The Adaptive Healing Institute, LLC  

Continuing Education Program Management Policies & Procedures, Terms & Conditions

I. Foundational Principles and Compliance

The Adaptive Healing Institute, LLC is dedicated to upholding the responsibility for maintaining training records and submitting requested information and program materials in an accurate, complete, and timely fashion. The Adaptive Healing Institute, LLC conducts all education and business activities in a responsible, lawful, and ethical manner, including compliance with all applicable local, state, and federal legal requirements, as well as the policies and guidelines set forth by the continuing education approving agencies. The Adaptive Healing Institute, LLC organizational governance documents and operational principles are consistent with applicable legal requirements and relevant professional standards.

Finally, The Adaptive Healing Institute, LLC strives to complete all training activities within the ethical guidelines of the licensing boards for all relevant disciplines, including Counselors, Social Workers, and Licensed Marriage and Family Therapists.

II. Records Management and Retention Policy

The Adaptive Healing Institute, LLC maintains comprehensive written policies and procedures to ensure that all continuing education program records are properly secured, organized, and retained in accordance with the continuing education requirements.

All records are stored in secure digital formats with password-protected access, and routine electronic backups are maintained to prevent data loss. For each continuing education course, the following documentation is retained for a minimum of five (5) years:

• Course syllabi

• Time, date, and location (or platform) of all course offerings

• Promotional materials and course announcements

• Instructor résumés or CVs, including presenter qualifications and a description of content presented

• Attendance rosters, including participant names and license numbers

• Sign-in sheets or digital attendance verification for online courses

• Copies of course completion certificates issued to participants

• Program content description and learning objectives

• Attendee/participant evaluations

• Program agenda and materials distributed to participants

Requests for records (e.g., proof of completion) must be submitted in writing via email to hello@adaptivehealinginstitute.com. Confirmation of receipt is provided within two (2) business days, and requested documents are delivered within ten (10) business days of receipt of the request.

III. Confidentiality 

The Adaptive Healing Institute, LLC will protect the confidentiality of participant information including, but not limited to, participant identity and information and materials submitted to the organization by training participant(s). Adaptive Healing Institute, LLC will take the following steps to ensure participant confidentiality:

• Provide secure registration platform via Adaptive Healing Institute, LLC website

• Provide secure payment platform via Adaptive Healing Institute, LLC website

• Restrict communication regarding participant(s) to secure communication platform

• Store records that include participant information in a secure location only accessible to Adaptive Healing Institute, LLC program administrators.

• If a confidentiality breach occurs, the Adaptive Healing Institute, LLC will notify the participant of the breach including the details of exposure, information, and how the breach will be mitigated. 

IV. Program Fees 

The Adaptive Healing Institute, LLC reserves the right to determine appropriate fees as it relates to obtaining continuing education from any of the organization’s continuing education training based on the length of the training as well as the training content.

V. Awarding Course Credit and Monitoring Attendance

Continuing Education Units (CE’s)

The Adaptive Healing Institute, LLC shall award continuing education credit hours on the basis that one continuing education credit is equal to one hour of instructional time. A continuing education hour is defined as a 60-minute hour. Continuing education credit shall be awarded only for instructional time. Lunch and other breaks shall not be included in total time awarded for continuing education credit. Courses will be a minimum of one continuing education hour, in one block of time.

Participants must meet the criteria for attendance, complete the course evaluation, and pass the post-test (when applicable) to receive continuing education credit. Certificates of completion are sent automatically via email either immediately after completing the evaluation or within 1 business day.

If a past participant needs another copy of their certificate, they may request one by emailing hello@adaptivehealinginstitute.com with their full name, course title, and date of completion. Duplicate certificates are typically issued within 5 business days of the request.

Registration & Payment 

Participants register and complete payment online through a secure platform linked with Adaptive Healing Institute, LLC website. Registrants are requested to provide their first and last name, email address they registered with, as well as their license type, and state of licensure. A roster is generated based on registrations to use the day of the training. Only participants that have registered and paid for the event will be eligible to attend and to receive CEs.

Participation Verification & Attendance  

The Adaptive Healing Institute, LLC monitors attendance through a verified attendance roster, sign-in/sign-out logs and visual presence. Participants must be present for the entire duration of the program to receive full credit: this includes being on screen at all times for virtual events. 

For live in-person events, a pen and paper sign-in/sign-out form is used.  For live virtual events, participants complete the sign-in process via the learning platform or a virtual sign-in/sign-out form or chat available. 

Program Evaluation

Completion of a program evaluation is required for all participants prior to receiving a certificate of completion and continuing education credit. If a participant cannot be available for the entire program, they will not receive credit.

Post Testing

Live Programs - In-Person and Virtual 

For real-time, interactive distance learning courses (e.g., live webinars or teleconferences that include participant-instructor Q&A), a post-test is not required. However, participants are required to attend the full duration of the course with their camera on at all times to verify active engagement. 

If a participant misses part of the live session, they may be required to complete a recorded make-up session and/or pass a post-test to receive CE credit. All such instances are reviewed on a case-by-case basis to ensure compliance with continuing education standards and educational integrity. The participant may be required to pass a post-test at 70% to receive credit.

