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.

• How do I submit course participant records?
• What measures should I take to ensure compliant reporting?
• Can a participant receive partial credit for a course?
• What if no participants request ASHA CEUs?
• What if the offering gets canceled?
• How do I correct a roster if I find that a participant name, ASHA account number, ASHA CEU amount, or offering end date is incorrect?
• Who is eligible to earn ASHA CEUs?
• What role does the provider play in determining a participant's eligibility to earn ASHA CEUs?
• How long do Providers need to retain course completion records (participant information and course rosters)?

How do I 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 through the CE Provider Portal by uploading the Excel Reporting Template [XLS] please review the Excel Reporting Instructions. For more information on how to access and use the CE Provider Portal, please review the information in the CE Provider Portal User Guide.

What measures should I take to ensure compliant reporting?

See our Reporting Course Offerings page for helpful tips on compliant reporting.

What should I do if a participant fails to provide complete contact information or ASHA number?  

If a participant has provided their name but fails to complete the contact or eligibility information, you can still list them in the Excel Reporting Template. 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.

Please see the Excel Reporting Instructions for details on how to report partial credit when you use the Excel Reporting Template [XLS] to report participants in a course offering.

What if no participants request ASHA CEUs?

You may report within 45 days even if no one requested ASHA CEUs. Use the CE Provider Portal to report offerings with zero participants requesting ASHA CEUs (see the Excel Reporting Instructions [XLS] for details).

Any offering that is not reported on by 30-days after the due date will automatically be updated to Reported with Zero Participants and closed out accordingly.

When a course offering is held but no attendees request ASHA CEUs the course offering is NOT considered canceled because the course offering was held.

What if the offering gets cancelled?

A canceled course offering occurs when the actual offering was not held and therefore was not available for ASHA CEUs. Report on cancelled offerings using the CE Provider Portal. For more details on how to cancel an offering see the CE Provider Portal User Guide.

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

Watch for your course roster to be generated in the CE Provider Portal and check the roster carefully. Roster corrections are due by the Roster Correction date listed in the CE Provider Portal. For instructions on how to access and review rosters, and request roster corrections through the CE Provider Portal, please review the “Reporting and Rosters” section of the CE Provider Portal User Guide.

Corrections to the roster will be accepted when the ASHA CE administrator's records indicate that (a) the ASHA CE Registry made an error in the amount of credit a participant should have received or (b) the ASHA CE Registry omitted the name and credit of a participant for whom the Provider submitted reporting.

Situations that are not roster corrections:

• The Provider forgot to include a participant(s) in their report to ASHA CE.
• The 45-day post-course offering deadline has passed.
• A participant decided after taking the course offering that they wanted ASHA CEUs; ASHA CEUs cannot be awarded retroactively.

If the initial reporting was incomplete or if you are filing a roster correction past the 45-day deadline, please contact your ASHA Accounts Manager to discuss how to improve your reporting process.

Note: ASHA Approved CE Providers will be charged a processing fee when CE has received incorrect participant information and CE staff must manually update participant information in 10 or more offerings or for 50 or more participants.

If a participant did not submit their form to you for reporting during the reporting period, the participant must file an appeal with ASHA Continuing Education to have ASHA CEUs awarded for the course.

Who is eligible to earn ASHA CEUs?

Individuals must meet at least one of the following criteria at the time of course completion to be eligible to earn ASHA CEUs and use the Registry:

• ASHA Certificate of Clinical Competence (CCC) Holder
• Life Member, Membership holder without Certification, or International Affiliate
• Licensed by a state or provincial regulatory agency to practice independently as an audiologist or speech-language pathologist
• Credentialed by a state regulatory agency to practice independently as an audiologist or speech-language pathologist
• Credentialed by a national regulatory agency to practice independently as an audiologist or speech-language pathologist
• Currently engaged in a Clinical Fellowship, which is supervised by someone with their ASHA CCC
• Currently enrolled in a masters 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 on your website, in promotional materials, and at your live events. If a participant record is received and eligibility has not been determined, an ASHA 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 should complete and submit the Eligibility to Earn ASHA CEUs web form.

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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