POLICIES & PROCEDURES
Separation of Certification and Training Policy
The College of Long Term Care Certification Body offers training and certification. However, CLTC Certification Body does not require completion of CLTC Certification Body’s training as a prerequisite or component of the SWOC certification program. Candidates are free to select any training that meets the SWOC educational requirements they wish, and completion of CLTC Certification Body’s training will not provide any advantage over completion of any other training program.
Non-Discrimination
CLTC is committed to providing a certification process that is fair and free from discrimination. All reasonable efforts are made to ensure that CLTC examinations are based on job-related knowledge and tasks. In addition, during item-writing training, editorial review of individual items, and exam review situations, documentation on how to prevent bias and stereotyping is provided in either written or verbal form.
CLTC endorses the principle of equal opportunity. Eligibility criteria for examination and for certification under the CLTC programs are applied equally to all applicants regardless of race, religion, sex, sexual orientation, gender identity, national origin, ethnicity, veteran status, age, marital status, or disability.
CLTC and its test development vendor comply with the Americans with Disabilities Act and strive to ensure that no disabled individual is deprived of the opportunity to take a CLTC examination solely by reason of that disability. Special testing arrangements may be made for these individuals. All testing sites will comply with all federal, state, and local laws regarding use of public buildings, ensure accessibility required under the Americans with Disabilities Act, and accommodate applicants with disabilities on an individual basis without additional cost.
Statement of Impartiality
The College of Long Term Care, its Directors, Managers, Staff and others involved in the certification process fully understand the importance of impartiality in undertaking its Certification Activities and is committed to keeping our certification process free from any conflicts of interest.
All personnel, internal and external, and committees are required to act impartially. We do not involve ourselves in any activities, which might jeopardize impartiality or result in a conflict of interests, nor do any of our sub-contracted agencies or consultants.
In fulfilling this commitment, we carefully assess the suitability of proposed members of the board of directors, committee members, staff, or sub contracted entities to ensure they are and remain free of any conflicts of interest.
In nominating members to be elected to Council, careful consideration is given to the impact it will have, should the nominee be elected, such that no single interest is predominant. In approving proposed members of other committees that have an interest in our certification programs, careful consideration is given to the impact it will have on impartiality.
If a topic is being discussed and a voting member of a committee has an interest that could impact on impartiality, the President or the Chairman of the committee will consider whether it is appropriate to suspend the voting rights of that member for the duration of the topic being discussed.
Annually all individuals involved in our certification process are required to update their Conflict of Interest Statement, attesting that they are free from conflict or identifying any possible conflicts which might arise during their involvement with our certification program.
Logo Use Policy
The College of Long Term Care is a California based corporation. Its intellectual property ("IP") is one of the College of Long Term Care's most valuable assets and may only be used in a manner that furthers the the College of Long Term Care’s mission.
Among its intellectual property, The College of Long Term Care has registered certain trade, service and certification marks. This Policy sets forth the terms and conditions for the appropriate and permitted uses of these Marks. Use of the College of Long Term Care's Marks is expressly subject to and conditioned on the User's acceptance of these terms. The College of Long Term Care may use its Marks (or grant others permission to use its Marks) in any way it sees fit.
1. SOCIETY NAME.
In official usage, the Society's name shall be designated as: "The College of Long Term Care".
2. OWNERSHIP OF THE MARKS.
Users of the Society's Marks agree and acknowledge that the Marks are the sole and exclusive property of the Society. Use of one or more of the Marks shall constitute consideration for, agreement to and acceptance of the following terms and conditions. Use of the Marks is permitted only pursuant to the terms and conditions of this limited and revocable license, and any other written agreement which terms apply to such use. Any failure by a User of the Marks to comply with the terms and conditions contained herein may result in the immediate revocation of this license, in addition to any other sanctions imposed by the Society.
3. USE OF THE SOCIETY'S MARKS.
The Marks must be used in a professional manner, as set forth more specifically below. Notwithstanding the foregoing, the Marks may not be used in a manner that, in the sole discretion of the Society: discredits the Society or tarnishes its reputation and goodwill; is false or misleading; violates the rights of others; violates any law, regulation or other public policy; or mischaracterizes the relationship between the Society and the User, including but not limited to any use of the Marks that might reasonably be construed as an endorsement, approval, sponsorship, or certification by the Society of the User, the User's business or organization, or the User's products or services or that might be reasonably construed as support or encouragement to purchase or utilize the User's products or services (unless the User is a participant in a College of Long Term Care Certification Program as discussed in section 5, below).
