for multiple courses in the same fax transmission, making sure that each Course Offering Report Form is followed by the ASHA CEU Participant Forms for that particular course.
  • Program your fax machine to provide a confirmation receipt for your records.
  • Fax reporting materials to 866-271-3040.

What should I do if a participant fails to complete the Participant Form in its entirety?

If a participant has provided their name but fails to complete the contact or eligibility information, you can still submit the form. Do not delay your course reporting to wait for further information from that participant. The CE Registry will contact you or the participant concerning missing information. In some instances, a CE Accounts Manager will ask the CEA to contact the participant if more information is needed.

Can a participant receive partial credit for a course?

Partial credit is available if the course is registered for partial credit or if the participant experiences an emergency that prevents them from completing the course.

Be sure to complete the Provider Use Only box on the participant form for each participant who is eligible to receive partial credit. Please note the decimal point between the boxes (e.g., record 5½ hours as 00.55; record 16 hours as 01.60).

What if no participants request ASHA CEUs or if the offering gets canceled?

You still must submit a Course Offering Report Form or use the web-based CE Provider Course Offering Reporting Form to report within 45 days, even if no one requested ASHA CEUs or if the course was canceled.

When a course offering is held but no attendees request ASHA CEUs or complete CEU Participant Forms, the course offering is NOT considered canceled because the course offering was held. It is important to report the correct number of attendees. "Number of attendees" refers to the total number of people attending the course offering.

A canceled course offering occurs when the actual offering did not take place and therefore was not available for ASHA CEUs.

How do I correct a roster if I find that a participant name, ASHA account number, CEU amount, or CEU date is incorrect?

Watch for your course roster to arrive in the mail, and check the roster carefully. Immediately report any discrepancies using the online CE Roster Correction Form. Roster corrections must be made within 45 days of the original report date, which is bolded on the front page of each roster. This date is referred to as the errors and omission date. This is an important date to track. After this date, you will need to file an appeal to make any further changes to the course roster.

Participants who do not return their Participant Form to the provider on time can be added to the course roster by the course Provider. You can fill out the CE Roster Correction Form, if the course offering is still in its roster correction period. After the roster correction period has ended, the participant must file an appeal with the CEB to have ASHA CEUs awarded for the course.

Who is eligible to earn ASHA CEUs?

Effective July 1, 2011, an individual must meet at least one of the following conditions in order to be eligible to earn ASHA CEUs.

  • ASHA Member (includes Life Members and International Affiliates)
  • ASHA Certificate of Clinical Competence (CCC) holder
  • Licensed by a state or provincial regulatory agency to practice audiology or speech-language pathology
  • Credentialed by a state regulatory agency to practice audiology or speech-language pathology
  • Credentialed by a national regulatory agency to practice audiology or speech-language pathology
  • Engaged in a Clinical Fellowship under the supervision of an individual with their ASHA CCC
  • Currently enrolled in a master's or doctoral program in audiology or speech-language pathology

What role does the provider play in determining a participant's eligibility to earn ASHA CEUs?

Each ASHA Approved CE Provider sets the prerequisites for their course. We encourage you to post ASHA CEU eligibility criteria [PDF] on your website, in promotional materials, and at your live events. If a participant record is received and eligibility has not been determined, a CE representative will contact the participant directly to determine eligibility.

Attendees who are not ASHA members or CCC holders but who meet one of the other criteria may do one of the following two things:

If your organization electronically submits participant reporting, please include all eligible participants, but please direct those attendees who are not ASHA members or CCC holders to complete the Eligibility to Earn ASHA CEUs web form so that the CE Registry can confirm eligibility when their participant form arrives.

How long do Providers need to retain course completion records (participant information and course rosters)?

All documentation must be retained by Providers in a secure but accessible location for a minimum of 2 years.

 

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