Policy Review and Update Process

Purpose
Soar Autism Center is committed to maintaining up-to-date policies that align with best practices, AOTA, BACB, and ASHA CE standards, and applicable legal and regulatory requirements. This document outlines our structured process for reviewing and updating continuing education (CE) policies to ensure clarity, compliance, and effectiveness.

Policy Review Process
We conduct a formal review of our CE policies on an annual basis, as well as on an as-needed basis in response to:

  • Updates to ASHA, AOTA, and BACB CE standards and requirements.

  • Changes in federal, state, or organizational regulations.

  • Feedback from learners, instructors, or stakeholders.

  • Identified areas for improvement based on program evaluations.

Review and Approval Steps

  1. Initial Assessment – Policies are reviewed by the CE program administrator and relevant stakeholders to identify necessary updates.

  2. Stakeholder Input – Feedback is gathered from instructors, learners, and leadership to ensure policies remain relevant and effective.

  3. Drafting Updates – Proposed revisions are documented and evaluated for clarity, accessibility, and alignment with ASHA CE standards.

  4. Approval Process – Updates are reviewed and approved by Soar Autism Center leadership before implementation.

  5. Implementation & Communication – Changes are documented in official policy materials and communicated to all relevant parties through email, course registration materials, and the Soar Autism Center website.

Policy Accessibility
All CE policies are housed in a centralized location on our website and included in course materials. Updates are communicated promptly to ensure transparency and compliance.

Why This Matters
A structured policy review process ensures that our CE program remains current, accessible, and aligned with professional standards. Regular updates help maintain high-quality educational experiences and support learners in meeting their continuing education needs effectively.

Continuing Education Cancellation Policy

Purpose
This policy outlines the procedures for cancellations and rescheduling of continuing education (CE) courses provided by Soar Autism Center. While all CE courses are offered at no cost, it is important to establish clear guidelines to ensure transparency and efficient communication with learners.

Cancellation by Soar Autism Center
In the event that our organization cancels or reschedules a CE course, all registered participants will be notified as soon as possible via email. Participants will be provided with the following options:

  • Automatic enrollment in the rescheduled course (if applicable).

  • Access to alternative course offerings (if available).

  • Notification of future course dates and opportunities.

Cancellation by Participants
If a registered participant is unable to attend a CE course, we request that they notify us at least 3 days in advance via email at [email protected]. While there are no fees associated with our courses, timely cancellations allow us to offer the opportunity to other interested participants and ensure efficient course planning.

Policy Accessibility
This policy is included in all course registration confirmations to ensure participants are informed of their options in the event of a cancellation or rescheduling.

Why This Matters
Clear cancellation policies help maintain a well-organized and efficient CE program, ensuring that participants are aware of their options and that Soar Autism Center can effectively manage course enrollment and engagement. Even for free courses, transparency in scheduling changes and participant cancellations supports accessibility and learner experience.

Continuing Education Accommodations Policy

Purpose
This policy ensures that all continuing education (CE) activities offered by Soar Autism Center are accessible, inclusive, and equitable for all learners, in alignment with the Standards for ASHA CE Providers and ASHA CE Policies (effective July 1, 2025), as well as AOTA policies. Our goal is to create an educational environment that supports diverse learning needs and removes barriers to full participation.

Commitment to Accessibility and Inclusivity
We are committed to designing and delivering CE courses that:

  • Facilitate the application of new knowledge, skills, and competencies into practice.

  • Consider and address learners’ strengths and needs.

  • Are learner-centered, engaging, and inclusive.

Requesting Accommodations
Learners who require accommodations are encouraged to submit requests as early as possible to ensure timely arrangements. Requests should be sent to [email protected]. We may need up to 21 days before the course start date to make changes for reasonable requests. Accommodations may include, but are not limited to:

  • Captioning and transcripts for video content.

  • Alternative formats for course materials (e.g., large print, Braille, or screen-reader-friendly documents).

  • Assistive listening devices or sign language interpreters.

  • Extended time or alternative assessment methods.

Process for Identifying and Responding to Learner Needs
Our organization follows a structured process to identify and respond to accommodation requests:

  1. Submission – Learners submit accommodation requests via email or the online registration form.

  2. Review – Requests are reviewed in accordance with the Americans with Disabilities Act (ADA) and other applicable guidelines.

  3. Implementation – Approved accommodations are implemented, and learners are informed of the adjustments.

  4. Feedback and Follow-Up – Learners are encouraged to provide feedback to ensure the accommodations meet their needs.

Course Design and Accessibility
Our CE activities will be designed using best practices in accessibility, including:

  • Adhering to Web Content Accessibility Guidelines (WCAG) for online content.

  • Using plain language principles to ensure clarity and comprehension.

  • Applying Universal Design for Learning (UDL) strategies to provide multiple means of engagement, representation, and action/expression.

Non-Discrimination Policy

Our organization and any Continuing Education instructors must commit to the following guidelines to demonstrate high standards of professional conduct and avoiding discrimination:

  1. Commitment to Inclusivity: The organization and instructor will not engage in behavior that demonstrates discrimination based on gender, age, socioeconomic status, ethnicity, sexual orientation, or disability.

