CBDM Guide to Maintaining Your Credentials - Appendixes
Appendix A — Certification Frequently Asked Questions
What is my three-year continuing education (CE) period?
CE cycles begin on June 1 and end three years later on May 31. If annual certification maintenance fees are not paid, certified status is inactive and must be reinstated. Continuing education hours can be earned and reported during active certified status only. If certification is not activated within one year of passing the exam, the certification will be terminated and the recertification period will also end at that time.
How are continuing education hours calculated?
Continuing education hours are those hours actually spent listening or participating in a continuing education activity. The minimum time for CE credit is 30 minutes. After the first 30 minutes, CE credit will be accrued in 15 minute increments. All scheduled time for registration/welcome, breaks, lunch, networking, testing and awards are deducted from the total time of the program. A speaker during a luncheon is computed as one-half the time.
What types of educational programs can I participate in for continuing education hours?
Examples include workshops, conferences, seminars, college courses, trade/food shows, journal clubs, in-services, online courses,
teleconferences, webinars, and books. Programs must be a combined total of at least 30 minutes long to be eligible for CE. Tours of plants/facilities are limited to one CE hour. Programs must be related to the fields of Nutrition, Food Service, Personnel and Communications, Health Care, Sanitation and Food Safety, and Business Operations. Once CE hours have been earned for a specific program, that program cannot be resubmitted for credit again, regardless of whether it is in a new certification period. Credit can only be earned once for any given program.
What is required for trade/food shows?
A maximum of five continuing education hours can be earned from viewing exhibits at food shows during the three-year recertification period.
Credit is awarded on the basis of time. Trade/Food show hours are spent viewing trade/food show exhibits. Food demonstrations, bake-offs, ice carving, and food presentations are considered trade/food show hours. The CE hours must be reported and required documentation uploaded via the My Certification page. Required documentation includes proof of attendance, program brochure with list of exhibitors and time allocated to the trade/food show, and a brief description of how the program was a valuable learning experience and how it will impact your current or future professional practice.
Do in-service programs qualify for continuing education hours?
Attending an in-service program at your facility related to Nutrition, Foodservice, Personnel and Communications, Health Care, and/or Sanitation and Food Safety is an eligible CE activity. Required documentation includes the program agenda with content and learning objectives, topics, date and time frames as well as a copy of the sign-in sheet or verification of attendance from your employer with topic, date, and time frames. Business portions of meetings, training employees, facility policies and procedures, or new employee orientations do not qualify for continuing education hours. Additional documentation includes description of how the program was a valuable learning experience and how it will impact your current or future professional practice.
What types of programs are considered “Sanitation and Safety” programs?
Examples include programs that address safe food handling, infection control, time and temperature regulations, foodborne pathogens, food allergy
prevention, HACCP principles, disaster preparedness, pandemic disease, and active shooter training. ServSafe training earned in your three-year recertification period can be submitted for Sanitation and Safety hours. The CE hours must be reported and required documentation uploaded to the My Certification page of your record.
What types of programs qualify for a professional ethics program?
Beginning June 1, 2019, one of the required 45 CE hours must pertain to professional ethics. Professional ethics encompasses standards, values, and guiding principles related to the personal and and business behaviors of professionals. Related topics include business/code of conduct, confidentiality, conflict of interest, diversity and inclusion, HIPAA/privacy, and patient rights/dignity.
What is “proof of attendance” and how do I document this?
Proof of attendance is usually a copy of the certificate that was awarded at the educational program you attended and includes the program title, your name, date and hours earned, or verification from the program provider on official letterhead with their signature. Other documentation may be required. The documentation for each reported program must be electronically uploaded via the My Certification page of your record.
If I earn extra CE hours in my current CE cycle, can I transfer them to the next three-year period?
No. All CE hours must be earned in the current three-year recertification period and are not transferable to future CE periods.
What happens if I don’t meet the CE requirements or pay the annual certification fee?
