Policies

Purpose

To establish a process for reviewing and resolving participant complaints and disputes related to programs offered by Adler Academy of Minnesota (AAM), ensuring fairness, transparency, and timely resolution while maintaining compliance with NBCC Continuing Education Provider Policy requirements.

Guidelines

1. Submitting a Complaint

• Eligibility: Participants may file a complaint if dissatisfied with a program or if they believe there has been a violation of NBCC guidelines or AAM policies.

• Submission Process:

• Complaints must be submitted in writing via email to [email protected] within 30 days of the program’s completion.

• Include the following details:

• Participant’s name and contact information.

• Program title, date, and location (or online platform).

• Description of the issue or concern.

• Supporting documentation (e.g., emails, screenshots, receipts).

2. Acknowledgment and Initial Review

• Acknowledgment: AAM will confirm receipt of the complaint within 5 business days via email.

• Initial Review: The Program Administrator or a representative will review the complaint within 10 business days and may request additional information if needed.

3. Resolution Process

• Assessment: Complaints will be assessed using program records, participant feedback, and applicable policies.

• Resolution Options:

• Valid complaints may result in:

• Clarification or correction of misinformation.

• Replacement of program materials.

• A partial or full refund (if applicable).

• Complimentary enrollment in a future program.

• Participants will receive a clear explanation if the complaint is deemed invalid.

• Timeline: Final resolutions will be communicated within 30 business days of the complaint submission.

4. Appeals

• Participants dissatisfied with the resolution may submit a written appeal within 10 business days of receiving the decision.

• Appeals will be reviewed by AAM’s board members, with a final decision provided within 15 business days.

5. Documentation and Reporting

• AAM will maintain records of all complaints, resolutions, and appeals for a minimum of 5 years.

• Complaint records may be reviewed during NBCC audits.

Procedures

1. Submission: Complaints must include complete and accurate details as outlined above.
2. Acknowledgment: AAM will confirm receipt and begin the review process promptly.
3. Resolution: The Program Administrator will evaluate the complaint, propose a resolution, and communicate it to the participant within the specified timelines.
4. Appeals: Escalated complaints will be reviewed by board members, and their decision will be final.
5. Record keeping: Complaint documentation, including resolutions and appeals, will be securely stored and reviewed periodically to ensure compliance.

Contact Information

Adler Academy of Minnesota

Email: [email protected]

Website: https://www.adleracademy.org

v1.0

Purpose

This policy outlines attendance requirements for participants in Adler Academy of Minnesota (AAM) continuing education (CE) programs to comply with NBCC standards.

Guidelines

1. Full Attendance Requirement:

• Participants must attend the entire program to qualify for NBCC-approved CE credit.

• No CE credit will be awarded for partial attendance, regardless of the reason for leaving early or arriving late.

2. Verification of Attendance:

• Attendance will be documented through methods such as sign-in/sign-out sheets, timestamps, or attendance monitoring during online programs.

• Participants are responsible for ensuring their presence is recorded accurately.

3. Exceptions and Clarifications:

• There are no exceptions to the full attendance requirement for awarding CE credit, as partial credit issuance is not permitted under NBCC guidelines.

• Participants unable to attend the entire program will not receive a certificate of completion.

Procedures

1. Attendance Documentation:

• Participants will sign in before the program begins and sign out after its conclusion. For virtual programs, participation tracking software may be used.

• Any discrepancies or issues in attendance must be addressed with the program administrator during the event.

2. Certificate of Completion:

• Certificates will be issued only to participants who meet the full attendance requirement and complete any post-program evaluations as applicable.

• The certificate will reflect the total hours of CE credit as advertised, provided all attendance requirements are met.

3. Non-Compliance:

• Participants failing to meet the full attendance requirement will be informed that they do not qualify for CE credit.

Acknowledgment

By registering for AAM programs, participants acknowledge and agree to this attendance policy. If you have questions or concerns, please contact AAM’s program administrator at [email protected].

Contact Information

Adler Academy of Minnesota

Email: [email protected]

Website: https://www.adleracademy.org

Purpose

This policy establishes guidelines for program fees, cancellations, transfers, and refunds for events hosted by Adler Academy of Minnesota (AAM). The policy ensures transparency and fairness for participants while maintaining operational efficiency for AAM. It also introduces the optional Purchase Protection service, enabling participants to manage their own refund requests through an external provider.

