CCCEP Accreditation Manual for Program Providers Version: September 1, 2014 Table of Contents
CCCEP Accreditation Manual for Program Providers Version: September 1, 2014 Table of Contents 1 CCCEP Program Number ....................................................................................................... 2 2 Registration as a Program Provider ........................................................................................ 3 3 Forgot you Login Id or Password ........................................................................................... 5 4 Member Login ........................................................................................................................ 6 5 Provider Work Area ................................................................................................................ 7 6 Edit your Profile ...................................................................................................................... 8 7 Viewing a List of Your Accredited and Submitted Programs .............................................. 10 8 Viewing and Printing the Information about a Program ....................................................... 11 9 Submitting a Program for Accreditation Review.................................................................. 12 9.1 Step 1: Compile Required Documents and Forms ......................................................... 13 9.2 Step 2: Complete the Online Program Submission Form .............................................. 13 9.2.1 Program Information Section .................................................................................. 14 9.2.2 Modular Program .................................................................................................... 18 9.2.3 Delivery Information Section ................................................................................. 20 9.2.4 Registration/Contact Information ........................................................................... 23 9.2.5 Sponsor Organization.............................................................................................. 24 9.2.6 Contact Person (For CCCEP) ................................................................................. 24 9.2.7 Save a Draft of Your Program Submission............................................................. 25 9.2.8 Retrieving, Editing and Submitting or Deleting your Draft ................................... 26 9.2.9 Completing the Submission of your Application.................................................... 27 9.3 Viewing and Obtaining a Copy of the Information Submitted ...................................... 29 10 Problem Submitting a Program:............................................................................................ 30 11 Accreditation Notification .................................................................................................... 30 12 Renew an Accredited Program ............................................................................................. 31 12.1 When to Renew a Program ......................................................................................... 31 12.2 Submitting a Program Renewal .................................................................................. 31 Guide to Program Submissions CCCEP Program Providers 13 Training on the On-line Application Process........................................................................ 34 14 Contact Us ............................................................................................................................. 34 1 Guide to Program Submissions CCCEP Program Providers 1 CCCEP Program Number CCCEP has adopted a new Program Number. The first four digits are the program provider number, the second four digits are the year that the program was submitted, The next three digits are an automatically generated sequential number. The next part of the number is a letter representing the format of the program, and The final part of the number is a letter representing the target audience. #### #### ### Letter P or T Provider Number Year Sequential Number Format Target Audience C = Conference L = Live I = Independent Study B = Blended P = Pharmacist T = Pharmacy Technician In the following example, the provider is provider 1092, it was submitted in 2009, it was the 356th program submitted, it is a Live (L) program, and the target audience is pharmacists (P). Sample Number: 1092-2009-356-L-P It is important to note that a program intended to be delivered for both pharmacists and pharmacy technicians must be submitted twice – one with the target audience indicated as pharmacists and one with the target audience indicated as pharmacy technicians. If the above example program was also submitted for pharmacy technicians, the program number for pharmacy technicians would be: Sample Number: 1092-2009-357-L-T 2 Guide to Program Submissions CCCEP Program Providers 2 Registration as a Program Provider You must register as a program provider in order to submit a program to CCCEP for accreditation. To register as a provider, you fill out the on-line Register as a Provider form. As soon as you have completed the form, you may login in the “Member Login” area, using the “Login Name” and “Password” you created, and submit a program for accreditation. A program provider number will automatically be assigned. This number will appear as part of the program number when you submit a program for accreditation. Register as a Provider Note: