Frequently Asked Questions - Vendors
Contents
- Glossary
- General
- Vendor Application and Course Fees
- Course Development
- Course Administration
- Vendor Renewals
- Resources
Glossary
The following terms, which are used throughout these FAQs, have been alphabetized for easy reference.
Co-locate – A vendor who is approved to teach specific continuing education courses for more than one program type at the same time and at the same location. Co-location is allowed for Continuing Education Training Program vendors only.
Program type – This refers to the training program’s facility type, e.g., Adult Residential Facility (ARF), Group Home (GH), Residential Care Facility for the Elderly (RCFE), or Short-Term Residential Therapeutic Program (STRTP).
Vendor – A Department-approved institution, association, individual(s), or other entity that assumes full responsibility or control over a Department-approved Initial Certification Training Program (ICTP) or a Continuing Education Training Program (CETP).
Vendor type – Vendor type indicates whether a program is an ICTP or CETP.
Vendorship – A vendor’s approval for an ICTP or CETP. Training programs are approved for a two-year period.
General
1. QUESTION: How do I become a training vendor?
ANSWER: To become an Administrator Certification Bureau (ACB) approved training vendor for prospective and/or current administrators you must complete a Vendor Application/Renewal (LIC 9141) form for each program and vendor type (See glossary above for definitions). For example, ARF ICTP vendor, RCFE CETP vendor, etc.
If you are applying for ICTP approval, you must also complete a Request for Course Approval (LIC 9140) and provide a detailed course outline and other required course documentation with your request. ACB created a guide to support and assist vendors with submission of the LIC 9140 form and required documentation.
If you are applying for CETP approval, we highly recommend that you submit a Request for Course Approval (LIC 9140) for a proposed course at the time you submit your application; however, you may submit the course request at any time during the two-year vendor approval.
Additional information on how to become a vendor may be found on the ACB website.
2. QUESTION: Do I have to submit a separate application for each proposed vendor type?
ANSWER: Yes. You must submit a separate application for each proposed vendor type (i.e., ICTP and CETP) and program type (e.g., ARF, RCFE, GH, or STRTP).
3. QUESTION: When should I submit my application and/or course request?
ANSWER: ACB recommends that you submit your application and/or course request at least 60 days prior to the proposed course offering to allow adequate time for review and revision. A course may not be offered for administrator ICTP or CETP credit until it is approved by the ACB. Please note that incomplete applications and course requests will result in processing delays.
4. QUESTION: Will I be notified if my application and/or course request is incomplete?
ANSWER: Yes. If a vendor application or a request for course approval is incomplete, the prospective or existing vendor will be notified by ACB of the missing information needed. The vendor has 30 days from receipt of ACB’s notice to submit the missing information. Requests not completed within this timeframe may result in the application or course request being delayed, denied, or deemed withdrawn.
5. QUESTION: What is the timeframe for ACB to approve my vendor application and/or course request?
ANSWER: ACB may need to request additional details to ensure the accuracy of the course or to clarify the course content or instructor qualifications. ACB will notify the applicant of course approval or denial within 30 days of the receipt of a complete request. (CCR Title 22 § 84090, 84091, 85096, 85097, 87785 and 87788 and STRTP ILS Version 5 § 87090 and 87091.1)
6. QUESTION: What are the training vendor requirements?
ANSWER: Approved training vendors must comply with Title 22, Division 6, California Code of Regulations (CCR) and the respective Health and Safety Code (HSC) section noted below. Prior to completing a vendor application, review the applicable statutes and regulations. Requirements by facility type are:
Laws and regulations regarding administrators are also available on our website.
7. QUESTION: How many hours of training are required for an ICTP?
ANSWER: The hours required for an ICTP depend on the facility type. All hours must be completed in-person or live-stream, unless specified otherwise. (CCR Title 22 § 84090, 85096, and 87785 and STRTP ILS Version 5 § 87090. HSC Sections 1522.41, 1562.3, and 1569.616)
- ARF: 35 hours
- GH: 40 hours
- RCFE: 80 hours, 20 of which may be completed using the self-paced format
- STRTP: 40 hours
8. QUESTION: Can you please clarify the difference between the “self-paced,” “live-stream”, and “in-person” course formats?
ANSWER: Self-paced is a course which is taken individually by a participant and does not have interaction with other learners or instructors in real time. Live-stream is a course provided through a live-stream platform (e.g., Zoom, Webex, Teams) in which participants can interact with each other as well as with the instructor in real time. In-person is a course provided at a physical location in which participants can interact with each other as well as with the instructor in real time.
