Recording Continuing Education Program Participation
Approval Date: December 2011
Review Date: Decembert 2014
Review By: CEP Committee
Approval By: Board
This Regulation underpins the development and delivery of the electronic CEP (e-CEP) recording, reporting and certification tool for RACMA Fellows, Associate Fellows and Maintenance of Professional Standards (MOPS) participants. The regulation provides guidance to the authority, accountability and management of RACMA’s Continuing Education Program (CEP).
This regulation, originally entitled the Continuing Education Program Business Rules, was developed in 2007 to inform the development of the e-CEP environment. The CEP Business Rules were reviewed in March 2008, and again in October 2010 taking into account the progress of the e-CEP project. In July 2011 they were reworked into a Regulation on Recording CEP Participation.
This regulation applies to Fellows, Associate Fellows and MOPs registrants who are participating in CEP. All Fellows who are registered as specialist medical administrators must participate in the RACMA CEP.
The e-CEP Business Rules
- Certification and reporting period
The RACMA CEP certification period is one calendar year from the 1st of January to the 31st of December each year. 3 x 1 year periods make a triennium and the triennial period is standardised for all members, commencing with the 2011-2013 triennium. Log entries pertaining to a calendar year must be entered by March 31 of the following year.
In May each year, after approval by the jurisdictional CEP Coordinator and the Chair of the CEP Committee, an annual certificate is emailed to all qualifying Fellows, Associate Fellows and MOPS participants who have achieved the CEP requirements for the previous calendar year. After the triennial period is completed, a CEP certificate is emailed to each qualifying Fellow, Associate Fellow and MOPS participant.
- Mandatory points required
The CEP requirement for Fellows or MOPS participants is 50 points per year or 150 points over three years. The CEP requirement for Associate Fellows is 25 points per year or 75 points over three years.
- Activity weighting
Activity will be measured in points. Most activities will have a simple nominated value - 1 point = 1 hour. Refer to the RACMA CEP Standard for a list of CEP activities that can be logged. It is expected that a range of activities will be achieved across all categories. An activity can be one provided by RACMA, required by RACMA or selected from another appropriate source that is not RACMA.
The member has the responsibility to accurately record the number of points using the activity table and to attach or retain supportive evidence.
- Activity Logging
The logging of CEP activities and maintenance of their own e-CEP account is the responsibility of the College member. Members are asked to attach electronic evidence of the activity if possible, to facilitate audit activities.
For educational activities organised by the National Office, the activities will be logged internally with a confirmation email generated and distributed to the member. There is flexibility for the CEP Coordinators and Secretariat to mass load events into multiple diaries. Refer to How to log a CEP activity.
Logging additional activities may be of personal value to the participant or if the points requirement will be averaged over 3 years. The system has been set up to accept logging of activities beyond the minimum requirements.
- Peer Review and Self-Audit
RACMA Fellows and MOPS participants are expected to engage in peer review activities. At least one self-review and/or 360 degree activity must be undertaken and documented each triennium.
- Reciprocal Recognition
For conjoint Fellows, the completion of another registered College’s Continuing Professional Development Program can be used to accumulate 20 points towards RACMA CEP. (Refer to Section 2b in the RACMA CEP Standard - Maintenance of Knowledge and Skills (College competencies), Clinical CEP with another medical specialty college, equivalent to 20 per annual certificate.)
- Learning Plans
An individual CEP Learning Plan (optional) can be lodged/prepared using the on-line tool, whether in a learning group or using an individual plan. Learning plans are voluntary but useful.
All reports are submitted so that they are stored in the content management system database. A report is defined as relating to any of the following electronic documents:
An individual Fellow, Associate Fellow or MOPS participant is able to produce a report about their participation (points and activities) at any time, either via an annual report, or by printing their log of activities for any given period.
- CEP Activity Log (required)
- CEP Learning plan (optional)
- CEP Conjoint activities - for conjoint Fellows and MOPS participants.
- CEP annual certificate (emailed in May each year for the previous year’s activities)
- CEP triennial certificate
The National Office has the ability to produce summary reports on participation rates in order to inform the CEP Committee.
The local State/Territory/NZ CEP Coordinator has access in order to advise or to endorse/confirm that a Fellow/Associate Fellow/MOPS participant has met the requirements.
The Chair of the CEP Committee has access to address certification and matters of governance of the process.
- Access and printing of reports
- All reports can be printed
- An individual's log of activities is password protected but accessible and printable by the participant.
- All reports are printable by the National Office.
- Summary reports are routinely generated and made available to the CEP Committee
- There are different levels of authorised access, eg. for the Chair, CEP Coordinators, National Office and individuals.
- Auditing of compliance
The Continual Audit of Participation in the RACMA Continuing Education Program is part of the ongoing evaluation and assessment of the College’s Continuing Education Program (CEP). The Audit is conducted in three parts – as a quarterly maintenance audit, an annual certification audit and an annual non-compliance audit. (Refer to the RACMA Continual Audit of Participation in the Continuing Education Program Policy.)
Access to the system will be password protected. However, it is absolutely essential that the Chair CEP Committee, local CEP Coordinators, National Office and delegated others have access to all relevant documents.
Continuing Professional Development Registration Standard – MBA / AHPRA
Recency of Practice Registration Standard - MBA / AHPRA
Section 11 and 12 Health Practitioners Competence Assurance Act 2003
Recertification and Continuing Professional Development - MCNZ
Section 7, 8 and 9.4-9.11 of the RACMA Constitution
Audit of Participation in the Continuing Education Program Policy
RACMA CEP Standard
Retraining and Review of Performance / Competency Policy
Continuing Education Program Exemption Regulation
RACMA CEP Manual
RACMA website and e-CEP platform