The Society, in general, does not object if Users self-represent that they are certified so long as there is no suggestion that the College of Long Term Care endorses or certifies the product or services.
4. USE OF CERTAIN LOGOS TO DESIGNATE MEMBERSHIP OR LINK TO SOCIETY WEBSITE.
The Society permits, only as set forth below, the use of its "College of Long Term Care" trademarked Logos "as is" and makes no warranties, representations or statements, express or implied, with respect to these Logos. The Logos may not be used to disparage the Society or its members. The Society will not be responsible for any loss or damages of any kind whatsoever sustained by any party, however, caused, in regards to the use of the Logos. Use of the Society's Logos is subject to and conditioned upon Users' acceptance of this Policy. Users may scale/resize the Logos to suit their needs, but may not change color or design or alter the graphics in any way and may not combine with any other graphic. In every use, the integrity of the Logo must be preserved.
A. Linking to the Society's Internet Homepage.
(i) Users may, without written permission, use the Logo to denote an electronic link to the Society website —www.collegeltc.com, or its subpages. Links from web sites that, in the College of Long Term Care's sole discretion, could be construed as distasteful or offensive, obscene, defamatory, libelous, misleading, or which are being used for illegal purposes are not permitted.
(ii) Any link established must transfer the viewer directly to the Society's website, to enable viewing of the site as posted by the Society, without the imposition of any frames, browser windows or third-party content.
(iii) Use of the Logo, or linking to the Society website, is at the User's sole risk and must comply with the College of Long Term Care's Website Link Policy. The Society provides this access "as is" and disclaims any warranties, express or implied (including but not limited to the implied warranties of merchantability or fitness for a particular purpose).\
B. To Denote Membership in the Society. All members in good standing with the College of Long Term Care may, without written permission, use the Logos on their website, business card or letterhead to denote membership in the Society, provided the word "member" appears with the Logo.
C. Use of Logos by the Media. Accredited news media, upon request to the Society, may be permitted to use the Logos in articles and materials about the Society, its members, standards, services and mission, solely for the purposes of referring to the Society. The Society, in its sole discretion, may deny such use.
D. Co-Sponsored Events and Publications. Events, seminars, publications, etc., which are co-sponsored by the Society, may use the Logos on their website and printed materials in conformity with the terms and conditions of this Policy. Any such materials or Logo use must be approved in advance by the Society.
E. Termination. Upon notice by the Society, Users agree to immediately cease any and all further use of the Logos.
5. USE OF CERTIFICATION MARK (CM)
A. The College of Long Term Care certification marks are registered by the Society.
B. Use of this CM is voluntary and provided by the Society to participants in one of the Society's Certification Programs. A list of such participants who are permitted to use the voluntary CM is maintained at the College of Long Term Care offices,
C. The College of Long Term Care CM may be only used on or in connection with individuals or companies certified by or on behalf of the College of Long Term Care and under the terms of written agreement with the Society.
D. No person shall use the College of Long Term Care CM or any portion thereof in connection with any individual, product or service, or represent or imply in any way that an individual, product or service has been certified or approved by the College of Long Term Care, unless the College of Long Term Care has confirmed, in writing, that the individual, product or service is certified.
6. USE OF SOCIETY LETTERHEAD AND TITLES.
A. Members of Society committees, sub-committees and task groups must exercise care and good judgment in use of Society letterheads, envelopes and official titles/designations.
B. Society letterhead, envelopes and titles may only be used for Society business and purposes, not for personal business.
C. A letter (including electronic communications such as e mail) written on Society stationary or for official Society purposes should not contain personal comments and/or opinions of the writer. If unavoidable, the letter must clearly distinguish personal comments and opinions from official positions of the Society based on the Society Charter, Bylaws, Society policies, rules, regulations, procedures and balloted actions of Society units.
D. Officers of Society committees, sub-committees and task groups must refrain from using official Society titles when expressing personal views or comments.
7. MISCELLANEOUS.
A. Use of the Society's Marks shall create no rights for Users in the Marks (including the Logos) or their use beyond the terms and conditions of the limited and revocable license set forth in this Policy or any written agreement relating to such use. The Marks shall remain at all times the sole and exclusive intellectual property of the College of Long Term Care. The Society shall have the right, from time to time, to request samples of use of the Logos from which it may determine compliance with these terms and conditions. Without further notice, the Society reserves the right to prohibit use of the Marks/Logos if it determines, in its sole discretion, that a User's usage, whether willful or negligent, is not in strict compliance with this Policy, otherwise is not in the best interest of the Society, the User is not a Society member in good standing or for any reason whatsoever.
