Course Policies
CHAT is committed to creating inclusive, learner-centered continuing education experiences that allow all participants to fully engage in courses and programs. CHAT will provide reasonable accommodations to support individuals with disabilities or other identified needs and will strive to ensure equitable access to learning opportunities before, during, and after continuing education activities.
Indicating Need for Accommodations
Learners will be informed prior to the course about how to request accommodations. Participants may indicate accommodation needs through course registration forms or by emailing [email protected]. Participants will be encouraged to submit requests at least two weeks prior to the course start date, whenever possible, to allow adequate time for planning and implementation.
Pre-Course Accommodations:
CHAT will review accommodation requests upon submission and communicate directly with participants, as needed, to clarify and confirm appropriate supports before the course begins. Accommodations may include accessible course materials, captioning, transcripts when available, assistive technology support, extended access to course materials, or other reasonable accommodations based on participant needs. CHAT will strive to ensure that both synchronous and on-demand learning experiences are accessible, inclusive, and learner-centered.
Accommodations During the Course:
CHAT will make reasonable efforts to ensure accommodations are implemented throughout the course and that educational formats and instructional methods remain accessible, engaging, and inclusive for participants. When appropriate, CHAT may communicate with participants during the course to ensure accommodations are meeting identified needs.
Post-Course Support:
When applicable, accommodations may extend to post-course activities, including access to course materials, evaluations, or completion-related communications to help ensure equitable participation and access to course outcomes.
Confidentiality:
Accommodation requests and related information will be handled confidentially and shared only with individuals involved in coordinating or implementing accommodations, as necessary.
Feedback and Improvement:
CHAT encourages participant feedback regarding accessibility and accommodations in order to continuously improve the inclusiveness and accessibility of continuing education activities and learning experiences. Participants may share accommodation-related feedback by contacting [email protected] with the subject line “Accommodation Feedback.”
Compliance and Review:
This policy will be reviewed at least annually and updated as needed to ensure continued alignment with ASHA CE standards, accessibility guidelines, and applicable laws and regulations.
CHAT is committed to ensuring that learners have a clear, accessible, and fair process for raising concerns related to continuing education courses, instructors, accessibility, or continuing education program operations. CHAT values participant feedback and uses complaint review processes to support transparency, continuous improvement, and program quality.
Submission of Complaints:
Learners may submit complaints via email to [email protected] or in writing to CHAT – Life Changing Speech Therapy, 310 S. Main St., Suite D, Lombard, IL 60148.
Complaints should include sufficient identifying and contact information to enable appropriate review and response, as well as relevant details such as the course title, nature of the concern, and any supporting information or documentation.
Acknowledgment:
Complaints will generally be acknowledged within 72 business hours of receipt by email or phone communication.
Review Process:
Complaints will be reviewed by the Continuing Education Administrator (CEA) within five business days of receipt. When appropriate, complaints may also be reviewed in collaboration with Brittany Armstrong Sowle, Chief Clinical & People Officer, additional organizational leadership, or the Board of Directors if concerns are determined to involve significant ethical, compliance, or organizational matters.
If necessary, CHAT may contact the learner for additional information or clarification during the review process. CHAT will make reasonable efforts to resolve complaints within 30 business days whenever possible. In situations requiring extended review, updates regarding the status of the complaint will be provided periodically to the complainant.
Documentation and Confidentiality:
Complaints and related resolutions will be documented and maintained by the continuing education team for quality improvement and compliance purposes. All complaints will be handled confidentially to the extent reasonably possible and shared only with individuals involved in the review or resolution process as necessary.
Continuous Improvement
Complaint feedback and resolutions may be used to improve continuing education courses, policies, accessibility practices, operational procedures, and overall program quality.
Immediate Course Concerns
Participants are encouraged to communicate concerns or questions during a course directly with the course instructor or CHAT continuing education staff whenever appropriate so that issues may be addressed promptly. If concerns are not resolved, participants may submit a formal complaint through the process outlined above.
Compliance and Review
This policy will be reviewed at least annually and updated as needed to ensure continued alignment with ASHA CE standards, organizational practices, and applicable laws and regulations.
CHAT maintains records related to continuing education (CE) programs in order to ensure compliance with the standards of the ASHA Continuing Education Board (CEB), support accurate reporting of course participation and credit, and maintain appropriate documentation related to continuing education activities.
Retention Period
CHAT retains records related to continuing education courses for a minimum of five (5) years from the date of course completion. These records are maintained to support participant inquiries, ASHA CE reporting, organizational recordkeeping, and potential audits or reviews by the ASHA Continuing Education Board. After the required retention period, records may be securely deleted or destroyed in accordance with organizational practices and applicable regulations.
