It is the policy of NRPA that each learner must successfully complete the assessment and attendance requirements in order to be awarded Continuing Education Units (CEUs) for a learning event.


Procedure For Awarding CEUs Following a Learning Event

  1. The Professional Development and Member Services Department, upon receipt of all of the required online submission materials, reviews them to ensure all criteria have been met.
  2. The learner will successfully complete the assessment of mastery of the learning outcomes (as identified in the learning event planning process.)
  3. The learner will meet the minimum attendance requirements for earning CEUs.
  4. The Professional Development and Member Services Department staff will evaluate the above criteria, and notify the learner that he/she a) did or b) did not earn CEUs for the learning event.


Learner Record Management

It is the policy of NRPA to maintain current and complete learner records that include attendance information, satisfactory completion of all CEU approved programs and are provided to the learner upon request and contain information on all NRPA sponsored CEU events. In addition it is an essential element of the CEU program to maintain learner privacy.


Process to Maintain Learner Privacy

  1. The Professional Development and Member Services Department maintains detailed records for all learners that participate in learning events with CEUs. Learner records are the property of NRPA and are considered confidential. Access to the information they contain is restricted to Professional Development and Member Services Department staff and other staff who have a legitimate reason to review information.
  2. The Professional Development and Member Services Department will release learner information only directly to the learner directly following the learning event and at the learner’s request.
  3. To protect learner privacy, the Professional Development and Member Services Department will not release information to a third-party, even at the request of the learner.
  4. CEU records are made available to the learner using a unique user name and password to ensure that only the learner has access to his/her information.


Records Management Process

The Professional Development and Member Services Department is responsible for updating CEU Attendance Verification Form, maintaining the records (physically and electronically), and issuing Transcripts and Certificates of Completion.

Learners who fail to follow proper CEU procedures will not be awarded CEUs. If attendance is improperly verified, the CEUs will be voided and attendee(s) will not receive CEUs.

  1. Learners will be informed of the proper CEU procedures to follow to earn CEUs prior to the event in promotional material and at the event on the CEU Attendance Verification Form and at the beginning of each session.
  2. In the event a learner has not met the requirements to earn CEUs, they will be notified electronically via email.

Original attendance verification documents will be maintained. If NRPA does not possess the original attendance verification document, NRPA cannot issue an official transcript to the participants. The Professional Development and Member Services Department is responsible for maintaining these documents.


Learner CEU Records

NRPA is required to maintain the CEU records for each learner for a minimum of five (5) years. The information captured will be the following:

  1. Learner Information
  • Name
  • Address
  • Email address (if sending via email)
  • Attendee ID # and/or Member ID #
  1. Event Information (if applicable)
  • Name
  • Location (City & State)
  • Facility
  • Date(s)
  1. Session Information
  • Date(s)
  • Name
  • Number of CEUs Earned

The Professional Development and Member Services Department will manage a secure database that will house all CEU transcript information for a minimum of (7) seven years. This database is stored in IMIS.

The Professional Development and Member Services Department will manage the filing system for the original CEU Attendance Verification Forms.

  1. Each CEU Attendance Verification Form will be filed alphabetically by attendee last name, then by year of event. The filing of these documents will take place after the transcripts are officially issued. These documents will be located on-site or in off-site storage, but original attendance verification documents must be accessible within 72 hours.

Each learning event will indicate in the promotional materials how CEUs can be earned and when the learners can expect to receive their transcripts/certification of completion of successful completion of CEUs.

These documents will be maintained for a minimum of five (5) years.


Process for Awarding CEUs

NRPA Annual Conference and other Conferences

Within one week after the event, Registration will provide the attendee data and CEU Attendance Verification Forms to the Professional Development and Member Services Department for processing.

Upon receipt, the Professional Development and Member Services Department will assign an Attendee ID# to each attendee (if applicable) and input the attendee information into the IMIS CEU database.

