Record Retention Guidance Chart
This is an outline of the CE records ASHA Approved CE Providers are required to keep in accordance with the Standards for ASHA CE Providers and ASHA CE Policies.
| Documentation | Examples of Records | Retention Length |
|---|---|---|
|
Policies
|
Internal written policies, sample of how policy is communicated to course attendees | Retain current policies until policy changes |
| All information related to CE course planning and registration | Needs assessment data, speaker agreements and disclosures, agreements with organizations providing financial or in-kind support, learning outcomes, speaker bios, final agenda, course assessment tool, satisfactory completion requirements, course eval form, pilot study data (if applicable), peer review information (if applicable), copy of self-study products, list of all offerings, cooperative organizations contact information and agreements | 4 years beginning after the end date of the last course offering |
| Course content disclosure information | Promotional materials, course participant materials that show how content disclosures were communicated to learners | 4 years beginning after the end date of the last course offering |
| Course planner abd speaker disclosure information | Speaker conflict of interest disclosure forms, promotional materials showing speaker disclosures | 4years beginning after the end date of the last course offering |
| Financial and in-kind support documentation and disclosure | Event accounting spreadsheets, correspondence with sponsors and vendors, documentation of the amount and type of support provided, how the money was used, and how disclosures were made to learners | 4 years beginning after the end date of the last course |
| Participant records | ASHA participant information (name, address, email, phone number, ASHA ID, ASHA CEU amount earned), conference session attendance sheets, sign-in sheets, satisfactory completion records, records of learner intent to earn ASHA CEUs and permission to transmit data to ASHA CE | At least 4 years beginning after the end date of the course offering for which the participant was reported |
