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HLC CE Credit Management

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HLC CE Credit Management Contents

Contents

CE Credit ... 1

Before You Use the CE Credit Management Features ... 1

CE Credit Management Setup ... 1

Adding CE Credit to a Course ... 2

Capturing CE Credit for an Outside Learning Event ... 3

Certificate Templates ... 5

Adding a Certificate Template ... 5

Searching for a Certificate Template ... 6

Editing a Certificate Template ... 7

Deleting a Certificate Template ... 9

Course Providers ... 10

Adding a Course Provider ... 10

Searching for a Course Provider ... 11

Editing a Course Provider ... 12

Deleting a Course Provider ... 13

Accrediting/Approving Bodies ... 14

Adding an Accrediting/Approving Body ... 14

Searching for an Accrediting/Approving Body ... 15

Editing an Accrediting/Approving Body ... 17

Deleting an Accrediting/Approving Body ... 18

Accredited/Approved Providers ... 19

Adding an Accredited/Approved Provider ... 19

Searching for an Accredited/Approved Provider ... 21

Editing an Accredited/Approved Provider ... 22

Deleting an Accredited/Approved Provider ... 23

Note: This guide is updated frequently. If you save or print this document, you should frequently

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HLC CE Credit Management Contents

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HLC CE Credit Management CE Credit

CE Credit

The Continuing Education (CE) Credit Management functionality of the Next Generation HLC associates CE credit through the HLC for administrator-developed courses that have been identified as appropriate for continuing education designation of credit.

CE credit is awarded by an organization accredited by an accrediting body or through course submission and approval by an approving body.

It is the customer’s responsibility to maintain compliance with the rules, regulations, and guidelines of the accrediting/approving bodies through which the customer provides CE.

Before You Use the CE Credit Management Features

Before you begin utilizing the HLC CE Credit Management features, HealthStream recommends that you identify the person or persons within your organization who are responsible for your continuing education programs and program compliance.

• Assign the HLC administrator role of CE Credit Manager to those individuals.

• Require those individuals to review the Show Me How modules covering CE Credit Management. • Establish ongoing communications among your CE Credit Management team, for example,

regularly-scheduled meetings.

• Review all accreditation/approval guidelines to determine which features within the CE Credit Management functionality are in compliance with accrediting/approving body guidelines. Consider removing the CE Credit Management feature access from institution and enterprise

administrators who do not have responsibility for or expertise in continuing education. Note however that administrators without access to the CE Credit Management features cannot assign the CE Credit

Manager role to others.

CE Credit Management Setup

Each accreditation/approval you wish to utilize for administrator-developed courses must be set up in the system. Accreditations/approvals may be re-used for multiple courses. Multiple accreditations/approvals may also be attached to a single course if appropriate.

Accreditation/approval setup includes four steps: 1. Adding a certificate template

2. Adding a course provider

3. Adding the accrediting/approving body

4. Associating the certificate template, course provider and accrediting/approving body to attach/designate credit to a course.

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HLC CE Credit Management CE Credit

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Adding CE Credit to a Course

Continuing education (CE) credit can be added to administrator-developed HLC courses, if the organization is accredited or approved to do so, using the HLC CE Credit Management functionality. Compliance with CE accreditation or approving body rules and regulations is the customer's responsibility. HealthStream strongly recommends involving those within your organization who have expertise in and responsibility for your continuing education program(s) if you choose to utilize the CE Credit Management functionality.

Carefully review the information in the CE Credit Overview section of this document prior to utilizing this

feature.

Prior to adding CE credit to a course, the accreditation/approval must be set up in the system (see CE Credit Overview in this document).

To add CE credit to a course

1. On the Course Builder page, click Manage Course CE Credit. The Manage Course CE Credit page appears.

2. Click Add Course CE Credit. The Add Course CE Credit page appears.

3. In the Accredited/Approved list, click the accredited/approved provider. 4. In the Credit Units box, enter the number of credit units.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management CE Credit

5. Leave the Show certificate upon completion check box selected unless you do not want students to receive a CE certificate.

6. In the Initial Date box, enter the initial date of course CE approval. Prior to this date, no CE credit will be issued for course completion.

Tip: You can also click to select the date.

7. In the Expiration Date box, enter the expiration date of course CE issuance. After this date, no further CE credit will be issued for course completion.

Tip: You can also click to select the date.

8. In the Course Level Accreditation/Approval Statement box, add a statement, if desired. 9. Click Save.

10. To add another type of CE credit, click Back to course CE credits. 11. Click Add Course CE Credit and repeat Steps 3 - 9.

Note: If CE credit is added to a course that has already been published, you must republish the

course to activate the CE credit.

