Registering a Conference: Considerations in the era of COVID-19
This resource provides information to help the CEA determine which course type they are registering, as well as other tips related to registrations in the era of COVID-19. If you’re still unsure, please be sure to contact your Provider Manager during the planning process.
||Type of Course
|Multi-session/multi-day course offering with live interactive sessions plus assignments outside of the classroom
Asynchronous-only (i.e., pre-recorded webinar)
Online on-demand course
|Live remote webinar (i.e., videoconferencing software) or live in-person session
|Combined pre-recorded webinar and live remote Q&A
||A Blended course or two separate courses: depends on whether you can ensure there is sufficient opportunity for live interactions with the speaker before, during, and/or after pre-recorded portions.
*If you’re recording any of the live sessions with the intent to offer ASHA CEUs the recorded sessions must be registered as a separate Individual (self-study) course(s).
- Your organization should ensure that the appropriate educational facilities, resource or reference materials, and instructional aids and equipment are consistent with the purpose, design, and intended learning outcomes of each course.
- Does your software platform offer features such as “breakout” rooms, attendance tracking, and recording features? If so, test the functionality prior to the start date of the course offering.
- Give special attention to verifying satisfactory completion for participants in large conferences and conventions with multiple sessions.
- If earning ASHA CEUs is dependent on participant attendance, make sure your organization has an appropriate system in place to track and monitor participant attendance, especially with large conferences and conventions. For programs such as conventions and large conferences, your organization must have a system to track, calculate, and offer variable credit to participants who do not attend the entire course.
- Determine how your organization will monitor and verify of attendance. (e.g. intermittent text/codes to make note of and then provide at the end and/or attestations of full attendance.)
- If offering poster presentations, the speakers should be available (i.e. live chat) during the presentation to respond to questions.
Read the requirement and reach out to your Provider Manager during the planning stages about your specific situation to ensure compliance with Requirement 3.4. Your organization must appropriately manage exhibits and advertisements associated with a CE course. Promotional activities, such as exhibits, commercial presentations, and printed or electronic advertisements, are prohibited in the physical or virtual location where CE courses are conducted. Likewise, promotional activities are prohibited as part of the instructional portion of CE courses. For example:
- Live, face-to-face CE courses: Display or distribution of advertisements and promotional materials is prohibited in the instructional space where the CE course is conducted.
- Print-based CE courses: Advertisement and promotional materials are prohibited within the pages of the CE content. Advertisements and promotional materials may face the first or last pages of printed CE content.
- Web/computer-based CE courses: Advertisements and promotional materials are prohibited on the screen, the web page, or as “pop-ups” where the CE content is displayed.
- Recorded CE courses: Advertisements and promotional materials are prohibited within the CE course. There will be no “commercial breaks.”
- Virtual conferences: In a similar vein, any promotional content should be separate from CE content in a virtual environment. Many virtual meeting platforms have the option to offer content in break out rooms. By using break out rooms for exhibitors and sponsor promotion, you can keep that content out of the virtual training room. For a single webinar offering, you can also separate promotional content from course content by time airing it prior to or after the completion of the training. There should be a significant amount of time between the two and be apparent that the training is over or has yet to begin. Participants should not feel required to attend.
April 7, 2020
The Continuing Education Board and CE staff are here to assist you during these difficult times. We realize some of your typical tasks are challenging and we want to work together to help address the areas of need. First, your safety is of utmost importance. If you’re experiencing a problem that may impact course registration or reporting, please reach out to your Provider Manager or Account Manager.
We want to share the following helpful resources and tips:
- Check out the ASHA CE Provider Community Site. If you don’t already access the ASHA CE Provider Community site, we suggest this as a way to network with other CE Administrators. You can post a question or look through previous discussions for tips and ideas. E.g., recently, there was a robust discussion about platforms for online courses that may help you identify options for your courses.
- Best options for changing offering dates, location, format or to cancel registered offerings: Use this flow chart [PDF] to figure out how to proceed.
- Check your course registration status in the course registration system. Remember, if you see “in progress,” that means that you’ve started entering the information but have not yet submitted it for review.
Helpful Hint: The Course and Offering Registration and Cancellation System functions best when you use Internet Explorer as your browser.
- Consider a joint providership. You can partner with an organization that has capabilities that you don’t have right now and share responsibilities. A joint providership allows two ASHA CE Providers to work together to offer a course for ASHA CEUs; and there’s no fee for joint providerships.
- Need access to your reporting? Can’t mail or fax? Reach out to your Account Manager.
