Recording CEP Participation

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Approval Date: March 2016
Review Date: March 2019
Review By: Continuing Education Program Committee


This Regulation underpins the development and delivery of the electronic CEP (eCEP) 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 eCEP online environment.


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.

  1. 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. Activity 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 participating Fellows, Associate Fellows and MOPS participants who have complied with the CEP requirements for the previous calendar year.

  2. Mandatory points required
    The CEP requirement for Fellows or MOPS participants is 50 points per year. The CEP requirement for Associate Fellows is 25 points per year.

  3. 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. The Standard stipulates the range of activities and points allocations that must be achieved across categories.

    An activity can be one delivered by RACMA, required by RACMA or from another appropriate source that is accredited by RACMA.

    The member has the responsibility to accurately record the number of points using the activity table and to attach supportive documented evidence.

  4. Activity Logging
    The logging of CEP activities and maintenance of one's eCEP account is the responsibility of the College member. Members are required to attach electronic evidence to verify activity and to facilitate audit and compliance undertakings.

    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 RACMA CEP Coordinators and Staff to mass load events into multiple diaries. Refer to How to log a CEP activity (See Attachment 1).

    The system has been configured to accept logging of activities beyond the minimum requirements. Logging additional activities may be of personal value to the participant.

  5. Annual audit and peer review 
    RACMA Fellows and MOPS participants are expected to engage in reflective performance improvement activities.
    RACMA Fellows and MOPS participants must complete at least one audit AND one peer review activity each year.
    RACMA Associate Fellows must complete at least one audit AND one peer review activity each triennium.

  6. Reciprocal Recognition
    Completion of another registered College’s Continuing Professional Development Program will NOT provide cause for exemption to participation in RACMA CEP and can NOT be used to accumulate points towards RACMA CEP.

  7. Learning Plans
    An individual CEP Learning Plan can be prepared using the on-line application, whether in a learning group or using an individual plan.
    Learning plans are voluntary but useful.

  8. Reports

    All recorded activity is submitted so that they are stored in the eCEP system's database. Reports may be generated from data collected from within records pertaining to CEP Activities, CEP Learning Plans, CEP Annual Reviews and CEP Certification.

    An individual Fellow, Associate Fellow or MOPS participant is able to produce and print a Statement of Participation detailing their recorded activities for any reporting period at any time.

    An individual's eCEP account is password protected but accessible by authorized personnel via an administrative dashboard. There are different levels of authorised access, eg. for the Chair CEPC, CEP Coordinators, National Office and individuals.


    Data stored within the eCEP system's database may be used by the National Office for the purpose of generating operational reports and for performing program analysis. The National Office has the ability to produce summary and detailed reports on participation and compliance in order to inform the Board, Board sub committees and working parties, and delegated Officers.

    Participation and compliance reports are routinely generated and made available to the RACMA Board and its sub committees.

    The local State/Territory/NZ/HK CEP Coordinator has access to data 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 data in order to provide advice and guidance, address certification issues and matters of governance of the process.

  9. 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.)


Related documentation

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
Sections 7, 8 and 9 of the RACMA Constitution
RACMA Continuing Education Program Manual
RACMA Policy Annual Audit of Participation in Continuing Education Program
RACMA Regulation Recording Continuing Education Program Participation
RACMA Regulation Continuing Education Program Exemptions
RACMA Policy Review of Performance/Competency and Retraining 
RACMA Regulation Review of Performance/Competency and Retraining 
RACMA Terms of Reference Continuing Education Program Committee

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