Recordkeeping Notice to Participants

StorieTree Professional Education maintains records related to registration, attendance, evaluations, and CE credit in accordance with American Psychological Association (APA) continuing education requirements. These records are used solely for program administration, accreditation compliance, and quality improvement.

Participant information is kept confidential and securely stored. Access is limited to authorized staff, and records are not shared with third parties except as required for accreditation review or by law.

CE records are retained for the required period in accordance with professional standards. If you have questions about your records or need to request a correction, please contact us.

Formal Recordkeeping Policy

StorieTree Professional Education is committed to maintaining accurate, secure, and confidential records in accordance with APA Office of CE Sponsor Approval (CESA) Standards, applicable ethical guidelines, and relevant legal requirements. This policy outlines how continuing education (CE) records are created, maintained, retained, and protected.

1. Purpose

The purpose of this policy is to ensure that all records related to continuing education activities are:

• Accurate and complete

• Secure and confidential

• Accessible for audit or review by accrediting bodies

• Maintained for required retention periods

2. Scope

This policy applies to all CE activities sponsored by StorieTree Professional Education, including in-person, synchronous online, and asynchronous programs.

3. Types of Records Maintained

StorieTree Professional Education maintains the following records for each CE activity, as applicable:

Program Records

• Program title, date(s), location or delivery format

• Learning objectives and level of programming

• Detailed program schedule and instructional hours

• Course descriptions and promotional materials

Presenter Records

• Presenter qualifications and CVs

• Conflict of interest disclosures

• Intellectual honesty and AI-use disclosures

• Signed presenter agreements and attestations

Participant Records

• Registration information

• Attendance verification records

• CE credit awarded

• Certificates of completion

Evaluation and Quality Assurance Records

• Completed participant evaluations

• Quiz results for asynchronous programs

• Documentation of program revisions based on feedback

Administrative and Compliance Records

• Grievances and resolutions

• Refund and cancellation documentation

• Accessibility and accommodation requests (limited to what is necessary)

• Correspondence related to CE compliance

4. Record Retention

All CE records are retained for a minimum of seven (7) years from the date of the activity, or longer if required by accrediting bodies, state regulations, or legal considerations.

5. Confidentiality and Privacy

• Records containing personally identifiable information are treated as confidential.

• Access to records is limited to the Program Director, Program Administrator, and authorized staff.

• Information is used solely for CE administration, accreditation compliance, and quality improvement.

StorieTree does not disclose participant information to third parties except as required by law or accreditation review.

6. Data Security

StorieTree Professional Education uses secure digital systems to store CE records. Safeguards include:

• Password-protected access

• Role-based permissions

• Secure cloud-based storage systems

• Regular review of access controls

Physical records, if used, are stored in locked locations with restricted access.

7. Accuracy and Corrections

Reasonable steps are taken to ensure all records are accurate and complete. Participants may request corrections to their CE records by contacting StorieTree Professional Education in writing. Corrections will be reviewed and made when appropriate.

8. Access for Accreditation Review

Records are made available to the APA Office of CE Sponsor Approval or other authorized accrediting or regulatory bodies upon request, consistent with confidentiality requirements.

9. Oversight and Responsibility

The Program Director is responsible for overall compliance with recordkeeping standards.
The Program Administrator is responsible for day-to-day record maintenance, data integrity, and secure storage.

10. Policy Review and Updates

This policy is reviewed periodically and updated as needed to remain consistent with APA CESA standards, ethical guidelines, and operational best practices.