CP - FAQ's

 

 

Volunteer CDEs answer questions sent to the Certification Maintenance by Credit Portfolio Committee.  If you have a question please email:  cpquestions@cdecb.ca.  Before submitting a question, please check to see if the answer to your question can be found in the How to Guide or in the current FAQ’s. For instruction on how to do a keyword search of the How to Guide refer to FAQ 1.1.

When you submit a question please be as specific as possible. Attaching an example with your question is encouraged, e.g., a copy of the activity form. The committee does not answer questions from February 1st to May 31st. Submit your question by January 10th to guarantee a response before the application deadline.

 

1.0  General Items          

1.1 How do I do a keyword search of the How to Guide (PDF)?

1.2 What is Certification Maintenance by Credit Portfolio? 

1.3  Who is eligible for Certification Maintenance by Credit Portfolio?

1.4  Is there an advantage to performing Certification Maintenance by Exam versus Certification Maintenance by Credit Portfolio?

1.5  What is my Credit Collection Period?

1.6  Which professional activities qualify for credit?

1.7  Why are diabetes education practice hours not eligible for credit?

1.8  Would any work done in the course of employment qualify for credit?

1.9  Is there a maximum or minimum number of credits that one may collect yearly?

1.10  Why are the number of hours spent on an activity (at a conference for instance) not the same as the number of CREDITS granted for the activity?

1.11  Can I get credit for working at the CDA Diabetes Camp?

2.0  How to Guide

2.1  A How to Guide is issued annually. Which activity forms do I use?

2.2  When applying for Certification Maintenance which How to Guide should I consult?

3.0  Activity Forms

3.1  I’ve noticed that an activity form has been updated. Do I have to redo the forms I have already completed?

3.2  I am using the Word version of Form 3B to record journal articles. There are a limited number of entries that the form will allow.  It expands with typing but you can't add any extra rows.  As a result, I have needed to make several files, each of which contains the maximum number of rows.  The headings aren't being brought forward to each subsequent page, so I when I print them out for submission, I will need to handwrite the headings on each page, i.e.: Name, CFTO, # credits per page.  Is this OK?  Or if there is some other way that you prefer.

3.3  Can I submit an activity form if I am unable to get the manager’s signature?

4.0  PROCESS FAQ’S       

4.1  Where can I find my CTFNO number (Certification Number)?

4.2  How do I keep a record of my credits? Is there a format that I must use?

4.3  Who will keep track of my credits?

4.4  Do I have to send in yearly reports?

4.5  Can I get an extension on the credit collection period?

5.0  ACTIVITY CATEGORY FAQ’S

5.0.1  What should I do if I need help or have questions about a specific activity to be used for the Credit Portfolio?

5.1  Activity category 1.0 Practice Review/Self-Assessment

5.1.1  Can my self-assessment and learning plan form for my professional body (Provincial Dietitians Association) replace form 1C?

5.2  Activity category 2.0 Organized Learning Activities   

5.2.1  If I attend “sponsored” educational sessions (i.e.: breakfast and/or lunch sessions) outside the scheduled events at the CDA professional conference, am I allowed to claim credits for these over and above the 6 credits per day?

5.2.2  I attend multidisciplinary rounds for residents with diabetes in a nursing home, and I act as their advocate by faxing their physician when I think they could benefit from a change in their diabetes medication. These residents are unable to attend a diabetic clinic due to ambulation, cognition and/or overall health status. Can I get credit for these?

5.2.3  An event I attended had assigned certification maintenance credits. Do I submit the brochure to get those credits acknowledged?

5.2.4  If I have read the Building Competencies…The Essentials or Advancing Practice can they be claimed for credit?      

5.3  Activity category 3.0 Personally Designed Learning Activities               

5.3.1   Can I claim credit for CME activities on the following websites: MEDSCAPE, Joslin WebCME, *AdvancingIN.com, UPTODATE.com, MDBriefcase, Peer Review Press?

5.3.2  How many credits can I claim for reading the entire 2013 Clinical Practice Guidelines?

5.3.3  How do I know if a journal is peer reviewed? (Also applies to 5A)

5.4  Activity category 4.0 Educational Development/Teaching

5.4.1  I presented in a daylong conference at a hospital. I spoke on "Advances in Diabetes Care". The conference was described as a workshop titled "Advances in Care". Professional staff were invited to attend. Does this count for credit under 4E or 4F?  

5.5  Activity category 5.0 Quality Improvement and Research

5.5.1  How do I know if a journal is peer reviewed? (Also applies to 3B)

5.6  Activity category 6.0 Leadership

5.6.1  I've started to work as a committee member on our Education Committee to plan the yearly educational event. I'm assuming that this would be covered under Section 6A and that I would have to get the Conference Chairperson to sign the document. Am I correct?