Guidelines

1. Program Fees

• Program fees are payable via credit card or other approved electronic payment methods through the designated registration system.

• Payment in full is required at the time of registration to confirm participation.

2. Included in Fees

• Ticket fees include access to the program and, where applicable, meals, materials, or other specified benefits outlined in the program description.

3. Additional Charges

• Credit card and processing fees may apply and are non-refundable.

4. Refund and Cancellation Policy

Participants have two options:

1. Purchase Protection:

• Optional Purchase Protection Coverage: Participants may purchase refund coverage through Purchase Protection LLC, which refunds ticket costs for qualifying unforeseen circumstances.

Purchase Protection is a refund service (not insurance) that provides 100% refund of event fees, taxes, and dues if you’re unable to attend an event due to qualifying unforeseen circumstances.

To be eligible for a refund, you must:

• Have purchased and paid for Purchase Protection before the event
• Be prevented from attending due to valid qualifying circumstances within the valid time period (unforeseen circumstance occurred no more than 7 days prior to the event and your claim was received within 48 hours after the event. Certain qualifying circumstances may have a wider window, but generally it’s 7 days before the event.).
• File a claim with proper documentation
• Submit the claim within the valid time period (all refund requests must be submitted within forty-eight (48) hours after the event.

• Terms and Process: Refunds through Purchase Protection must be requested directly from them via their claim system. Terms and conditions are outlined on their website: PurchaseProtection.com.

• AAM is not responsible for processing or managing refund requests covered by Purchase Protection.

2. No Refund Option:

• Participants who do not purchase Purchase Protection acknowledge that all ticket sales are final, and no refunds will be issued under any circumstances.

• In the event that Adler Academy of Minnesota cancels the event, there will be a full refund.

5. Ticket Transfers

• Transfers to another attendee are permitted up to 3 days before the event date at no additional cost.

• The original attendee’s meal selections and preferences will transfer with the ticket and cannot be changed.

• AAM does not mediate or facilitate financial reimbursements between individuals in the event of a ticket transfer. Such arrangements are the responsibility of the involved parties.

Procedures

1. Purchase Protection Option

• During the registration process, participants will be offered the option to purchase refund coverage through Purchase Protection LLC.

• Purchase Protection terms and refund requests are managed exclusively by Purchase Protection LLC and are not the responsibility of AAM.

2. Communication of Policy

• Participants will be informed of the cancellation, refund, and Purchase Protection policies during registration.

• The option to purchase Purchase Protection and the associated terms will be clearly displayed during checkout.

3. Ticket Transfers

• Participants can initiate a ticket transfer through the Ticket Account Center up to 3 days before the event.

• No changes to meal preferences or ticket details are allowed once the transfer is processed.

4. Policy Updates

• AAM reserves the right to update policies regarding refunds, Purchase Protection, and ticket transfers.

• Any changes will be communicated to attendees in advance.

Disclaimers

• AAM assumes no responsibility for reimbursement of travel, lodging, or other expenses incurred by participants.

• Purchase Protection is a third-party service, and all inquiries about claims must be directed to Purchase Protection LLC.

By completing registration, participants agree to these terms, including the refund and cancellation policies outlined above.

Contact Information

Adler Academy of Minnesota

Email: [email protected]

Website: https://www.adleracademy.org

v1.0

Purpose

To establish comprehensive guidelines for maintaining the confidentiality and security of participant and client information while ensuring compliance with NBCC standards and data protection regulations. This policy outlines procedures for secure record maintenance, confidentiality preservation, breach response, and appropriate handling of participant and client information in continuing education programs.

Guidelines

1. Confidentiality and Information Protection

• All participant and program-related records are confidential and accessible only by authorized personnel.

• Participant information sharing requires explicit consent, except for NBCC audits or legal obligations.

• Client information discussed in CE programs must be anonymized or accompanied by explicit, documented consent.

2. Record Maintenance and Storage

• Retain all program records for a minimum of five (5) years.

• Store physical records in locked, access-controlled locations.

• Secure digital records with encryption and role-based access controls, implementing regular backups.

3. Required Program Documentation

Maintain the following for each NBCC credit program:

• Complete participant rosters.

• Presenter information, qualifications, and descriptions of presented content.

• Program content descriptions and materials.

• Participant evaluations.

• Marketing and promotional materials.

• Program agendas and distributed materials, including learning objectives.

4. Data Collection and Usage

• Collect only essential information needed for program administration.