Your organization or business will already be registered and have a program provider number if it has submitted a program for accreditation since 2004. Contact the CCCEP office to see if you organization is already registered. To register as a program provider: 1) Log on to the CCCEP website www.cccep.ca 2) On the right side of the home page, CLICK on the “Apply to be a Program Provider” button. Corporate Information 3) This will take you to the “Register as Provider” page. 4) Complete the “Register as Provider” form. 5) The first set of information is your corporate information. a) Enter the address, main telephone and corporate mail as opposed to your personal phone number or e-mail. This is the e-mail to which general information will be sent. b) We ask for this information because we sometimes have difficulty contacting an organization when a contact person leaves and their phone and e-mail address are no longer active. 3 Guide to Program Submissions CCCEP Program Providers 6) Enter the name and contact information for at least one contact person. You may enter the information for up to four contact persons. 7) Once you have completed entering your corporate information and your contact person(s) information, then: a) Enter a Login Id that you would like to use. Individual Contact Information Your Login Id must be ‘one word’ of at least four letters. b) Enter a password. Your password must be between 6 and 15 digits and should contain at least: One capital letter One number One symbol (e.g. # $ % ^ & * ( ) < > ,.;) c) Enter the security code. d) Then, CLICK on the “submit” button. 8) You can now login using the Member Login section of the website and submit a program for accreditation. 9) You can find out your program provider number once you submit a program. Your program provider number will be first digits on the number assigned to your program. Or, you can contact us at [email protected] and we will e-mail you your program provider number. 4 Guide to Program Submissions CCCEP Program Providers 3 Forgot you Login Id or Password 1) Forgot your Login Id? If you have forgotten your Login Id, please send an e-mail to [email protected] or phone CCCEP, and we will send you your Login Id. 2) Forgot you Password. If you have forgotten your password, go to the Home page. In the “Member Login” area, CLICK on “Forgot your password?” a) CLICK on “provider” from the drop-down menu in user type. b) Then enter your “Login Id.” c) CLICK “submit” d) Your password will be sent to your e-mail listed on the database. If the above process fails, contact CCCEP and we can reset your password. 5 Guide to Program Submissions CCCEP Program Providers 4 Member Login a) You need your Login Id and a Password to login as a member. b) Log on to the CCCEP Home Page. c) In the “Member Login” box in the upper right hand corner of the CCCEP home page, CLICK on the arrow on the right side of the Category “select user type” box. A drop-down menu appears. Select “Providers”. Then, enter your: LOGIN ID PASSWORD d) You will now enter your “Provider Work Area.” 6 Guide to Program Submissions CCCEP Program Providers 5 Provider Work Area a) Upon logging in, the provider work area page will appear. This will have three buttons in the blue bar – “Provider Work Area,” “Edit Profile,” and “Logout”. You can go to other areas of the CCCEP website (by clicking on a tab on the left side of the page) and then return to your Provider Work Area by clicking on the ‘Provider Work Area” button. b) The Provider Work Area is your private work area. Only you may access and view the information in this area – unless you provide someone else with the access information. c) To return to this Work Area when you are working on your profile or preparing a program submission, CLICK on the “Provider Work Area” button. d) In the Provider Work Area you can: (1) Edit your Profile; (2) Review your currently accredited programs; and (3) Review your programs submitted for accreditation. (4) Submit a program for accreditation review. (1) (4) (2) and (3) Each of these items is explained in more detail in the next three sections. 7 Guide to Program Submissions CCCEP Program Providers 6 Edit your Profile a) CLICK on “Edit Profile” b) You may edit the information in your Provider Profile except for: Provider Number Certificate Date of Registration as a Provider c) Company/Organization Information. The first set of information is the information about your company/organization. You may edit the name, address, telephone numbers, and e-mail address. The telephone and fax numbers should be the main telephone number of the company/organization. The e-mail address should be the general e-mail address for the company/organization. The date of incorporation or formation is optional. NOTE: The main e-mail address is very important because this is the e-mail address to which: Your new password will be sent if you forget your password; A copy of the Program Information Form will be sent when you submit a program; and Notices of impending and actual expiry of the program accreditation expiry, the need to renew your accreditation and other changes in accreditation status. You should ensure that all contact persons submitting programs for your organization know this main e-mail address. Sub-note: All communications during the accreditation process will be sent to the person and e-mail stated in the Program Submission Form. A copy of the program accreditation letter will be sent to the main e-mail address. 