  2. Accessible Learning: Materials and activities will be made accessible to a wide variety of learners, including basic accommodations such as auto-generated captions. Learners will also have the option to request additional accommodations on the registration form and our Director of Talent Engagement/CE Facilitator and CE Instructor will adapt the content or environment as much as possible. To request accessibility accommodations, please indicate your request on the course registration form or email [email protected].

  3. Clear Grievance Procedures: During the post-activity survey learners will be able to provide feedback, including any that address discrimination complaints.


Professional Conduct Policy

All CE instructors, facilitators, and organizers are expected to model respectful, ethical, and professional behavior in alignment with professional organizations through which Soar provides continuing education. This includes:

  • Respectful Engagement: All participants, including learners and instructors, will be treated with courtesy and dignity. Disruptive, disrespectful, or harassing behavior will not be tolerated.

  • Evidence-Based Practice: Instructors will present content that is accurate, current, and supported by peer-reviewed research, citing sources appropriately and disclosing any limitations or biases in the evidence presented.

  • Disclosure of Financial and Non-Financial Relationships: Instructors will disclose any relevant financial or non-financial relationships that could be perceived as a conflict of interest prior to the learning event.

  • Safe Learning Environment: The organization is committed to maintaining a learning space that promotes open inquiry, psychological safety, and professional growth for all attendees.

Violation of these standards may result in corrective action, including removal from the instructor pool or cancellation of CE events if necessary to uphold learner safety and ethical standards.

Complaint Resolution Policy

At Soar Autism Center, we are committed to providing high-quality continuing education (CE) programs that meet the needs of our participants. We value feedback and take all concerns seriously to ensure a positive learning experience. This policy outlines the process for resolving complaints from individuals who are not satisfied with our continuing education services or programs.

1. Submission of Complaints

  • Complaints must be submitted in writing within 30 days of the CE program’s conclusion.

  • Complaints should be sent to [email protected].

  • The complaint should include:

    • Subject line: **CE Course Complaint**

    • The participant’s name and contact information.

    • The name and date of the CE program.

    • A detailed description of the issue, including any supporting documentation.

2. Acknowledgment and Initial Review

  • Complaints will be acknowledged in writing within ten (10) business days of receipt.

  • The CE Facilitator will conduct an initial review of the complaint to determine the nature of the concern and the appropriate course of action.

3. Resolution Process

  • The CE Facilitator will investigate the complaint, which may include reviewing program materials, instructor feedback, and participant evaluations.

  • If needed, the CE Facilitator will consult with the program instructor(s) and other relevant staff.

  • A written response detailing the findings and any proposed resolution will be provided to the complainant within 15 business days of the complaint’s acknowledgment.

  • If the complainant is unsatisfied with the resolution, they may request a further review by the CE Administrator. The Administrator will issue a final decision within 10 business days of receiving the request for further review.

4. Potential Resolutions

Depending on the nature of the complaint, potential resolutions may include but are not limited to:

  • Providing additional educational materials or resources.

  • Allowing the participant to retake the course at no additional cost.

  • Issuing a partial or full refund, where appropriate.

  • Implementing changes to future CE programs based on the feedback.

5. Record Keeping

  • All complaints and their resolutions will be documented and retained for a minimum of five (5) years.

  • Complaint trends will be reviewed periodically to identify areas for improvement in our CE programs.

This policy is designed to promote fairness, transparency, and continuous improvement in our CE offerings.

Disclosure Policy on Financial and Non-Financial Interests

Soar Autism Center is committed to transparency and integrity in all educational activities. To maintain the highest standards of professionalism and ensure the trust of our participants, we require all speakers to disclose any financial and non-financial interests that may influence the content of their presentations.

1. Financial Interests

Financial interests include any monetary compensation or financial benefit that a speaker may receive related to the content of their presentation. This includes, but is not limited to:

• Honorarium for the presentation
• Ownership interests in a product, device, instrument, service, or material discussed during the activity
• Compensation from sales of books or materials mentioned during the activity
• Grants, research funding, or other forms of financial support

2. Non-Financial Interests

Non-financial interests refer to any personal, professional, or intellectual interests that may influence the content of the presentation. This includes, but is not limited to:

• Topics or content that may direct learners to recommend a specific product, service, or organization
• Discussions or mentions of our business that may generate referrals or business opportunities
• Advocacy or promotion of personal beliefs that may affect the objectivity of the content

3. Disclosure Process

All speakers are required to disclose any relevant financial and non-financial interests prior to their presentation. The disclosure should be submitted in writing using the provided disclosure form. Speakers will be informed of this policy during the initial invitation and reminded to submit their disclosures at least two weeks before the scheduled presentation.

Disclosures will be reviewed by our committee to determine if any potential conflicts of interest exist. If a conflict is identified, appropriate steps will be taken to mitigate its impact, which may include modifying the presentation content or involving an independent reviewer.

4. Notification to Learners

Learners will be informed of any disclosed financial or non-financial interests at the beginning of the activity. This ensures transparency and allows participants to critically evaluate the content presented. Disclosures will be included in the course materials and highlighted during the introduction of each session.

Our goal is to uphold the highest standards of integrity and professionalism in all educational activities. By adhering to this disclosure policy, we ensure that our programs are conducted in an ethical and transparent manner.