9. QUESTION: What topics must be covered for an ICTP?
ANSWER: Each facility type has a Core of Knowledge curriculum, which includes topics to be covered and the required number of hours per topic. Information regarding the topics and number of hours can be found by accessing the respective California Code of Regulations, Title 22, Division 6 regulatory sections below:
Vendors may also refer to the Core of Knowledge curricula for their respective facility type below. Please be advised that the Core of Knowledge curricula is meant to provide guidance on topics that may be covered. Subtopics within the curriculum may include, but are not limited to, the topics specified in the Core of Knowledge Guidelines.
10. QUESTION: What is the Vendor Automation Platform?
ANSWER: The Vendor Automation Platform (platform) is an online application portal that allows vendors to submit initial and renewal applications and course requests, and pay application fees online. To avoid processing delays, we encourage vendors to use the platform. In addition, the platform allows vendors to track their submissions and receive ACB notices confirming the transaction. The platform may also be used to submit change of instructor requests, rosters, and course schedules.
11. QUESTION: How do I register to use the Vendor Automation Platform?
ANSWER: Registering to access the system is free and easy. A one-time registration is required upon your first use of service. Registering for an account does not mean you are an approved vendor. To register and sign-in to the platform, click on the link: Vendor Automation Platform
12. QUESTION: What do I do if I need help using the Vendor Automation Platform?
ANSWER: For step-by-step instructions on using the platform, refer to the Vendor Automation Manual. If you need additional assistance, you may contact your assigned analyst or the ACB by email at ACSVendorInfo@dss.ca.gov.
13. QUESTION: What forms are needed to become a vendor and are used by existing vendors?
ANSWER: The forms listed below are needed to become a vendor and are used by existing vendors. Please note if you are using the Vendor Automation Platform, these forms are available on the platform. If you are submitting these forms by postal mail, you may access them on our website:
LIC 9141 – Vendor Application/Renewal – An individual, for profit or nonprofit business or governmental entity submits this form to request ACB approval to become a vendor and offer initial or continuing education courses for facility administrators.
LIC 9140 – Request for Course Approval – Vendors submit this request for ACB review and approval of a new or updated course.
LIC 9140A – Request to Add or Replace Instructor – Vendors use this form to request ACB approval to add or replace an instructor of an approved course.
LIC 9139 – Renewal of Continuing Education Course Approval – Vendors submit this form for ACB approval to renew previously approved courses and to continue to offer these unmodified courses.
LIC 9142A – Roster of Participants – for Vendor Use Only – Vendors use this form (or another format containing the same information) to report to ACB the names of course participants.
14. QUESTION: What is a vendor number?
ANSWER: At the time of approval, vendors will be assigned a unique 11-digit vendor number. The first seven digits identify the vendor, the second three digits identify the program type (e.g., “730” for GH, “733” for STRTP, “735” for ARF, and “740” for RCFE), and the last digit identifies the vendor type (“1” for ICTP, “2” for CETP). For example:
15. QUESTION: What is a course number?
ANSWER: When a course is approved, it is assigned a unique 12-digit number where the first three digits identify the vendor, the next two digits identify the approved course hours, the following two digits identify the course subject code, and the last five digits identify the specific course. For example:
Vendor Application and Course Fees
16. QUESTION: What are the initial fees to become a vendor?
ANSWER: The fee for a vendor initial application for ICTP is $210 and for CETP is $140. For new CETP courses, the fee is $10 per unit (or hour).
17. QUESTION: What are the renewal fees for a vendor?
ANSWER: The renewal fee for ICTP is $210 and for CETP is $140. For new CETP courses, the fee is $10 per unit (or hour).
18. QUESTION: Do I pay a processing fee when I submit a Request for Course Approval (LIC 9140) for ICTP?
ANSWER: No, the processing fee does not apply to ICTP courses. The fee applies to new or updated CETP courses only.
19. QUESTION: Do I pay a processing fee when I submit a Renewal of Continuing Education Course Approval form (LIC 9139)?
ANSWER: No, the processing fee is not required for renewal courses that have not been updated or modified. The processing fee applies to new or updated CETP courses only.
20. QUESTION: Do I pay a processing fee when I submit a Request for Course Approval (LIC 9140) for CETP?
ANSWER: Yes, if you have a new or updated CETP course, you must pay a non-refundable processing fee of $10 per unit (or hour).