If you do not meet the CE requirements by the end of each three-year recertification period you will no longer be certified and your certification may be terminated. Also, if you do not maintain your credential by paying the annual certification maintenance fees, you will no longer be certified. If eligible, you will need to reinstate your credential. You will only be eligible to earn CE once you have completed the reinstatement process. No CE can be earned for education programs completed or reported during your inactive period. If you are not eligible for reinstatement, you will be required to retest to be eligible to regain the credential. To do so, you must meet a current pathway of eligibility, submit an exam application for review and approval, and receive a passing score on the exam.
Will the CBDM remind me if I am short on CE hours?
Yes. An e-mail reminder is sent in February to CDMs (at the e-mail address on file in their record) who have less than the required CE hours by the last year of their three-year recertification period. Another reminder is sent in March to CDMs who are still short of CE hours. The CBDM strongly recommends that all individuals keep track of CE hours for the current recertification period by checking their CE report online in the My Certification page of their record.To ensure communications from ANFP and CBDM are received, individuals must ensure that contact information in their ANFP record is current and accurate. ANFP and CBDM are not responsible for missed communications due to incorrect e-mail or mailing addresses in a record, or for e-mail messages not accessed from a Spam folder.
May I submit Subsequent Approval Forms?
You may no longer submit Subsequent Approval Forms. All CE and supporting documentation must be submitted electronically via the My Certification page of your record. Physical, e-mailed, or faxed documents sent to CBDM will not be accepted or returned.
CE Self-Reporting Questions
How do I know my CE hours will be approved?
CE hours are not approved on a per activity basis but will be reviewed during the CE audit process. All CDMs are encouraged to refer to CE guidelines for acceptable CE activities and required documentation.
How long do I need to keep this documentation for the reported CE hours?
CDMs should retain copies of the documentation uploaded via My Certification for two consecutive three-year recertification periods.
If I purchased ANFP online CE products, will my CE be entered automatically once I complete the online course or online CE magazine articles?
Yes! You do not need to do anything else to submit those hours once you have completed the course or article, quizzes within them and the program evaluation. These programs are audit proof when submitted as a Prior Approved program.
How do I report my hours if I do not have a computer?
CDMs are responsible for electronically entering CE into their record and uploading the required supporting documentation via the My Certification page of their record. There are other options such as mobile devices, tablets, or utilizing public computers, if you do not have a computer of your own.
Appendix B - CE Audit Frequently Asked Questions
What is the purpose of the CE audit?
The CE audit and all CBDM policies are designed to uphold the integrity of the credential and help CDMs gain a professional edge with continuing education.
How are individuals selected for the CE audit? Credential holders that are at the end of their three-year recertification period and have reported the minimum requirement of 45 CE hours, including nine related to Sanitation and Safety and one pertaining to Professional Ethics (beginning June 1, 2019), are randomly selected. ALL credential holders who report less than the minimum required CE hours are automatically placed in the CE audit process.
What is my status during the CE audit?
During the CE audit process, certified status will remain active as long as all certification fees are paid up to date.
How can I check how many CE hours I have reported?
Log in to your profile online at www.CBDMonline.org and select “My Certification” from the menu options. You will see the CE activity that you reported and the required documentation you uploaded. You will also see dates for your current three-year recertification period.
What happens if I am unable to provide all the documentation needed for the audit?
Credential holders who failed to keep documentation should do their best to obtain it from the program/education sponsor/provider and then electronically upload the required documentation to validate their attendance/participation in an educational session. If unable to obtain and upload required documentation via the My Certification page, the individual will need to complete new educational sessions to make up the difference for educational programs for which documentation is missing.
Can I get an extension on completing and reporting CE hours if I am approaching the three-year deadline?
Credential holders should do their best to complete and report the minimum required CE hours by the end of their three-year recertification period. Those who do not complete and report the minimum requirement of CE hours will be subject to the CE audit. After a review of records is submitted, candidates may be given an extension of up to 90 days (November 30), to earn the needed CE. New CE submitted is also subject to the CE audit. To determine if you are eligible for an extension, call ANFP's PDS at 800-323-1908 or contact CBDM at info@CBDMonline.org and direct your inquiry to your assigned auditor.
