Refund and Cancellation Policy

 

Live Trainings (In-Person or Virtual)

• Cancellations made 7 or more days prior to the scheduled event are eligible to receive full credit (equal to the number of CE hours) toward a future live or home study training.

• Cancellations made within 6 days of the event are eligible for partial credit (50% of the CE hours) toward a future program.

• No credit will be issued for no-shows or cancellations made after the training has begun.

• Credit hours are non-transferable and must be used within 12 months of the original program date.

Home Study (On-Demand) Courses

• Credit may be granted only if the participant has not accessed any course content, including videos, materials, or the post-test.

• Once any portion of the course is accessed, the course is considered in progress and nonrefundable.

• If a participant is dissatisfied due to a technical or accessibility issue, they may contact us to resolve the issue or request credit toward a future course offering.

Course Cancellation by Provider

In the unlikely event that Groundwork Trauma Education cancels a live training, participants will be 

offered the choice of:

• Full credit toward a future training

• A full refund (if preferred)

If a home study course is discontinued, enrolled participants will retain access for a minimum of 30 days or receive a refund if access is disrupted.

 

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Participant Complaint and Grievance Policy

 

We are committed to providing high-quality continuing education experiences that are respectful, ethical, and clinically relevant. If a participant is dissatisfied with any aspect of a training program, we invite open communication so we can understand the concern and, when possible, make it right.Informal Resolution:Participants are encouraged to first reach out directly to the ACEP Administrator, Melanie Reese at hello@groundworktraumaeducation.com, to informally share concerns, clarify misunderstandings, or request adjustments. Many issues can be resolved quickly through transparent dialogue.Formal Complaints: If a participant is not satisfied with the informal resolution or wishes to submit a formal grievance, they may do so in writing via email to hello@groundworktraumaeducation.com within 14 days of the program. The written complaint should include:

All formal complaints will be reviewed within 10 business days of receipt. The ACEP Administrator will follow up with the participant to acknowledge the complaint, share findings, and outline any proposed resolution. If needed, additional input may be sought from the course instructor or administrative team.Possible resolutions may include:

All grievances and their outcomes will be documented and retained as part of program records for a minimum of 5 years.

 

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Participant Attendance and Sign-In Policy

 

Participant Attendance and Sign-In Policy

To comply with NBCC continuing education requirements and to verify participant attendance, all attendees of live programs are required to sign in at the start and sign out at the end of each training session.

Sign-In and Sign-Out Procedure for Virtual Programs

At the beginning of each live training, participants type their (full name, credentials, license # and state) into the Zoom chat to sign in. At the end of the training, participants type their (full name, credentials, license # and state) into the chat again to sign out. 

Zoom automatically records the time each participant joins and leaves the session. These participation logs are retained alongside the chat record and serve as our official attendance documentation.

Participants are responsible for ensuring their Zoom display name matches the name they wish to appear on their certificate.

Sign-In and Sign-Out Procedure for In-Person Programs

For in-person and hybrid programs, participants sign a printed attendance roster with their full name, credentials, and time of arrival at the start of the session, and sign out on the same roster at the conclusion of the program.

Certificate Eligibility

Participants must complete both the sign-in and the sign-out, and must be present for the full duration of the training, in order to receive a certificate of completion.

Late arrivals and early departures are reflected in the Zoom participation log or the in-person roster. Participants who do not attend the full program may receive reduced CE credit or may not be eligible for a certificate, in accordance with NBCC policies.

Evaluation Requirement

Attendance verification and program evaluation are two separate NBCC requirements. In addition to completing the sign-in and sign-out process, participants must complete the post-program evaluation in order to receive their certificate. Certificates are released once both attendance and evaluation completion have been confirmed.

Records Retention

Attendance records, participation logs, evaluations, and related program documentation are retained for a minimum of five years in accordance with NBCC ACEP requirements.

 

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Certificate Distribution Policy

 

Certificate Distribution Policy

Groundwork Trauma Education is committed to issuing certificates of completion in a timely and professional manner to all eligible participants.

