Gender Cert Policies

Download a PDF of this policy.

Gender-Affirming Care Certificate Program Policy

Overview

The Gender-Affirming Care Certificate Program is a 17-week, advanced continuing education (CE) sequence designed to equip clinicians and care providers with ethical, evidence-based, and justice-driven expertise in gender-affirming care. This program is rooted in principles of liberation, inclusion, cultural humility, and client autonomy.

CE Credit

  • Per-Session Credits: CE credit is available for each individual session (weekly course) attended within the 17-week sequence. Participants may claim CE credit for all sessions attended in full and for which all participation requirements (attendance, engagement, and any assessments/evaluations required by accrediting bodies) are met.

     

  • Partial Attendance: There is no requirement to complete the full program to receive CE credit for individual sessions attended; partial CE will be awarded based solely on fully participated individual events, as documented per our attendance and credit policy.

     

  • Make-Up Policy: If a session is missed, participants seeking CE credit for that specific week may be eligible for make-up opportunities at the discretion of the program administrator. Make-up options may include:

     

    • Completion of additional assignments or written reflection covering all missed content/learning objectives;
    • A scheduled discussion with an instructor covering missed topics;
    • Attendance at an equivalent session in a future cohort;
    • Participation in an additional approved course or training covering missed objectives.
    • Any make-up work must be completed and documented to meet all learning objectives and time equivalence of the original session.

Certificate in Gender-Affirming Care

  • Certification Requirements: To receive the official Certificate in Gender-Affirming Care and be listed in the Inclusive Counseling LLC online provider directory, participants must:

     

    • Attend and complete all 17 weekly instructional sessions (in full, per session attendance policy);
    • Complete all required program components, including all participation/assessment/evaluation requirements for each session as mandated by APA, NBCC, and/or CAMFT;
    • Attend and participate in the Gender-Affirming Care Consultation Group (held monthly as scheduled for the cohort);
    • Satisfy any additional program assignments or integrative activities as specified in the syllabus.

       

  • Certification Make-Ups: If a participant misses one or more sessions, opportunities for make-up content and/or assignments may be made available at the discretion of the Program Director, with the goal of ensuring that all core learning objectives have been achieved. Options are the same as the CE Make-Up Policy but must be completed to the satisfaction of program administrators. Not all content may be eligible for make-up/remediation; if not, certification may be delayed until completion of missed components in a future cohort, if offered.

     

  • Certification Period and Renewal: The Certificate in Gender-Affirming Care is valid for two (2) years from the date of award. To renew certification, the participant must successfully complete a designated virtual refresher course as offered by Inclusive Counseling LLC. Upon renewal, continued listing in the provider directory is maintained.

     

  • Directory Listing: Only clinicians who have completed the full certificate program (all 17 weeks + required consultation) and remain in good standing (renewal as required) will be listed in the Inclusive Counseling LLC’s online provider directory.

Program Attendance Policy

  • All attendance and participation policies outlined in our general CE Provider Policy apply (including identity verification, sign-in/out, and evaluation completion).
  • Successful completion of requirements for each session is required to receive corresponding CE credit or to satisfy certification standards for that week’s material.

     

Program Integrity and Equity

  • Accessibility: All program accommodations and make-up/remediation processes will be administered in alignment with our Accessibility and Non-Discrimination Policy.
  • Sliding Scale and Scholarship: In keeping with our economic justice model, program pricing is tiered by provider income and self-reported access to resources. Additional scholarships are available; see website/program application for current process and priorities.

Limitations and Discretion

All decisions regarding eligibility for make-ups, alternative assignments, remediation options, or certification status are at the discretion of the Program Director in consultation with faculty. Determinations are made to uphold the program’s educational rigor, accreditation requirements, and participant equity.

Policy Communication and Review

This policy is published on the Inclusive Counseling LLC website, appears in all program syllabi, and is reviewed at least annually to ensure alignment with accrediting body standards and emerging best practices in gender-affirming care education.

Questions or requests: Contact training@inclusivecounseling.org or call (775) 209-9056.

Non-Discrimination and Accessibility Policy

Policy Statement
Inclusive Counseling LLC is fully committed to the principles of non-discrimination and universal accessibility in all educational activities, program content, participant services, and employment practices. This commitment encompasses compliance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and the anti-discrimination requirements set forth by the APA, NBCC, and CAMFT.

Scope & Protected Classes
No participant, staff member, or applicant shall be excluded from participation in, denied the benefits of, or be subjected to discrimination or harassment under any program or activity on the basis of race, color, ethnicity, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, religion, creed, marital or parental status, age, veteran status, physical or mental disability, medical condition, genetic information, socioeconomic status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodations

  • Availability: Reasonable and appropriate accommodations will be provided free of charge to any participant with a documented need.
  • Process: To request an accommodation, email training@inclusivecounseling.org or call (775)209-9056 at least 14 days prior to the event. Requests received after this window will be considered to the best of our ability.
  • Procedure: Each request will be acknowledged within three (3) business days. A confidential discussion will follow as needed to ensure clarity and effectiveness of the accommodation.
  • Examples: Accommodations may include, but are not limited to: accessible program sites (including physical and virtual platforms), auxiliary aids (e.g., sign language interpreters, captioning, large print materials), extended testing time, note-taking assistance, and accessible transportation/materials.

