Frequently Asked Questions - Vendors

Questions

1. I want to be an ICTP vendor for the new STRTP administrators. When can I submit my application?
2. What is required for a course to be approved for laws and regulations?
3. How many times can I teach a course I have received approval for?
4. Can I get DSS to approve my CPR/First Aid course?
5. My business is changing its name. What do I need to file with ACS?
6. When do I need to submit an updated course outline for an existing (previously approved) course? I understand ACS is more frequently requesting updates.
7. I’ve been a training vendor for a while and it seems like ACS staff are now asking for more detail before approving course requests. In the past, these courses were always approved. Why?
8. I understand that recent legislation requires we include training in cultural sensitivity toward the LGBT population as part of the ICTP we offer but there’s no provision for this topic in the hours of the current COK guidelines. How do we accommodate this?
9. Why can’t I include all the courses I want to continue offering on the renewal form (LIC 9139)? I was told by the ACS analyst that I could only include the courses which have no changes.
10. I submitted a request for a course renewal two-weeks in advance of the course and my vendor analyst told me it may not be approved.
11. I have been a vendor for almost 20 years and I do not understand why all of a sudden my NEW analyst is asking for NEW outlines on courses that I have been teaching for years. What has changed?
12. I am a new administrator and was told by the Ombudsman that I must let them in to my facility. My vendor told me that I do not need to let the Ombudsman in to my facility unless there is a complaint. I do not want to get in trouble – what do I do?
13. I have heard that the ACS will no longer accept webinars. Is this true?
14. I want to do a course on nutrition but I do not see it on the core of knowledge – can I submit a course on nutrition?
15. My vendor, who is also my consultant, told me that I should contact him if I get a citation. He said I should appeal all citations.