8 Guide to Program Submissions CCCEP Program Providers d) Contact Person Information You may enter the information for up to four (4) contact persons. You may edit the information for a contact person, or add or remove contact persons, at any time. The information entered here should be their direct contact information – address, telephone, e-mail, etc. – that you wish CCCEP to use. To enter the Salutation, CLICK on the field, and then select the appropriate salutation from the drop-down menu. The remainder of the fields are text fields. Just enter the appropriate text in the field. e) Login Id and Password You selected a Login Id and Password when you registered as a provider. You may change these at any time. Your Login Id must be one word (no blank spaces) Your password should be: o Be between 6 and 15 digits o Contain at least: One capital letter One number One symbol (e.g., # $ % ^ & * ( ) < > ,.;) See the previous section “Forgot Your Login Id or Password?” if you have forgotten your Login Id or Password. 9 Guide to Program Submissions CCCEP Program Providers 7 Viewing a List of Your Accredited and Submitted Programs a) When you ENTER your Provider Work Area, you will see a list of all your programs that are either accredited or that have been submitted for accreditation review. b) The “All” programs view is the default view when you log in to your Provider Work Area. c) “Pending” programs are those that you have submitted for review, but that have not yet been submitted to a Learning Review Panel. d) “Reviewing” programs are those programs that have been submitted to a Learning Review Panel for review. e) “Accredited” programs are those programs that are currently accredited. You will have received a letter indicating the program has been accredited with the date of accreditation. f) “Expired” programs are programs for which the accreditation has expired. g) “Draft” programs are programs for which you have started to complete the Program Submission Form, and saved a draft prior to completing the program submission. h) To view only those programs that are “Pending,” “Reviewing,” “Accredited,” “Expired” or “Draft” a. First, CLICK on the “button” in front of the type of program list (e.g., Reviewing) you want to see – the button should be highlighted; b. Then, CLICK on the “View” button. Only the programs of the type of program you selected (e.g., Reviewing) will now appear in your Provider Work Area. 10 Guide to Program Submissions CCCEP Program Providers 8 Viewing and Printing the Information about a Program a) CLICK on “Program Information” in the Program Info column of the table to view the program information. b) The Program Info window will appear. You may scroll down to see all the information about the program that has been entered into the database. MAKE sure that “Block Pop-up Window” is turned off, or that you have given permission for Pop-Up Windows for the CCCEP website. c) To PRINT a copy of your program information, CLICK on “Generate PDF.” A PDF file will be created. 11 Guide to Program Submissions CCCEP Program Providers 9 Submitting a Program for Accreditation Review a) The CCCEP program submission process is an on-line process. All forms and documents are submitted using the on-line forms and processes. b) Programs may be submitted in English or French. All forms are submitted in English. c) To submit a program for CCCEP accreditation, you need to complete two on-line forms. The Program Submission Form (An on-line form) The Program Information Form (An on-line form) d) You will also need to submit a number of documents and forms as part of your application. See the list of documents below. e) The required CCCEP forms, in addition to the two on-line forms, are: a. Disclosure Statements (for all individuals associated with the development of the program) b. Expert Reviewer Release Statements (for all expert reviewers) c. Program Submission Checklist f) If you are translating your program from English to French or French to English, you will need to use a fifth form: French/English Translation Form (If translating the program from English to French or French to English). See Guideline 08: Translating an Accredited Program at http://www.cccep.ca/index_content.php?id=60. NOTE: The French/English Translation Form is submitted at the time you submit the translated program documents. It does not need to be submitted at the same time as the original application. g) All CCCEP forms may be found on the CCCEP Forms page in the “CCCEP Accreditation” section of the CCCEP website. CLICK on http://www.cccep.ca/index_cont ent.php?id=87 to go the forms page. 12 Guide to Program Submissions CCCEP Program Providers 9.1 Step 1: Compile Required Documents and Forms a) It is suggested that you compile the necessary documents and completed forms prior to starting to complete the Program Submission Form. You will be asked to upload the documents and forms as part of the Program Submission Form. b) The required documents include: Program Information Form (This is an on-line form) Program Text/Content (In the format in which it is being presented) Learning Objectives Table of Contents or Index Reference List Information available to learners (E.g., submission of answers, marks required, and notification of results) Post-Test Questions Answer Key with Rationale (This must be a separate document) Alternate Learner Assessment (If applicable) Program Evaluation Form Sample Letter or Statement of participation/attendance for participants Comments from Expert Reviewer (1) Collated Comments from Expert Reviewer (2) Collated