Physical & Virtual Accessibility
All in-person event locations will meet ADA standards for entry, seating, restroom access, and available accommodations. For remote events, platforms will be selected for compatibility with adaptive technology, captioning, and keyboard navigation.

Non-Discrimination Compliance Officer
Participants may report any accessibility or discrimination concerns or grievances directly to the CE Program Director at training@inclusivecounseling.org. Reports will be acknowledged within 5 business days and handled per our grievance policy.

Educational Design and Course Content Policy

  1. Course Planning and Documentation
  • Course Syllabus: Every continuing education (CE) course provides a detailed syllabus that includes:
    • A session-by-session or topic-level agenda with instructional time allocated (in minutes) for each section.
    • Explicit identification of breaks and non-instructional time, which are excluded from credit calculations.
    • A clear, specific educational goal (prose) for the entire course and for each instructional block, describing overarching knowledge and professional competencies targeted.
    • A numbered list of measurable learning objectives for the entire course and for each session. Each learning objective:
      • Is observable and verifiable (e.g., “Identify three principles of trauma-informed care” or “Demonstrate ability to apply X intervention”),
      • Is linked to the credit hours as required (at least one unique learning objective per credit hour granted).
    • The instructor’s biography and qualifications, including all degrees, licenses, relevant experience, and years in the field.
  • Content Requirements:
    • All course content is directly relevant to the professional practice of licensees and tied to their legal and ethical scope—no content is purely academic or unrelated.
    • Content is supported by current research and evidence-based best practices, including primary source citations and references, as required.
    • Content is periodically reviewed and updated (at least annually) to ensure ongoing compliance with the current standard of care and emerging research.
  1. Credit Calculation and Assignment
  • CE Credit Hour Definition:
    • One CE credit hour is defined as a minimum of 60 minutes of qualifying, instructor-led, interactive instructional time.
    • Breaks, meals, registration, and unstructured activities are excluded from credit calculations. Time schedules mark exact start and stop times for all segments.

       

  • Minimum Learning Objective Rule:
    • There must be at least one unique, measurable learning objective per CE credit hour awarded.
    • Each learning objective is mapped to specific instructional content and assessment items (e.g., post-test questions, in-session activities).
  • Awarding Credit:
    • Participants may only receive full CE credit if all requirements are completed (see “Attendance Monitoring and Awarding Credit”).
    • Partial credit is not awarded unless mandated by accrediting body or state board policy, in which case detailed attendance documentation and session-by-session credit calculation will be documented, and partial credits clearly denoted.
  • Record-Keeping:
    • Syllabi, evaluation results, learning objectives, instructor resumes, and all related documentation are retained for a minimum of five (5) years and available for audit by APA, NBCC, or CAMFT upon request.

Attendance Monitoring and Awarding Credit Policy

  1. Attendance Verification Procedures
  • In-person Classroom Events:
    • Utilization of physical sign-in and sign-out sheets at the entry/exit of each major session block. All forms capture participant’s printed name, license number, and signature, along with exact timestamp for arrival and departure.
    • A staff monitor is assigned to verify identities, oversee sheet accuracy, and report discrepancies. Late arrivals and early departures are documented and reported to program administration.
  • Live Virtual (Synchronous Online) Courses:
    • Attendance is tracked by instructors or administrative assistants..
    • Precise login and logout times are recorded for each participant.
    • Engagement verification occurs at least once per hour in the form of group activities and discussions. Failure to respond is documented.
    • The platform must facilitate identity verification via webcam or participant roll call, as required by accrediting body.
  • Self-Paced/Home Study/Non-Interactive Programs:
    • Completion of the post-test and reflection activities (when indicated) is required to verify engagement.
    • A minimum passing score of 70% is required for all assessments; questions are mapped directly to course learning objectives to ensure mastery.
    • Access to the course evaluation and the post-test is time-restricted to prevent sharing or academic dishonesty.
    • Participant identity is verified through registration matching and digital signature upon assessment completion.
  1. Program Evaluations and Credit Issuance
  • All participants are encouraged to complete a detailed program evaluation, but this is not necessary to receive CE credit from the American Psychological Association or National Board of Certified Counselors. Evaluations are required to be completed for those wishing to receive CE credit from CAMFT. The evaluation form includes:
    • Ratings on whether each educational goal and individual learning objective was met.