What documents are acceptable as proof of attendance?
Required documentation can include certificates of attendance, program materials, or other information provided by the program sponsor that verify program date, length, and subject matter (agenda, program outline, handouts, meeting summary, or meeting transcript). Additional required documentation may include a summary of purpose and evaluation of what you learned and how it applies to the industry. Refer to "Documentation Requirements" above for details.
How do I submit required documentation for the CE activities?
Effective June 1, 2019, CDMs are required to submit all CE hours electronically and upload required documentation via the My Certification page by the end of their three-year recertification period. Physical, e-mailed, or faxed documentation sent to CBDM will not be accepted or returned. Individuals selected for the CE audit will receive e-mail communication from CBDM on required actions, including how to submit CE activities via the My Certification page.
To ensure CE activities are recognized and recorded to your record, please do not submit CE activities until at least 24 hours after your certification has been activated or reinstated.
What happens if the CE hours I submitted are not accepted?
If granted an extension, individuals will be given up to 90 days (November 30) to make up the CE hours that are deemed unacceptable. the CE hours must be reported and all required documentation electronically uploaded via the My Certification page. The CE record will then be audited again. If audit requirements are not me by November 30, the certification will be terminated. To be eligible for certification again, you must meet current eligibility requirements, submit an exam application with fees for review and approval, and pass the CDM Credentialing Exam.
What happens if I lose my credential?
Individuals who lose their credential must qualify for the exam under a current pathway of eligibility, submit an exam application with fees for review and approval, and pass the CDM, CFPP Credentialing Exam to be eligible to become certified as a CDM, CFPP again.
Will my employer be notified of my status?
CBDM will not proactively notify employers of CDM credential holder status at any time. However, employers may become aware of your status via our online verification system.
Will my employer be notified if I am being audited?
Employers will not be notified by CBDM and certified status will remain active during the audit as long as annual certification fees are paid up to date.
Who can I speak with about the process if I disagree with the outcome of the CE audit?
You may appeal the decision and must do so within 5 days of the e-mailed notice of audit outcome. Submit your concerns in writing (email is preferred) to the CBDM for review and consideration. Provide detailed information that presents a compelling case for why you would like the CBDM to reconsider their decision.
E-mail: appeals@CBDMonline.org
Mail: CBDM Appeals, 406 Surrey Woods Dr., St. Charles, IL 60174
What if I pay my dues and certification fees, but I don’t pass the CE audit?
Certified individuals who do not pass the audit will be refunded their certification fees approximately 60 days after the audit process is finalized.
Will I lose my job for not having a credential?
This depends on state regulations and requirements of your employer.
NOTE: All individuals are responsible for keeping current their contact information on file in their record. ANFP and CBDM are not responsible for missed communications due to incorrect e-mail or mailing address in their record or for e-mail messages not accessed from a Spam folder.
Appendix C — Strategies for Maintaining Your Three-Year CE Record
- Divide CE hours into three equal amounts. Earning 15 CE hours each year of the three-year recertification period will equal 45 CE hours.
- Use three file folders to organize each year’s proof of attendance and other documentation, identifying each year at the top of the file folder. Be prepared to scan and save these documents electronically so you can upload via the My Certification page.
- Enter CE hours online and upload required documentation via the My Certification page. of your record within one week of completing a program.
- Retain copies of your proof of attendance and other documents for two consecutive three-year recertification cycles.
Appendix D — Step-by-Step Self-Reporting Guide
- Log in at www.CBDMonline.org.
- Under "My Account Links," go to "My Certification."
- Select "Report CE."
- Complete all pertinent fields for your CE activity. If it is a Prior Approved program, select Prior Approved for program type and enter the CBDM provider number as listed on the certificate of completion. Provide all other requested information.
- Select "Add Document." Upload all required documentation as specified. Select "Save" after uploading each document.
- Select "Report" after uploading all documents for all CE activities reported. "Submitted" status will show for all CE hours submitted and documentation uploaded electronically.
- Continue this process for each CE activity that you submit.
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