21. QUESTION: How do I calculate the course approval fee?
ANSWER: The number of proposed course hours/units should be multiplied by $10.
Example: A vendor submits a course approval request for a three (3) hour CETP course. Three (3) hours/units times $10 equals $30, or 3 x $10 = $30.
22. QUESTION: How do I calculate the course approval fee for a 70-minute course?
ANSWER: Course fees are $10 per unit/hour. One (1) course hour equals sixty (60) minutes. For a 70-minute course, the cost is $10. Please note course credits may only be issued in whole hour increments.
23. QUESTION: If I am submitting a Request for Course Approval (LIC 9140) for co-location, do I pay for each co-located course approval request?
ANSWER: Yes, a non-refundable processing fee is required for each course approval request for each vendor program approval (e.g., ARF, RCFE, etc.).
24. QUESTION: If I have more than one (1) vendorship, can I submit one (1) check with the sum amount of all co-located course requests submitted?
ANSWER: Yes, if the amount adds up to the required processing fee amount for all co-located course requests submitted. Please submit the Notice of Payment Information: Course Fees with your request.
25. QUESTION: How do I pay the vendor application/course fees?
ANSWER: Processing fees for vendor initial and renewal applications may be paid by credit card in the Vendor Automation Platform at the time you submit your application through the platform. Additional information about credit card payments may be found here: Information on Credit Card Payments for Fees. Online payments are not available for applications submitted by postal mail.
If you are submitting your application by postal mail, you may send a check or money order with the Notice of Payment Information: Vendor Application Fees and Notice of Payment Information: Course Fees (if applicable) with your application to:
CDSS-ACB
744 P Street, MS 9-15-807
Sacramento, CA 95814
ATTN: Vendor Support and Review Unit
26. QUESTION: What happens if I do not submit a vendor application or course fee payment?
ANSWER: If the required application fee is not received, the application will be incomplete. ACB will send you an incomplete notice and you will have thirty (30) days from the date of the notice to submit your payment. If ACB does not receive your payment within thirty (30) days, your application will be withdrawn. If you choose to submit a new application, a new application fee is required. (CCR Title 22 § 84090, 84091, 85096, 85097, 87785, and 87788 and STRTP ILS Version 5 § 87090 and 87091.1)
27. QUESTION: Can I get a refund if I decide to withdraw my application or course approval request and not continue with the vendor application or course approval process?
ANSWER: ACB does not issue refunds for withdrawn vendor applications or course approval requests. The application and course approval fee payments are non-refundable.
Course Development
28. QUESTION: What does a course outline need to include?
ANSWER: The course outline will consist of an hourly topical outline which indicates the topics to be covered during the course.
As a best practice, the course outline should include the following:
- Instructor qualifications
- Course description
- Course objectives
- Teaching methods
- Course content
- Sources
- Method of Course Evaluation by Participants
- Method of Evaluating Participants
- Method of Verifying Active Student Participation for Course Duration (for Self-Paced courses only).
- Types of records to be Maintained and Address Where Records are Maintained
- Address and/or Locality(ies) Where the Course Will Be Presented
- Make Up Policy (for ICTP only)
Please be advised that although this information is not required as part of the course outline, it is required to be submitted as part of the Request for Course Approval, LIC 9140. (CCR Title 22 § 84090, 84090.1, 85096, 85097.1, 87785, and 87789 and STRTP ILS Version 5 § 87090 and 87091.1)
For more information regarding course requirements, please review the following regulations:
Please refer to this sample course outline for more information.
29. QUESTION: How many training hours per day can be provided for an ICTP?
ANSWER: ICTPs should be broken into no more than eight (8) or ten (10) hour segments per day.
30. QUESTION: Can an ICTP be co-located?
ANSWER: An ICTP is approved for a single program type and may not be co-located, as the requirements differ significantly by program area.
31. QUESTION: How should CETP courses be developed?
ANSWER: CETP courses are to be developed in full-hour increments, with the instructional content detailed by hour in the required course outline (See LIC 9140 form and sample outline). The content of a CETP course must clearly fit one subject only in the applicable program area’s required Core of Knowledge.
32. QUESTION: Can a CETP be co-located?
ANSWER: To co-locate a CETP course for multiple program types, a separate LIC 9140 form and course outline must be completed for each of the program types. Co-located courses may be approved for differing hours depending on topical content. Please note co-located courses are monitored for all approved program types.