On Demand Courses

For self-paced, asynchronous courses (e.g., pre-recorded videos, readings, or podcasts with no live instructor interaction), participants must complete a post-test with a minimum passing score of 70%. The test includes content-relevant questions to confirm comprehension and verify that the individual awarded credit completed the course material.

In the event of technical difficulties, participants are instructed to notify the course administrator immediately. Reasonable accommodations, such as access to a course recording or scheduling a follow-up Q&A session, may be offered to ensure the participant meets the full course requirements.

VI. Administrative Review Process for Evaluation Results

Evaluations are required as a part of every training hosted by The Adaptive Healing Institute, LLC. Each evaluation includes the program title and date. Evaluations are kept on file for at least five years from the date of the program.

Evaluations include both qualitative comments and quantitative data using a Likert scale (1–5) to rate key areas such as learning objectives, instructor effectiveness, content relevance, organization, and overall satisfaction. A section for general comments is also provided. For live in-person events, pen and paper evaluations are used, while digital copies are used for live virtual and recorded events. 

Results are summarized within 30 days of program date using survey tools to identify trends and flag any item scoring below an average of 4.0 or showing consistent areas of concern. Qualitative feedback is also reviewed thematically to capture deeper insights. The Program Director reviews the findings to determine whether adjustments are needed. All decisions are documented and implemented before future offerings.

VII. Cancellation & Refund Policy

The Adaptive Healing Institute LLC maintains the following refund policy for continuing education programs:

Live Courses (Real-Time Webinars)

• 100% refund for cancellations made 30 days or more before the course.

• 50% refund for cancellations made 15–29 days prior.

• No refunds for cancellations made 14 days or less before the course.

• However, in the case of a verified emergency, the Program Director may offer full or partial credit toward a future course, reviewed on a case-by-case basis, and not guaranteed.

On-Demand Courses

Due to the digital nature of on-demand content, no refunds will be issued once access is granted.

Refund Requests

Refund requests must be submitted in writing to hello@adaptivehealinginstitute.com. Participants are responsible for ensuring verified receipt of their request. A confirmation email will be sent within 2 business days. Refunds are processed within 10 business days of confirmation. 

If you are unable to access the webinar/on-demand course due to internet issues, refunds are not available. If you are not satisfied with a course, please send your request for consideration of a refund explaining in detail your concerns to hello@adaptivehealinginstitute.com and we will review and make our decision based on all other participant completion comments.

Cancellation

The Adaptive Healing Institute, LLC reserves the right to cancel any training 10 days prior to the first day of the scheduled training if it does not meet its minimum attendance requirement of 10 participants. Participants will be notified of such cancellation in writing by email. 

In the event The Adaptive Healing Institute, LLC cancels a training, participants will receive 100% of their registration fee as a credit or a full refund at the discretion of The Adaptive Healing Institute, LLC.

Unforeseen Events 

The Adaptive Healing Institute, LLC also reserves the right to cancel any training up to 24 hours before the first day of the scheduled training (or less in the event of extreme unforeseen disaster or death of relation) if something occurs that is beyond the organization’s ability to control. Participants will be notified in writing by email or by phone if permissible. The event will be rescheduled for the soonest availability possible. 

VIII. Grievance Policy 

At the Adaptive Healing Institute, LLC, we take complaints or grievances regarding refund requests, course content, facilities, non receipt of certificates or miscellaneous occurrences seriously and are committed to resolving concerns in a timely, ethical, and respectful manner. 

Grievance Procedure: 

While the Adaptive Healing Institute LLC goes to great lengths to assure fair treatment for all participants and attempts to anticipate problems, there will be occasional issues which come to the attention of the continuing education staff which require intervention and/or action on the part of the Adaptive Healing Institute LLC. This procedural description serves as a guideline for handling such grievances. 

1. If a participant or potential participant would like to express a concern about the Adaptive Healing Institute LLC or a continuing education program provided by the Adaptive Healing Institute LLC, the individual may contact the Adaptive Healing Institute LLC  via email to the attention of the Program Director at hello@adaptivehealinginstitute.com.  Although we do not guarantee a particular outcome, the Adaptive Healing Institute LLC will consider the complaint, make any necessary decisions, and respond within a reasonable time.

2. If the grievance concerns a speaker, the content presented by the speaker, or the style of presentation, the individual filing the grievance will be asked to put his/her comments in written format. The Adaptive Healing Institute LLC will then pass on the comments to the speaker, assuring the confidentiality of the grieved individual. If the CE Provider is also the presenter, please send the complaint via email to the attention of Administration at hello@adaptivehealinginstitute.com.

3. If the grievance concerns a live workshop offering, its content, level of presentation, or the facilities in which the workshop was offered, the Adaptive Healing Institute LLC will mediate and will be the final arbitrator. If the participant requests action, the Adaptive Healing Institute LLC will consider the complaint, make any necessary decisions, and respond within a reasonable time.

4. If the grievance concerns the Adaptive Healing Institute LLC in a specific regard, please contact us via email at hello@adaptivehealinginstitute.com to resolve. 