6.0  AUDIT PROCESS FAQ’S         

6.1 I would like to know for certain - in the event my credits do not meet the requirement for certification maintenance, am I eligible to write the exam in May of the same year?  According to the information provided, I do not get confirmation from the credit portfolio until July.      

6.2  If I am concerned that some of my credits may not be accepted, do I have any options?              

6.3  Will I receive a confirmation that my portfolio arrived at the CDECB office?         

6.4  Why are three copies of my Credit Summary and Portfolio required for the audit process?         

6.5  Can I submit on-line?   

6.6  Will I receive feedback on the audited documents submitted? 

 

1.0          General Items

1.1          How do I perform a keyword search of the How to Guide?

  • With the document open in Adobe Reader X
    • Do one of the following to open the quick search box in the upper right of the window;
      • Press and hold Ctrl, then press f (Ctrl+f)
      • Left click Edit, then left click Find
      • Right-click the document, and choose Find from the pop-up menu
  • Enter the keyword(s) of the subject you’re searching for. Press enter
  • The first result in the document will be highlighted
  • Click the search box arrows to navigate to each instance

1.2          What is Certification Maintenance by Credit Portfolio?

  • The Certification Maintenance by Credit Portfolio process is based on a system of credits earned for professional development activities that either enhance competency or demonstrate professional leadership. It recognizes the relevance of lifelong learning on professional development.
  • During your Credit Collection Period, you compile a credit portfolio by documenting these activities and related credits on the activity forms provided by CDECB. Supporting documentation, such as certificates of attendance, are also part of your portfolio.
  • When you apply for Certification Maintenance by Credit Portfolio along with your application form you will submit 3 copies of your credit summary form and, if requested, 3 copies of your portfolio. The Certification Maintenance Committee will review your documents. If the accepted credits equal or exceed the 250 required credit threshold, you will be successful at Certification Maintenance.

 

1.3          Who is eligible for Certification Maintenance by Credit Portfolio?

•    All CDE’s may elect to perform Certification Maintenance by Credit Portfolio

1.4          Is there an advantage to performing Certification Maintenance by exam versus Certification Maintenance by Credit Portfolio?

•    No, it is a personal choice.

1.5          What is my Credit Collection Period?   

  • As some activities have limits as to how many credits will be accepted in a “year”, the Credit Collection Period is divided into five Credit Collection Years.

 

  • The start of your Credit Collection Period/first Credit Collection Year depends on how you earned your current CDE designation. If you obtained your CDE by exam for the first time then your first Credit Collection Year begins June 1st of the year you obtained your CDE designation. This date also applies to candidates with a lapsed CDE designation and who later regained the CDE designation. If your current CDE designation was obtained by Certification Maintenance, your first credit collection year starts January 1st of the year you performed Certification Maintenance. Your 2nd to 5th Credit Collection Years will start January 1st and end December 31st. December 31st of your fifth Credit Collection Year marks the end of your Credit Collection Period.

 

1.6          Which professional activities qualify for credit?

•    As Certification Maintenance by Credit Portfolio recognizes the relevance of lifelong learning on professional development there are a wide range of approved activities.  These can be found in the ‘How to Guide’. All activities must be diabetes-related and result in new learning and the development of new skills for the educator.

  • If you have an activity that is not listed in the booklet, please contact us at cpquestions@cdecb.ca for clarification.

 

1.7          Why are diabetes education practice hours not eligible for credit?

•    The practice of diabetes education includes the provision of direct self-management education and/or counseling to individuals, their families or their communities and the “at risk” population health. This practice also includes the education of health professionals in the area of diabetes self-management as well. Initial Certification requirements include a minimum amount (hours) of experience in either of these direct practice areas.

•    After initial certification, your direct practice hours (whether direct patient or health professional education) are NOT eligible to be counted as part of your professional development; they are part of your usual employment practice.

 

1.8          Would any work done in the course of employment qualify for credit?

•    Yes but this will vary with the individual’s typical clinical practice. For example, an educator  working in a DEC would be able to claim curriculum/program development activities done as  part of his/her employment (once per program per 5 year cycle) or in-services given to other staff if the preparation for such an activity involved new learning. Activities eligible for credit are those in which the CDE has experienced new learning related to the CDE competencies and/or the CDE has contributed significant leadership to the practice of diabetes education.

 

1.9          Are there a maximum or minimum number of credits that one may collect yearly?

•    No. However, some activities do have yearly accepted credit limits. Please refer to the most current version of the How to Guide.