       

    • Feedback on speaker effectiveness, appropriateness of content, delivery, materials, and accessibility.
    • Space for narrative comments and reporting compliance issues or grievances.
  • Certificate of Completion:
    • Issued only after full completion and verification of all participation requirements (attendance, assessment if applicable, and evaluation if applicable) within 14 calendar days of program completion.
    • Each certificate includes:
      • Provider organization name, approval numbers for all CE certifying bodies, and program administrator contact.
      • Exact program title, final instructional date(s), number of credit hours awarded.
      • Participant’s full name and license number (as registered).
      • Signature of the program director, instructor, or authorized designee.
      • Disclosure of eligibility (if any parts of the course do not qualify for CE, this is clearly marked).
    • All certificates (digital or print) are securely transmitted (encrypted for electronic transmission), and copies are maintained for a minimum of five years.
  1. Special/Contingency Processes
  • Make-Up/Remediation: Inclusive Counseling LLC recognizes that, in case of absence from any required part of a CE course, participants may only receive CE credit if remediation is available and all content is completed as required by accrediting bodies.
  • Eligibility: Make-up/remediation for missed live or virtual sessions is available only when permitted by accrediting standards and is subject to facilitator approval. Not all content may be eligible for make-up.
  • Process: Participants must notify the program administrator in writing within 3 business days of the missed session with reason for absence and request for make-up.
  • Remediation options may include:
    • Completing an assigned recorded session with equivalent interactive assignments,
    • Completing a written summary, reflection, or assessment covering the missed content,
    • Participating in an additional approved webinar, tutorial, or consultation meeting covering the same objectives.
  • The make-up work must be equivalent in instructional time and learning objectives to the missed segment and be completed within 30 days of the original course date.
  • All make-up or remediation work must be approved, documented, and must verify mastery of the missed learning objectives.
  • CE credit/certificates will only be issued after make-up work is completed, evaluated, and documented in program records.
  • If remediation is not possible due to accreditor rules or course structure, the participant will not receive CE credit for the course.
  • Audit and Compliance:
      • Attendance and assessment records are available upon request from CE certifying organizations.
  • Procedures for audit response, including timely retrieval and delivery of records, are part of the administrator’s responsibilities.

Post-Test and Assessment Requirements for Self-Paced, Home Study, or Non-Interactive CE Programs

  1. Policy Scope and Applicability

This policy applies to any CE activity offered by Inclusive Counseling LLC that is delivered through self-paced, home study, or non-interactive formats—including, but not limited to, asynchronous online courses, recorded webinars, or text-based home study materials. Any event that lacks real-time, live interaction (such as direct Q&A or discussion with the instructor) is subject to these assessment requirements, as mandated by APA, NBCC, and CAMFT accreditor standards.

  1. Post-Test Requirement
  • Mandatory Assessment:
     Every participant must complete and pass a written post-test to receive CE credit for non-interactive or home-study programs.
  • Test Design:
    • The post-test must be developed by a licensed professional (masters or doctorate degree in a relevant field) with content expertise, and reviewed by the CE program administrator for appropriateness and fairness.
    • Test items must directly assess the learning objectives of the course materials.
    • A variety of question types may be used, including multiple-choice, true/false, matching, and short-answer, provided all learning objectives are covered and items remain clear and unambiguous.
    • The total number of test items should reflect the length and complexity of the program; as a best practice, a minimum of 10 items per credit hour is recommended when not otherwise specified by accreditor guidance.
  • Passing Standard:
     To earn CE credit, participants must achieve a minimum passing score of 70% on the post-test in accordance with accreditor policy. This standard applies to both individual and aggregate scores as specified by the program.
  1. Administration and Integrity
  • Participant Verification:
     Identity verification is required for all assessment completions, using a registration-matched email or digital signature prior to accessing the test.
  • Test Conduct:
    • Each participant must complete the assessment independently without assistance.
    • Tests may have a time limit, as stated in course instructions, and submissions must be electronically date/time-stamped upon completion.
  • Remediation and Retakes:
    • Participants who do not pass the post-test on their first attempt may have up to two (2) additional opportunities to retake the test, unless otherwise limited by state regulations or accreditor rules.
    • Each version of the assessment will use alternate forms/items to minimize academic dishonesty.
    • If a participant fails all attempts, no CE credit will be awarded, but enrollment in a future offering is permitted if desired.
  1. Assessment Content and Mapping
  • Alignment with Objectives:
     Each test item must map directly to a stated course learning objective; the test as a whole must comprehensively evaluate mastery of the entire set of objectives required for the course.
  • Relevance and Rationale:
     All questions will be based strictly on program content and references used, avoiding obscure details not critical to core competencies.
  1. Feedback and Review
  • Participants may request general feedback or test rationales, but answer keys will not be provided.
  • Aggregate test results will be reviewed annually by the program administrator and consulting psychologist to identify possible gaps in instructional effectiveness or assessment quality.
  1. Record-Keeping
  • All test forms, raw participant results, and pass/fail data are retained securely for a minimum of five (5) years following the completion date of the program, and are available for audit by APA, NBCC, or CAMFT upon request.
  • Records must demonstrate the integrity of the assessment process and compliance with minimum passing standards.
  1. Certification of Completion
  • CE certificates are awarded to participants only after:
    • Successful test completion at or above the passing standard,
    • Verification of registration and eligibility,
    • Completion of any required program evaluation as per accreditor requirements (see policy detail for live vs. non-live programs).
  • Certificates will note the program format (self-study/home study/online asynchronous), the program title, number of credit hours earned, provider name, accreditor approval numbers, and participant name/licensure.

