CEA Tutorial Section 5: Submitting Courses and Offerings for Registration

This section explains how to submit courses and offerings for registration using the CE Provider Portal.

A link to the CE Provider Portal can be found under the heading CE Provider Management and the name of your organization on the "My Account" page. When you select "CE Provider Portal," the link will take you to your Dashboard. At the top of the page you will find a navigation bar. Select "Registration and Cancellation." In the upper right corner of that page, there is a plus sign that says "Add Course." This is what you select to start a new course registration.

You can also access past registered and submitted courses from the course overview page, and search for a course by title, keyword, or course ID number. There is a link to Course Attestations at the bottom of the dashboard page. Please read the Course Attestations to understand what you are attesting to do by submitting a course for ASHA CEU registration.

To add a course, you will be asked to fill out the following sections:

1. Course Information
2. Course Details
3. Planning and Development
4. ASHA CEUs and Course Structure
5. Disclosure
6. Promotional Materials
7. Product Information (If applicable)
8. Attachments
9. Course Offerings

I. Course Information

Type of Learning Experience

ASHA's four options for Type of Learning Experience:

• Group: Learning with a cohort of other learners; participants in the same learning event and often in the same location at the same time.
• Individual: (i.e., self-study): Learners interact with the learning materials according to their schedules.
• Blended: Learners participate in both group and individuals learning experiences. May require a pilot study to determine ASHA CEU amount.
• Independent Study: A professional education experience initiated and designed by the learner, monitored and approved by the CE Administrator of an ASHA Approved CE Independent Study Provider.

Depending on the type of learning experience, you may need to answer additional questions and provide additional documents. The CE Provider Portal will require the information that is needed to register the distinct type of learning experience indicated at the time of filing the registration.

Course ID

Provide a unique 4-digit number to identify your course. Each course number may only be used once.

Course Title

The title of your course should be limited to 80 characters, including spaces and punctuation. Acronyms must be spelled out the first time they are used, including in the title of your course. Choose a professional title that shows the relevance of the course to the audiologist or speech-language pathologist (SLP).

II. Course Details

Course Description

The Course Description that you provide in your course registration is important because it appears on participants’ ASHA CE transcripts. Accrediting bodies and employers are often the recipient of these transcripts. A transcript must have titles and course descriptions that communicate the content’s relevance to the professions of speech pathology and audiology. When titles/descriptions are more marketing and/or generic in nature, the relevance of those credit hours can be and often are questioned by regulatory agencies potentially causing a licensee (the registry user) issues with renewal.

Course descriptions should clearly and succinctly describe the course content. Here are some tips for writing the course description:

1. View the course description through the eyes of state licensure board personnel for readability and content; assume that they are not familiar with your organization or with any products/techniques mentioned.
2. Ensure that the course description shows a clear connection to the science and practice of audiology and/or speech-language pathology.
3. Discuss with your presenter how best to describe the people and disabilities addressed in their presentation. See this article on whether to use person-first language when referring to a person with a disability.
4. Consider a complete but concise description that could include key learning outcomes or key elements of the course.
5. Spell out acronyms the first time that they are used, followed by the acronym in parentheses. Then, in all subsequent instances, use only the acronym.
6. Stay within the maximum 400-character limit.

Would you like this course listed on CEFind?

Check yes, if you want your course listed on CEFind. If your course is only available to a limited audience or is closed to the public, then do not check this box. CEFind is a tool on the ASHA website that allows ASHA members to look for courses registered for ASHA CEUs that are open to the public.

Course Registration Website URL

Please ensure your link includes http:// or https://, www., and a valid ending(.com/.edu/.org, etc.).

Course Registration Contact Information—If you want your course content listed on ASHA CEFind, you should provide course registration contact information here.

Course Registration Contact Information: Name and Phone Number

This information will appear in CEFind. Do not provide an email address.

Is there a fee to participate in this course and/or to be reported to the CE Registry?

Choose yes, if there is any fee associated with the course, including a fee for continuing education credit. Choose no, if participants can attend the course at no charge.

Subject Code

Subject Codes shows how the content of your course pertains to the science and practice of audiology and/or speech-language pathology. The appendix describes each subject code. If more than one subject code seems appropriate, choose the one that covers 50% or more of the course.

Content Code

There are two types of content codes; each type is described briefly below.

• Professional: Information pertaining to disorders of speech, language, and hearing. For example,
• various types of disorders of communication and their manifestations, classifications, and causes;
• evaluation skills, including procedures, techniques, and instrumentation for assessment; and
• management procedures and principles in habilitation and rehabilitation of communication disorders.
• Related: Study pertaining to the understanding of human behavior, both typical and atypical, as well as services available from related professions that apply to the contemporary practices of audiology and/or speech-language pathology. For example,
• theories of learning and behavior;
• services available from related professions that also deal with persons who have disorders of communication;
• information from these professions about the sensory, physical, emotional, social, and/or intellectual status of a child or adult; and
• other areas such as program management, economics of professional practice, legislative issues, professional ethics, clinical supervision, counseling and interviewing, application of computers, and modern technology and statistics.