After processing, the Professional Development and Member Services Department will file the CEU Attendance Verification Forms alphabetically, by year in the CEU filing cabinet.

Transcript Production

NRPA will provide a copy of the CEUs earned to the learner within 15 business days of the conclusion of the learning event through the learner’s official transcript.

The Professional Development and Member Services Department will electronically provide an official transcript to each learner and a PDF copy of the transcripts will be maintained in IMIS. If the learner failed to meet the requirements for CEUs NRPA will notify the learner electronically or by mail in the form of a letter.

Each transcript must include the following information:

Learner Information
Name
Address
Email address (if sending via email)

Event Information (if applicable)
Name
Location (City & State)
Facility
Date(s)

Session Information
Date(s)
Name
Number of CEUs Earned

Total CEUs Earned

The Professional Development and Member Services Department will provide access to the participant’s official transcript.

Each learning event will indicate in the promotional materials how CEUs can be earned and when the learners can expect to receive their transcripts/certification of completion of successful completion of CEUs.

Asynchronous Online Learning Programs

For online learning programs, awarded CEU’s will be tracked and maintained by the LMS provider. The provider backs up these records daily and will provide a report upon request. The LMS will be integrated with iMIS for the purposes of sharing learner progress and CEU information. Additionally, the NRPA LMS administrator from the Professional Development and Member Services Department will have access to learner records by using an administrator login and password allowing for instant access of learner records for learner assistance and manual updates. CEU’s will be awarded based on criteria entered during the creation of each learning experience. In most cases learners will have to complete the online learning event and then pass an exam with a 70% or better to be awarded CEU’s. In all cases learners will have access to their online learning transcripts by logging into their online learning account to ensure record privacy.


Process for Tracking CEUs with Attendance

Use the CEU Attendance Verification Form:

  1. This form will be the only form accepted starting January 1, 2008 as official CEU attendance verification.
  • The only exception to this will be for the NRPA Annual Conference. See the next section for Conference CEU Tickets.
  1. The event information, session information and attendee instructions will be updated for each event by the Professional Development and Member Services Department upon approval of CEUs.
  1. Once the CEU Attendance Verification form is updated, the Professional Development and Member Services Department will provide is to Registration.
  1. Registration is responsible for pre-printing the attendee contact information on these forms using the registration data prior to the event.
  1. The CEU Attendance Verification Form must include the following information:
  • Learner Information
    • Name
    • Address
    • Phone number
    • Email address
    • NRPA Membership ID # (if available)

  • Event Information (pre-populated)
    • Name
    • Location (City & State)
    • Facility
    • Date(s)

  • Session Information (pre-populated)
    • Date/Time for each session
    • Session Title(s)
    • Assigned Session Identification Number(s)
    • Number of CEUs
    • Place for Room Host/Monitor initials/stamp for each session

  • Instructions to Learners (pre-populated)
    • For example: Learners must give the completed form to the room host at the beginning and end of each session, and return the form to the registration table at the end of the event.
  1. Files must be maintained by the Professional Development and Member Services Department for a minimum of five (5) years.


CEU Tickets (accepted for the NRPA Annual Conference only)

This section is subject to change.