Author(s) written response to Expert Reviewers' comments (All Authors) Expert Reviewer (1) release statement Expert Reviewer (2) release statement Disclosure statement(s) that will be published (This may be included at the beginning of the program text or included as a separate document.) Disclosure Form Author (All Authors) Disclosure Form Expert Reviewer (1) Disclosure Form Expert Reviewer (2) Disclosure Form Provider c) To assist you in ensuring that you have all the required documents and completed forms, you can download the Program Submission Checklist, which may be found on the CCCEP Forms page of the CCCEP website. (http://www.cccep.ca/index_content.php?id=87) 9.2 Step 2: Complete the Online Program Submission Form a) To submit a program for CCCEP accreditation, you complete the on-line Program Submission Form. Saving A Draft. You may save a draft of the Program Submission Form at any time prior to uploading your documents and clicking on the “Submit” button to complete your application. IMPORTANT NOTE: Do NOT use this on-line form for submitting a Program Update. 13 Guide to Program Submissions CCCEP Program Providers b) Login to your “Provider Work Area” c) CLICK on the “Upload Program” button. d) The Program Submission Form will open. e) The general instructions for completing the form and finalizing your application are on the top of the form. f) The instructions for the completion of each section of the Program Submission Form are at the beginning of each section of the form 9.2.1 Program Information Section The first section of the Form is where you enter the information about the program. g) Title: Enter the “Title of the Program” in the text box. 14 Guide to Program Submissions CCCEP Program Providers h) Application Select the appropriate application type form the drop-down menu See Accreditation Process Guidelines (A-02, A-03, and A-04) for information on the different applications. CLICK on the http://www.cccep.ca/index_content.php?id=60 to view or download a copy of these guidelines. Select “New Program” if it is a new program that is be submitted (any program that has not been previously been submitted to CCCEP for accreditation or a previously submitted program in which the content has been changed). Select “Extension” if it is a currently accredited program and no change in content is required for it to remain current. Select “Program Type Review” if you are seeking to accredit a currently accredited program as a different type of program (e.g., change a Live program into an Independent Study Program). Select “Administrative Review” if you are changing an administrative aspect of the program (e.g., provider, sponsor, title) and there is no change in content. i) Type of Application For New Programs, select either “Regular” or “Fast Track” from the dropdown menu, depending on whether you are seeking a regular review or a fast track review. For all other applications (Extensions, Program Type Reviews, Administrative Reviews), select “Regular.” j) Original Program Number: Enter the original program number if the program has been previously accredited. 15 Guide to Program Submissions CCCEP Program Providers k) Type of Program: Select the Type of Program and the Program Level Select the Type of Program from the drop-down menu. See Guideline P-01: Types of Programs for a description of the Types of Programs – Conference, Live, Independent Study, and Blended. (CLICK on http://www.cccep.ca/index_content.php?id=56 for a copy of the guideline) Once you have selected the Type of Program, the “Level” will appear on the right hand side of the page. Select the “Level” of the program from the drop-down menu on the right side. The Level differs depending on the Type of Program you have selected. Program Levels (determined by number of CEUs) Live, Independent Study, Blended Conferences Programs Program Level CEUs Program Level CEUs 1 0.25 – 4.0 1 0.25 – 4.9 2 4.1 – 10.0 2 5.0 – 10.0 Special Greater than 10 3 11.1 – 20.0 4 21.1 – 30.0 5 Greater than 30 16 Guide to Program Submissions CCCEP Program Providers l) Certificate program. Click “Yes”, if you are requesting accreditation of a “certificate” program, as defined by CCCEP’s Policy on the Accreditation of Continuing Education Certificate Programs. Click on the following link (http://www.cccep.ca/index_content.php?id=95 ) for a copy of the policy. Click “No,” if you submitting a regular continuing education program. m) Target Audience. Select either “Pharmacists” or “Pharmacy Technicians” from the drop-down menu. NOTE: If you are submitting a program for both Pharmacists and Pharmacy Technicians. You submit the program once for ‘pharmacists” and again for “pharmacy technicians.” There is no fee for the second submission if the program for both pharmacists and technicians is the same program, provided that you have advised CCCEP that you have submitted the same program for pharmacists and for pharmacy technicians. n) Area of Practice. Select the area of practice – “Community,” “Hospital,” “All Pharmacy,” or Other) from the drop-down menu. o) Target Audience Other. If the program is an inter-professional program designed for other health professional as well, then select “Physicians,” “Nurses,” “All Health Professionals,” or “Other Health Professionals” from the drop-down menu. p) Competency Area. Do NOT complete this area at this time. This area is being revised. q) Learning Objectives. You are required to enter at least two (2) learning objectives. You may enter up to six (6) learning objectives by completing the following sentence: “At the end of the program, the participant will be able to:” 17 Guide to Program Submissions CCCEP Program Providers r) CEUs. Enter your estimate of the number of CEUs for the program. The final number of CEUs will be assigned by CCCEP after the accreditation review, except for Accredited Providers who will assign the CEUs. s) Key Words. Enter the key words that you feel will be used to search for programs on this topic by prospective participants. The database will be searchable by key words. t) Description/Abstract. You may enter a short description or abstract of the program. 