1.10        Why are the number of hours spent on an activity (at a conference for instance) not the same as the number of CREDITS granted for the activity?

•    All approved activities have been reviewed and ‘weighted” according to the complexity of the learning activity. Attending a conference is not the same as presenting at one, even though the time spent may be the same. The “How to Guide” lists the six categories of activities and credits assigned.

 

1.11        Can I get credit for working at the CDA Diabetes Camp?

•    Working in a professional capacity as a CDE may be claimed for credit if it is not part of your usual job expectations AND there is new learning.  You cannot get credit for the actual number of hours spent at the camp.

•    For example, a CDE with a diabetes practice primarily with adults or adults with type 2 diabetes and has little experience with insulin pumps (or another identified learning need  related to children and diabetes) could claim credits using;   

  • Activity 1C.  In Part A the self-assessment and creation of a learning plan may be to attain a better understanding of diabetes in children. In Part B: they would document the results of their learning plan.
  • Activities in their learning plan related to diabetes and children could be used in other categories. For example, in activity 2A – Short Term Learning Events– they could document any In-service or workshops they attended related to their identified learning need.

 

  • Be specific in your self-assessment about what you would like to gain from the camping experience. Attending camp may be only one of your learning strategies.

2.0          How to Guide

2.1          A How to Guide is issued annually. Which activity forms do I use?

  • During a Credit Collection period, six How to Guides will be issued. You may use the activity forms from any How to Guide issued during your Credit Collection Period to document your professional development activities. Activity forms must be completed as described in their associated How to Guide, e.g., forms from the 2014 How to Guide must be completed as described in the 2014 How to Guide.

 

2.2          When applying for Certification Maintenance which How to Guide should I consult?

  • When applying for Certification Maintenance you must follow the instructions found in the How to Guide issued for the year you have chosen to apply. You must also use the Application form and Credit Summary form for that year, e.g., CDEs applying in for Certification Maintenance in 2014 would consult the 2014 How to Guide and use the 2014 Application and Credit Summary forms.

3.0          Activity Forms

3.1          I’ve noticed that an activity form has been updated. Do I have to redo the forms I have already completed?

  • As long as the activity form was issued during you Credit Collection Period, if you have used a    previous version of the How to Guide and activity forms you DO NOT need to redo the forms to  meet the current requirements, e.g., if you have been using a 2009 HTG and 2009 forms you DO NOT need to redo your entries on the 2014 activity forms and meet  the 2014 HTG requirements  for that activity. However, if you use the 2014 activity forms you must meet the requirements listed for that activity in the 2014 HTG.

 

3.2          I am using the Word version of Form 3B to record journal articles. There are a limited   number of entries that the form will allow.  It expands with typing but you can't add any extra rows.  As a result, I have needed to make several files, each of which contains the maximum number of rows.  The headings aren't being brought forward to each   subsequent page, so I when I print them out for submission, I will need to handwrite the headings on each page, i.e.: Name, CFTO, # credits per page.  Is this OK?  Or if there is some other way that you prefer.

  • As the Name, CFTNO and # Credits this Page have a field for entries (text boxes) associated with them, they cannot be placed in the header. Only the text in the header and footer are repeated as the main table expands onto another page.
  • Most CDEs do complete all the rows and end up with a form that is 2 to 3 pages long. Once the all the rows are used, it is expected that a new form would be a started. There is no provision for CDEs to edit any of the activity forms, only complete them as forms.  As the table flows from one page to the next, the auditors will be able to follow your entries. You do not need to handwrite name, CFTO, # credits per page on the second and subsequent pages. If your write in “#credits per page” on a page it will be taken to mean the credits on that single page.
  • In your portfolio, the pages of a 3B form must be in sequence and each page must have its own Portfolio Page number.
  • The 2014 3B form has the Credits this Page as part of the header. You will need to write in the credits for that page once it is printed.

 

3.3          Can I submit an activity form if I am unable to get the manager’s signature?

•       You may not count the activity as part of your submitted credits unless you have the required signature(s). If the manager is not available, you can have it signed by another CDE who is familiar with your practice.

4.0          PROCESS FAQ’S

4.1          Where can I find my CTFNO number (Certification Number)?

•       Your CTFNO number is located in the bottom left corner of your CDE Certificate.  If you have misplaced your certificate, you may request a new certificate be issued (for a fee).

 

4.2          How do I keep a record of my credits? Is there a format that I must use?

•       In order to build your portfolio, use the forms contained in the How to Guide. For each activity form there is a section that outlines the requirements to document the activity and an example of a completed form. 

