ACEP #7772 Policies
Last updated September, 24, 2025
American Disabilities Act Policy
Confident Trauma Therapist (DBA of Nikki Wetherell Counseling, LLC) (“company”, “I”, “we” or “us”) Americans with Disabilities Act (ADA) Policy
Confident Trauma Therapist is committed to ensuring accessibility and inclusivity in all our continuing education programs. In compliance with the Americans with Disabilities Act (ADA), we provide reasonable accommodations to participants with disabilities to ensure equitable access to our training programs.
Requesting Accommodations
Participants who require accommodations are encouraged to submit requests as early as possible, preferably at least 14 days before the training date, to allow for proper arrangements. Accommodations may include, but are not limited to:
ASL interpreters or closed captioning for virtual and in-person events
Accessible training materials (e.g., large print, digital formats, screen-reader compatible documents)
Physical accessibility considerations for in-person events
Handicapped parking is available on site
No step and wheel chair accessible entry is available at the front of the building
Braille signage is onsite
Extended time for quizzes or interactive components
How to Request Accommodations
To request accommodations, please contact us at:
📧 Nikki@viragowellness.com
📞 207-558-5539
We are committed to making our programs as accessible as possible and will work with participants to meet their needs in accordance with ADA guidelines. If you have any questions or require assistance, please do not hesitate to reach out.
ACEP Attendance Tracking Policy and Procedures
Live and in person sessions:
Facilitator will take attendance via sign in and out sheets before and after breaks and start of each program component
Participants are required to complete and submit an evaluation to verify attendance and receive credits
Live virtual sessions
Participants will be required to keep their screens on during the training and an admin assistant will verify participants are present or the entire program
Prerecorded programs
period odic questions will prompt participant to advance through the training
Evaluations with a quiz to ensure knowledge of content areas of the presentation is obtained
Policy on Program Fees, Refunds, and Cancellations
Purpose
This policy establishes guidelines for program fees, refunds, and cancellations to ensure clarity, fairness, and compliance with NBCC Approved Continuing Education Provider (ACEP) standards.
Scope
This policy applies to all participants enrolled in continuing education programs provided by [Your Organization Name].
Program Fees
Fee Structure:
Program fees are clearly outlined on the registration page, including details of any applicable early registration discounts, group rates, or additional costs (e.g., materials, exams).
Payment must be made in full at the time of registration unless otherwise specified.
Payment Methods:
We accept payment via [list accepted methods, e.g., credit card, ACH transfer, etc.].
Receipts will be issued electronically upon successful payment.
Refund Policy
Full Refund:
Participants who cancel their registration at least [e.g., 14 days] prior to the program start date are eligible for a full refund
Partial Refund:
Cancellations made [e.g., 7-13 days] prior to the program start date will receive a [e.g., 50%] refund.
No Refund:
Cancellations made less than [e.g., 7 days] prior to the program start date or failure to attend the program are not eligible for a refund.
Extenuating Circumstances:
Refunds may be granted beyond the stated policy in cases of documented medical emergencies or other extenuating circumstances. Requests must be submitted in writing to [contact information].
Transfer or Credit Option
Program Transfers:
Participants may transfer their registration to a future program of equal or lesser value if the request is made at least [e.g., 7 days] before the original program start date.
A transfer fee of [e.g., $25] may apply.
Credit for Future Programs:
Participants who cannot attend may request credit toward a future program, to be used within [e.g., 12 months] of the original program date.
Cancellation Policy
Program Cancellations by Provider:
If [Your Organization Name] cancels or reschedules a program, participants will be notified promptly.
Participants may choose between a full refund or transfer to a rescheduled or alternate program.
Minimum Enrollment Requirement:
Programs may be canceled if minimum enrollment is not met. In such cases, registered participants will receive a full refund.
How to Request Refunds or Transfers
Submission Process:
Requests for refunds, transfers, or credits must be submitted in writing to [contact information].
Include your full name, program name, original registration date, and reason for the request.
Processing Time:
Refunds will be processed within [e.g., 10-14 business days] of receiving a written request.
Policy Review
This policy will be reviewed annually to ensure compliance with NBCC ACEP standards, legal requirements, and organizational best practices.