9.2.2 Modular Program u) Adding Module Information. A Modular Program, for the purposes of CCCEP accreditation, is a program in which: 1) You want to allow participants to register in individual modules, AND 2) You want to be able to issue a Statement/Letter of Attendance for completion of each module. If you wish to be able to issue Statements of Attendance for each module in a program, click on the “Yes” button. This enables you to list the modules. You will be able to issue a Statement/Letter of Attendance for each module. If you do not wish to enter the names of modules, click on the “No” button. This means you do NOT wish to allow participants to register in and take individual modules – even if the 18 Guide to Program Submissions CCCEP Program Providers program may be composed of individual modules. If you click “No”, proceed to Delivery Information Section of form. v) Enter Module Information. When you click “Yes”, the required information for the first module will appear. The please enter the following for the first module: Title of Module Short Description of Module (limit 50 words) CEUs of Module Once you have entered the information for the first module, click “Add More”. Enter the information for the module and repeat for each module. 19 Guide to Program Submissions CCCEP Program Providers w) Statement of Attendance for Modules The provider may issue a statement of attendance for a module by clearing stating on the Statement of Attendance the Module number, Module title, Program title and number of CEUs of the module. If Statements of Attendance are issued for one or more modules and a Statement of Attendance or Certificate is issued for the whole program, the Statement of Attendance of Certificate must clearly list the modules, titles and CEUs for each module in which a Statement of Attendance has been issued. 9.2.3 Delivery Information Section x) Date Available. Some programs (such as a magazine article or web program) may be accredited several days or weeks before they are actually available. If this is the case with your program, enter the date on which the program will be available by CLICKING on the box beside the text box to open the calendar. y) Date No Longer Available. A program provider may wish to discontinue a program on a certain date prior to the end of its accreditation expiry date. An example is a web-based program that takes three months to complete. The provider may indicate that the program is no longer available three months prior to the accreditation expiry date so that participants are able to complete the program prior to the expiry date. 20 Guide to Program Submissions CCCEP Program Providers If this is the case, enter the date on which the program will no longer be available by CLICKING on the box beside the text box to open the calendar. Entering a No Longer Available Date Later. At the time you are submitting the program for accreditation review, you may not know if you will be discontinuing the program before its accreditation date. If at any time you decide that you would like to discontinue the program prior to its accreditation date, please contact CCCEP by e-mailing the administrative assistant at [email protected] to advise us of the date you would like to discontinue the program. We will enter the date for you. z) Entering Information about Your Program – Conference, Live Program, Independent Study Program or Blended Program. IMPORTANT NOTE: On your On-Line form, you will only see the information for the Type of Program you selected (Conference, Live, Independent Study, Blended). Proceed to the section below for the Type of Program (Conference, Live, Independent Study, Blended) that you selected. If you selected Conference o Enter the format from the drop-down menu (live, webbased, tele/video conference) o Enter the start and end dates using the drop-down calendars o Enter the town and the province of delivery. If you selected Live Program o Enter the Format using the DropDown menu (Seminar/Workshop, Internet/Web-based, Teleconference, TV/Cable, Videoconference, Other). If you selected “Other”, describe the format in the “Description/Abstract” area. 21 Guide to Program Submissions CCCEP Program Providers o Enter the number of contact hours. The contact hours be less than the number of CEUs if you are having students complete and submit a learner assessment, or some other activity, after the live session. o If you know the dates and locations when you are delivering the program, you may enter the date, times and location of the first scheduled delivery. If you have another delivery date and location scheduled, click on the “Add More” button to add another date and location. You may enter a third date and location by clicking on the “Add More” button again. You selected Independent Study Program o Enter the format using the drop-down menu (Monograph, audio recording, video recording, computer software, internet/website, other) If