For most subject codes, the content codes are matched as shown in the Subject Codes. This matching is automatically done in the registration system. For others, you can select the appropriate content code from the dropdown menu.

Instructional Level

Review the instructional level definitions and select the appropriate level. The instructional level selected must match either what is listed in or adjacent to the ASHA provider Brand Block.

III. Planning and Development

Learning Outcomes

Learning outcomes provide a foundation for developing the course's format, content and assessment tool. Avoid vague words, like understand, know, become aware of, become familiar with, which are difficult to measure. Instead, choose action verbs, such as perform, identify, describe, explain, demonstrate. For suggested verbs and activities, see the How to Create Learning Outcomes resource.

Instructional Methodology

Check all the methodologies that will be used to support achievement of the course's learning outcomes.

• Case study
• Demonstration of procedures
• Lecture
• Observation of patients
• Panel discussion
• Simulations
• Small group activity
• Video or audio presentation
• Other

Assessment of Learning Outcomes

Check all the tools used to assess the degree to which course participants have achieved the course's (or session's) learning outcomes:

• Completion of a project
• Intent to change statement
• Peer feedback
• Performance/equipment demonstrations
• Presentations
• Quiz/Exam
• Report/essay/summary
• Self-assessment/reflection
• Other

Satisfactory Completion

Providers must specify what learners need to do to complete the course and earn ASHA CEUs.

You will be asked to provide the statement on the registration form.

The satisfactory completion requirement statement must be communicated prior to learner enrollment in the course and may appear::

• On promotional materials
• On website (provide web address): add text box for URL (Required if website is checked)
• Other location (text box field with 400 character limit – display limit) (required if checked)

If you find it necessary to provide certificates of attendance, keep in mind any documentation of learner course completion must clearly state that receipt of such documentation does not indicate that ASHA CEUs have been awarded. The following language is suggested: “This certificate neither awards ASHA CEUs nor verifies that ASHA CEUs have been awarded to the person named above.”

VI. ASHA CEUs and Course Structure

ASHA CEU Amount Requested

Fill in the maximum number of ASHA CEUs that will be offered for this course.

This must match the ASHA CEUs listed in the primary promotion materials.

Use the ASHA CEU Calculation Worksheet [XLS]. This worksheet will calculate the ASHA CEUs for you based on the information you enter. ASHA CEUs are based on learning time—please do not include registration time, lunch, breaks, business meetings, product sales, and marketing promotions in your calculations.

To manually calculate the ASHA CEU amount, add up the total number of minutes spent in course sessions, round it down to the nearest half-hour, and divide by 10.

ASHA CEUs may be offered in half hour increments. (For example: 60 minutes = 0.1 ASHA CEUs, 90 minutes = 0.15 ASHA CEUs, etc.)

See this chart on how to translate this number to the correct ASHA CEU amount.

How were ASHA CEUs determined?

Indicate how the ASHA CEU amount was determined from the options given. If the method is not listed, please choose other and supply the additional information.

• Pilot Study— Submit a time study using the ASHA CEU Calculation Worksheet conducted with at least 10 learners. Use for self-study or blended courses.
• Runtime— Used for timed recorded self-study/asynchronous content. Runtimes can be calculated using the ASHA CEU Calculation Worksheet. Use for self-study or blended courses.
• Seat Time— Used for timed live/synchronous content, either in-person or virtual. Use for group or blended courses. Use ASHA CEU Calculation Worksheet
• Word Count— Applying ASHA’s 100 word per minute formula found in the ASHA CEU Calculation Worksheet. Use for self-study or blended courses.
• Other— This option is used to explain how the ASHA CEU amount was determined aside from the options above. For example: inherited ASHA CEUs or established word count. Use for self-study or blended courses.

Partial Credit

What is partial credit, and how is it determined? Conventions, large conferences with multiple tracks, and journal study groups may have participants who cannot attend all of the training hours available but who still meet the learning outcomes of the course.

See Course Planning (ASHA CE Policies)

Course Structure

The course structure information (e.g., agenda, run time, an outline, syllabus, table of contents or some other document that provides details on how the course is structured) can be uploaded on the attachments page or can be included as part of your promotional materials.

Your course structure information should include the length of time that each topic is addressed during the course and should include or align with your learning outcomes. For example:

Learning outcomes:

1. Define characteristics of cluttering
2. Discuss the differences between cluttering and stuttering
3. Describe two strategies for correcting cluttering

Agenda:

V. Financial/In Kind and Content Disclosure

In this section, you are required to answer two questions concerning course Financial/In Kind and Content disclosures See Policies in Transparency and Disclosure (ASHA CE Policies)

VI. Promotional Materials

Promotional Materials

The portal will prompt you to indicate the media channel containing the primary promotional materials:

• Email
• Flyer
• Mailing
• Website
• Other
• Provide Promotional materials

You may either upload attachments of your promotional materials or you may provide us a link.

VII. Attachments

Attach a copy of your primary promotional materials for this course. Your primary promotional piece (brochure, e-mail, flyer, or webpage you are using to announce your course) must include the required ASHA CE Provider Brand Block and course information (instructional level and ASHA CEU amount), as well as the speaker disclosure statement. This is a requirement regardless of whether or not the course is open to the public.