Grievance and Complaint Policy

  1. Statement of Purpose

Inclusive Counseling LLC is committed to conducting all activities in strict conformance with the American Psychological Association’s Ethical Principles, the California Association of Marriage and Family Therapists (CAMFT) CEPA Program Handbook, and the National Board for Certified Counselors (NBCC) Continuing Education Provider Policy. The purpose of this policy is to ensure that all participant complaints and grievances are addressed fairly, promptly, impartially, and confidentially, and that all investigative and corrective procedures are fully documented.

  1. Scope
  • Applies to all program participants, presenters, volunteers, and staff.
  • Covers all types of complaints, including those about program content, facilities/technology, accessibility/discrimination, instructor conduct, certification/credit, or administrative/organizational matters.
  1. Submission of Complaints
  1. How to Submit:
    • Participants may submit a complaint in writing via email to training@inclusivecounseling.org.
    • Verbal complaints may be submitted but must be followed up in writing for documentation.
    • Complaints should include the participant’s full name, contact information, program name and date, a detailed description of the complaint or dispute, and any relevant supporting documentation.
    • Anonymous complaints will be recorded and reviewed, but anonymity may limit the ability to fully investigate and resolve the issue.
  1. Acknowledgment and Initial Response
  1. Acknowledgment:
    • All complaints will be acknowledged via written reply within 5 business days of receipt.

       

  2. Assignment:
    • An impartial staff member (who is not the subject of the grievance) will be assigned to review and investigate. If the complaint concerns a speaker or the conduct/content of a presentation, the staff member will seek written details and communicate with the speaker while maintaining confidentiality of the complainant.
  1. Investigation Process
  1. Thorough Review:
    • The assigned staff member will review all relevant documents and records, interview involved parties, and, if needed, consult appropriate subject matter experts or legal/ethical advisors.
  2. Timeline:
    • Unless complexity or availability requires otherwise, a thorough investigation and summary will be completed within 20 business days from the date of complaint acknowledgment.
  1. Resolution and Response
  1. Written Resolution:
    • A written resolution will be sent to the complainant containing a concise summary of the complaint, findings, and the resolution/action proposed or taken.
  2. Possible Outcomes:
    • Outcomes may include explanation or clarification of program policy, corrective action (content modification, instructor feedback, process changes), partial or full refund, or the opportunity to retake the program at no additional cost.
  3. Timeline for Response:
    • Written resolution/response will be provided within 20 business days of the complaint receipt, barring exceptional (documented) circumstances.
  1. Appeal and External Review Process
  1. Right to Appeal:
    • If the complainant is unsatisfied with the initial resolution, they may submit a written appeal within 10 business days of receiving the response.
  2. Appeals Review:

     

    • Appeals will be reviewed by a senior staff member or committee not involved in the initial investigation and decision.
    • A final written response will be provided to the complainant within 20 business days of appeal receipt.
  3. External Review:
    • If, after internal appeal, the issue remains unresolved or the complainant requests further review, the matter may be referred for external review.
    • Inclusive Counseling LLC maintains a rotating roster of three or more independent, licensed psychologists not affiliated with the organization (e.g., university faculty, professional association members, private practice clinicians) to serve as external review panelists.
    • The reviewer receives all relevant documentation, may interview parties as needed, and will provide a written report with recommendations within 15 business days of receiving the complete record.
    • The program director will implement recommendations or provide a written explanation if recommendations are not implemented. The outcome of the external review is shared with the complainant within 5 business days of receipt.
  1. Records and Documentation
  • All complaints, investigations, external reviews, and outcomes are documented and retained in secure files for a minimum of five (5) years (to exceed the strictest standard).
  • Complaint data are reviewed annually to identify trends and improve future programs and services.
  1. Confidentiality and Non-Retaliation
  • All complaints are handled with the highest level of confidentiality possible while allowing for a thorough investigation.
  • Information is shared only with those involved in resolving the complaint and, where necessary, with licensing/accrediting bodies or legal authorities.
  • Non-retaliation: Retaliation against any participant who files a complaint in good faith is strictly prohibited.
  1. Policy Availability and Review
  • The complete grievance and complaint policy is published on the organization’s website and included in all program materials.
  • The policy is reviewed at least annually and updated as needed.
  • Contact information for submitting complaints is clearly provided: training@inclusivecounseling.org, (775)209-9056, 290 Brinkby Ave, STE 205, Reno NV 89509.
  1. Reporting to Licensing/Certifying Boards
  • If the complainant is still unsatisfied after the external review process, they may contact the respective licensing or certifying boards for psychologists, counselors, or marriage and family therapists for further recourse, as all team members are licensed clinicians.