- Need a list of upcoming courses, courses with reporting due soon, and other information about your courses that you can’t access through the course registration system? Contact your Provider Manager or Accounts Manager.
ASHA CE is now conducting business 100% remotely but is still functioning as usual. We’re reviewing courses, and processing faxed/mailed reporting as well as all reporting submitted electronically. We’re also still receiving mail twice a week, which should continue for as long as the USPS provides regular service. While we are still operational, processing time for reporting and registration may be delayed.
We want to support you as much as we can, so please let us know how we can help.
March 18, 2020
The COVID-19 situation is rapidly evolving, and we know that you have a lot on your mind. Current CDC guidance is limiting interactions of groups more than 50 and many local jurisdictions have a variety of other limitations/restrictions. This information may be pertinent when deciding to make changes to your upcoming live course offerings.
ASHA CE wants to make it as easy as possible for you to manage the courses you’ve already registered. When you can, take a few minutes to make sure we have the correct information for your course offerings. If you need to cancel an offering or make any changes, here’s how:
To request a new date or change from an in-person to a live-streaming, online offering
- Go to the CE Course and Offering Registration Information Change Form to:
- Reschedule a registered offering to begin at least three days after the prior start date.
- Change the location of a registered offering to be online/distance learning.
- Enter the corresponding information in the form.
- Once you’ve entered the information, select submit.
To cancel an existing offering
- Log into your ASHA.org account and go to the My Account page.
- Select the "Course and Offering Registration" link.
- Locate the course by searching for the course number or title, and select the course.
- Select "Manage Your Offerings."
- Find the offering in question and select it.
- From the Offering Information page, select the red "Cancel Offering" button.
- Select the red "Yes, Cancel Offering" button in the window that pops up.
You can confirm an offering is canceled on the Offering Registration page: its "Reporting Status" will change to "Offering canceled," its "Registration Status" will change to "Not held," and the date the offering was canceled will be indicated in the "Report Received" field. If you cancel an offering of a cooperative course for which the cooperative fee has been paid, ASHA will apply a credit to your organization’s account for the cooperative fee which can be used for future payments.
As always, ASHA CE is here to provide support for all your continuing education course needs. If you have questions or need guidance related to course management and registration, please contact your Provider Manager. If you are unable to meet reporting deadlines or have other questions related to reporting, please contact your Accounts Manager.
We’re here to help. Check ASHA’s COVID-19 resources and information for recent updates to keep you current on this evolving situation.
March 16, 2020
ASHA is closely monitoring the evolving information about Coronavirus/COVID-19. The uncertainty and the sometimes rapidly changing information about COVID-19 may be unclear or confusing. We encourage you to review the World Health Organization's (WHO) comprehensive, nine-page document, "Key Planning Recommendations for Mass Gatherings in the Context of the Current COVID-19 Outbreak." You may also want to view Professional Convention Management Association’s (PCMA) resource, “What Business Events Professionals Need to Know About the COVID-19 Coronavirus." Below is a list of items, specific to ASHA CE, to consider in preparation for any disruption due to COVID-19:
- Canceling offerings: If you need to cancel course offerings, please use the Course and Offering Registration System.
- Course format changes for group/live courses: Changing the course delivery method for live/synchronous courses (i.e. converting a live, in-person course offering into a live webinar) is an option to offer the course as scheduled while supporting "social distancing." Please contact us if you have any questions.
- Contingency planning: We encourage you to think through alternate arrangements should you be unable to perform the CEA duties. Have you appointed an alternate contact who can access the Course and Offering Registration System? Do other staff know when and how to submit reporting? ASHA CE is making contingency plans as well. Working together, we can minimize any potential impact on course participants.
- Rescheduling Offerings: If you need to reschedule a course offering, please use the Course and Offering Registration System to cancel the existing offering. As soon as you know the new date, go back into the system and add an offering with the rescheduled dates. Remember, there is a 3-day registration deadline for additional offerings. If a cooperative offering is canceled, the co-op fee may be applied to another cooperative offering to be registered within 12 months of the end date of the originally scheduled course offering.
- Refund and cancellation policies: Review yours now to make sure these policies are comprehensive, clear, and transparent for participants.
One thing that remains certain is our commitment to you. As always, ASHA staff will work to support our Providers and members. We have assisted Providers and members through a variety of situations and are prepared to help you navigate the ever-changing COVID-19 situation as best we can.
Don't hesitate to contact us and we will continue to communicate as conditions evolve. Updated information from ASHA is available on the ASHA website.