Request for CE Approval
CE Sponsor Information

Request for Approval

• Review Time and Priority Handling

  The ASRT requests six weeks to review a live lecture for CE approval and nine weeks to review a self-learning activity. The Request for Approval (RFA) must be submitted early enough so that the review can be completed prior to the start date of the activity. ASRT does not approve activities that are submitted after the start date.

  
  Priority Handling Fee
  
  RFAs are normally processed in the order they are received. However, a sponsor may request rush processing if the RFA is accompanied by the processing fee plus the priority handling fee. The priority handling fee is not refundable and promises a 10 business day turnaround.

  • Institution provider: Priority handling fee $45 per lecture
  • All other submissions: 50% of the total cost

• Maintaining Records and Certificate Requirements

  The coordinator is required to maintain a copy of the attendance documentation used for their activity for five years after the presentation date. The coordinator must be able to verify attendance in a case of an audit by the ARRT or state licensing agency.
  
  

  Documentation and Certificate for ASRT-Approved Activity

  As a sponsor of an approved CE activity, you must provide a certificate, letter or other documentation to participants that includes all of the following information:

  1. Sponsor’s name: Use name listed on the Request for Approval.
  2. Participant’s name
  3. Activity title(s): Use exact title listed on approval letter. List the individual title assigned to each activity or lecture.
  4. Reference number found on the ASRT approval letter. List the individual reference number assigned to each activity or lecture. The reference number must be preprinted, not handwritten.
  5. Number of credits completed/awarded. List the credit amount assigned to each activity or lecture. The number of credits must be preprinted, not handwritten.
  6. Category of credits awarded: Category A or A+
  7. Approval statement: “Activity approved by ASRT.”
  8. Date: The date the activity was attended or satisfactorily completed. The date must be preprinted, not handwritten.
  9. Signature of instructor or authorized representative of the sponsor.
  10. Participant’s ASRT ID number or unique identifier.
  11. Expiration date of CE activity

  Two sample certificates that fulfill the documentation requirements and may be copied for sponsor use only can be found in the Sample Documents section.

  Note: Documenting Dual-RCEEM Approval — Certificates for activities approved by more than one Recognized Continuing Education Evaluation Mechanism (RCEEM) or state licensing agency (SLA) should reflect all approvals. Sponsor should issue a single certificate that includes the approval number assigned by each RCEEM or SLA, along with the names of the approving organizations and credits awarded.

  Certificate Requirements Enforced by the ARRT

  • If an activity continues from one month to the next, the lecture title, reference number and credit amount must be listed by day on the certificate to avoid reporting errors for members whose biennium ends at the close of the month.
  • The ARRT requires preprinted dates of completion of CE activities on all certificates.
  • Each individual lecture title, reference number and credit amount must be listed on the certificate. The overall conference or seminar title, reference number and credit amount are not acceptable for continuing education credits.
  • CE sponsors cannot sign their own certificate of completion. A certificate must be cosigned by either the instructor or other authorized representative of the sponsor to validate its authenticity.
  • An altered certificate is not acceptable. CE certificates with white-out or any other changes are not accepted for continuing education credit. If changes to the certificate are needed, the CE participant should request a new certificate of participation from the CE sponsor.
  • The ASRT approval letter should not be sent to participants. The approval letter is not to be used for documenting attendance. A sponsor must provide attendance documentation to each participant in the form of a certificate.

  Notes:

  • ASRT’s electronic Request for Approval system has a certificate template that sponsors may use.
  • As part of the ASRT seminar approval process, we now perform complimentary final certificate reviews for our RFA customers. Send a copy of your final certificate to [email protected] and we will review it free of charge to ensure it will be accepted by ARRT.

• Confidentiality Agreement

  The ASRT reserves the right to disclose confidential information, as deemed appropriate in ASRT’s sole discretion, when the information is related to allegations of copyright infringement or other unlawful conduct. ASRT will make reasonable efforts to notify a party in advance if any such disclosure is likely.

• Expiration Dates

  Each activity approved by the ASRT for Category A or A+ credit receives an expiration or end date for the approval based on the type of approval requested. Activities approved for one, two, or three years receive an expiration date at least 12, 24 or 36 months after the start date of the approval. Activities approved for a one-time-only presentation receive an expiration date of one day after the activity's completion. Regardless of the type of approval, all end dates are effective at 12:01 a.m. on the end date.