• Use data solely for authorized purposes, such as program management or NBCC audits.

• Remove personal identifiers from evaluation summaries when shared internally or externally.

• Obtain explicit consent for any additional data usage beyond its original purpose.

5. Client Information in Training Materials

• Prohibition on Identifiable Information:

• No identifiable client information should be included unless explicit, written consent is obtained.

• Use of Anonymized Examples:

• Presenters must anonymize or use composites of client scenarios.

• Informed Consent Requirements:

• Consent must detail the purpose, method of presentation, and the client’s right to withdraw consent.

• Documentation Standards:

• Include disclosure statements in program materials and maintain copies of all consent forms.

6. Security Measures

• Implement multi-factor authentication for all digital systems.

• Conduct regular security audits and maintain access logs.

• Provide confidentiality and security training for staff and presenters.

7. Breach Response Protocol

• Immediately assess and contain any data breaches.

• Notify affected participants promptly and provide corrective actions.

• Document incidents and update protocols to prevent recurrence.

Procedures

1. Access Control

• Assign role-specific permissions to authorized personnel.

• Regularly review and update access rights.

• Maintain detailed logs of access to physical and digital records.

2. Document Management

• Implement a consistent filing system for physical and digital records.

• Regularly audit stored records to ensure compliance.

• Maintain backup copies of critical documents securely.

3. Secure Disposal

• Shred physical documents after the five-year retention period.

• Permanently delete digital records using secure methods to ensure no recoverable data remains.

• Document all disposal activities.

4. Monitoring and Compliance

• Conduct annual reviews of storage systems, procedures, and security practices.

• Update confidentiality protocols based on audit findings or changes in NBCC standards.

5. Staff Training

• Provide annual training on confidentiality protocols, data security measures, and breach response procedures.

• Document all training activities for recordkeeping.

6. Client Information in Training Materials

• Review Program Materials:

• Presenters submit all materials for review prior to the program.

• Obtain and Document Consent:

• Collect and verify informed consent forms for identifiable client information.

• Disclosure Statement Requirement:

• Ensure materials include statements specifying anonymization or consent where applicable.

• Monitoring During Presentations:

• Designated staff observe live programs to ensure compliance with confidentiality standards.

7. Incident Management

• Investigate potential breaches promptly and provide resolutions within 30 days.

• Notify participants, implement corrective measures, and document outcomes.

Contact Information

For questions or concerns related to record keeping and confidentiality, contact:

Adler Academy of Minnesota

Email: [email protected]

Website: https://www.adleracademy.org

v1.0

ADA Request form

Purpose

This policy ensures compliance with the Americans with Disabilities Act (ADA) by providing a clear process for offering reasonable accommodations to participants with disabilities, ensuring equal access to all programs offered by Adler Academy of Minnesota (AAM).

Guidelines

1. Commitment to Accessibility:

• AAM is committed to creating an inclusive learning environment and providing reasonable accommodations to meet the needs of participants with disabilities.

2. Examples of Accommodations:

• For In-Person Programs: Accessible seating, wheelchair-accessible venues, assistive listening devices, or sign language interpreters.

• For Online Programs: Closed captioning, transcription services, screen reader-compatible materials, or extended time for assessments.

• For Printed or Digital Materials: Large print, Braille formats, or documents compatible with assistive technologies.

3. Confidentiality:

• All accommodation requests and related information will remain confidential and used solely to implement necessary adjustments.

Procedures

1. Request Submission:

• Participants must submit accommodation requests in writing at least 15 business days before the program date.

• Requests can be submitted via:

• Email: [email protected]

• Online Form: ADA Request form

• The request should include:

• Participant name and contact information.

• Program title and date.

• Specific accommodations being requested.

2. Acknowledgment and Follow-Up:

• AAM will confirm receipt of the request within 5 business days.

• A representative will follow up to discuss the request and confirm accommodations.

3. Late Requests:

• Requests received fewer than 15 business days before the program will be reviewed on a case-by-case basis. AAM will make every reasonable effort to provide accommodations but cannot guarantee availability.

4. Implementation:

• AAM staff will coordinate with venue providers, technology platforms, or external service providers to fulfill accommodation needs.

5. Grievance Procedure:

• Participants who feel their accommodation needs were not met can file a complaint using the Review and Resolution of Participant Complaints Policy.

Contact Information

Adler Academy of Minnesota

Email: [email protected]

Website: https://www.adleracademy.org

v1.0