Refund, Cancellation, and Transfer Policy

Inclusive Counseling LLC is committed to supporting participants and maintaining clear, equitable policies for refunds, cancellation, and transfers for all continuing education (CE) programs. This policy applies to all live, virtual, and home-study offerings, and is designed to fully comply with the requirements of CAMFT, NBCC, and APA.

  1. Participant-Initiated Cancellation and Refunds
  1. Full Refund:
    • Participants who formally withdraw by submitting a written cancellation request (via email to training@inclusivecounseling.org) at least 30 calendar days prior to the scheduled course date are eligible for a 100% refund of all fees paid for that session.
    • The cancellation email must include: participant’s full name, contact information, course name and date, and reason for cancellation (optional).
  2. Partial Refunds:
    • Cancellations received 7 to 29 days before the scheduled course date will receive a 50% refund of the registration fee.
    • Cancellations must be submitted in writing by email to training@inclusivecounseling.org and comply with the information requirements above.
    • The date/time stamp of the received email determines refund eligibility window.
  3. No Refunds:
    • No refunds will be provided for cancellations received less than 7 days before the scheduled course date or for “no-shows” (non-attendance without prior written cancellation), except in documented cases of medical or family emergency as described in Section F (“Special Circumstances Waivers”).
    • “No-shows” are defined as participants who fail to attend any portion of a scheduled live or virtual training without written notice prior to course start.
  1. Provider-Initiated Course Cancellation, Rescheduling, or Substantial Change
  1. Provider Cancellation:
    • If Inclusive Counseling LLC cancels a scheduled course for any reason (including but not limited to instructor illness, insufficient enrollment, force majeure, or other unforeseen events), all registered participants will receive two options:
      • A full refund of all course fees paid, or
      • Automatic transfer of registration to a future offering of the same or equivalent course (participant may opt out and select refund instead).
  2. Substantial Change:
    • If a course is rescheduled, changed significantly in content or delivery format (e.g., from in-person to online), participants will be notified within five (5) business days.
    • Registrants will be given the opportunity to accept the changes, request a refund, or transfer to an equivalent course.
  1. Transfer and Substitution Policy
  1. Participant-Initiated Transfer:
    • Registrants may request a one-time transfer of their registration to another offering of the same course, or a different course of equal or lesser value, if the request is received at least 14 days prior to the original course date.
    • All transfer requests must be submitted in writing (email).
    • Approval of transfer is subject to administrator discretion and available slots in the alternate course.
    • If the transfer is to a more expensive course, the participant is responsible for paying the difference. If to a lower-cost course, no refund is issued for the difference.
    • Transferred registrations are valid for 12 months from the date of the original scheduled course.
  2. Substitution:
    • Participant substitutions (another individual attending in the registrant’s place) are permitted up to 7 days prior to a live event, with advance written notice and all necessary participant information submitted for approval.
  1. Request, Documentation, and Processing
  1. How to Request a Refund/Transfer:
    • Requests must be submitted by email to training@inclusivecounseling.org, with:
      • Participant’s full name and contact details
      • Course name, date, and location/delivery method
      • Reason for cancellation or transfer
      • If applying for a medical/emergency waiver, attach documentation.
  2. Processing Time:
    • All eligible refunds will be processed to the original payment method within 14 business days of receipt and confirmation of request.
    • A confirmation email will be sent upon processing.
  3. Recordkeeping:
    • All refund, transfer, substitution, and cancellation requests, approvals, and related correspondence will be securely documented and retained for a minimum of five (5) years.
  1. Non-Refundable Circumstances
  • No refunds are made for:
    • Missed sessions or partial attendance without completion of required make-up/remediation (see Attendance/Make-Up Policy).
    • Technical difficulties on the participant’s end (e.g., computer/Internet issues) unless provider error or system-wide outage is confirmed.
    • Failure to pass post-tests (in non-interactive/home study formats) after maximum allowed attempts.
  1. Special Circumstance Waivers
  • Requests for exception to the above refund policy due to documented medical emergencies, death in the immediate family, or other extraordinary circumstances may be considered on a case-by-case basis.
  • Written supporting documentation (medical note, obituary, etc.) must be emailed within ten (10) business days of the missed event.
  • Decisions regarding waivers are finalized by the CE Program Director and will be communicated in writing within 10 business days of request receipt.
  1. Policy Review and Transparency
  • This refund and cancellation policy is published in full on www.inclusivecounseling.org and included in all course registration and promotional materials.
  • The policy is reviewed annually and updated as needed to remain in compliance with accrediting requirements and protect participant equity.