33. QUESTION: I would like to offer a self-paced course. What should I consider?
ANSWER: A self-paced course must include an interactive portion where the participant receives feedback, through online communication, based on input from the participant. The course must take the required number of hours to complete. You must provide ACB with necessary log-in and password information to review the proposed self-paced course, along with your Request for Course Approval (LIC 9140).
34. QUESTION: I would like to offer a live-stream course. What should I consider?
ANSWER: Live-stream courses must be interactive, meaning the instructor or facilitator should use periodic questions, quizzes, surveys, etc. throughout the training to engage participants. Training providers should have a means of verifying attendance for the length of the live-stream course, e.g., a participant should not be able to walk away from their computer for 30 minutes and still receive credit for the full length of the course. Live-stream courses should appeal to auditory and visual learners; they should be pleasing to the eye, and not simply all text. Streaming videos or flash animation can complement a presentation.
35. QUESTION: Am I allowed to provide training via a conference?
ANSWER: Yes. You must submit a Request for Course Approval (LIC 9140) for each Core of Knowledge topic session. We recommend you submit conference course requests at least 90 days before the planned offering. Please note ACB will only approve whole hour courses. For any partial sessions, we will round down. For example, a 1.5 hour conference = 1 hour of CETP credit.
Course Administration
36. QUESTION: What are the requirements for instructors?
ANSWER: Vendors must have instructors who have verifiable knowledge and/or experience in the subject matter and content to be taught and who meet at least one of the following criteria (CCR Title 22 § 84090, 84091, 85096, 85097, 87785 and 87788 and STRTP ILS Version 5 § 87090 and 87091):
A) Hold a bachelor's or higher degree from an accredited institution in a discipline or field related to the subject(s) to be taught, and have at least two (2) years of experience relevant to the subject(s) to be taught; or
B) Four (4) years of experience relevant to the course to be taught; or
C) Be a professional in a field related to the subject(s) to be taught, with a valid license or certification to practice in California and at least two (2) years of related field experience; or
D) Have at least four (4) years of experience in California as an administrator of a facility, within the last six (6) years, with a record of administering the facility(ies) in substantial compliance and have verifiable training in the subject(s) to be taught.
37. QUESTION: How do I add or replace an instructor of an approved course?
ANSWER: To add or replace an instructor of an approved course, you must obtain ACB's approval by submitting a completed Request to Add or Replace Instructor form (LIC 9140A) and supporting documentation to the ACB. This form must be submitted at least 30 days before you plan to add or replace an instructor.
38. QUESTION: What information needs to be included on the Certificate of Completion?
ANSWER: Certificates of Completion must include the following (CCR Title 22 § 84090, 84091, 85096, 85097, 87785 and 87788 and STRTP ILS Version 5 § 87090 and 87091):
- Vendor or authorized representative’s signature
- Vendor name
- Vendor number
- Course name
- Course number
- Approved course hours
- Date(s)
- Time(s)
- Location(s) of the course(s)
Please refer to this sample Certificate of Completion for additional information.
39. QUESTION: What is a Roster of Participants?
ANSWER: The Roster of Participants (LIC 9142A) includes the names of participants who completed the program. This information is submitted to ACB upon request.
40. QUESTION: What is the Vendor Course Schedule Notification?
ANSWER: The Vendor Course Schedule Notification is a document that, upon ACB request, vendors must email to ACB at ACSVendorInfo@dss.ca.gov or upload through the Vendor Automation Platform with related materials on or before the first day of each quarter (i.e., January 1, April 1, July 1, and October 1) to their assigned vendor analyst. Per California Code of Regulations, Title 22, Division 6, Sections 84090(i)(6), 84091(h)(4), 85096(i)(6), 85097(h)(4), 87785(i)(6), and 87788(h)(4) and Interim Licensing Standards 87090(i)(6) and 87091(h)(4), course schedules shall be submitted on or before the start of each quarter for each Department approved vendor facility type (e.g., Residential Care Facility for the Elderly and type of training, e.g., Continuing Education or Initial Certification training program).