The CE Provider Brand Block is personalized for each provider. A zip file containing your personalized Brand Block can be found in the CE Provider Portal on the Dashboard page under Resources. There are two versions of the Brand Block (which contains your organization's name) and one version of the Insignia that does not include your name. Please refer to the Brand Block [PDF] and Insignia Guidelines [PDF] for information on proper usage.

Sample Brand Block

Here is an example of the Brand Block that is correctly formatted and that contains all required information:

The course information should be located within the Brand Block (preferably), above, below, or next to the Brand Block, or near the course description and course title and formatted as follows (underlines indicate information that the Provider fills in):

Introductory Level

1.05 ASHA CEUs

Please note that in the course information you MUST specify ASHA CEUs. If you are referring to ASHA CEUs elsewhere in your promotion materials, you MUST specify ASHA CEUs. Also, in your promotion you need to use the term CEU properly.

See Course Promotion (ASHA CE Policies)

• The Provider must identify the specific type of credit offered. For example, Providers must use the phrase “ASHA CEUs” rather than “CEUs.”
• The Provider must not state or imply that the earning of ASHA CEUs is “free.”

Sample Disclosure Statement

This is a sample disclosure statement for a speaker with no disclosures:

Disclosure: "Speaker name" has no relevant relationships related to the content of course to disclose.

Learning Outcomes

You can include the learning outcomes as part of the primary promotional material or provide them as a separate attachment . The learning outcomes should reflect the anticipated changes in learner knowledge, competencies, and performance. See ASHA's tips for writing learning outcomes.

Course Structure

You can include the course structure information (e.g., agenda with runtime, an outline, syllabus, table of contents or some other document that provides details on how the course is structured) as part of the primary promotional material or provide it as a separate attachment.

ASHA CEU Calculation Worksheet

Upload the worksheet [XLS] if it was used to calculate the course’s ASHA CEUs.

VIII. Course Offerings

To add an offering:

1. Select Manage Your Offerings.
2. Select Add Offering.
3. Enter Date/Location Information and indicate if the offering will be listed on ASHA CEFind.
4. Select whether this offering is a Cooperative/Joint Providership and provide relevant information.
5. Select Save, then repeat steps 2–5 as needed for additional offerings.
6. Please review your offering information before submitting the course for errors. Prior to submitting the course you can edit and delete offering information.
7. Select Course Overview to move to submit the course.

Dates

For group or blended courses, provide all of the scheduled course offerings' starting dates and ending dates in MM/DD/YYYY format, or use the calendar option. See the sample Start Date entry below.

Start Date

01/20/2016

Multiple or Additional Offerings

A multiple/additional offering is when a course is offered multiple times throughout a calendar year. All offerings of the course must have the same:

• Course title
• Course description
• Learning outcomes
• Agenda
• ASHA CEU amount
• Learning assessment
• Satisfactory completion requirements

Instructors, dates, and locations may vary, but the content and format are the same.

An offering number starting with 001 will be assigned automatically as you enter each offering. Please check your offering information for errors prior to submitting the course to ASHA. You can edit and delete dates prior to submission. If you notice an error after submission, you should contact your Provider Manager.

Online/Distance Learning Versus In-Person Learning

Please indicate if the offering will be an online/distance learning course or an in-person course. If it is an in-person course, please provide the physical location where the course will be offered.

Do you want this course offering to be listed on ASHA CEFind?

Check "yes" if you want this course offering listed on ASHA CEFind.

Note: ASHA CEFind lists only those offerings that are available to the public (courses that are offered to a limited audience or courses that are closed to the public cannot be listed in ASHA CEFind).

Cooperative or Joint Providership Offering?

Check "yes" for each course offering that is being conducted with another organization. For further information on the definition of a cooperative offering, see Section 6 of this Tutorial.

A cooperative course/offering(s) is when an ASHA Approved Continuing Education (CE) Provider joins with an organization or entity that is not an ASHA Approved CE Provider to plan, deliver, and evaluate a continuing education course/offering(s) for ASHA continuing education units (CEUs), and a fee is incurred. The ASHA Continuing Education Board (CEB) considers a course/offering(s) a cooperative if another party or entity is not part of the organization approved as the ASHA Approved CE Provider as detailed in the application to become an ASHA Approved CE Provider.

A joint providership course/offering(s) is when two or more ASHA Approved CE Providers team up to jointly plan, deliver, and evaluate a course/offerings(s). One of the ASHA Approved CE Providers must take responsibility for the registration and reporting of the course/offering(s) to ASHA. There is no fee incurred or due to ASHA when two or more ASHA Approved CE Providers offer a course.

However, if multiple organizations work together to plan, conduct, deliver, and evaluate a course/offering(s), and one or more of the organizations are NOT ASHA Approved CE Providers, then this is considered a cooperative course/offering(s) and a fee is incurred.

Cooperative Payment Information

The appropriate cooperative offering fee must be submitted through the CE Provider Portal unless the cooperative organization is also an ASHA Approved CE Provider. See the fee schedule on ASHA's website.

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