Record Retention Guidance Chart
This is an outline of the CE records ASHA Approved CE Providers are required to keep in accordance to the Continuing Education Board manual.
| Required Practice | Required Practice | Records to Retain | Examples of Records | Retention Length |
|---|---|---|---|---|
| 1.7 | Policies related to refunds and complaint resolution | Current policy documents | Internal written policies, sample of how policy is communicated to course attendees | Retain current policies until policy changes |
| 1.8 | System to retain all information related to CE course planning and registration | Records on course content, speaker information, course schedule | 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 |
| 3.1.b | Disclosure of course content concerning products or services | Documentation showing how course content was disclosed to learners | Promotional materials, course participant materials | 4 years beginning after the end date of the last course offering |
| 3.2 | Planner, speaker disclosure | Documentation of conversations related to identifying and resolving conflicts of interest | Speaker conflict of interest disclosure forms; promotional materials showing speaker disclosures | 4years beginning after the end date of the last course offering |
| 3.3b | Disclosure of financial and in-kind support of CE courses | Documentation of organizations providing support, dollar amount received from each organization, monetary value of in-kind support received, how money was used | Event accounting spreadsheets, correspondence with sponsors and vendors; documentation of how disclosures were made to learners | 4 years beginning after the end date of the last course |
| 4.14 | Permanent records-keeping system for retaining participants' names and ASHA CEUs earned | Documentation per CE course of ASHA participants and CEUs earned | ASHA participant forms, conference session attendance sheets, sign-in sheets | At least 4 years beginning after the end date of the course offering for which the participant was reported |
