To access the recertification application, the user must first log into the website. The system will check to make sure the user is within the recertification period. If the user is trying to recertify too soon, an error message will pop up telling them they can only re-certify between Feb 1 and Dec 31 of their recertification year. If they are trying to recertify after their recertification year is more than 2 years past, a message will appear telling them their time frame for recertification has expired and they must retake the CTBS exam in order to recertify.
The Recertification Application
Once the user has logged in, they are taken to the recertification form. This form lists their current accepted Continuing Education Units (CEUs), certification # and original certification date. It also shows current contact information, including email adress, company, job title, address and phone numbers. This information can be modified if necessary. Once the required information is all filled in, click CONTINUE.
On the next page of the form, the user will upload CEU documents and enter the number of hours for each course. The user will click CONTINUE when all 40 hours are entered.
On the next page, the user will read the Code of Conduct and sign and date it. They will then click CONTINUE.
On the next page, the user will see the amount due and be given the choice to pay by check or credit card. Also, if they are not currently an AATB member, they will be given the option to join in order to receive a discount on the recertification. After they hit the SUBMIT button, they will see a Thank You page and receive an email Thank You. If paying by check, they will also see a Thank You page and get an email that tells them where to send the check.
Approving CEU Credits Entered
Once the user completes the recertification application, AATB must approve the CEU hours that have been entered. To accomplish this task, an administrator must login and go to ADMIN. The administrator will click on MANAGE ADD-ONS, AATB CTBS RECERTIFICATION, and then CTBS RECERTIFICATION REPORTING. They will then click on the report named "Recertification Application Documentation Review". This opens a list of Recertification Applications, where the user can choose to see all applications, only pending applications or only applications with an open balance due. The user can also search for specific applications by certification #, first name, last name, amount due, company name or date submitted by entering the search criteria in the field at the bottom of the list and then clicking on SEARCH. In addition the list can be exported by clicking on EXPORT RESULTS TO CSV.
To approve the CEUs for a particular application, click on the CERTIFICATION # for that application. Here the user can click on the link to the CEU document that was uploaded, and then enter the number of hours for that CEU class. Once all documents have been reviewed and approved hours have been entered, the administrator will then click UPDATE DOCUMENTATION.
Each night a process will automatically run that will review the recertification applications in the database and automatically update the "Due to recertify" date for all people with applications that have not yet been processed with a balance due of $0 and 40 approved CEUs. The new date will be 3 years from the current "Due to recertify" date. Also, the current CEUs will be set back to 0 and the Current CEU field will be editable.
To enter payments for accounts, an administrator must login and go to ADMIN. The administrator will click on MANAGE ADD-ONS, AATB CTBS RECERTIFICATION, and then CTBS RECERTIFICATION REPORTING. They will then click on the report named "Payment Reconciliation". This opens a list of Recertification Applications, where the user can choose to see all applications or only applications with an open balance due. The user can also search for specific applications by certification #, first name, last name, amount due, company name or recertification year by entering the search criteria in the field at the bottom of the list and then clicking on SEARCH. In addition the list can be exported by clicking on EXPORT RESULTS TO CSV.
From the list, click on the certification number for the application that needs a payment entered. Here, enter the payment date, payment type, and amount paid. Also, change AMOUNT DUE to $0 to reflect the payment. Click OK to save changes.
Every year at midnight on 1/1, an automated process will be run that checks all records to see if the recertification date has passed. If it has, the "CTBS expires" field (in the CTBS tab of the people record) is updated to 1/1 three years after the current due to recertify year and the user is removed from the CTBS group and added to the CTBS Lapsed or CTBS Expired group as defined below. If the due to recertify date has not passed, the CTBS Expires field will be cleared and the user will be removed from the CTBS Lapsed or CTBS Expired groups, if applicable. DUE TO RECERTIFY field will be READ ONLY.
In generic terms:
If the Due to Recertify date and the CTBS Expires date are both before today, you are placed in the CTBS EXPIRED group and removed from the CTBS Group.
If the Due to Recertify date is before today but the CTBS Expired date is in the future, you are placed in the CTBS LAPSED group and removed from the CTBS Group.
If the Due to Recertify date is after today, you remain in the CTBS group.
User A's due to recertify date is 12/31/2011.
User B's due to recertify date is 12/31/2012.
User C's due to recertify date is 12/31/2014
On 1/1/2014, when the yearly process goes off:
User A's CTBS EXPIRES date is set to: 1/1/2014 and User A is placed in group CTBS EXPIRED and removed from the CTBS group.
User B's CTBS EXPIRES date is set to: 1/1/2015 and User B is placed in group CTBS LAPSED and removed from the CTBS group.
User C's CTBS EXPIRES date is set to: 1/1/2017 and User C remains in the CTBS group.