Policy on Confidentiality and Security of Participant Information
Purpose
This policy ensures the confidentiality, integrity, and security of participant information collected during continuing education activities in compliance with NBCC Approved Continuing Education Provider (ACEP) standards.
Scope
This policy applies to all participants, staff, facilitators, and contractors involved in the planning, delivery, and administration of continuing education programs.
Confidentiality
We are committed to maintaining the confidentiality of all participant information. The following measures are in place to ensure participant information is handled appropriately
Limited Access:
Only authorized personnel have access to participant information.
Access is granted solely for purposes directly related to program administration and delivery.
Use of Information:
Participant information will be used exclusively for registration, attendance tracking, certification issuance, and program evaluation.
Information will not be sold, shared, or distributed for marketing or other unauthorized purposes.
Participant Consent:
Participants will be informed of how their information will be used during registration.
Explicit consent will be obtained for any uses outside of standard program operations.
Security
We implement robust measures to protect participant information from unauthorized access, alteration, or disclosure.
Data Collection and Storage:
Online registration systems and data storage platforms will utilize secure, encrypted connections (e.g., HTTPS, SSL).
Physical documents containing participant information will be stored in locked and secure locations.
Data Retention:
Participant information will be retained only for the duration required by NBCC ACEP standards and applicable laws.
After the retention period, electronic data will be securely deleted, and physical records will be shredded or otherwise destroyed.
Third-Party Platforms:
Vendors and platforms used to collect, store, or process participant information must comply with industry security standards.
Signed agreements will be required to ensure vendor compliance with our confidentiality and security policies.
Participant Rights
Participants have the right to:
Request access to their personal information.
Correct or update inaccuracies in their information.
Withdraw consent for the use of their information, subject to program requirements and legal obligations.
Breach Response
In the event of a suspected or confirmed data breach:
Participants will be notified within five business days of discovery.
Appropriate steps will be taken to mitigate risks, secure information, and prevent future incidents.
Policy for Review and Resolution of Complaints and Disputes
Purpose
This policy outlines the procedures for addressing and resolving participant complaints and disputes in a fair, timely, and professional manner, in compliance with NBCC Approved Continuing Education Provider (ACEP) standards.
Scope
This policy applies to all participants in continuing education programs provided by Confident Trauma Therapist.
Commitment to Participant Satisfaction
Confident Trauma therapist is committed to providing high-quality continuing education programs. We value participant feedback and strive to address complaints and disputes effectively to ensure the best learning experience possible.
Types of Complaints
Complaints may relate to:
Program content, materials, or delivery.
Instructor conduct or qualifications.
Administrative processes, such as registration, payment, or certification.
Accessibility or accommodations.
Any other issues related to the participant’s experience.
Complaint Submission Process
How to File a Complaint:
Complaints must be submitted in writing to [contact information].
Include your full name, program name, date of attendance, and a detailed description of the issue.
Submission Timeline:
Complaints should be submitted within [e.g., 30 days] of the program’s conclusion.
Acknowledgment of Complaint:
Upon receipt, Confident Trauma Therapist will acknowledge the complaint within [e.g., 3 business days].
Review Process
Investigation:
The complaint will be reviewed by [designated personnel or committee, e.g., the Program Director or Grievance Committee].
Additional information may be requested from the complainant or other relevant parties.
Resolution Determination:
A determination will be made within [e.g., 10-15 business days] of receiving all necessary information.
Resolution may include corrective actions, such as issuing a refund, providing additional resources, or offering a make-up session.
Notification of Outcome:
The complainant will be notified of the resolution in writing, including any steps taken to address the issue.
Appeals Process
Request for Appeal:
If the complainant is dissatisfied with the resolution, they may submit a written appeal within [e.g., 10 business days] of receiving the decision.
The appeal should include a detailed explanation of why the initial resolution was unsatisfactory.
Appeal Review:
Appeals will be reviewed by a senior staff member or committee not involved in the original determination.
A final decision will be made and communicated to the complainant within [e.g., 10 business days]
Confidentiality and Record Keeping
Confidentiality:
All complaints and related communications will be handled confidentially to the extent possible.
Record Keeping:
Complaints and their resolutions will be documented and retained for [e.g., 3 years] in compliance with NBCC ACEP standards.
Policy Review
This policy will be reviewed annually to ensure compliance with NBCC ACEP standards, legal requirements, and best practices.