Roster Changes
By conducting participant roster reviews, Providers can identify discrepancies or mistakes that may affect a learner’s transcript.
What It Looks Like
After ASHA CE receives reporting files for course offerings, our system automatically matches learners to their ASHA record. In some cases, Accounts Managers may need to manually check or create new accounts as they process the reporting. The day after reporting is processed, the system generates and posts a course offering roster in the CE Provider Portal for review. This roster includes any participant information updates or changes.
The roster will include the following information:
- Course number and title
- Course offering start and end dates
- Total number of participants submitted
- Maximum ASHA CEU amount
- Roster change due date
- Participant information
- ASHA ID
- First and last name
- ASHA CEU amount
- Completion date
- CE Registry fee status
If ASHA CE made any changes to the information submitted, the participant’s ASHA ID will be highlighted and clickable. Providers should compare the roster to their own records to check for discrepancies. Common errors include
- missing learners,
- extra learners,
- incorrect ASHA CEU amounts, and
- incorrect course offering dates.
Providers should review these items carefully.
When It Happens
Providers must report on all course offerings within 45 days of the course end date. Once ASHA CE processes reporting and posts a roster, the Provider has 45 days to review the roster and submit corrections. The roster review due date is posted with the roster in the CE Provider Portal. Providers should do a thorough review as soon as possible to ensure that learners can earn ASHA CEUs promptly.
Providers should reach out to their Accounts Manager to reopen the roster if the 45-day deadline has passed. Roster change requests received after the deadline are considered late and will be addressed through the consultation workflow.
How It Supports Compliance
Standard 7.1.4 says that a Provider must have a way to collect the information required to report learners’ successful completion to ASHA CE. The policies describe in more detail what constitutes a roster correction and what is considered inaccurate reporting.
Why It Matters
Providers must accurately report learners who wish to earn ASHA CEUs. ASHA CEUs may not appear on a learner’s transcript if mistakes occur, either when a Provider submits reporting or when ASHA CE processes it. This may impact the learner’s license or certification and may put their ability to practice at risk.
The roster change is the process that Providers must use to correct any errors. Once the Provider submits a roster change request, ASHA CE will evaluate the change and determine the appropriate next steps. These include:
- Roster correction for changes due to an ASHA CE staff or system error.
- Inaccurate reporting for changes due to a Provider error (e.g., they left someone out, entered incorrect ASHA CEU amounts, etc.).
Changes to a course offering roster due to participant error (i.e., the learner does not meet stated deadlines or indicate that they wish to earn ASHA CEUs) are not addressed through the roster change process. The Provider should direct the learner to submit a participant appeal.
Bottom Line
Mistakes happen. To ensure accurate reporting that allows learners to get the ASHA CEUs they expect in a timely manner, Providers should review all course rosters for discrepancies and submit changes as soon as possible.
