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. 

How do I calculate ASHA CEU amounts?

Use this ASHA CEU Calculation Worksheet [XLS] to  calculate the ASHA CEU amount for a course based on the information entered. You may also use the worksheet to apply ASHA CE's 100 words per minute formula to your self-study or blended course to calculate the ASHA CEU amount. The word count calculator is the second tab on the bottom of the Excel document.

There are several different methods to calculate the ASHA CEU amount dependent on the type of course being registered (live, self-study, or blended), and the Course and Offering Registration System asks you to select at least one of the following:

  • Established word count – Applying a word count formula that has been previously established through a pilot study. Use for self-study or blended content.  
  • Inherited ASHA CEUs – Using the ASHA CEU amount from identical course content that was previously registered. When this method is selected, you should enter the course number (i.e. ABCD1234) of the previously registered course in the box provided. Use for self-study or blended content. 
  • Pilot Study – Submitting a time study [DOC] conducted with at least 10 learners. Use for self-study or blended content. 
  • Runtime – Using the duration of the course’s recorded content. Use for self-study or blended content. 
  • Seat Time – Using the duration calculated with the course’s time-ordered agenda. Use for live or live–online content. 
  • Word Count – Applying ASHA’s 100 word per minute formula. Use for self-study or blended content.
  • Other – This option is used to explain how the ASHA CEU amount was determined aside from the options above. Use for self-study or blended content.  

If you aren’t using the ASHA CEU calculation worksheet, add up the number of minutes for each of the 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 that 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.)

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 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

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?

Please review the course’s offering overview page in the Course and Offering Registration System to confirm the end date and related deadlines. If this information is not correct or if there are changes to the start or end date 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 avoid sending incomplete reporting and late roster corrections?

If a participant has provided their name but does not 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 these participants. The ASHA CE Registry will contact the CE Administrator or the participant concerning missing information (e.g., ASHA ID number) and/or eligibility.

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 Formto submit any corrections related to errors made by ASHA CE staff when processing reporting. If a correction is necessary after the roster correction 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?

To avoid submitting inaccurate reporting, be sure to have a mechanism to record who is requesting ASHA CEUs. It is hard to know if someone is missing from the reporting information if there is no clarity on who should be included. For more specifics related to how to do this with your current workflow, contact your CE Accounts Manager.

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

We suggest that 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 webinar 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 CEUs must be clear and easily accessible for attendees.

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.

For live courses, 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.  For online courses, it is suggested to capture the participants information and desire to earn ASHA CEUs during the registration process.

Review the reporting information/documents before submitting them to ASHA CE to ensure they are complete. 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  Course and Offering Registration System. Group, Individual, and blended 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 priorto the start date of the offering being added. You can add additional offerings using the  Course and Offering Registration System.

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

 The reporting deadline for each offering is listed when it is entered into the Course and Offering Registration System.  To review the deadline, you can log back into the system, search for the course, and view the offerings overview page.

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) can help you 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 have reporting submitted to ASHA CE and 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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