CTS Policy

Counselor Training Solutions, LLC is committed to maintaining the confidentiality and security of all participant information in accordance with NBCC guidelines.

1. Protection of Participant Information

All participant information collected during registration and course participation will be securely maintained. This includes, but is not limited to:

· Name

· Address

· Telephone number

· Email address

· Payment and financial information

Participant information will be used solely for purposes related to registration, communication, issuance of continuing education credit, and recordkeeping.

2. Data Security

Counselor Training Solutions, LLC utilizes appropriate administrative, technical, and physical safeguards to protect participant data from unauthorized access, disclosure, or misuse.

· Digital records are stored in secure, password-protected systems

· Access to participant information is limited to authorized personnel only

3. Confidentiality of Learning Activities

Counselor Training Solutions, LLC ensures that participant confidentiality is maintained during all training activities, including live and virtual sessions.

4. Use of Recordings and Images (Home Study / Recorded Content)

For any recorded trainings, webinars, or home study programs:

· Participants will not be identifiable by name, image, or other identifying      information
OR

· Written consent will be obtained from participants prior to the use of any identifying information, including: 

oName

oImage or likeness

oVoice  recordings

Participants will be informed in advance if a training is being recorded and how the recording may be used.

5. Disclosure

Participant information will not be shared, sold, or distributed to third parties without explicit consent, except as required by law or for NBCC compliance and audit purposes.

 
Counselor Training Solutions, LLC maintains all participant records in accordance with NBCC record keeping requirements and applicable laws.

Counselor Training Solutions, LLC is committed to providing high‑quality continuing education programs and to addressing participant concerns in a timely and professional manner.

1. Submission of Complaints

Participants or potential participants may submit complaints or concerns regarding any continuing education program offered by Counselor Training Solutions, LLC.

Complaints may be submitted by:

· Phone: 256-595-4606

· Email: sara@counselortrainingsolutions.com

2. Review Process

All complaints will be:

· Reviewed promptly upon receipt

· Evaluated by the program provider or designated representative

· Considered carefully to determine whether changes or corrective actions are necessary

3. Response Time

Counselor Training Solutions, LLC will make every effort to:

· Respond to complaints within 7–10 business days of receipt

While a specific outcome is not guaranteed, all concerns will be taken seriously and addressed in a fair and professional manner.

4. Resolution

If appropriate, actions may include:

· Clarification of program content or policies

· Corrections to program delivery

· Improvements to future trainings

5. Record-keeping

All complaints and their resolutions will be documented and maintained in accordance with NBCC requirements.

 
Counselor Training Solutions, LLC is committed to continuous quality improvement and uses participant feedback and complaints to enhance program effectiveness.

Counselor Training Solutions, LLC is committed to providing clear and transparent information regarding program fees, refunds, and cancellations.

1. Program Fees

· All continuing education program fees are clearly stated prior to registration.

· Payment is required at the time of registration to secure a participant’s spot in the training.

2. Participant Cancellation and Refunds - MUST email to request refund sara@counselortrainingsolutions.com 

· All registration fees are non-refundable within 7 days of the scheduled program date.

· Participants who cancel more than 7 days prior to the program may request a refund minus a $25 administrative fee.

· Cancellations made within 7 days of the program are not eligible for a refund.

· No refunds will be issued for:

oNo-shows

oFailure to  attend the full program

oLate arrival  or early departure

3. Provider Cancellation

Counselor Training Solutions, LLC reserves the right to cancel or reschedule a training due to unforeseen circumstances (e.g., low enrollment, presenter emergency, or technical issues).

If a program is canceled by the provider:

· Participants will be notified as soon as possible

· Participants will be offered: 

oA full  refund, OR

oThe option to  transfer to another training session

4. Late Arrival / Partial Attendance

· Participants must attend the full training to receive continuing education credit.

· Partial attendance may result in no CE credit awarded, and refunds will not      be provided in these cases.

5. Refund Processing

· Approved refunds will be processed using the original form of payment whenever possible.

· Refunds are typically issued within 7–10 business days.

6. Policy Disclosure

This policy is provided to participants prior to registration to ensure full understanding of program fees, refund eligibility, and cancellation procedures.

 
Counselor Training Solutions, LLC strives to handle all cancellations and refunds in a fair, consistent, and professional manner.

Counselor Training Solutions, LLC will comply with all applicable laws and regulations regarding data breaches, including any required reporting  or notification obligations.

Counselor Training Solutions, LLC is committed to continuous improvement and regularly reviews its data protection practices to minimize the risk of future breaches.

Counselor Training Solutions, LLC utilizes Microsoft Teams to verify and document participant attendance for all live synchronous trainings.

1. Attendance Verification

· Attendance is tracked through Microsoft Teams attendance reports and participant      activity (e.g., login time, duration of participation).

· Participants are required to:

oLog in using  their full name

oRemain active  and engaged for the duration of the training

· Additional verification methods may include:

oVerbal  check-ins

oChat responses

oPolls or interactive activities

2. Participant Responsibility

· Participants are responsible for ensuring they are properly logged into the session and able to participate for the full duration.

· Failure to follow attendance instructions (e.g., incorrect name, leaving early, or not engaging when prompted) may result in inability to verify attendance.

3. Conflicting Attendance Information

· In the event of conflicting or incomplete attendance records (e.g., discrepancies between      Teams report and observed participation), Counselor Training Solutions, LLC reserves the right to make the final determination regarding attendance eligibility.

· Participants may be asked to provide additional information if needed; however, verification is not guaranteed.

4. Partial Attendance

· Participants must attend 100% of the training to receive continuing education credit.

· No partial credit will be awarded for late arrival, early departure, or incomplete participation.

· Failure to meet full attendance requirements will result in no CE credit and no refund.

5. Technical Issues

· Participants are responsible for ensuring they have reliable internet access and      appropriate technology.

· Technical difficulties on the participant’s end do not guarantee credit, refunds, or transfers.

6. Record-keeping

· Attendance records are maintained in accordance with NBCC requirements and may be used for verification or audit purposes.

Counselor Training Solutions, LLC maintains strict attendance verification procedures to ensure the integrity of continuing education credit.

Counselor Training Solutions, LLC maintains accurate and secure records of all continuing education programs in accordance with NBCC requirements.

1. Records Maintained

For each continuing education program, the following records are maintained:

· Participant names and contact information

· Dates of program participation

· Title and description of the program

· Number of continuing education hours awarded

· Attendance verification documentation (e.g., Microsoft Teams attendance reports)

· Certificates of completion issued

· Presenter information and credentials

2. Retention Period

· All continuing education records are retained for a minimum of 5 years from the date of program completion.

3. Storage and Security

· Records are maintained in secure, password-protected electronic systems and/or secure physical storage locations.

· Access to records is limited to authorized personnel only.

· Counselor Training Solutions, LLC takes reasonable measures to protect records from loss, unauthorized access, or disclosure.

4. Participant Access to Records

· Participants may request verification of their continuing education credits by contacting:

oEmail: sara@counselortrainingsolutions.com

oPhone: 256-595-4606

· Requests for replacement certificates or verification documentation will be fulfilled within a reasonable timeframe.

5. Record Accuracy and Compliance

· Counselor Training Solutions, LLC ensures that all records are accurate, complete, and consistent with program delivery.

· Records may be used for NBCC audits or compliance reviews, when requested.

6. Disposal of Records

· After the required retention period, records will be securely destroyed or permanently deleted in a manner that protects participant confidentiality.

Counselor Training Solutions, LLC maintains organized record-keeping practices to ensure timely retrieval and compliance with all NBCC standards.

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