Contact for Questions or Requests:

  • Email: training@inclusivecounseling.org
  • Phone: (775)209-9056
  • Mailing Address: 290 Brinkby Ave, STE 205, Reno, NV 89509

Record-Keeping Policy

Purpose:
To ensure legal, ethical, and accreditation compliance with NBCC, CAMFT, and APA requirements, Inclusive Counseling LLC maintains complete, accurate, and securely stored records for all Continuing Education (CE) programs, following the most stringent requirement: a minimum of five (5) years retention from program completion.

Scope:
This policy applies to all staff and contractors managing, delivering, or administering CE programs, regardless of delivery format (live, virtual, or home study), and covers all courses and participants.

  1. Types of Records Retained

For every CE program, all of the following (as applicable) will be securely retained:

  • Attendance Documentation:
    • Original in-person sign-in/sign-out sheets, with printed name, signature, license/ID number, and arrival/departure times.
    • Digital log files for online/virtual programs, including platform-generated sign-in, IP login timestamps, and engagement activity.

       

  • Certificates of Completion:
    • For each participant: name, license/ID number, program title, date, credit hours earned, provider and approver numbers, authorized signature(s).

       

  • Course Syllabi and Agendas:
    • Complete program title, detailed session schedule with time allocations and breaks excluded, instructor credentials, educational goals, and measurable learning objectives.

       

  • Promotional Materials:
    • All advertisements, web pages, registration forms, emails, and flyers distributed for the course.

       

  • Instructor Documentation:
    • Presenter resumes/CVs and qualification/eligibility records.

       

  • Evaluation Forms:
    • Blank and completed participant evaluation forms (with ratings and narrative comments).
    • Summaries or analysis used for quality improvement.

       

  • Assessment Materials (if applicable):
    • Copies of post-tests, answer keys, and aggregate test results for home study or non-interactive courses.

       

  • Grievance Documentation:
    • All correspondence, complaint forms, investigation records, findings, resolutions, and appeals.
  1. Record Maintenance, Security, and Confidentiality
  • Retention Period:
     All records for every CE program are retained for a minimum of five (5) years from the last instructional date, regardless of format or accreditor1.
  • Paper Records:
     Stored in locked, access-controlled file cabinets within secure office spaces; only authorized staff have access.
  • Electronic Records:
     Stored in encrypted, password-protected databases and secure cloud storage; regular backups are maintained, and access is strictly role-based.
  • Disposal:
     After the five-year period, paper records are securely shredded, and digital records are permanently deleted/destroyed using industry-standard data-wiping.
  • Confidentiality:
     All participant data is governed by HIPAA, state law, and accreditor requirements. Confidentiality is maintained unless release is required by law or for an accreditor audit/investigation.
  1. Participant Rights and Access
  • Record Requests:
     Participants may request copies of their certificates or personal attendance records by emailing training@inclusivecounseling.org. Identity verification is required before records are released.
    • Requests are fulfilled within 14 calendar days of verification.

       

  • Record Correction:
     Requests to correct errors in records are processed within 10 business days of receipt of verified written notice.
  1. Audit, Access, and Reporting to Accrediting Bodies
  • All records are maintained in a format immediately accessible for audit or review by NBCC, CAMFT, APA, state licensing boards, or other regulators.
  • Upon request from a board or accreditor, all relevant records will be produced, digitally or in paper form, within 10 business days.
  1. Quality Assurance and Policy Review
  • Annual Internal Audit:
     The Program Administrator conducts yearly audits of record completeness, accuracy, and retention timelines.
  • Incident/Breach Reporting:
     Any security breach or unauthorized disclosure will be reported promptly to accrediting bodies, affected individuals, and legal authorities as required.
  • Policy Review:
     This policy is reviewed and updated annually, or more frequently as needed to ensure compliance with all applicable laws and accreditor changes.

Course Evaluation

Purpose:
To uphold the highest standards of educational quality, accountability, and continuous improvement in all continuing education (CE) programming, Inclusive Counseling LLC requires thorough, actionable evaluations for each course, in accordance with the standards of the APA, NBCC, and CAMFT.

Scope:
This policy applies to all live, virtual, and home-study CE courses provided by Inclusive Counseling LLC. Its requirements extend to all program participants, presenters, program staff, and administrators.

  1. Evaluation Form Requirements
  2. Coverage of Core Domains
     Each evaluation form must, at a minimum, allow participants to provide feedback on:
  • The extent to which each educational goal (overall course aim) was met.
  • The extent to which each individual learning objective was met.
  • The program’s overall appropriateness to the participant’s professional education, experience, and licensure level.
  • Relevance of the content to the participant’s current or intended practice.
  • Effectiveness and clarity of the presentation, including any use of experiential or active learning.
  • Suitability and usefulness of all instructional materials (handouts, slides, references).
  • Currency and accuracy of the information presented.
  • Presenter/instructor knowledge, command of the subject, and overall teaching effectiveness.
  • Presenter/instructor responsiveness to participant questions and engagement (for live/virtual).
  • Adequacy and user-friendliness of technology (for distance learning/virtual programs only).
  • Accessibility, with prompts for participants to report any unmet accommodation needs or access barriers.
  • The quality/appropriateness of the physical venue and facilities (for in-person programs).

