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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 that will appear on participant's transcript, 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 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 to text based courses. 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 the "course information"?

The course information is the course’s instructional level (Introductory, Intermediate, Advanced or Various) and the maximum ASHA CEU amount available for completing the course. ASHA CE requires that the following specific language be used in the course information (specifying the corresponding instructional level and ASHA CEU amount for the course):

[insert] Level

[insert] ASHA CEUs

The ASHA Approved CE Provider may include the course information in one of several places: (1) within, below, or next to the Brand Block or (2) near the course description or course title 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 related 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 Registration and Cancellation section of the CE Provider Portal 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?

To avoid late roster corrections, check the Reporting and Roster Corrections section of the CE Provider Portal. You should review the offerings with the status of “Reporting Processed” by the roster changes due date listed after the offering end date. 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.

Please review the “Reporting and Rosters” section of the CE Provider Portal User Guide for instructions on how request roster corrections through the CE Provider Portal.  

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 for live in person training immediately after the end of the 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.

For distance learning, courses, you may want to consider having Provider staff fill out Participant Forms on behalf of the learners. Just be sure you are collecting all of the required information from learners ahead of time.

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 using the "Registration and Cancellation” section of the CE Provider Portal. Group, Individual, and Blended courses must be received be ASHA CE  no less than 15 days in advance of the start date for the earliest offering of the course. Cooperative courses must be received no less than 30 days in advance of the start date for the earliest offering of the course. 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 earliest offering of the course. For further information, please see Course Flow

Additional course offerings must be registered no less than 3 days in advance of the start date of the offering. Applicable registration fees must be paid at the time of submission. You can add additional offerings using the “Registration and Cancellation” section of the CE Provider Portal. 

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

The reporting deadline (45 days from the end date of the offering) is listed for each offering when it is entered into the “Registration and Cancellation” section of the CE Provider Portal. To review the deadline, you can log back into the system, search for the course, and view the “Offerings Registration and Management” page. 

You can run a report of all your course offerings that are due through the Custom Report section of the CE Provider Portal. See these instructions [PDF] for further information. 

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. Course offerings held without any attendees requesting ASHA CEUs can be reported by using the Reporting and Roster Correction section of the CE Provider Portal or the CE Provider Course Offering Reporting Form. Course offerings that were not held may be cancelled in the Registration and Cancellation section of the CE Provider Portal. For more details see the CE Provider Portal instructions [PDF].

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