Records Maintained
CHAT maintains documentation related to continuing education activities, which may include:
- Course registration records
- Participant attendance and completion records
- ASHA CEU reporting documentation
- Course promotional materials and course descriptions
- Learning objectives and course agendas
- Instructor information and disclosure statements
- Participant evaluation summaries
- Course completion certificates (when applicable)
- Documentation of refunds, cancellations, or participant concerns related to CE activities
Storage and Security
Continuing education records are maintained within secure electronic systems managed by CHAT, including cloud-based systems supported through Microsoft 365. Records are maintained within password-protected systems with access limited to the Continuing Education Administrator (CEA), Office Administrator, and authorized personnel responsible for course administration and ASHA CE compliance.
CHAT utilizes reasonable administrative and technical safeguards to support the security and confidentiality of records and participant information. Records maintained within Microsoft 365 systems utilize cloud-based backup and recovery protections to support continuity and data preservation.
Access to Records
Participants may request verification of course completion or participation during the record retention period by contacting [email protected]. Requests will be reviewed and processed by the CHAT Continuing Education administration team.
Compliance and Review
This policy will be reviewed at least annually and updated as needed to ensure continued alignment with ASHA CE standards, organizational practices, and applicable laws and regulations.
CHAT is committed to providing high-quality continuing education programs for speech-language pathologists and related professionals. The following refund and cancellation policy applies to all CHAT continuing education courses unless otherwise specified in course registration materials.
Course Cancellation or Rescheduling by CHAT
If CHAT cancels a course, registered participants will receive a full refund of the registration fee.
If CHAT reschedules a course, registered participants will automatically be transferred to the new course date. Participants who are unable to attend the rescheduled course may request a full refund by contacting [email protected] within 10 business days of notification of the schedule change.
Approved refunds will be issued to the original method of payment within 10 business days.
Participant Cancellation – Live Webinar Courses
Participants may cancel their registration for a live webinar course under the following conditions:
More than seven days before the scheduled course
- Participants may request either:
- A full refund, or
- A credit toward a future CHAT continuing education course
Seven days or fewer before the scheduled course
- Registration fees are non-refundable. Participants may request a credit toward a future CHAT continuing education course.
On-Demand (Self-Paced) Courses
All on-demand courses are non-refundable once registration and payment have been completed.
Attendance and No-Show Policy
Participants must meet all course attendance and completion requirements in order to receive continuing education credit. No partial credit will be awarded.
Participants who do not attend a live course or who fail to meet attendance requirements will be considered no-shows and will not receive a refund or continuing education credit.
Technology Issues
CHAT will make every effort to ensure reliable course delivery.
- If a technology failure on the part of CHAT prevents course completion, participants will be offered either:
- a full refund, or
- registration in a rescheduled session.
- If a participant experiences individual technology difficulties (e.g., internet connectivity issues, device malfunction), refunds will not be issued.
If a participant experiences individual technology difficulties (e.g., internet connectivity issues or device malfunction), refunds will generally not be issued. Participants are responsible for ensuring that they have the required technology and internet access prior to the course.
Exceptional Circumstances
Requests related to illness, emergencies, or other exceptional circumstances may be reviewed on a case-by-case basis. Participants may submit requests for consideration by contacting [email protected]
Refund Request Procedure
All refund or credit requests must be submitted in writing to:
[email protected]
Please include:
- Participant name
- Course title
- Course date
- Reason for request
Requests will be reviewed by the CHAT Continuing Education team.
Approved refunds will be issued to the original form of payment within 10 business days.
Policy Availability
The CHAT Continuing Education Refund and Cancellation Policy is available on the CHAT Professional Development webpage and is included in course registration materials and confirmation emails.
CHAT is committed to maintaining high standards of professional conduct and fostering inclusive, respectful, and nondiscriminatory continuing education experiences.
This policy applies to all individuals involved in CHAT’s continuing education activities, including course planners, instructors, presenters, staff, contractors, learners, students, ASHA members, non-ASHA members, and international participants.
Professional Conduct Expectations
Individuals participating in CHAT continuing education activities are expected to demonstrate professionalism, integrity, ethical conduct, accountability, and respect for all participants. CHAT expects those involved in continuing education programming to uphold high standards of professional behavior, maintain ethical practices, recognize and uphold the dignity of all participants, and contribute to a safe and respectful learning environment.