     

  • Overall participant satisfaction.
  • Opportunities for open-ended narrative feedback.
  1. Format & Structure
  • All individual learning objectives must be listed by number and rated independently (e.g., Likert scale: “Not met,” “Partially met,” “Met”).
  • The form must identify the course title, date, and instructor(s), completed before evaluation.
  • Sufficient space must be provided for narrative comments and for suggestions for future courses.
  1. Evaluation Distribution, Completion, and Recordkeeping
  2. Distribution:
  • Evaluation forms are distributed at the end of every program (live and virtual) or immediately upon final assessment completion (home study).
  • In live/virtual settings, time is allocated to complete the evaluation before issuing certificates; digital access (e.g., link or QR code) is provided.
  • For home study/asynchronous: evaluation is presented as a required step prior to or in conjunction with the post-test.
  1. Completion for Credit:
  • Per CAMFT, completion of the evaluation is required to receive CE credit (see policy section on differences with APA and NBCC).
  • Participants are notified in advance (in registration and at event start) that evaluation completion is needed to receive their certificates for CAMFT credit; for NBCC- and APA-only credit, evaluation is strongly encouraged but not mandatory.
  1. Content Format:
  • At least one prompt per learning objective, plus global course-level items (listed above).
  • Prompts for rating and for short-answer/narrative feedback.
  • Opportunity to report any accessibility or inclusion barriers.
  • Section for reporting any perceived conflicts of interest or bias.
  1. Recordkeeping and Storage:
  • Completed evaluation forms and summary analyses are retained securely for a minimum of five (5) years, per NBCC (the strictest standard).
  • Evaluation data—quantitative and qualitative—are regularly anonymized and reviewed by the Program Administrator for recurring quality improvement.
  • All blank forms/templates, records of distribution, compiled summaries, and action plans based on feedback are included in audit files and available upon request by any accrediting body.
  1. Administrative Review and Quality Improvement
  • Thresholds: Any item (goal/objective, instructor, material) receiving 30% or more responses in the two lowest categories (e.g., “Not Met”/“Partially Met”; “Poor”/“Fair”) is flagged for review.
  • Process:
    • Administrative staff aggregate ratings and comments and compile a report for each program within 21 days of course conclusion.
    • The Program Director and planning committee meet to review flagged items and participant narratives.
    • Action plans are developed for all flagged items, which may include: revising objectives, retraining instructors, updating materials/technology, or modifying course structure for accessibility and inclusion.
    • The next offering of the same or similar course must demonstrate mitigation in flagged areas, and follow-up evaluation is used to confirm.
  1. Participant Rights and Accessibility
  • Evaluations must be accessible (available in electronic and print/large-print, accessible via screen reader where needed).
  • Participants may request assistance in completing an evaluation due to disability.
  • All feedback may be submitted anonymously, and no retaliation or negative consequences will result from negative evaluation comments.
  • Any participant may request to review the organization’s quality improvement actions related to course evaluations.
  1. Policy Review
  • This policy is published on the public website and included in all program syllabi for participant reference.
  • Reviewed at least annually by the Program Administrator and updated as required by changes in accreditor standards or best practices.

Confidentiality and Security of Participant Information

Policy Statement
Inclusive Counseling LLC is committed to the highest standards of confidentiality and data security to safeguard all participant, instructor, and staff information. We comply fully with relevant federal HIPAA requirements, state regulations, and accrediting body standards regarding the collection, use, retention, and release of sensitive information.

Data Covered

  • Registration information (e.g., name, address, license #, email, phone)
  • Attendance logs and sign-in/out sheets
  • Evaluation forms and feedback
  • Program completion and certificates
  • Payment and refund records
  • Grievances or complaint documentation

Data Collection and Use

  • Information collected is used solely for registration, attendance verification, credit reporting, certificate issuance, evaluation, mandated audits, and complaints/grievances management.
  • Data may be used in aggregate for internal program evaluation without identifying information.

Security Measures

  • Electronic records are stored on secure password-protected systems with regular security audits, firewall protection, and role-based access. Paper records are stored in locked offices with restricted key access.
  • Only authorized staff, instructors, and auditors (as required) have access to sensitive data.
  • All digital transmissions (including certificates) are encrypted.

Disclosure and Third-Party Release

  • No participant information is sold, traded, or released to third parties for marketing purposes.
  • Information is only disclosed as required by law or upon specific request from accrediting bodies in a compliance review.
  • Any disclosure for audits or legal purposes will be limited to the minimum necessary and, where practicable, affected individuals will be notified.