Live Programs, In-Person or Virtual

Certificates are issued within seven business days following verification of full attendance and receipt of the completed course evaluation. Attendance is verified through digital sign-in and participation tracking for virtual programs, and through a signed attendance roster for in-person programs.

Certificates are delivered through the participant's Kajabi course library. Participants log in to their Kajabi account to access and download their certificate at any time. Certificates are not issued before the conclusion of the program.

Home Study Programs, On-Demand

Certificates are issued upon successful completion of the course materials, which includes a passing score of 80 percent or higher on the final post-test and submission of the course evaluation. Certificates are released automatically to the participant's Kajabi course library once both requirements are met.

All certificates include:

• Participant's full name
• Course title and delivery format
• Number of CE hours earned
• Completion date
• Groundwork Trauma Education, NBCC ACEP No. 7927
• Signature of the ACEP Administrator

Records Retention

Copies of all certificates issued are retained as part of the provider's record keeping for a minimum of five years, in accordance with NBCC ACEP requirements.

Questions or Corrections

Participants who have not received a certificate within the stated timeframe, or who need a correction to a name, credential, or course detail, should contact us at [email protected] and we will reissue the certificate.

  

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ADA & Accessibility Policy

 

Groundwork Trauma Education is committed to providing accessible, inclusive continuing education experiences for all participants. In accordance with the Americans with Disabilities Act (ADA), we strive to ensure that individuals with disabilities have equal access to our live and home study programs.

Live Programs (In-Person and Virtual): 

We will make reasonable accommodations for any participant who notifies us of a need in advance. This may include—but is not limited to—captioning, alternative formats for materials, extended time for activities or assessments, or assistance with physical access. Live virtual events will include verbal descriptions of visual content when appropriate and be hosted on platforms that support screen reader compatibility.

Home Study Programs: 

All on-demand courses are designed to be self-paced and accessible. Video content includes transcripts or closed captioning where available. Course materials can be provided in accessible formats (e.g., large print, screen-reader compatible PDFs) upon request.

Requesting Accommodations: 

To request accommodations, please email Melanie Reese, LMFT (ACEP Administrator), at hello@groundworktraumaeducation.com at least 7 days prior to a live event or upon enrollment in a home study course. We will respond to all requests within 3 business days and will make every reasonable effort to ensure full participation.

 

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Recording and Participant Privacy Policy

 

Some live trainings offered by Groundwork Trauma Education are recorded so that the material can be made available later as an on-demand home study program. This policy explains what is recorded, what is not, and how participant privacy is protected.

Notification

Participants are notified that a session is being recorded at the time of registration and again verbally at the start of the program. Zoom also displays a recording notification to all participants when recording begins.

What Is Captured

Our Zoom recording settings are configured to capture the presenter and the presentation materials. Participant names and participant profile images are not captured in the recording. Participant video appears only if a participant chooses to speak while on camera, and any such footage is removed in production before the recording is released.

Participant Audio

If a participant speaks during a recorded session, that audio may be captured. All recordings are reviewed and edited in production before release. Any personal content shared by a participant, including identifying details, clinical examples, and personal disclosures, is removed from the final on-demand version.

Chat

The Zoom chat transcript is saved separately as attendance documentation and is retained in our secure records. It is never bundled with the recording and never appears in any released on-demand program.

Participant Responsibility

Because these are live professional trainings, participants are asked to protect the confidentiality of their clients and colleagues in anything they share aloud or in writing during a session. Participants should not share identifying client information at any time, whether or not the session is being recorded.

Use of Recordings

Recordings are used solely to create on-demand continuing education programs and related instructional materials. Recordings are not sold, shared, or distributed outside of Groundwork Trauma Education programs, and are not used for marketing without separate written permission.

Participant Requests

A participant who has concerns about being recorded may remain off camera and off microphone and participate through the chat, or may contact us before the program begins to discuss options. A participant who believes personal content of theirs appeared in a released recording may contact us and we will review and edit the recording.

Records Retention

Recordings, chat transcripts, and related program materials are retained in accordance with NBCC ACEP requirements, which call for program records to be maintained for a minimum of five years.