• Changes to the Activity After Credit Is Awarded

  The sponsor or coordinator is responsible for notifying the ASRT if a lecture is cancelled.
  

  Changing the content during approval period 
  

  • If there are changes in the content during the current approval period, such as activity length, training agenda/schedule, textbook edition or post-test, notify the ASRT at: [email protected] Provide the activity title and current ASRT reference number. We will contact you with instructions for completing your request.

  Using backup lectures when a speaker cancels 
  

  • A coordinator may offer credit for a backup lecture if the original speaker or presentation is canceled, provided the backup lecture is approved for Category A or A+ credit before the presentation date. The reference number assigned to the canceled presentation may not be used for the backup lecture; the ASRT will assign a separate reference number to the backup lecture.

  Speaker changes
  

  • The coordinator is responsible for notifying the ASRT of any change in speakers after an activity is approved. The notification must include the replacement speaker’s name and qualifications and be submitted before the presentation date or the approval is invalid.

  Issuing credit if a lecture runs short
  

  • When a CE activity does not run for the entire ASRT-awarded time, the CE Sponsor should report this information to the ASRT.
  • Only the full credit as designated by the ASRT during the CE approval process may be claimed by a participant in the activity. If a CE activity does not run for the entire ASRT-awarded time, but all CE content that was evaluated as part of the CE approval process is delivered in a shorter period of time than the ASRT-awarded time, the full approved CE amount should be awarded. If all planned content is delivered, the opportunity to learn the content has been provided for the participants.

  Changing the presentation date 
  

  • The sponsor must notify the ASRT of a date change or cancellation of an activity approved for one-time-only use. The ASRT allows one date change for an approved activity within a six-month period at no charge. Any subsequent date change requests must be submitted with a processing fee.

• Activity Renewal Information

  CE activities approved for one year or more may be renewed within 6 months of the activity expiration date. The ASRT sends a renewal notice via email to the coordinator prior to the activity expiring. Before renewing the activity, evaluate the content to assure that the content is current.

  If you are unable to locate the activity in your RFA portal, please contact [email protected].

• Determining Activity Eligibility

  A continuing education activity eligible for credit is a learning activity that is planned, organized and administered to enhance the professional knowledge and skills underlying the professional performance that the registered radiologic technologist (R.T.) or registered radiologist assistant (R.R.A.) uses to provide services to patients, the public or the medical profession. The activity objectives must provide sufficient depth and scope of a subject area and must be attainable given the scope of the subject as described in the outline and the time frame specified.

  Category A credit is assigned to an activity evaluated and approved by a Recognized Continuing Education Evaluation Mechanism (RCEEM). For ASRT Category A approval, the activity must meet the definitions and requirements outlined above.

  Category A+ credit is assigned to an activity evaluated and approved by an A+ RCEEM. For ASRT Category A+ approval, the activity content must be related to one or more clinical activities identified in the role delineation of the R.R.A. All other CE requirements for Category A credit still apply. Activities that are currently unavailable for Category A+ credit include, but are not limited to, poster sessions, poster abstracts and computer courses not related to clinical practice.

• Audit

  The ASRT reserves the right to conduct audits of approved CE activities to verify the adequacy of content and delivery. A CE coordinator may be asked to provide a copy of the course materials, sign-in sheets, and evaluations and certificates for any activity under audit. Failure to provide the requested information may result in nonevaluation of future CE activities.

• Advertising and Promotional Guidelines

  Coordinators may use the following phrases in advertising or promotional material to describe CE activities submitted to the ASRT for approval:

  • Use “Approved by the ASRT for Category A continuing education credit” or “Approved by the ASRT for Category A+ continuing education credit” to describe an approved activity. Activities may not be advertised as approved for both categories.
  • Use “Category A/A+ CE credit is pending approval by the ASRT” to describe an activity that has been sent to the ASRT for review. A coordinator may not claim an activity is approved unless the activity has received an approved reference number. ASRT reference numbers may not be used in promotional materials and are only placed on the certificate of completion or other attendance documentation
  • An Approval Statement must appear on certificate.

• Sample Documents

  View sample documents to get started.
  
  Documentation and Certificate for ASRT-Approved Activity 
  Documentation and Certificate for ASRT-Approved Seminar or Conference
  Attendance Roster
  Course and Presenter Evaluation Form