Capturing CE Credit for an Outside Learning Event

CE credit that is received by students from another accredited/approved provider for an outside learning event can be added to the student's HLC transcript. To do so, the administrator must create a generic CE accreditation/approval to associate with outside learning events.

This process simply provides a placeholder for indicating that CE credit was earned for the learning event. Do not replicate the accredited/approved provider status of the issuing provider in your HLC, and do not associate credit from one of your actual accreditation or approval statuses.

Note: CE credit awarded for outside learning events will not be differentiated from credit issued in-house

on student transcripts or other reports.

To capture CE credit for an outside learning event

1. Create a certificate template titled Outside Learning Event (see Adding a Certificate Template in this document for details on adding a certificate template). Suggested verbiage: This is a placeholder certificate for an outside learning event and does not replicate or replace the originally-issued certificate awarded by the accredited/approved provider of the learning event.

2. Create a course provider called Outside Learning Event Course Provider (see Adding a Course Provider in this document for details on adding a course provider).

3. Create an accrediting/approving body called Outside Learning Event Accrediting/Approving

Body (see Adding an Accredited/Approved Body in this document for details on adding an

accrediting/approving body). Suggested verbiage for Credit Unit Display Name field: See original certificate.

4. Create an accredited/approved provider by linking the Outside Learning Event certificate template, course provider, and accrediting/approving body (see Adding an Accredited/Approved Provider in this document for details on adding an accredited/approved provider). When creating the

accredited/approved provider, select the Allow credit when completion occurs from a Learning

Event check box. This step will make the learning event accreditation available when entering a new

learning event.

5. Add the learning event (see Adding a Learning Event in the HLC Learning Events Management user guide).

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HLC CE Credit Management CE Credit

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6. Click Add CE Credit to the Course. A list of all accredited/approved providers that allow CE credit for a learning activity appears (those for which the Allow credit when completion occurs from a

learning event check box has been selected).

7. Select the accredited provider.

8. Enter the number of credit units earned.

9. Click the Show Certificate check box if you wish students to see the generic learning event certificate on their transcript.

Note: It is not necessary to add a course level accreditation statement for an outside learning event.

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HLC CE Credit Management Certificate Templates

Certificate Templates

A certificate template is a placeholder certificate that will auto-populate with specific data (such as student’s name and course name) when it is generated for course completion. You must follow accrediting/approving body guidelines for certificate issuance and for certificate layout and design.

Adding a Certificate Template

To generate a certificate for CE credit to be added to an administrator-developed course, you must add a certificate template.

To add a certificate template

1. On the Courses tab, click Add a Certificate Template. The Add a Certificate page appears.

2. Enter a certificate template name. Be sure to enter a name that corresponds with the

accrediting/approving body to which the certificate template is associated for easy recognition. 3. Select the Share this certificate with subsidiary institutions check box only if you are certain

that this is compliant with accrediting/approving body guidelines. Selecting this box when a certificate template is added at the enterprise level makes the template available for use at the institution level. 4. Create the certificate template as required by the accrediting/approving body using the WYSIWYG

(“what you see is what you get”) editor. See Using the WYSIWYG Editors in the online Help for further details.

5. To add information to the certificate that is not available until an associated course is completed, such as Course Name, Student Name, Completion Date, etc., add a placeholder code snippet by clicking the code snippet icon to access the list.

6. Code snippets populate data to the generated certificate of course completion and can be placed where needed within the certificate template. Code snippets draw data from other pages within the HLC. For instance, the Credit Units code snippet draws data from the Add Course CE Credit page when CE is added to a course.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Certificate Templates

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7. When you have completed designing the certificate template, click Save, or click Save and Add

Another if you wish to add another certificate template.

Tip: You can also follow the steps above to design a generic (non-CE) certificate template to

associate with non-CE administrator-developed courses or curricula.

Important Information about Certificate Templates

Certificate templates are dynamic, meaning, any time a change is made to the certificate template, or to any of the data fields from which code snippets draw their information, the certificate will be changed. For example, if a student completes a course and views or prints a certificate at the time of course completion, and subsequent changes are made to the certificate template itself or to data that are pulled into the certificate via code snippets, viewing or printing the certificate will display changes, not the certificate as it appeared at the time of course completion. This may pose a compliance issue for accrediting/approving bodies. To preserve a certificate as it was at the time of course completion when subsequent changes are made:

• Determine what page will be affected by the changes: certificate template, student record, course properties, accrediting/approving body, course provider, or accredited/approved provider.

• Create a new certificate template, as well as a new accrediting/approving body and/or course provider if needed.

