Common Compliance Issues FAQs

Registration Issues: Course Information

Registration Issues: Promotion Materials

Reporting Issues

Missed Deadlines

What is a course description?

A concise description of the course, written in past tense, must be provided as the course description when submitting the course for registration. View tips for writing the course description.

How do I assign a subject code for the course?

Continuing education courses offered for ASHA continuing education units (CEUs) must fall within one of the subject codes established by the Continuing Education Board (CEB). When registering a course for ASHA CEUs, ASHA Approved CE Providers must select a subject code that best describes the course's overall subject matter and scope. If more than one subject code seems appropriate, choose the code that best describes the majority (more than 50%) of the course content.

How do I determine the instructional level for the course?

An instructional level should be assigned based on the level of experience that participants are expected to have in the content area before taking the course. ASHA CE uses the following instructional levels: introductory, intermediate, advanced, or various.

For definitions of these levels, please see Understanding Continuing Education Terminology.

How do I determine the content area for the course?

Select the content area/code that best describesthe focus of the course content. There are three content codes:

  • B—Basic Communication Processes: Information dealing with the basic science and normal development of speech, language, and hearing.
  • P—Professional: Information and techniques dealing with the diagnosis and treatment of speech, language, and hearing disorders; this content code is used by audiologists and SLPs directly in their work with clients.
  • R—Related: Topics such as services provided by related professions, learning theory, Medicare requirements, regulatory issues, and business practices.

Subject codes and content codes are matched as shown in the Subject Codes section of ASHA CEFind. For instance, Subject Code 1070 can be designated only as B or R, and Subject Code 3010 can be designated only as P.

What is the course agenda/structure?

This document details the events within a continuing education course according to the time of the event, the speaker, the topic and/or learning outcomes, and the instructional methods or learning resources used. The time-ordered agenda is used to calculate the number of ASHA CEUs for the course based on the number of contact minutes (excluding breaks, meals, and other non-educational events). If the course is a self-study, whereby the ASHA CEU amount is determined by word count, pilot study, or other means, a course structure, outline, or table of contents for the course still must be provided.

How do I calculate ASHA CEU amounts?

Add up the number of minutes of learning activities that participants can attend (excluding breaks, meals, socials, business meetings, or exhibit time). Divide by 60, and then divide by 10. To get the ASHA CEU amount, round the number down to the nearest half-hour increment. (For example, 375 minutes of training translates to 6.25 hours. Divide that number by 10 to get 0.625. Then, round 0.625 down to the next half hour, which is 0.6 ASHA CEUs.)

Use this ASHA CEU Calculation Worksheet [XLS] to help calculate the ASHA CEU amount for a course based on the information entered.

What does it mean to award ASHA CEUs in half-hour increments?

Any course with a total training time of 29 minutes or less is not eligible for ASHA CEUs. Any course with time between 30 and 59 minutes should be rounded down to 30 minutes for 0.05 ASHA CEUs. Any course with a total training time of over 60 minutes but under 90 minutes should be rounded down to 60 minutes, or 0.1 ASHA CEUs. For further information, see this chart on how to calculate ASHA CEUs.

What are learning outcomes?

Learning outcomes inform the participant of what he or she is expected to be able to do as a result of taking the continuing education course. Learning outcomes should be written in clear, concise, measurable, and observable terms. For further information on writing and using learning outcomes, please see Learner Outcome Guidelines.

What are promotion materials?

A copy of the primary promotion piece for the course (brochure, e-mail, flyer, or webpage) is required as an attachment to the Course and Offering Registration Form. This promotion piece must include the required ASHA CE Provider Brand Block, ASHA CEU sentence, and speaker disclosure statement/s. Information on how to properly present these requirements can be found at Guidelines for Advertising, Promoting on Announcing Courses Offered for ASHA CEUs.

Be sure to review all communications made available to learners to ensure ongoing compliance with the CEB's requirements. Use the Learner Communication Checklist [DOC] to guide your development and review of those communications.

What is a Brand Block?

When an organization is approved, we mail a CD to the Provider that contains several versions of the personalized Brand Block with the ASHA Approved CE Provider's name. This graphic (unaltered) must be included on the primary promotion materials for any course registered for ASHA CEUs by the Provider. For more information, see the Guidelines for the ASHA Approved CE Provider Brand Block [PDF].

What is an ASHA CEU sentence?

ASHA CE requires that the following specific language be used in the ASHA CEU sentence: "This program is offered for ___ ASHA CEUs, (____Level; _____Area)." The ASHA Approved CE Provider may insert the ASHA CEU sentence in one of two places: (1) above, below, or next to the Brand Block or (2) next to the Course Description on the Approved Provider's promotion materials. 

What is a speaker disclosure statement?

An instructional personnel/speaker disclosure statement consists of (1) the speaker name and (2) a statement about any financial and nonfinancial relationships that they have to their presentation content. For further information on writing and placement of disclosure statements, see these guidelines for advertising, promoting, or announcing courses offered for ASHA CEUs.

What is content disclosure?