you selected “Other”, describe the format in the “Description/Abstract” area. o Then, enter the journal name, website, or other source of the program. If you selected Blended Program o Enter the Live Format using the drop-down menu. o Enter the Contact Hours for the Live portion o Enter the ISP (Independent Study Program) Format using the dropdown menu. 22 Guide to Program Submissions CCCEP Program Providers o Enter the journal name or other sources for the program. o You may then enter the date, time and location for the Live segment or your program. NOTE: This is being upgraded to allow for the addition of four dates and locations for your program. Adding additional dates and locations for the Live component of Blended Programs. You may add additional dates and locations by Contacting CCCEP ([email protected]). CCCEP will update your delivery date and location information – delete past dates/locations and add new dates/locations – at any time. Once upgrade is completed, you may have up to four (4) dates and locations listed on the website and any one time. 9.2.4 Registration/Contact Information The information in this section provides information to prospective learners or purchasers about who to contact and how to contact them. aa) Registration. Open/Closed Registration. o Use the drop-down menu to select either Open or Closed registration. o An Open Registration program is open to anyone wishing to register in the program. o A Closed Registration program is one that is 23 Guide to Program Submissions CCCEP Program Providers restricted to a specified group. A person must be a member of the specified group to be able to participate in the program. Enter the name of the Person and/or the Position that prospective learners should contact to obtain information about the program or to register in the program. Enter the phone number, e-mail and fax for this person. If the registration, or information about the program, is on-line, enter the website address. 9.2.5 Sponsor Organization bb) Sponsor Organization. This information is included on the database for full disclosure to potential registrants. Click “Yes” or “No” to the question: “Is Program Sponsored by Anther Organization” If you click “Yes”, the box “Name of Sponsor” will appear. o Enter the name of the sponsor organization. 9.2.6 Contact Person (For CCCEP) cc) Contact Person (for application of accreditation) The person’s name to enter here is the person who CCCEP should contact regarding the current application for accreditation of the program. That is, this is the person who CCCEP is to contact with any questions regarding the application, and to whom the Preliminary Report and the Accreditation Letter will be sent. Enter this contact person’s name, phone number, and e-mail address 24 Guide to Program Submissions CCCEP Program Providers dd) Contact Person (for delivery of the program). This is the person who will be responsible for the delivery of the program. If the Delivery Contact Person is going to be the same as the Contact Person for the application, click on the Box “Same as CCCEP Contact Person” If the Contact Person for Delivery will be a different person, enter the: o Name o Phone number o E-mail for this person. SAVE DRAFT OR COMPLETE PROGRAM SUBMISSION At this point you must either SAVE a DRAFT of your submission OR COMPLETE your program submission. If you are not quite ready to submit your materials, or you just need a break, you may save a draft of your submission at any time prior to submitting your program. 9.2.7 Save a Draft of Your Program Submission ee) If you are plan to save a draft of your submission, do NOT attach any documents. If you do, they will be lost and you will have to re-attach them when you retrieve the draft and then submit the program. 25 Guide to Program Submissions CCCEP Program Providers ff) To save a Draft of your program, scroll to the bottom of the page, and click on the “Save Draft” button. gg) Your draft information will be saved in the Draft section of your Provider Work Area. 9.2.8 Retrieving, Editing and Submitting or Deleting your Draft Once you are ready to complete your submission, you may retrieve, edit and submit the draft of your application, or you may delete your draft application. The information will remain in your draft folder until your either retrieve or delete it. hh) View the Draft Programs. To view the draft programs click on the “Draft” button in your Provider Work Area, then click “View”. This will open your draft program list. ii) To RETRIEVE, EDIT and SUBMIT your draft program, click on the graphic of the Pencil. Your draft application will open. Proceed to complete your application. See instructions below. 26 Guide to Program Submissions CCCEP Program Providers jj) If you no longer want to keep the draft application you may delete it. To DELETE your draft submission, click on the graphic of the Garbage Can. Your draft will be deleted. 9.2.9 Completing the Submission of your Application kk) Attach Forms and Program Files. Attach all your program materials and required forms. Use the “Browse” buttons to upload the files. o Refer to the Program Submission Checklist on the Forms page of the CCCEP website for the complete list of required documents and forms – http://www.cccep.ca/index_content.php?id=87 You may attach up to three individual files or three sets of ZIP files. There is no restriction of file type or size. ll) Choose Your Fee Payment Option You may pay fees by: o Credit Card – click on PayPal and follow the instructions. The PayPal window will appear after you click on the “Submit” button. An invoice will be sent to you once payment is received. o Requesting an Invoice (An electronic invoice will be sent which you may pay through cheque or PayPal); or o Submitting a Cheque (An invoice will be sent for your records). 