Administrator Certification Initial Procedures

How to Become a Certified Administrator 

To become a certified administrator for a Residential Care Facility for the Elderly (RCFE), Adult Residential Facility (ARF), Group Home (GH) and/or Short-Term Residential Therapeutic Programs (STRTP), the applicant must meet the qualifications for each program separately. 

The applicant must take an initial training course, pass an exam, and have a criminal record clearance. If you have a criminal conviction, the Care Provider Management Branch (CPMB) within CCLD issues criminal record exemptions, which “exempt” individuals from the requirement of having a criminal record clearance. All convictions other than minor traffic violations (e.g., misdemeanors, felonies, and convictions) require an exemption. There are some crimes which an exemption cannot be granted outlined in the list of Non-Exemptible Crimes.   
 

1. Complete the Training

• Complete the applicable Initial Certification Training Program (ICTP) provided by an Administrator Certification Bureau (ACB) approved ICTP vendor (See the approved vendor list)
• If you are an applicant for an RCFE certificate and have a valid Nursing Home Administrator (NHA) license, complete the required twelve (12) hours of In-Person or Live-Stream instruction in core subject areas in lieu of the eighty (80) hour ICTP and exam.
   
  • California Code of Regulations (CCR), Section 87406(a)(1)
     
• If you are currently a certified GH administrator and are applying to become an STRTP administrator, complete the required twelve (12) hours of In-Person or Live-Stream instruction in core subject areas in lieu of the forty (40) hour ICTP and exam.
   
  • Health and Safety Code (HSC), Section 1522.41(d) 
  • STRTP Interim Licensing Standards, Section 87064.2(a)(1)

2. Register for an Exam 

• Within 60 days of completing the ICTP, an applicant for an Administrator Certificate must take and pass the Administrator Certification Exam (exam) within three (3) attempts.  Failure to do so will require the applicant to retake the ICTP before registering for any further exam attempts.
   
• Exam Registration instructions are posted on the ACB website. 

3. Pay the Exam Fee

• Upon registering for the exam in the CCLD Public Portal, pay the non-refundable exam fee of $100 by credit card, which includes three (3) exam attempts.  

4. Take and Pass the Department Administered Exam

• Based on availability, ACB will register applicant for three (3) exam attempts from the dates and times specified on the applicant’s exam registration.
   
• The ACB will send a confirmation email to the applicant, which will include the following:
  • Confirmed dates and times of the exams the applicant is registered for
  • Applicant’s username and password
  • Website link to access the exam
  • Login instructions for the exam
  • Description of the Open Book policy
  • Reminder to pay the exam fee

5. Submit the Application

• Within 30 days of receiving an emailed notice of passing the exam, submit a complete initial administrator application packet to ACB.

To avoid processing delays, log in to your CCLD Public Portal (portal) account to submit your initial application and pay your application processing fee.  Information about the portal is available on the CCLD Public Portal webpage.  You also have the option to mail your application packet to ACB.

If you are applying for certification using the portal:

• Select “Manage Certifications” under the Administrator Certification menu.  A “Certificates” page will open.  Select the “Applications” tab and click “Submit Administrator Application.” You will then complete the Application for Administrator Certification (LIC 9214). 
   
• Pay the application processing fee of $140.
   
• For additional information on using and navigating the portal, access the CCLD Public Portal webpage on ACB’s website

If you are mailing your application packet, submit the following to the address below. It is recommended to mail this packet via certified US mail, to monitor application receipt. The application packet must include:
 

• A copy of your Certificate of Completion of the ICTP, or documentation verifying qualification for an exemption, if applicable (e.g., a copy of your current NHA license for RCFE-NHA or active GH Administrator Certification for STRTP ICTP exemption).
   
• A copy of your completed LIC 9163 – Request for Live Scan form – for a statewide (Department of Justice) and national (Federal Bureau of Investigations) criminal background check, and, for GH or STRTP applicants, a Child Abuse Index Check; or documentation of your prior clearance including your Personnel ID Number if available.
   
  • See background check info for further details
     
• A copy of your extension approval, if applicable

CDSS–ACB
744 P Street, MS 9-15-807
Sacramento, CA 95814

6. Extensions

• If you cannot meet these timelines, you may request an extension.
   
  • To request an extension to take the exam, within 60 days of completing the ICTP, you will submit an extension request via the CCLD Public Portal. The option to request an exam extension will be provided after you have entered your ICTP completion information.
     
  • To request an extension to submit the application via the CCLD Public Portal, within 30 days of passing the exam, log in to the CCLD Public Portal, select “Manage Certifications” under the Administrator Certification menu.  A “Certificates” page will open.  Select the “Applications” tab and click “Request Extension.” The option to request an extension will be available if you are within the required extension timeframe.
     
  • To request an extension to submit the application via postal mail, within 30 days of passing the exam, email AdminCertInfo@dss.ca.gov.
     
• If you are submitting an application via postal mail, and have been granted an extension by ACB, include the approval in your application packet.

7. Application Status

• Upon receipt of an application via postal mail, ACB will immediately process the application payment. This does not mean that your application is being processed. This means that the ACB has received your application and processed your payment.
   
• The ACB typically begins reviewing and processing an application for an approval or denial within 90 days of receipt.
   
• See the ACB website for application processing dates and to view information on how to check the status of your application.
   

• To view the status of your initial application, access your account in the CCLD Public Portal. The portal displays live certification status.