• Create a new/updated accredited/approved provider.

• Create a new course or, if appropriate, a new version of the course, making the original course unavailable by retiring or inactivating the course. Attach the CE credit that includes the new/updated accreditation information and the new/updated certificate template.

• Currently enrolled students should be un-enrolled and re-enrolled into the new version of the course so that they will receive the appropriate CE credit information on their certificate upon course

completion. Those completing the prior version of the course will continue to view/print the certificate as it was at the time of course completion.

Searching for a Certificate Template

To search for a certificate template

1. On the Courses tab, click Manage Certificate Templates. The Search Certificate Templates page appears.

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HLC CE Credit Management Certificate Templates

2. Perform a certificate template search, searching by name or alphabetically. A list of certificate templates matching the search criteria appears.

3. Click the name link of the desired certificate.

Editing a Certificate Template

To edit a certificate template

1. Search for the certificate template that you want to edit. See Searching for a Certificate Template in this document for details on conducting a certificate template search.

2. From the search results, click the name of the desired certificate template. The Edit an existing

Certificate page appears.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Certificate Templates

Updated: August 2011 8

Important Information about Certificate Templates

Certificate templates are dynamic, meaning, any time a change is made to the certificate template, or to any of the data fields from which code snippets draw their information, the certificate will be changed. For example, if a student completes a course and views or prints a certificate at the time of course completion, and subsequent changes are made to the certificate template itself or to data that are pulled into the certificate via code snippets, viewing or printing the certificate will display changes, not the certificate as it appeared at the time of course completion. This may pose a compliance issue for accrediting/approving bodies. To preserve a certificate as it was at the time of course completion when subsequent changes are made:

• Determine what page will be affected by the changes: certificate template, student record, course properties, accrediting/approving body, course provider, or accredited/approved provider.

• Create a new certificate template, as well as a new accrediting/approving body and/or course provider if needed.

• Create a new/updated accredited/approved provider.

• Create a new course or, if appropriate, a new version of the course, making the original course unavailable by retiring or inactivating the course. Attach the CE credit that includes the new/updated accreditation information and the new/updated certificate template.

• Currently enrolled students should be un-enrolled and re-enrolled into the new version of the course so that they will receive the appropriate CE credit information on their certificate upon course

completion. Those completing the prior version of the course will continue to view/print the certificate as it was at the time of course completion.

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HLC CE Credit Management Certificate Templates

Deleting a Certificate Template

To delete a certificate template

1. Search for the certificate template that you want to delete. See Searching for a Certificate Template

in this document for details on conducting a certificate template search.

2. From the search results, click the name of the desired certificate template. The Edit an existing

Certificate page appears.

3. Click Delete. A confirmation prompt appears.

Note: You cannot delete a certificate template that is associated with an accredited provider.

4. Click OK to delete the certificate template.

Note: If a non-CE (generic) certificate template is deleted, the certificate will be removed from all

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HLC CE Credit Management Course Providers

Updated: August 2011 10

Course Providers

A course provider is the institution or group within your institution that is formally recognized by and on record with an accrediting/approving body as the provider of continuing education. For instance, the institution or enterprise itself may be the recognized course provider by one accrediting/approving body. Another accrediting/approving body may recognize the same course provider, or a department or service of the institution, such as the Staff Development Department. Refer to your accreditation/approval documentation to determine the course provider for each accreditation/approval. The only course providers required in the system are those that are formally recognized by an accrediting/approving body.

Adding a Course Provider

To add a course provider

1. On the Courses tab, click Add a Course Provider. The Add a Course Provider page appears.

2. In the Name box, enter the course provider name. 3. In the Address boxes, enter the course provider address.

4. In the City box, enter the name of the city in which the course provider is located.

5. In the State/Province and Country lists, select the state or province and the country in which the course provider is located.

6. In the Zip Code and Zip Code Ext boxes, enter the zip code and zip code extension for the location of the course provider.

7. In the Phone, Phone Ext, and Fax boxes, enter the contact numbers.

8. Leave the Make this course provider available in the system check box selected to activate the course provider in the system.

9. Click Save.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Course Providers

Searching for a Course Provider

To search for a course provider

1. On the Courses tab, click Manage Course Providers. The Search Course Providers page appears.

2. Search for the course provider by entering the course provider name, or using alphabetical search. 3. Click Search. A list of the course providers matching your search criteria appears.

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HLC CE Credit Management Course Providers

Updated: August 2011 12

Editing a Course Provider

To edit course provider information

1. Search for the course provider that you want to edit. See Searching for a Course Provider in this document for details on conducting a certificate template search.