  1. CEU Tickets will only be accepted for conference sessions (Education, Off-Site Institutes and NRPA Research Sessions)
  1. The contracted vendor for registration will print CEU tickets for attendees, which will be given to attendees to submit to the designated room host/monitor for sessions attended.
  1. The learner is responsible for legibly writing the name and number of the session attended on his/her ticket in order to receive proper credit.
  • Any learner that arrives more than 15 minutes after the commencement of the session or leaves more than 15 minutes prior to the conclusion of the session will not be awarded CEUs for that session. Room hosts/monitors will be instructed during their training to not stamp the tickets for these learners.
  1. As the learner leaves the session, the room host/monitor will stamp the ticket with the selected unique stamp and keep each ticket, placing the ticket into the designated and provided CEU envelope.
  • Any tickets not collected in this manner will not be awarded CEUs for that session.
  1. The room host/monitor will then return the CEU envelope to the designated Volunteer Room for processing.
  1. A designated member from the Volunteer Room will mark their records indicating that the CEU envelope has been received and the envelope will be taken to the contracted vendor for scanning.
  1. All tickets will be scanned into a database by the contracted vendor.
  1. Once all CEU tickets are scanned by the contracted vendor, the vendor will provide the Professional Development and Member Services Department with the following within 2 weeks:
  • Microsoft Access or Excel database of the “cleaned” data of all attendees and sessions they attended.
  • PDF file of all transcripts
  • Website updated for online transcript retrieval system
  1. The Professional Development and Member Services Department will post the web address to the transcript retrieval system on the NRPA website and it will remain active for free transcript retrieval indefinitely following the Annual Conference.
  1. Files must be maintained by the Professional Development and Member Services Department for a minimum of five (5) years.

CEU Attendance Verification Form Collection at the Event

  1. As the learner enters the session, it is the room host/monitor’s responsibility to initial/stamp the CEU Attendance Verification Forms.
  • Any learner that arrives more than 15 minutes after the commencement of the session or leaves more than 15 minutes prior to the conclusion of the session will not be awarded CEUs for that session. Room hosts will be instructed to not initial/stamp the forms for these learners.
  1. After the last attended session or at the conclusion of the event, room host/monitor (or learner, if it is stated in the instructions on the CEU Attendance Verification Form) must return the CEU Attendance Verification Form to the registration table (or other pre-arranged location).
  1. Room host/monitor and volunteer recruitment and on-site training are the responsibility of the event host.

Distribution Policy for NRPA Partner Schools

NRPA will maintain a complete, permanent record of each learner’s attendance and satisfactory completion of CEU requirements for schools run solely by NRPA or in partnership with other entities.

It is the responsibility of NRPA to offer high quality well organized learning events to support the expansion of the park and recreation industry. To that end, it is necessary to provide learners attending schools with a fair consistent process for CEU requirement completion, award, and learning event attendance.


Process

The following procedure will be used to document each NRPAs partner school learner’s attendance and satisfactory completion of CEU requirements and create a permanent record of that documentation.

  1. An NRPA employee will create a CEU tracking form for each enrolled student.
  1. All CEU forms will be separated into groups/packets based on session rosters

    Example: Group 1 of CEU forms will contain all students placed in School XXX Year I - Section A. Group 2 of CEU forms will contain all students placed in School XXX Year I – Section B.
  1. A Sign in/sign out sheet will be created based on each session roster and shall be pre-populated with each student’s name.

    Example: Sign in/sign out sheet 1 will contain all students placed in School XXX Year I - Section A. Sign in/sign out sheet 2 will contain all students placed in School XXX Year I – Section B.
  1. When each session begins the room host will pass around the sign in/sign out sheet within the first 15 minutes and have each participant sign it beside their name. The room host will then monitor class participation and attendance. Once the Sign in sheet is collected, the signatures for attendance are checked against the names on the CEU Attendance Verification Form and the room host initials the “monitor in” columns beside the appropriate sessions. A Student head-count will be performed 10 minutes before the end of each session, and the room monitor will initial the “monitor out” section of each student’s form.
  1. If it becomes apparent during the school to the room host that a student has not met specific CEU requirements and will not “complete” the school, the NRPA representative will meet with the student and inform them of their incomplete status.
  1. Special circumstances request – such as illness or family emergency- for partial CEU awards will be evaluated on a case by case basis with the final decision being made by NRPA and the School Director.
  1. At the end of the school each student who has initials in all slots in the “monitor in” and “monitor out” columns, and who has satisfactorily completed the session and school assessments will be awarded CEUs.
  1. The attendance verification forms and the sign in/out sheets will be used by NRPA to show awarded CEUs in the permanent electronic record for each school learner.
  1. Hard copies will be filed alphabetically by each learner’s last name and separated by year and used as back up if needed.

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