Answers

1. I want to be an ICTP vendor for the new STRTP administrators. When can I submit my application?
   1. The draft STRTP Core of Knowledge charts and related ACS procedures are available on the ACS website . You may use this information to start preparing your application(s) for a STRTP ICTP and/or continuing education vendor. The complete STRTP Interim Standards that will govern the program until the permanent regulations are in place (and provide necessary programmatic detail), should also be available via the ACS website soon. Please watch the ACS website and contact your ACS vendor analyst for further information before submitting an application.
2. What is required for a course to be approved for laws and regulations?
   1. The Department will only code a course as laws and regulations if the entire course references Title 22.
3. How many times can I teach a course I have received approval for?
   1. Any approved course may be taught as many times until it expires as long as the Department is notified prior to the course being taught.
4. Can I get DSS to approve my CPR/First Aid course?
   1. No. First Aid and CPR training are separate and distinct educational requirements for care staff. Administrator certification training does not include first aid or CPR training. The Administrator Certification Unit approves educational courses for administrators.
5. My business is changing its name. What do I need to file with ACS?
   1. Your vendorship is approved by ACS under its current legal business name, so if the name is changing, you will need to file a new application for vendorship ( LIC 9141 ) to have the new business approved for operations under this program. You will also need to notify ACS of the date in which the current business is terminating. When you do this, it automatically terminates your existing course approvals; therefore, those will need to be resubmitted ( LIC 9140) under the new vendorship, if approved.
6. When do I need to submit an updated course outline for an existing (previously approved) course? I understand ACS is more frequently requesting updates.
   1. ACS recommends considering the following questions to determine when a course may need to be updated rather than simply renewed: 1) Have there been any changes in the related laws or regulations on the topic? 2) Has there been a change in technology related to the topic? 3) Have there been changes to the topic itself (e.g., when new information is available related to a medical condition or other healthcare topic)? 4) Has the course not been updated in over five (5) years? If the answer is “yes” to one or more of these questions, submit a new course request (LIC 9140) and the updated course outline to your vendor analyst.
7. I’ve been a training vendor for a while and it seems like ACS staff are now asking for more detail before approving course requests. In the past, these courses were always approved. Why?
   1. ACS staff are working to bring the quality of all vendors’ courses into greater consistency and alignment with statutory and regulatory requirements to ensure facility administrators are adequately and accurately trained. This is of public importance as administrators care for very vulnerable populations. Accordingly, some review process “short cuts” are no longer allowed. If you’re unsure what your analyst is requesting, please feel free to contact them for clarification.
8. I understand that recent legislation requires we include training in cultural sensitivity toward the LGBT population as part of the ICTP we offer but there’s no provision for this topic in the hours of the current COK guidelines. How do we accommodate this?
   1. The updated regulations will include updates to the current “COK Guideline” charts including the split of hours by required topic areas. In the interim, we recommend that ICTP vendors shift one hour from “Admission and Assessment Retention” to this new topic of “Cultural Competency.” In addition, GH ICTPs should now also include one hour of training in the “Safety of Foster Youth” (per the California Student Safety and Violence Prevention Act of 2000) and we suggest this time be covered by shifting one hour from “Community and Support Services.” If they haven’t already done so, ICTP vendors should prepare and submit to ACS an updated outline of their ICTP(s) including these new topic areas. Note: the additional topics for RCFE ICTPs, added per AB 1570 and SB 911, do not take effect until 2016 so should not yet be added.
9. Why can’t I include all the courses I want to continue offering on the renewal form (LIC 9139)? I was told by the ACS analyst that I could only include the courses which have no changes.
   1. The course renewal form is intended for use only for those courses whose content has not changed (or needs to be changed) since last approved. If your course has changed since it was last approved, or it needs to be updated to reflect new information on the subject, you will need to submit the revised course outline for review using form LIC 9140 . In either case, be sure to submit the materials for renewal or review at least 60 days prior to the current course expiration to avoid a lapse in approvals.
10. I submitted a request for a course renewal two-weeks in advance of the course and my vendor analyst told me it may not be approved.
    1. This is unfortunately becoming too common. Vendor analysts report that they are receiving courses for approval two to three weeks before the course is to be taught. Reportedly, the course is already advertised on the vendor’s webpage, locations are reserved, etc., and the vendor analyst is just receiving the course for review. The ACS cannot be held responsible if these courses are not approved within this time frame. Vendors are reminded that the LIC 9140 Request for Course Approval instructions state, “Mail the request for approval to CDSS, ACS, 744 “P” Street, M.S. 19-47, Sacramento, CA 95814. Submit this request 60 days in advance of the date the class is offered. Submit a separate request and package for each course/program type.” In addition, California Code of Regulations, Title 22, Division 6, Chapter 8, Section 87789 titled Continuing Education Training Program Course Approval Requirements subsection (f) states, “Within thirty (30) days of receipt of a complete request for an approval or renewal, the Department shall notify the vendor applicant in writing whether the course has been approved or denied.” Vendor analysts report that they are receiving courses that are incomplete or non-compliant with requirements. This results in processing delays. Vendors are reminded that the 30 day regulation states “complete” request. The 30-day review period does not commence until the analyst receives a complete request. Vendors are encouraged to take the time to compile accurate and current information to ensure complete requests are submitted to the ACS. This should streamline the review process.
11. I have been a vendor for almost 20 years and I do not understand why all of a sudden my NEW analyst is asking for NEW outlines on courses that I have been teaching for years. What has changed?
    1. First, thank you for your years of service in educating administrators! The ACS does have new analysts who are working hard to learn “the ropes” while trying to support vendor activities. However, all analysts have been instructed to process courses in accordance with regulatory requirements, so you should not be the only one who is being asked for new outlines. As discussed in the previous edition of the “Insider”, vendor analysts will be conducting field visits, in part, to ensure that vendors are complying with the course information provided to and approved by the ACS. To support vendors in the monitoring process, analysts are spending time “up front” to make sure that all vendor course requests and outlines (both old and new) meet the regulations. While it may take more time to update courses now, it should pay off during the field monitoring visit as vendor content will be current and up to date. If you have additional concerns, please contact the ACS office at (916) 653-9300. You can always ask to speak with a manager.
12. I am a new administrator and was told by the Ombudsman that I must let them in to my facility. My vendor told me that I do not need to let the Ombudsman in to my facility unless there is a complaint. I do not want to get in trouble – what do I do?
    1. Sometimes new administrators may not be familiar with the role and authority of the Long-Term Care Ombudsman program. According to the Welfare and Institution’s Code, section 9722 (a) “Representatives of the office shall have the right to enter long-term care facilities and to unescorted, unhindered movement within them for the purposes of identifying, hearing, investigating, and resolving complaints, observing and monitoring conditions of residents and facilities, speaking confidentially with residents, and providing services to assist residents in protecting their health, safety, welfare, and rights. Entry shall be provided at any time deemed necessary and reasonable by the State Ombudsman to effectively carry out this chapter, for any of the purposes described in this subdivision.”
13. I have heard that the ACS will no longer accept webinars. Is this true?
    1. The ACS has determined that webinars that are interactive and can be monitored by CDSS are allowable as on-line courses. If you have questions on webinars, contact the ACS at (916) 653-9300.
14. I want to do a course on nutrition but I do not see it on the core of knowledge – can I submit a course on nutrition?
    1. Absolutely! Simply make sure that the instructor and content are reliable and appropriate to the population in care. One federal resource that may be helpful is http://www.nutrition.gov/
15. My vendor, who is also my consultant, told me that I should contact him if I get a citation. He said I should appeal all citations.
    1. The ACS does not certify or endorse consultants. Consultants may be valuable in assisting licensees in gaining and maintaining regulatory compliance. However, licensees and administrators can look up any pertinent law or regulation on the CCLD webpage.