2. From the search results, click the name of the desired course provider. The Edit an existing

Course Provider page appears.

3. Make the desired edits.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Course Providers

4. Click Save.

Caution: If information on the course provider page is used to populate a code snippet within a

certificate template, editing the information will change associated certificates wherever they are

rendered in the system (for example, on the student’s transcript). See Important Information about

Certificate Templates in this document.

Deleting a Course Provider

To delete a course provider

1. Search for the course provider that you want to delete. See Searching for a Course Provider in this document for details on conducting a certificate template search.

2. From the search results, click the name of the desired course provider. The Edit an existing

Course Provider page appears.

3. Click Delete. A confirmation prompt appears. 4. Click OK to delete the course provider.

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HLC CE Credit Management Accrediting/Approving Bodies

Updated: August 2011 14

Accrediting/Approving Bodies

Accrediting/approving bodies are organizations that accredit organizations or courses to provide

designation of credit for specific healthcare disciplines. HLC customer organizations may be accredited or approved to provide continuing education by one or more accrediting/approving bodies. It is important that all accrediting/approving body guidelines be followed to ensure compliance with each CE program.

Note: You will see several accrediting/approving bodies in the HLC that are associated with

HealthStream or third-party courses. These accrediting/approving bodies are not editable by customers. If you hold accreditation or approval status with one of the accrediting/approving bodies already in the system, do not use the default accrediting body, but add your own. That will enable you to make edits based upon your organization’s interpretation of accrediting/approving body guidelines. If the

accrediting/approving body you add has the same name as a default accrediting/approving body, you may choose to add an institution-specific prefix or suffix to differentiate the two.

Adding an Accrediting/Approving Body

To add an accrediting/approving body

1. On the Courses tab, click Add an Accrediting/Approving Body. The Accrediting/Approving

Body page appears.

2. In the Accrediting/Approving Body box, enter the full name of the accrediting/approving body.

Tip: Click if you want to check the spelling of the name.

3. In the Enter the Credit Type Display Name box, enter the credit type display name. This is the common terminology used by the accrediting/approving body for the type of credit being issued. Often the credit type display name is an acronym, for example, CNE (continuing nursing education) or CME (continuing medical education).

Tip: Click if you want to check the spelling of the name.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Accrediting/Approving Bodies

4. In the Enter the Credit Unit Display Name box, enter the credit unit display name. This is the credit currency used by the accrediting/approving body. Examples include Contact Hour, Credit,

Continuing Education Unit (CEU), or Category 1 Credit. Tip: Click if you want to check the spelling of the name.

5. In the Applicable Discipline box, leave the All Disciplines check box selected to select all of the disciplines, or clear the All Disciplines check box and click individual discipline selections, based upon the accrediting/approving body guidelines.

6. In the Applicable Country list, click the desired country. (The default is United States.)

7. In the Applicable States box, leave the All States check box selected to select all of the states, or clear the All States check box and click individual state selections, based upon the

accrediting/approving body guidelines.

Note: The disciplines and states selected in steps 5 and 7 are matched to each student’s license and

discipline information stored in the system to determine if CE credit will be awarded for course completion.

8. Select the Share this Accrediting/Approving body with subsidiary institutions for course

credit check box only if you are certain that this is compliant with accrediting/approving body

guidelines. Selecting this box when an accrediting/approving body is added at the enterprise level makes the accrediting/approving body available for use at the institution level.

9. The Make this Accrediting/Approving body available in the system check box is selected by default. Clear this box if you do not wish to make it available.

10. Click Save.

Searching for an Accrediting/Approving Body

To search for an accrediting/approving body

1. On the Courses tab, click Manage Accrediting/Approving Bodies. The Search

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HLC CE Credit Management Accrediting/Approving Bodies

Updated: August 2011 16

2. Perform a search using the accrediting/approving body name, or searching alphabetically or by all. All accrediting/approving bodies meeting your search criteria appear.

3. Click the name link of the desired accrediting/approving body. The Edit an existing

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HLC CE Credit Management Accrediting/Approving Bodies

Editing an Accrediting/Approving Body

To edit an accrediting/approving body

1. Search for the accrediting/approving body that you want to edit. See Searching for an

Accrediting/Approving Body in this document for details on conducting an accrediting/approving body search.

2. From the search results, click the name of the desired accrediting/approving body. The Edit an

existing Accrediting/Approving Body page appears.

