Cal. Code Regs. tit. 10 § 2105.10

Current through Register 2024 Notice Reg. No. 45, November 8, 2024

Section 2105.10 - Certificates of Completion

(a) A provider must issue a certificate of completion to each student who successfully completes a prelicensing or continuing education course. A duplicate certificate of completion must be issued by a provider upon request in the case of a lost or destroyed certificate. A certificate of completion must contain the following information:

(1) an original signature of the instructor or provider director;

(2) the course title and approval number;

(3) the provider's name, address, telephone number and provider approval number;

(4) for classroom courses, the beginning date(s), the completion date, and the class location including street address, city, state, and zip code;

(5) the number of hours approved for the course;

(6) a statement that submitting a false or fraudulent certificate of completion to the Department may result in denial of a license application and revocation of a license;

(7) a statement that the student should retain the certificate for five (5) years.

(b) A provider must submit to the Department a provider roster using electronic filing within ten (10) business days following completion of a prelicensing course. A roster is to be submitted, using electronic filing, within thirty (30) calendar days following the completion of a continuing education course.

(1) Online provider roster filings must contain the following:

a. for prelicensing courses, the student's name and social security number; for continuing education courses, the licensee's social security number or license number, if any;

b. the course approval number, and course completion date;

c. for classroom courses, the start date(s) and zip code of the class location.

(2) Electronic provider roster filings must contain the following:

a. the provider approval number;

b. the student's name, social security number, or license number, if any;

c. the course approval number and completion date.

d. for classroom courses, the zip code of the class location.

(3) Flat File Format uploads using the ASCII flat file format. The ASCII flat file is a single line of information to record course credits for each student. The single line of information is 121 characters long. The following characters (numbers or letters) must be completed to allow the ASCII flat file information to be uploaded and recorded:

a. provider number, characters 1 to 9 (numbers only);

b. course number, characters 10 to 18 (numbers only);

c. course beginning date, characters 19 to 26 (mmddyyyy). If roster is for online course, space through characters 19 to 26);

d. course beginning time, characters 27 to 30 (military time). If roster is for an online course, space through characters 27 to 30);

e. course end date, characters 31 to 38 (mmddyyyy). If roster is for online course, space through characters 31 to 38);

f. course location zip code, characters 39 to 47, for contact courses only (non-contact courses enter 9 spaces);

g. student's social security number, characters 48 to 56 (numbers only). If the social security number is not provided, space to character 56;

h. student's last name, characters 57 to 91 (letters only). If the name has fewer characters, space to character 91;

i. student's first name, characters 92 to 106 (letters only). If the name has fewer characters, space to character 106;

j. student's middle name, spaces 107 to 121 (letters only). If the name has fewer characters, space to character to 121.

k. student's license number, spaces 122 to 128. If the license number is not available, space to character 128.

(4) "Comma Separated Values (CSV) format uploads using the CSV format. The CSV format is a tabular data format that has fields separated by the comma character (e.g. 123456,,,1234567,, 07152007,1000,07202007,99999,,,,,). The following characters (numbers or letters) must be completed to allow the CSV format file information to be uploaded and recorded:

a. the first line contains the provider number, a maximum of 9 characters (numbers only);

b. the second line contains the course number, a maximum of 9 characters (numbers only);

c. the third line contains the course beginning date, (mmddyyyy) for contact courses only. Insert a single comma if the roster is for an online course;

d. the fifth line contains the course beginning time (military time, hhmm) for contact courses only. Insert a single comma if roster is for an online course;

e. the sixth line contains the course end date (mmddyyyy) for contact courses only. Insert a single comma if roster is for online course;

f. the seventh line contains the course location zip code, for contact courses only. Insert a single comma if course is non-contact;

g. the eighth line contains the student's social security number (numbers only) if the student does not have a social security number, insert a single comma;

h. the ninth line contains the student's last name, (letters only), a maximum of 35 characters;

i. the tenth line contains the student's first name,(letters only, a maximum of 15 characters;

j. the eleventh line contains the student's middle name (letters only), a maximum of 15 characters;

k. the twelfth line contains the licensee's license number. If the student does not have a license number leave blank.

(5) Under special circumstances approved in advance by the Department, a provider may submit a typed or printed Provider Roster, form 446-13, as specified in section 2105.19. The roster must contain the following:

a. student's or licensee's name;

b. student's social security number for prelicensing courses; or

c. student's license number for continuing education courses, if any;

d. provider's name;

e. provider's approval number;

f. course name;

g. course approval number;

h. course credit hours;

i. course completion date;

j. for classroom courses, the start date, beginning time, end time, and classroom location including street address, city, state, and zip code;

k. signature of the provider director certifying the accuracy of the information provided

Cal. Code Regs. Tit. 10, § 2105.10

1. New section filed 8-20-2007; operative 9-19-2007 (Register 2007, No. 34).

Note: Authority cited: Section 1812, Insurance Code. Reference: Section 1810.7, Insurance Code.

1. New section filed 8-20-2007; operative 9-19-2007 (Register 2007, No. 34).