4.3          Who will keep track of my credits?

•       You are responsible for keeping track of your credits and for keeping the required documentation in your portfolio.  Filling out the activity forms regularly may help you keep track of your total credits per activity category and your progress towards collecting the credits required.

4.4          Do I have to send in yearly reports?

  • No.

4.5          Can I get an extension on the credit collection period?

•       No. If you have been unable to meet the 250 credit minimum within your 5 year collection period, your only option for certification maintenance will be to write the exam. 

5.0          ACTIVITY CATEGORY FAQ’S

5.0.1      What should I do if I need help or have questions about a specific activity to be used for the    Credit Portfolio?

•       Contact the Certification Maintenance by Credit Portfolio committee by e-mail at cpquestions@cdecb.ca . Questions submitted after January 15th may not be answered before February 1st. Questions will not be answered from February 1st to May 31st

                Please note that if the answer to your question(s) is found in the How to Guide, you will be re- directed to read the HTG.

 

5.1          Activity category 1.0 Practice Review/Self-Assessment

5.1.1      Can my self-assessment and learning plan form for my professional body (Provincial    Dietitians Association) replace form 1B?

•       Professional body self –assessment and learning plans dated before January 1st, 2014 can be used to replace form 1B as long as within that self-assessment you can demonstrate evidence that you have considered the CDECB competencies. You must specifically document which competency(ies) relate to each learning need. The professional body form must also meet the criteria for form 1B.

Self –assessment and learning plans dated on or after January 1st, 2014 must be documented on activity form 1C, part A.

5.2          Activity category 2.0 Organized Learning Activities

5.2.1      If I attend “sponsored” educational sessions (i.e.: breakfast and/or lunch sessions) outside the            scheduled events at the CDA professional conference, am I allowed to claim credits for these over and above the 6 credits per day?

•       No, the maximum number of credits per day is six regardless of the number of sessions attended           or the length of the day.

5.2.2      I attend multidisciplinary rounds for residents with diabetes in a nursing home, and I act as their advocate by faxing their physician when I think they could benefit from a change in their diabetes medication. These residents are unable to attend a diabetic clinic due to ambulation, cognition and/or overall health status. Can I get credit for these?

•       This activity is part of your usual clinical practice and is NOT eligible for credit. When we referred               to "rounds" in the example list under 2A we were referring to learning activities such as Medical                 Grand Rounds where there are specific learning objectives, presentation of scientific       information.

5.2.3      An event I attended had assigned certification maintenance credits. Do I submit the brochure to get those credits acknowledged?

•       First, please check the How to Guide to see if the course credits match the CDECB credit assignment for this type of learning activity. You are likely referring to Continuing Education Credits assigned by a university or a regulatory college; they may or may not have the same criteria for assigning credits as does the CDECB. If there is a discrepancy, submit for the amount of credits that the CDECB outlines in the How to Guide.

5.2.4      If I have read the Building Competencies…The Essentials or Advancing Practice can they be claimed for credit?

  • If you have documented proof of successful completion you can claim 10 credits for each of these under activity 2B Formal Courses. Otherwise you may claim 4 credits for reading each of these binders under activity 3B Self-study Books Read.

5.3          Activity category 3.0 Personally Designed Learning Activities

5.3.1     Can I claim credit for CME activities on the following websites: MEDSCAPE, Joslin WebCME, *AdvancingIN.com, UPTODATE.com, MDBriefcase, Peer Review Press?

  • Yes, you could claim credit for CME activities on the above mentioned websites. The credit you can claim will depend on which version (Issue) of activity form 3B: Self-Study – Through Reading you are using.

    As activity forms must be completed as described in their respective How to Guide; If you use an activity form 3B: Self-Study – Through Reading from the 2012 to 2014 How to Guides, then for a web based CME with post-test you may claim 1 credit. A certificate of completion must be included in your portfolio as supporting documentation. For a web based CME without a post-test you may claim ½ credit.

    If you use an activity form 3B: Self-Study – Through Reading from the 2015- 2017 HTGs, then you may only claim ½ credit for a web based CME. Activity forms from the 2015 – 2017 HTGs have an “Issued” date.

  • * Diabetes Exchange CME’s from AdvancingIN cannot be claimed for credit.
 

5.3.2      How many credits can I claim for reading the entire 2013 Clinical Practice Guidelines (CPGs)?

  • For the 2008 and 2013 CPGs, count ½ credit per article up to a maximum 18.5 credits if you read it completely. Please note, for the 2013 CPGs you may either claim credit for reading the entire executive summary OR reading the entire CPG supplement in the Canadian Journal of Diabetes.