27 Guide to Program Submissions CCCEP Program Providers The amount of the fees is automatically generated from your program type selection. o If you have a special fee, select either "Invoice" or "Cheque." o An "Invoice" will be sent which you may pay through PayPal or Cheque. If you choose to pay by PayPal, you may pay through your PayPal account or by credit card. mm) Submit. Once you have selected your payment option, click on the “Submit” button in the bottom right hand corner. Please WAIT without touching your keyboard while the program information is loaded into the database. nn) If you selected “Invoice” or “Cheque” payment options, you will be return to your “Provider Work Area.” Your new program submission will be listed in your list of programs. It will appear in both the “All” list and in the “Pending” list. oo) If you selected PayPal payment option, you will be transferred to PayPal, where you may complete your payment by credit card or PayPal account. 28 Guide to Program Submissions CCCEP Program Providers Once you have completed your payment, you will be returned to your Provider Work Area. Your program number will be listed in the left column of the table. Please USE this number in the Subject line of all communications with CCCEP about this program. 9.3 Viewing and Obtaining a Copy of the Information Submitted pp) You may view the Information that you have submitted in the Program Submission by CLICKING on the “Program Information” button in the right column of the table. qq) To SAVE a PDF copy of the program information that you have submitted or to PRINT a copy of the program, CLICK on “Generate PDF” on the column on the right side of the table. 29 Guide to Program Submissions CCCEP Program Providers 10 Problem Submitting a Program: If you have a problem submitting a program application, ensure that: The CCCEP website www.cccep.ca is added as a Safe Sender and/or Trusted Site list on your computer. If you are a company network, have your network administrator add the CCCEP website www.cccep.ca to your company’s Safe Sender and/or Trusted Site list. Please contact CCCEP at [email protected] or phone 306-652-7790 and advise us of the problem. 11 Accreditation Notification a) Once your program has been submitted, CCCEP is notified by the system that a program has been submitted. b) CCCEP will either: a. Contact you to ask for further information if there is information or forms missing from your application; or b. Contact you to let you know that your program has been received and that the application information is complete. c) Your submission will be now processed in the normal manner. IMPORTANT: If you do not get confirmation from us in two working days that your program has been received, please contact the Administrative Assistant at [email protected] or 306-652-7790. 30 Guide to Program Submissions CCCEP Program Providers 12 Renew an Accredited Program A program, other than a conference, may be renewed for up to two one-year periods. Following the second renewal, a program must either be submitted as a new program or, if there are minimal content changes required for the content to remain current, it may be extended. 12.1 When to Renew a Program a) About two (2) to three (3) months prior to the program accreditation expiry date, the provider should review the program content to ensure that the content does not need to be updated. If an update is required, you need time to update the program, have the updated program reviewed by one expert reviewer, and complete any revisions required by the expert reviewer prior to submitting the program renewal to CCCEP. b) The program renewal must be submitted at least 14 days prior to the expiry date to ensure a continuity of accreditation. 12.2 Submitting a Program Renewal c) The program renewal is an on-line process. d) Log in to your Provider Work Area. e) Click on the “Renew Program” button of the program that you wish to renew. f) The Program Renewal Form will open. The Program Renewal Form contains the information about your program. 31 Guide to Program Submissions CCCEP Program Providers g) There are four steps to completing and submitting this form. (i). Indicate that the program has been updated or certify that the program does not need to be updated by clicking on either the “Program Updated” or “Program not Updated” button. (ii). Add the program content and required forms by using the “Browse” buttons to add either individual or ZIP files. (ii) (iii). Select a Payment option. 32 Guide to Program Submissions CCCEP Program Providers (iv). Click the “Submit” button. h) CCCEP will review submission and update the information in your records. You will receive a new accreditation letter with the new accreditation expiry date. 33 Guide to Program Submissions CCCEP Program Providers 13 Training on the On-line Application Process CCCEP holds periodic training sessions on the on-line application process for providers. Please contact CCCEP if you are interested in participating in a training session. 14 Contact Us To report any problems or for assistance with submitting a program for accreditation, please contact the Administrative Assistant at: 306-652-7790 [email protected] 34
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