Fostering Inclusive Environments
CHAT is committed to creating learning experiences that reflect the varied backgrounds, perspectives, and needs of participants and to fostering an environment in which all individuals feel respected, supported, valued, and able to participate fully. As an organization centered in communication justice, CHAT values culturally responsive, neurodiversity-affirming, and accessible educational practices and seeks to create inclusive opportunities that embrace diverse perspectives and promote equitable participation for all learners and presenters. CHAT does not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, language background, socioeconomic status, or any other protected status.
Compliance and Review
This policy will be reviewed at least annually and updated as needed to ensure continued alignment with ASHA CE standards, organizational values, and applicable laws and regulations.
CHAT is committed to protecting the privacy and security of personal information collected from participants in continuing education programs. Information collected during registration, participation, and course completion is used solely for the purpose of administering continuing education programs and reporting continuing education units (CEUs) when applicable.
Information Collected
CHAT may collect participant information necessary to administer continuing education courses, including but not limited to:
- Participant name
- Email address and contact information
- Professional credentials
- Course registration and payment information
- Attendance and course completion records
- Participant course evaluations
- ASHA account numbers and related professional information required to submit CEU records.
Use of Information
Participant information is used solely for purposes related to the administration of continuing education programs, including:
- Processing course registration and payment
- Delivering course materials and course access
- Verifying attendance and course completion
- Reporting ASHA Continuing Education Units (CEUs) when applicable
- Communicating with participants regarding course logistics, updates, or completion documentation
CHAT does not sell, rent, or distribute participant information to third parties for marketing or unrelated purposes. Participant information will only be shared with third parties when necessary to support course administration, payment processing, technology platforms used for course delivery, or ASHA CE reporting requirements.
Data Security
CHAT maintains continuing education records within secure electronic systems designed to protect participant information. Reasonable administrative, technical, and physical safeguards are implemented to protect data against unauthorized access, disclosure, alteration, or loss. Access to participant information is limited to authorized CHAT personnel responsible for course administration and continuing education compliance.
When participant information must be transmitted electronically or accessed through third-party systems, CHAT will make reasonable efforts to utilize secure platforms and password-protected systems to support data privacy and security. Participant records and continuing education documentation are maintained electronically for a minimum of five years in accordance with ASHA CE record retention requirements.
Third-Party Platforms
CHAT may use secure third-party platforms, such as webinar, registration, payment processing, or learning management systems, to support continuing education activities. These platforms may temporarily process participant information as necessary for course delivery and administration. CHAT will make reasonable efforts to select vendors that maintain appropriate privacy and security standards.
Participant Rights and Requests
Participants may request access to their continuing education records or request corrections to their information by contacting:
CHAT will make reasonable efforts to respond to requests within a timely manner.
Purpose
The purpose of this policy is to establish clear guidelines regarding the ownership, control, and appropriate use of intellectual property related to CHAT continuing education activities and materials. CHAT is committed to protecting intellectual property rights while ensuring compliance with copyright laws and professional standards.
Intellectual Property Covered by This Policy
Intellectual property may include, but is not limited to:
- course presentations and slide decks
- recorded webinars and on-demand course recordings
- written educational materials and handouts
- multimedia content and graphics
- logos, branding, and marketing materials
- course activities, templates, and instructional resources
Ownership of Continuing Education Materials
Materials developed by CHAT employees as part of assigned job responsibilities or scheduled continuing education activities are considered the property of CHAT.
Contracted instructors, guest presenters, or external collaborators retain ownership of their original instructional materials unless otherwise specified in a written agreement. However, by participating in CHAT continuing education activities, instructors grant CHAT permission to use, reproduce, record, distribute, and maintain course materials and recordings for continuing education, educational, operational, and archival purposes, unless otherwise outlined in a separate written agreement.
Recorded webinars, on-demand course recordings, and related educational content created as part of CHAT continuing education activities are the property of CHAT unless otherwise specified by contract or agreement.
Instructor Responsibilities and Copyright Compliance
Instructors and course planners are responsible for ensuring that all course materials comply with applicable copyright laws, licensing requirements, and professional standards. This includes:
- properly citing source materials used within presentations, handouts, or course content
- obtaining permission for copyrighted materials when required
- ensuring materials are original, appropriately licensed, or used within applicable fair use standards
Any identified copyright concerns or improper use of materials will be reviewed and addressed promptly to maintain compliance.
Learner Use of Materials
Continuing education materials and recordings provided through CHAT are intended solely for registered participants’ individual educational use. Participants may not record, reproduce, distribute, share, sell, post, or otherwise disseminate course materials, recordings, login access, or educational content without prior written permission from CHAT.
Compliance and Review
This policy will be reviewed at least annually and updated as needed to ensure continued alignment with ASHA CE standards, organizational practices, copyright requirements, and applicable laws and regulations.