Confidentiality:

All possible care will be taken to uphold the confidentiality of the complainant. The Program Director will formulate a response to the complaint and recommend action if necessary, which will be conveyed directly to the complainant. For example, a grievance concerning a speaker will be conveyed to that speaker and also to those planning future educational programs. A grievance concerning a workshop offering, content, facilities, or costs may be resolved by modifications to future offerings, and/or by providing an alternative training opportunity, should that be possible.

Confidential records of all grievances, the process of resolving the grievance, and the outcome will be kept in locked files of the Program Director. All applicable written complaints/grievances and the Adaptive Healing Institute LLC’s written response to the complaints/grievances are also reported to the continuing education approving organization.

IX. Ethics Statement & ADA Accommodations

The Adaptive Healing Institute, LLC  is committed to upholding the highest standards of ethical practice in all continuing education programs, consistent with standard continuing education ethical guidelines, and relevant professional standards.

We do not discriminate against any individual or group based on gender, race, ethnicity, national origin, sexual orientation, gender identity, religion, age, ability status, or any other protected category. Participation in our programs does not require adherence to any specific religion or belief system.

Our training programs are designed to support inclusive, evidence-based clinical practice and do not promote any single treatment modality that is discriminatory or potentially harmful.

Americans with Disabilities Act (ADA) Accommodations

The Adaptive Healing Institute, LLC conducts all programs in a manner that is consistent with the requirements of the Americans with Disabilities Act (ADA), providing appropriate accommodations to participants with legally recognized disabilities, including physical, visual, and auditory disabilities. Participants are given the opportunity to request specific accommodations on the registration form, and requests should be submitted in writing to hello@adaptivehealinginstitute.com within 7 business days prior to the program start date. The Adaptive Healing Institute, LLC will do its best to accommodate requests.

X. Intellectual Property Rights Protection

All program materials provided by the Adaptive Healing Institute, LLC, including but not limited to syllabi, presentations, handouts, videos, and recordings, contain proprietary information and intellectual property owned by the Adaptive Healing Institute, LLC and/or its presenters/authors. These materials are licensed solely for the limited purpose of individual professional development of program participants within the context of the specific training.

By participating in our programs, you understand, acknowledge, and agree that you are strictly prohibited from:

1. Recording or capturing any part of live workshops, including audio, video, or still images, without the express written consent of the Adaptive Healing Institute, LLC.

2. Reproducing, distributing, sharing, or disseminating any part of program materials in any form or by any means (electronic, print, etc.) to any third party without the express written permission of the Adaptive Healing Institute, LLC.

3. Modifying, adapting, or creating derivative works based on the program materials without the express written permission of the Adaptive Healing Institute, LLC.

4. Using the materials for commercial purposes outside of your own professional development without a separate written agreement with the Adaptive Healing Institute, LLC.

5. Removing or altering any copyright notices or proprietary markings included in the program materials.

The Adaptive Healing Institute, LLC will take appropriate measures to protect its intellectual property rights. Any unauthorized use, reproduction, or distribution of program materials may result in legal action. Participants are expected to treat these materials with the same degree of care as they would their own confidential and proprietary information.

XI. Qualified Presenters & Relevant Content

The Adaptive Healing Institute, LLC has a standard that all trainers/presenters/authors qualify as a Category 1 Presenter: Having a graduate degree in a mental health field from a regionally accredited educational institution and qualified by appropriate education, experience, and/or training to train/present/author on the subject matter. Additionally, the Adaptive Healing Institute, LLC requires that our trainers/presenters/authors have demonstrated competency and experience in the areas they provide education on. The Adaptive Healing Institute, LLC also reviews all training materials to ensure they relate to relevant content areas, the content areas are as follows: Counseling Theory/Practice and the Counseling Relationship, Human Growth and Development, Social and Cultural Foundations, Group Dynamics and Counseling, Career Development and Counseling, Assessment, Research and Program Evaluation, Counselor Professional Identity and Practice Issues, and Wellness and Prevention. A list of all live event program presenters, including presenter qualifications and a description of content presented, as well as a list of all authors and presenters of home study programs and their content descriptions, will be maintained.

XII. Disclosure of Client Information

Proper informed consent must be obtained by presenter and participant for full client disclosure during the program. De-identified real life examples of scenarios may be used during the program to ensure proper confidentiality of all client information.

XIII. Program Materials & Advertising

The Adaptive Healing Institute, LLC is committed to quality, ensuring all program materials are professional in content and appearance, including informational and advertising materials. The Adaptive Healing Institute, LLC ensures all program materials do not infringe upon intellectual property or privacy rights, utilizing owned materials or those with expressed permission and proper attribution. Continuing education materials are periodically updated based on relevant research.

The Adaptive Healing Institute, LLC will make the following program advertising information publicly and accurately available (unless the training is private): program registration requirements, content description and learning objectives, presenter/author names and qualifications, CE hours offered, and provider contact information.

Questions related to the Adaptive Healing Institute, LLC Training Policies & Procedures, Terms & Conditions should be addressed to the Program Director at hello@adaptivehealinginstitute.com.

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