A content disclosure communicates to participants that the course's content is focused solely on one product or service (e.g., an augmentative and alternative communication (AAC) device, specific hearing aid, or treatment therapy) to the exclusion of other products or services. If the course does not include information on similar or like products or services, please remember to be sure to include a  disclosure statement in your promotion materials for courses offered for ASHA CEUs.

How can I ensure that the end date I have for the course offering is the same as what ASHA CE has in its database?

Carefully review the Course Registration Confirmation Letter that you received as an e-mail attachment when the course and its offering(s) were registered. This letter lists the course offering number(s), the course offering's start date and completion date, and the date on which reporting is due to ASHA CE. If this information is not correct or if there are changes in the start or end dates of a course offering, use the CE Course and Offering Registration Information Change Form to inform ASHA CE that corrections need to be made.

How can I ensure that the reporting I send to ASHA CE can be loaded without problems or delay?

To ensure that there are no issues in processing reporting, use this checklist as a guide.

How can I avoid sending incomplete reporting and late roster corrections?

To avoid late roster corrections, check the Course Offering Roster upon receipt. Roster corrections are made when the ASHA CE Administrator’s records indicate that (1) the ASHA CE Registry made an error in the amount of credit that a participant should have received, (2) the ASHA CE Registry omitted the name of a participant for whom the Provider submitted an ASHA CEU Participant Form, and/or (3) the ASHA CE Registry added a participant who did not attend or complete the course offering. Roster corrections are filed using the online  CE Roster Correction Form.

Roster corrections must be made within 45 days of the original report date. This date is referred to as the “roster correction deadline" and is bolded on the front page of the Course Offering Roster. Use the CE Roster Correction Form to submit any corrections related to errors made by ASHA CE staff when processing reporting. After this date, an appeal must be filed to make any further changes to the course roster.

How can I avoid submitting inaccurate reporting to the CE Registry?

It is important that clear instructions are provided to participants about what they need to do to earn ASHA continuing education units (CEUs). These instructions should include the steps that the participant must complete to earn ASHA CEUs and any related deadlines.

If a participant has provided their name but fails to complete the contact or eligibility information, submit the form to ASHA CE anyway. Do not delay the course offering reporting to wait for additional information from that participant. The CE Registry will contact the CE Administrator or the participant concerning missing information (e.g., ASHA ID number) and/or eligibility.

We suggest the following:

  • All ASHA CEU Participant Forms should be collected on site immediately after the course offering. The ASHA CE administrator or a representative should announce or publicize that ASHA CEU Participant forms will only be accepted at the close of the course offering. Make it clear to participants that the Provider does not accept ASHA CEU Participant forms mailed in later or received after the course offering closes.

When ASHA Approved CE Providers offer CE courses where participants are dispersed across multiple sites (e.g., in a tele- or videoconference) or when completion of the course occurs at varying times according to the participant’s schedule (e.g., for a self-study course), the instructions regarding satisfactory completion requirements and procedures for earning ASHA

How can my organization reduce the number of appeals by participants?

Review the information that you provide to participants regarding how to request ASHA CEUs to ensure that it is complete and clear. ASHA CE offers some suggested language that may be used or adapted.

ASHA CE advises that the ASHA CEU Participant Forms (or information needed to complete the form on the participant's behalf) be collected at the end of each event, rather than having participants return the forms/information at a later date.

Review the Course Offering Report Form and the ASHA CEU Participant form to ensure that the correct course and offering number, course title, course offering date(s), and participant information are provided. If partial credit was offered, verify the correct ASHA CEU amount for each participant requesting ASHA CEUs.

What are the deadlines for registering a course or course offering?

Submit a course and its course offering(s) with all required attachments via the Online Course Registration System. Live and self study courses must be received in our office at least 15 days prior to the start date of the course; cooperative courses must be received at least 30 days prior to the start date of the first offering. All course registrations must arrive complete and compliant, which includes the necessary attachments and fees. These deadlines do not include the first day of the course. For further information, please see Course Flow.

Additional course offerings must be added more than 3 days prior to the start date of the offering being added. To add additional offerings oncea course has been registered, please use the Additional Offerings Form.

How do I know what the reporting deadline is for a course offering?

The Course Registration Confirmation letter that you receive when a course is registered includes the date that the reporting is due to ASHA CE for each offering. Make sure that ASHA CE receives your reporting by this date, within 45 days of the end date of the course offering.

As a courtesy, ASHA CE sends a reminder e-mail to the CE Administrator identifying course offering reporting that is due soon. It is important to take immediate action when an e-mail from ASHA CE with the subject line, Reminder From ASHA CE—Course Offering Report Due Soon is received. Do not rely on the "due soon" notice for reporting, as it is the CE Administrator's responsibility to ensure that deadlines are met, regardless of this reminder.

ASHA CE is happy to mail you a date forecaster. This hard-copy tool (which can be ordered from your Provider Manager if you don’t already have one) is a simple way to determine the registration, reporting, and roster correction deadlines prior to submitting the course and its offering(s) to ASHA. 

Course offerings that are cancelled or held without any participants requesting ASHA CEUs, still must meet the 45-day reporting deadline. These course offerings can be reported by using the CE Provider Course Offering Reporting Form

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