 

5.3.3      How do I know if a journal is peer reviewed? (Also applies to 5A)

  • A peer-reviewed journal is one that has submitted most of its published articles for review by experts who are not part of the editorial staff. You can often check the instructions to authors for the journal in question to find out if a journal is peer-reviewed.  You may also look at the list of peer-reviewed journals found on the CDECB website (please note it is not an all-inclusive list).

5.4          Activity category 4.0 Educational Development/Teaching

5.4.1      I presented in a daylong conference at a hospital. I spoke on "Advances in Diabetes Care". The               conference was described as a workshop titled "Advances in Care". Professional staff were invited to attend. Does this count for credit under 4E or 4F?

  • Your presentation is clearly "diabetes related". 4E is intended for short presentations, which involve new learning for the CDE. To decide if this is 4F, please review the description in the How to Guide and ask yourself the following questions:
    • Was the organization sponsoring the workshop listed in 4F under examples of acceptable presentations?
    • Was your presentation a workshop session, seminar, plenary session, research abstract or poster presentation?
    • Do you have the required documentation?

                 If you answered "yes" to all 3 questions, then this is 4F. Otherwise, it is 4E.

5.5          Activity category 5.0 Quality Improvement and Research

5.5.1      How do I know if a journal is peer reviewed? (Also applies to 3B)

  • A peer-reviewed journal is one that has submitted most of its published articles for review by experts who are not part of the editorial staff. You can often check the instructions to authors for the journal in question to find out if a journal is peer-reviewed.  You may also look at the list of peer-reviewed journals found on the CDECB website (please note it is not an all-inclusive list).

5.6          Activity category 6.0 Leadership

5.6.1      I've started to work as a committee member on our Education Committee to plan the yearly   educational event. I'm assuming that this would be covered under Section 6A and that I would have to get the Conference Chairperson to sign the document. Am I correct?

  • Being a member of a committee is not by itself eligible for credit. In order to claim credit for 6A you must be able to identify your leadership role, your responsibilities/actions and the outcomes which have happened as a result of that leadership. Refer to the the description of 6A in the How to Guide. If you decide to apply for credit for this work under 6A then the appropriate signature would be the Conference Chairperson.

5.6.2      I noticed that on the 2014 activity 6A form the letter of appointment/or invitation to participate is required (no longer optional). If I’ve used an earlier version of the form do I now have to include an invitation to participate?

  • No. The requirement to include this documentation is not retroactive. Activity forms must be completed as outlined in their respective How to Guide.

6.0          AUDIT PROCESS FAQ’S

6.1          I would like to know for certain - in the event my credits do not meet the requirement for certification maintenance, am I eligible to write the exam in May of the same year? According to the information provided, I do not get confirmation from the credit portfolio until July.

  • Candidates who are not successful at Certification Maintenance by Credit Portfolio are not eligible to write the Exam in May of the same year.

6.2          If I am concerned that some of my credits may not be accepted, do I have any options?

  • Email the Certification Maintenance by Credit Portfolio committee at cpquestions@cdecb.ca  before January 15th and ask if your activities are acceptable for credit.
  • You can submit more than the required credits (we would suggest about 20-30% more). Extra credits will not count for more, but do give the auditors something to fall back to if some activities are deemed ineligible for credit. The audit committee only looks at what is submitted; they will not request or evaluate further information if the Portfolio is deficient.

6.3          Will I receive a confirmation that my portfolio arrived at the CDECB office?

  • CDECB cannot confirm receipt of any application until it is processed. Applications are processed in order received and timing depends upon volume. CDECB will send out an acknowledgement of receipt of the application and a receipt for fees paid by regular mail or e-mail at the address provided. This will not occur until mid-March.
  • To confirm that CDECB has received your application by the deadline we suggest you use Courier or Express/Registered Mail. Retain the mail/courier receipts as proof of on time submission.

6.4          Why are three copies of my Credit Summary and Portfolio required for the audit process?

  • One of the copies is kept at the CDECB office and the other two are sent to the auditors. 
  • In order to facilitate handling your portfolios CDECB request that each copy must remain intact and be separate from the others. The CDECB office should be able to separate your 3 copies in less than 30 seconds.
  • Here are a few suggestions;
  • Please keep things simple. DO NOT place your portfolio or any part thereof into plastic sleeves or combine your copies into one document.
    • Place each copy into a Duo-Tang; or
    • Use binder clips to keep each copy together; or
    • Place each copy into its own envelope with your name and CFTNO on the outside

6.5          Can I submit on-line?

  • Currently, we are unable accept CM by CP submissions on-line, by e-mail or fax.

6.6          Will I receive feedback on the audited documents submitted?

  • Only Candidates who are unsuccessful at Certification Maintenance will receive a report of their portfolio with their result notification.