Confidentiality in Grievance Process

  • Complaints are managed discreetly and information is only shared with personnel involved in resolution and, if relevant, with licensing/accrediting bodies.
  • Records of grievances and their outcomes are securely retained as part of compliance documentation.

Record Retention

  • All personal data, evaluations, attendance, and certificates are retained for a minimum of five (5) years from the date of program completion (in line with the strictest accrediting body standard).

Participant Rights

  • Participants may request, in writing, a copy of any personal data stored about them, or request correction or deletion as permissible under law.

Incident Response

  • Any suspected breach or unauthorized disclosure will be reported to affected individuals and, where applicable, to authorities and oversight bodies within the required timeframe.

Conflict of Interest Policy

Purpose
Inclusive Counseling LLC maintains the highest standards for integrity, transparency, and objectivity in CE programming, implementing clear procedures to identify, disclose, manage, and resolve conflicts of interest at all stages of program design, development, and delivery.

Definitions
A conflict of interest may arise where an individual’s personal, financial, professional, or other interests could reasonably be perceived as influencing, or conflicting with, their duties as a planner, presenter, author, or administrator in CE programs.

Procedures
 A. Identification and Disclosure

  • All individuals involved in planning, developing, presenting, or evaluating CE activities must complete and sign a conflict of interest disclosure form prior to participating in activities.
  • The Program Director, in consultation with a licensed psychologist advisor, assesses disclosed conflicts.
  • Any commercial support, organizational influence, or dual relationships (e.g., presenter is also advertising a practice) must be disclosed.
  1. Management
  • Individuals with a direct COI related to content or participant experience must recuse themselves from affected decision-making.
  • When a COI exists, it will be transparently managed through mitigation strategies (e.g., peer review, independent faculty, exclusion of brand/product promotion) or exclusion from relevant tasks.
  • Program content must be unbiased and evidence-based; no promotional product or service endorsements permitted.
  1. Disclosure to Participants
  • Any known conflicts or the absence thereof are disclosed in writing to participants at program commencement and in written materials.
  • Any commercial support and its influence (if any) is described transparently in all course announcements and opening presentations.
  1. Monitoring and Feedback
  • COI status is continually monitored and updated as new relationships or funding sources are established.
  • Participants may report perceived conflicts of interest via satisfaction surveys or directly to program administrators.

Documentation and Review

  • All disclosure forms, peer reviews, and mitigation actions are retained for the life of the program plus at least five (5) years.
  • This policy is reviewed annually or when a substantive change occurs in funding, personnel, or relationships.

Promotional Material Policy

Required Content for All Promotional Materials
Promotional materials for each CE course must include the following clearly visible information:

  • Course title and session date(s), start/end time, and delivery format (e.g., in-person, live webinar, self-paced/homestudy)
  • Instructor(s) name(s), credentials, professional degree(s), and relevant license(s)/certifications
  • Detailed description of course content and a list of measurable learning objectives tied to the content and credit hour(s)
  • Cost, including all fees and a copy of the refund/cancellation/transfer policy (with timelines)
  • Specification of target audience and any required prerequisites, including a statement about the intended professional level (e.g., graduate, post-licensure)
  • Statement of continuing education credit available, type(s) eligible (APA, NBCC, CAMFT), number of hours/credits, and precise approvals/disclaimers as required, appearing as follows:
    • “Inclusive Counseling LLC is approved by the American Psychological Association to sponsor continuing education for psychologists. Inclusive Counseling LLC maintains responsibility for this program and its content.”
    • “Inclusive Counseling LLC is approved by the National Board for Certified Counselors (NBCC) as an Approved Continuing Education Provider, ACEP No. [#]. Programs that do not qualify for NBCC credit are clearly identified.”
    • “Inclusive Counseling LLC is approved by the California Association of Marriage and Family Therapists (Provider #_____) to sponsor continuing education for LMFTs, LCSWs, LPCCs, and/or LEPs. Inclusive Counseling LLC maintains responsibility for this program/course and its content.”
  • Number of CE credits/hours per program and method of calculation (1 credit = 60 minutes of instruction; time not awarded for lunch/breaks)
  • Accessibility statement outlining accommodation process with direct contact email and standard response timeline (e.g., “To request disability accommodations, please email training@inclusivecounseling.org at least 14 business days in advance.”)
  • Grievance policy summary and contact for concerns/complaints, including the procedure and response timeline
  • Clear indication of any session segments/activities not eligible for CE credit (e.g., breaks, non-instructional networking time)
  • A statement instructing how participants can obtain digital or hard-copy certificates of completion

Other Requirements

  • All advertisements must be consistent across media (website, flyers, electronic mailings, social posts).
  • Promotional claims cannot include false, misleading, or unverifiable statements regarding approvals, CE hours, content, or instructor qualifications.
  • If course content is supported by commercial interest or sponsorship, this must be declared in the same prominence as standard disclosures.
  • All materials regularly reviewed and approved by the CE Program Director at least annually or upon major course revisions.