You will want to create an outline of each licenses CE renewal requirements managed by your agency. These requirements are found in the state laws. The specific requirements, time frames, and due dates all vary across states and industries.
We have created a template to start the outline process: Click here to Download
How to fill out the requirements overview outline
Overall Requirements Section:
- License Name: Input the name of the license, permit or certification.
- Total hours: Input the total hours the licensee is required to obtain for the CE reporting period.
- CE renewal cycle: input the total length of time of the renewal period. i.e. 3 years renewal cycle
- Is the CE reporting period end date different or offset from the license expiration date? i.e License expires on 06/30/22 but the CE reporting period ends 12/31/2021. Input yes or no
- Number of hours or courses allowed by self-instruction/ on-demand /asynchronous? If you calculate the maximum allowable units by hours, input that number followed by 'Hours,' However, if you limit by courses input that number, followed by 'courses.' i.e. 12 Hours or 3 Courses
- How long of a period is a licensee required to maintain their CE records? Input the amount of time a licensee must maintain their records and when that date starts. i.e. Maintain CE records for 7 years from the end of the renewal cycle, Maintain CE records for 7 years from the date the CE was earned. If the records need to be maintained for an unlimited time of the license, state 'lifetime.'
- Do CE courses need to be approved by your agency in order to be eligible for credit by the licensee? (yes, some, no)
- Yes: If your agency requires every course to be pre-approved prior to being eligible for licensee to obtain CE Hours then indicate, 'yes, all courses need to be approved.'
If your agency approves most courses but there are a few course topics that don't need approval, input, 'All, except: ' then indicate which courses don't need approval. - Some: If your agency only approves a few course topics indicate which topics courses topics need to be pre-approved.
- No: If you don't approve any courses, just say 'none.'
- Yes: If your agency requires every course to be pre-approved prior to being eligible for licensee to obtain CE Hours then indicate, 'yes, all courses need to be approved.'
- Do CE course providers need to be approved by your agency in order to deliver courses eligible for credit by the licensee? (yes, no, some)
- Yes: If you approve CE courses and you also require the CE provider to be pre-approved (or recognized in some way by your agency) then put 'Yes, and list your CE providers.' If your agency does not approve courses buy you required courses to be delivered by an approved provider then input, 'yes and list all approved providers recognized by your agency."
- No: If your agency approves CE Course and in the process of approving the course the CE Provider is also Approved without going though a separate approval process input, 'no.' If your agency does not approve CE courses nor do you require courses to be delivered by an approved provider input, 'no.'
- If chosen for an audit what time frame does this license have to submit evidence upon request:
- If chosen for an audit after their renewal submission date (Enter the number of days after the professional was chosen for audit they have to submit their transcript)
- if chosen for an audit before their renewal submission date (Enter number of days prior to renewal expiration that professionals are allowed to submit their transcripts)
10. Do you allow rollover CE for this license? If your agency allow extra CEs earned in one renewal cycle to be applied or rolled forward to the next renewal cycle input 'Yes.'
11. What is the maximum allowable CE hours that can be obtained in one day? If your agency limits the number of CE hours that a licensee can earned in a singe day, input the maximum allowable hours.
Break each individual requirement into its own "group" and list all rules that are associated with the requirement.
- minimum hours/course requirements
- maximum hours/course requirements
- required, recognized, excluded providers
- educational method
- any additional rules
- course topic (topic or subject matter of what is being required)
Example:
- (Group 1)
- (Group 2)
- (Group 3)