Disciplinary Policies

Written disciplinary policies and procedures are critical for all certification programs. If you’re in the business of certifying people then eventually you will receive complaints about your certificants. Before that happens it’s essential to have a strong and clear process in place.

Listed below are some elements for a disciplinary policy. Feel free to post a comment and add more.

Clear directions on how to file a complaint, including any information that must be submitted with the complaint

Code of conduct, code of ethics, code of professional practice, membership rules and/or other rules or standards that the certificant must agree to

A list of grounds for disciplinary action

A list of possible sanctions and other disciplinary actions

Address confidentiality and conflicts of interest

Information on the body responsible for reviewing disciplinary matters

Detail on the investigation and decision making process

An appeal process

Time limits for decision making and appeals

Provisions for reinstating certification


Of course having this policy is not enough, it should also be easily available to anyone who may need to file a complaint or an appeal.

It's the Little Things that Count

If you’ve ever applied for accreditation you know that the process can be overwhelming. At a minimum you need a love for detail to fill out the application form and organize all the materials. Some of the most common mistakes that we see come from applicants who don’t fully read the directions. Simple mistakes can lead to a deferral or, even, denial decision. Some frequently overlooked details:

• The hard copy and electronic copy of your application should match. Signature pages are just as important in the electronic version. Make sure the signed version of ALL forms is in the PDF file and the hard copies.
• Make sure the required public member form and governing body form are completed (that means they are checked and signed).
• Double-check the list of “required exhibit documentation” at the beginning of the application to ensure that all needed documents are included or appropriately referenced in another document. Have someone audit the application by selecting random tabs to check the accuracy.
• If you reference something in the application that only exists on your Web site include a screen shot of the page. Make it easy for the accrediting body to find where you’re sending them.
• Those boxes on the form that say “provide explanation below to support compliance” should not be left blank. Use this space to explain or comment on how you meet the standard.
• Take a look at the sample accreditation application available on the NCCA’s Web site and use it as a guide.

Take the time to read the directions, proof your application, and double-check the forms to eliminate some basic and easily preventable problems. One simple way to address this issue is to find a staff member or consultant who did not prepare the application and ask them to review it. A fresh eye on the materials can often quickly identify small details that were overlooked or areas that need additional clarification.

To Blog or Not to Blog…We Keep Asking Ourselves the Question

If you’re not at ASAE’s annual meeting this week, maybe (like me) you’ve been reading their blog, Acronym, for snippets of wisdom that attendees are sharing from various sessions and meetings. One of the most interesting posts I’ve read is, “More blogging tips from smart association bloggers.”

Blogging can serve many purposes for your organization if it’s done correctly and the members or certificants participate. To blog successfully the content needs to be stimulating and thoughtful while at the same time inspiring readers to comment.

ASAE’s blog post gave some helpful hints we thought were worth sharing, such as (more available online):

Decide on a posting schedule, and stick to it. Choose a schedule that's manageable -- quality is better than quantity.

To be an effective blog writer, read many blogs -- not just in your own area of interest, but more broadly as well.

Read your own archives – you might be surprised at what you find.

Another post on Acronym encouraged associations to have a member (or certificant) blog and function as an ombudsman—a sort of watchdog for the membership. The author argues it can increase the transparency of the organization and, let’s face it, hearing complaints is somehow the best way we improve. Read the blog posting here.

There are lots of resources out there to help you start and maintain a blog. The bottom line is that, like any other resource, you have to commit staff time and resources to doing it to make it successful.

Happy blogging.

The Value of Certification

I’m surprised at how many certification programs don’t address the value of their credential more directly with stakeholders; potential certificants in particular. The first communication a potential certificant receives is often an explanation of how to earn the credential not why they would want it in the first place.

Educating interested certificants on the process of certification is important, but you’re assuming that they have already decided to sit for the exam (or whatever assessment instrument you have). What if they haven’t made that decision? Or, what if they’ve got other certifying agencies to choose from?

We looked into this issue to find out how other certification agencies define the value of their credential to different audiences. We found some information you might find useful in creating, or updating, your own communications. For example, here are some sample value statements.

For the sponsoring organization:
Standardized practice and/or standards within an industry
Advances the specialty/field and increases cooperation between organizations in the same discipline
Provides means to establish and enforce an ethical code
Provides a means for an industry to self-regulate

For the certificants:
Recognition by a third party
Credibility
Enhances professional reputation
Personal accomplishment
Supports continued professional development
Demonstrates a high level of commitment to the field of practice
Demonstrates a certain level of knowledge and skill
Increases opportunities for career advancement and/or increased earnings
Increases and/or validates skills and knowledge
Meets employer or governmental requirements

For employers:
Improved customer satisfaction
Increased safety (in applicable industries)
Increased competence level of employees
Used in making employment decisions
Provides professional development opportunities for employees
Ongoing enhancement of knowledge and skills
Increased confidence in employees abilities
Demonstrates employers commitment to competence
Provides compliance with industry regulation or government requirements

For the public:
Helps in identifying qualified service providers
Increases confidence in service providers
Disciplinary process to follow in case of complaints

Links to organizations that provide materials for certificant’s use in promoting their credential:
American Academy of Wound Management (form letters)
Oncology Nursing Certification Corporation (slideshow and talking points)
Pediatric Nursing Certification Board (tool kit)

Web sites that list reasons to become certified:
American Board of Opticianry/National Contact Lens Examiners
American Nurses Credentialing Center
Commission for Case Manager Certification
Competency & Credentialing Institute

Documents that discuss the value of certification in specific fields:
Certification of Ophthalmic Medical Personnel: Invisible assets, Tangible benefits
National Board for Certification of Hospice and Palliative Nurses