B. The Society reserves the right to alter, amend or terminate this Policy at any time and without notice to the User. The User agrees to abide by any such changes or amendments.
C. Use of the Marks/Logos does not imply approval or endorsement by the Society of any individual, company, products or services, unless the User is a Participant in a College of Long Term Care Certification Program.
D. The interpretation and enforcement of the terms and conditions herein, and any compliance therewith, shall be made by the Society in its sole discretion. Otherwise, this license is governed by and construed in accordance with the laws of the State of Indiana. Users agree to jurisdiction and venue in Indiana state and federal courts. User agrees that any breach by it of the terms and conditions herein entitles the Society to an injunction (and possible damages) against the User.
Review and Appeals Process Policy
Under certain circumstances, certification status may be denied, suspended, or active certification status may be revoked. Any individual who is denied access to certification or whose certification has been revoked or suspended has the right to appeal the decision. The College of Long Term Care has an established review and appeals process for individuals seeking an amendment of this decision. This process offers any individual the opportunity to have his or her concerns heard in a fair, objective forum. However, individuals will not be entitled to receive a copy of either the certification examination or the answers to any questions on the examination.
Any individual whose certification has been withdrawn as a result of the failure to pay any required dues or fees, or an individual whose professional license has been denied, revoked, or suspended by a state licensure agency, shall have no right to pursue an appeal. Such individuals may, however, present written evidence that the factual predicate for the denial, revocation, or suspension of certification is incorrect: such evidence shall be reviewed and appropriate action is taken.
To ensure an impartial appeals process, an Appeals Panel consisting of three (3) College of Long Term Care Board members is formed: the Chairperson and two other voting members. The Chairperson of the panel will be the College of Long Term Care Board Chairperson, who will appoint the other two voting members from the existing College of Long Term Care Board. If the Chairperson chooses an Appeals Panel member who has a personal or financial conflict of interest, that Panel member will be withdrawn from the Panel.
The Appeals Panel reviews each case individually and then processes the results of the review directly with the individual requesting the appeal. The College of Long Term Care Board grants to the Appeals Panel full and final authority to deny, suspend, revoke, or reinstate the College of Long Term Care certification.
The chairperson of the Appeals Panel will chair all meetings of the Panel, which will be held, as needed, by conference call unless an in-person review is requested and paid for by the appellant. Dates and times for review will be determined by the Chairperson. Panel members and the appellant will be informed of the date at least one (1) month prior to the conference call. All materials available for the review will be provided in writing to the members in advance of the review.
Procedure
An individual must submit a written request for an appeal, which must be signed by the individual and notarized, to the Chairperson of the College of Long Term Care Board. The request must include a statement of the appellant’s reasons for believing that the decision was erroneous, along with five copies of any supporting materials/ documentation, and a statement of the desired outcome. The request (for an appeal) must be sent to the College of Long Term Care office by certified mail to the attention of the College of Long Term Care Chairperson and postmarked within 60 days of the date of mailing of the notification of denial suspension, or revocation. Any materials not postmarked within this 60-day period will not be considered in the review and appeals process.
Following the receipt of the appellant’s request, the College of Long Term Care Board Chairperson shall, as soon as practical, appoint two members of the College of Long Term Care Board to serve as that individual’s Appeals Panel.
After receipt of a request for an appeal, and selection of the Appeals Panel, the Panel will consider the case as soon as practical.
In advance of the review, all supporting materials for the case will be sent to the Appeals Panel by the College of Long Term Care office.
At the request of individual members of the Panel, the Chairperson may, but need not, submit additional questions in writing to the appellant. The appellant will have the opportunity to respond in writing.
Panel members and the appellant will be informed of the date for the review at least one (1) month prior to the conference call.
If the appellant desires an opportunity to address the Panel in person or by conference call, the appellant may do so but must bear the cost of such an in-person review. The appellant can contact the College of Long Term Care office for an estimate of such costs. If the appellant desires an in-person review, the request must be included with the statement of the appellant described in step 1.
An appellant may be represented by legal counsel at any meeting at which the appellant addresses the Panel, whether in person or by conference call.
The voting members of the Panel will review each case and reach a majority decision. A unanimous vote is required to overturn the decision to deny, suspend, or revoke certification. The decision of the Appeals Panel will be final.
The Chairperson of the Appeals Panel will send the appellant the Panel’s decision in writing by certified mail as soon as practical after the review.
Written materials considered in the Appeals Process and written decisions of the Appeals Panel will be securely stored and retained in the College of Long Term Care office for 3 years.