3. Make the desired edits. 4. Click Save.

Caution: If information on the accrediting/approving body page is used to populate a code snippet

within a certificate template, editing the information will change associated certificates wherever they

are rendered in the system (for example, on the student’s transcript). See Important Information

about Certificate Templates in this document.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Accrediting/Approving Bodies

Updated: August 2011 18

Deleting an Accrediting/Approving Body

To delete an accrediting/approving body

1. Search for the accrediting/approving body that you want to delete. See Searching for an

Accrediting/Approving Body in this document for details on conducting an accrediting/approving body search.

2. From the search results, click the name of the desired accrediting/approving body. The Edit an

existing Accrediting/Approving Body page appears.

3. Click Delete. A confirmation prompt appears. 4. Click OK to delete the accrediting/approving body.

Note: You cannot delete accrediting/approving bodies that have associated accredited/approved

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HLC CE Credit Management Accredited/Approved Providers

Accredited/Approved Providers

Once the certificate template, course provider and accrediting/approving body have been added to the HLC for a specific accreditation, the accredited/approved provider must be added, which links the above three components.

Adding an Accredited/Approved Provider

To add an accredited/approved provider

1. Search for the accrediting/approving body for which you want to add an accredited/approved

provider. See Searching for an Accrediting/Approving Body in this document for details on conducting an accrediting/approving body search.

2. On the Accrediting/Approving Body Information page, click Add Accredited/Approved

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HLC CE Credit Management Accredited/Approved Providers

Updated: August 2011 20

The Add an Accredited Provider page appears.

3. In the Course Provider list, select the desired course provider.

4. In the Certificate Template list, select the desired certificate template.

5. Select the Allow Partial Credit check box (if enabled) if you wish to allow students to reduce the number of credits earned for courses.

6. Select the Allow Credit when completion occurs from an Other Learning Event check box only if you are certain that this is compliant with accrediting/approving body guidelines. If this check box is selected, and if this accredited/approved provider is used to apply CE credit to an HLC course, students receiving course completion through a learning event and who qualify for the type of credit associated with the accredited/approved provider will also receive associated course CE credit. Left cleared, students may still receive course completion through a learning event, but will not receive any associated CE credit.

7. In the Provider Number box, enter the accreditation/approval provider number, if desired. 8. In the Initial Date box, enter an initial date of accreditation, if desired.

Tip: You can also click to select the date.

9. In the Expiration Date box, enter an expiration date of accreditation, if desired.

Tip: You can also click to select the date.

10. In the Accreditation/Approval Statement box, enter a statement, if desired.

Note: Information such as provider number, initial and expiration dates, and accreditation/approval

statement may be pulled into the associated certificate template using the code snippets. (See

Adding a Certificate Template in this document.)

11. Select the Share this Accreditation/Approval with subsidiary institutions check box if you want subsidiary institutions to have access to the accreditation/approval.

12. The Make this Accreditation/Approval available in the system check box is selected by default. Clear the box if you do not wish to make it available.

13. Click Save.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Accredited/Approved Providers

Searching for an Accredited/Approved Provider

To search for an accredited/approved provider

1. Search for the accrediting/approving body that you want to edit. See Searching for an

Accrediting/Approving Body in this document for details on conducting an accrediting/approving body search.

2. From the search results, click the name of the desired accrediting/approving body. The Edit an

existing Accrediting/Approving Body page appears.

3. Click View Accredited/Approved Providers. A listing of accredited/approved providers associated with that accrediting/approving body appears on the View Accredited/Approved Course

Providers page.

4. Click the name link of the desired accredited/approved provider to view the Accredited/Approved

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HLC CE Credit Management Accredited/Approved Providers

Updated: August 2011 22

Editing an Accredited/Approved Provider

To edit accredited/approved provider information

1. Search for the accrediting/approving provider that you want to edit. See Searching for an

Accrediting/Approving Provider in this document for details on conducting an accrediting/approving provider search.

2. Click the name link of the desired accredited/approved provider to view the Accredited/Approved

Provider Information page.

3. Make the desired edits. 4. Click Save.

Caution: If information on the accredited/approved provider page is used to populate a code snippet

within a certificate template, editing the information will change associated certificates wherever they

are rendered in the system (for example, on the student’s transcript). See Important Information

about Certificate Templates in this document.

An orange asterisk (*) indicates a required field.

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HLC CE Credit Management Accredited/Approved Providers

Deleting an Accredited/Approved Provider

To delete an accredited/approved provider

1. Search for the accrediting/approving provider that you want to delete. See Searching for an Accrediting/Approving Provider in this document for details on conducting an accrediting/approving provider search.

2. Click the name link of the desired accredited/approved provider to view the Accredited/Approved

Provider Information page.

3. Click Delete. A confirmation prompt appears. 4. Click OK to delete the accredited/approved provider.

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HLC CE Credit Management Accredited/Approved Providers

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