N.J.A.C. 11:5-12.8 — Continuing education providers; reporting and recordkeeping requirements

(a) Providers shall provide a Course Completion Certificate to a licensee who successfully completed a continuing education course. The certificate shall include the licensee's name, the course name, date of completion, course number, number of credits earned for the course, and the provider's New Jersey continuing education provider identification number. (b) Providers shall maintain and be able to produce for inspection, the records specified at (d), (h), and (i) below for six years. In addition, providers shall maintain and be able to produce copies of course-specific written material provided to students. Presuming there is no change in such written material, only one set of copies need be maintained, regardless of the number of times the provider offers the course. (c) Providers shall use a recordkeeping system capable of producing reports on attendance at a course, which shall include the information set forth at (a) above. (d) Providers shall provide data to the Commission, or its designee, on a weekly basis, identifying licensees who have completed continuing education courses during the preceding reporting period, which shall include, at a minimum, the following information in each record of completion of course by a licensee: 1. The licensee's name and license reference number; 2. The license term for which the licensee is seeking credit for the completed course; 3. The provider's name and identification number; and 4. The course name, number, category (core or elective), completion date, and number of credit hours. (e) The data referenced at (d) above shall be submitted on forms or in a format provided by the Commission, or its designee. (f) Providers offering online courses shall have systems in place to ensure that students have actually performed tasks designated to ensure participation and otherwise comply with all applicable provisions at N.J.A.C. 11:5-12.12 and 12.14. (g) A provider shall notify the Commission in the event it intends to cease offering continuing education courses, in writing, no later than 30 days prior to the provider's cessation of operations and shall specify that the records required by this section will be maintained by the provider for six years and the location where those records will be maintained. (h) Providers shall request a student who completes a continuing education course submit anonymous evaluation of the course(s), where applicable, of the instructor of the course. The evaluation shall provide for the students to indicate their favorable, neutral, or negative assessments of the performance factors referenced at (h)4 and 5 below. 1. Providers of an in-person course shall request that students either manually complete such evaluations in the concluding minutes of the course or electronically upon the completion of the course. 2. Providers of online courses shall request that a student complete an evaluation electronically upon completing the course. 3. Evaluations shall specify the name and identification number of the provider and the name and identification number of the instructor and course being evaluated. 4. All evaluations of instructors shall include: i. A question on the quality of the instructor's presentation of the material; ii. A question on the level of knowledge of the subject matter of the course displayed by the instructor; and iii. An opportunity for the licensee to comment upon the instructor's performance. 5. All evaluations of courses shall include: i. A question on the quality of the materials and the content of the course; ii. A question on the quality of the manner in which the information in the course is organized and presented; and iii. An opportunity for the licensee to comment upon the course. (i) Within 30 days of concluding a course, providers shall report to the Commission, instances where more than 50 percent of the evaluations received on a course or instructor indicate negative assessments on one or more of the performance factors at (h)4 and 5 above for instructors and courses, respectively.