41. QUESTION: How long do I need to maintain my records?
ANSWER: Records must be maintained for three (3) years from the date of vendorship approval, course approval, or course offering whichever is applicable and most recent. The records must include the following information:
A) Course schedules, dates, descriptions and course outlines,
B) A list of instructors and documentation of qualifications for each,
C) A Roster of Participants (LIC 9142A or other document which includes the same information) and documentation of who completed the program,
D) Evaluations by participants of courses and instructors, and
E) Audio-visual recordings of all Initial Certification Training Programs and program components offered outside of California.
42. QUESTION: What is vendor monitoring?
ANSWER: ACB conducts vendor monitoring to ensure training courses are being taught as approved by ACB. Per California Code of Regulations, Title 22, Division 6, sections 84090, 84091, 85096, 85097, 87785, and 87788; and Short-Term Residential Therapeutic Program Interim Licensing Standards sections 87090 and 87091, any authorized Department representative may enter, inspect, and monitor Training Programs with or without advance notice.
43. QUESTION: My business name is changing. What do I need to do?
ANSWER: Your vendorship is approved by ACB under its current legal business name, so if the business name is changing, you will need to file a new application for vendorship by submitting a Vendor Application/Renewal form (LIC 9141). You will also need to notify ACB of the date on which the current business is terminating. On this date, your existing course approvals will be automatically terminated. You will need to resubmit a Request for Course Approval (LIC 9140) under the new vendorship.
Vendor Renewals
44. QUESTION: Once my ICTP and/or CETP vendorship is approved, do I have to renew it?
ANSWER: Yes, all ICTP and CETP vendorships must be renewed every two (2) years. Please note that if you do not have any currently approved courses when your CETP vendor program is expiring, you may not renew your vendor program. (CCR Title 22 § 84090, 84091, 85096, 85097, 87785 and 87788 and STRTP ILS Version 5 § 87090 and 87091)
45. QUESTION: How do I renew my ICTP and/or CETP vendorship?
ANSWER: To renew your vendorship, you must complete and submit a Vendor Application/Renewal form (LIC 9141). For ICTP renewals, and for any new or updated CETP course, you must also complete and submit a Request for Course Approval (LIC 9140), with a detailed course outline and other required course documentation. ACB created a guide to support and assist vendors with submission of the LIC 9140 form and required documentation.
To renew a CETP, if current courses are not being modified or updated, complete a Renewal of Continuing Education Course Approval (LIC 9139).
To avoid processing delays, we encourage you to log in to your Vendor Automation Platform account to submit a renewal application and course approval requests. You may also submit your renewal application and course approval requests by post mail. For more information on how to renew your initial and continuing education courses, please visit the ACB website.
46. QUESTION: When should I submit my renewal request?
ANSWER: We recommend you submit your renewal application at least 30 days prior to your vendor expiration date. If you are renewing or updating multiple courses, we suggest submitting your application 60-90 days prior to expiration to avoid time gaps in course approvals. The ACB has 30 days to process your request upon receipt of a complete application or course request.
47. QUESTION: I have multiple vendor programs. Do I have to submit an application for each one?
ANSWER: Yes. If you have multiple vendor programs (e.g., RCFE CETP, ARF CETP, and RCFE ICTP), you must submit a separate application and the applicable fees for each one to be renewed.
48. QUESTION: Do I need to pay a processing fee when I submit a Renewal of Continuing Education Course Approval (LIC 9139)?
ANSWER: No, the processing fee applies only to new or updated continuing education courses. A processing fee is not required for renewal courses if current courses have not been modified or updated.
49. QUESTION: How do I determine when a course may need to be updated?
ANSWER: ACB 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 topics? 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 Request for Course Approval (LIC 9140) with the updated course outline to your vendor analyst via the Vendor Automation Platform or postal mail.
50. QUESTION: Can I include all the courses I want to continue offering on the renewal form (LIC 9139)?
ANSWER: The Renewal of Continuing Education Course Approval (LIC 9139) is intended for use only for courses with content that has not changed since last approved. If none of the courses to be renewed have changed, include the courses on the renewal form LIC 9139. If any 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 using the Request for Course Approval (LIC 9140) for each changed or updated course and pay the processing fee.
FAQs updated 7/29/2025
Resources
Link to ACB landing page: https://www.cdss.ca.gov/inforesources/ccld_acs
Link to vendor automation platform: https://ca-dss.prod.simpligov.com
Email for inquiries regarding administrator applications: AdminCertInfo@dss.ca.gov
Email for inquiries regarding administrator exams: ExamRegistration@dss.ca.gov
Email for inquiries regarding administrator training: ACSVendorInfo@dss.ca.gov