Documentation Requirements and Examples
Continuing Education
Each form of documentation must include the name and description of the activity, the name of the individual applying for E-AEC recertification, and the date of completion. Non-formally approved activities that will need to be calculated to CEs should also include the amount of time spent on the activity. Some activities may necessitate multiple forms of documentation (for example, a letter of attendance and description of the course attended).
For formally approved/accredited activities:
⦁ Certificate of completion with number of CEUs/CMEs/CEs allocated
⦁ Name of the institution/organization providing the CE activity
⦁ Name of the individual applying for E-AEC recertification
⦁ Date of completion
For non-formally approved activities:
⦁ Name of the individual applying for E-AEC recertification
⦁ Date of completion
⦁ Name or description of activity (including the number of hours spent on the activity)
Examples of acceptable documentation:
⦁ Certificates, transcripts, or other official documentation verifying participation
⦁ Letter of attendance or participation log from activity providers or event organizers
⦁ Agenda or schedule of the activity
⦁ Copy of the materials developed (presentation, publication, etc.)
| Example of Learning Activity |
Examples of Documentation |
| Online Courses or Webinars |
⦁ Completion Certificate/Competency
⦁ Transcript or Record of Attendance |
| Professional Development Conferences/Workshops |
⦁ Certificate of Attendance
⦁ Conference Program Schedule |
| Publications |
⦁ Copy of Published Work and Citation Information
⦁ Letter of Acceptance from Publisher |
| Presentations |
⦁ Copy of Presentation
⦁ Letter of Appointment or Confirmation |
| Journal Clubs |
⦁ Attendance Log
⦁ Summary or Minutes of Discussion |
| Grand Rounds |
⦁ Letter of Attendance
⦁ Summary of Presentation Topics |
| Simulation Training |
⦁ Certification of Completion/Competency
⦁ Training Log and Agenda |
E-AEC Clinical Experience Requirement
To verify that the clinical experience requirement has been met, the individual applying for E-AEC recertification will need to submit:
⦁ An updated and signed letter from the ECMO Director or Medical Director on the institution’s letterhead verifying the completion of the clinical experience requirement.
In special circumstances that may impact the fulfillment of the clinical experience requirement, such as a recent change of employer or extended periods of leave, this letter should also include:
⦁ The date of hire or the date of return to work.
⦁ Acknowledgment of the specific circumstance(s) impacting the clinical experience requirement (details of the special circumstance(s) are not necessary to include).
⦁ A description of the relevant skills and competencies the individual has demonstrated during their work at the institution, highlighting their ability to maintain proficiency despite the special circumstances.
ELSO will review each case individually, ensuring that competent individuals with valid circumstances are not unfairly excluded from recertification.
Self-Attestation
Applicants will answer several questions throughout the application confirming that they have met the E-AEC recertification requirements. The self-attestations will include:
⦁ A statement affirming that the applicant has completed at least 30 CEs since their last certification.
⦁ The number of CEs they are uploading documentation for.
⦁ A statement affirming fulfillment of the E-AEC Clinical Experience requirement with proper institutional documentation.
⦁ An acknowledgment that all provided documentation is accurate and valid.
Processing Applications
Recertification applications will be processed automatically. Applicants will receive their new E-AEC certificate after submitting their materials. ELSO will audit submissions for accuracy.
If the recertification application fails the audit process or is completed outside of the valid recertification window, the applicant will be notified and provided further information on their E-AEC status.
Submission Process
Timeline
Recertification of E-AEC is required every three (3) years. Application for recertification must be completed within the same calendar month in which certification is set to expire. For example, if the E-AEC expires on the 15th of July, recertification requirements must be submitted by the 31st of July at the latest.
Submission Steps
Gather Documentation
⦁ Collect all records of completed CEs since E-AEC was last received.
⦁ Receive a letter of completion of clinical experience requirement from ECMO Director, Medical Director or other appropriate personnel.
⦁ Ensure each document clearly shows the relevant details as previously described.
Access the E-AEC Recertification Application
⦁ Access ELSO Academy via ELSO.org.
⦁ Select the E-AEC Recertification Application on the Dashboard, or from the Course Catalog.
⦁ Purchase the E-AEC Recertification Application.
Upload Documents
⦁ Upload documentation as instructed within the E-AEC Recertification Application.
Complete Self-Attestation
⦁ Review and complete the self-attestation statement within the applicant’s ELSO Academy account, and ensure all information is accurate.
Submit
⦁ Review submission for accuracy.
⦁ Complete the submission by the end of the month in which certification is set to expire.
Fees
A recertification fee will be collected when the applicant purchases the recertification application. Payment is by credit card only via ELSO Academy.
Audit and Verification
ELSO may randomly audit submitted recertification documentation on a regular basis.
⦁ Be prepared to provide additional information or verification as requested.
⦁ Failure to provide adequate documentation may result in revocation of certification.
Recertification Policies
Certification Period
⦁ Certification, initial or renewal, is valid for a period of three (3) years.
⦁ Certification must be renewed before it is set to expire.
⦁ E-AEC certified practitioners are required to know when their certification expires and are solely responsible for timely completion of all requirements for renewal, and timely submission of application materials.
⦁ Failure to receive a notice or reminder of expiration does not excuse late or missing recertification application.
Late Recertification
⦁ Recertification of E-AEC is considered late when the individual does not apply for recertification before or during the month of expiration.
⦁ An individual may apply for recertification up to sixty (60) days past the date of their E-AEC expiration.
⦁ Failure to apply for recertification during this sixty (60) day late period will result in a lapse of certification.
Lapse of Certification
⦁ E-AEC has lapsed when an application for recertification is not submitted up to sixty (60) days past certification expiration.
⦁ Individuals with a lapse of certification may not display certification credentials or represent themselves as possessing an E-AEC.
⦁ An individual whose certification has lapsed may reactivate their E-AEC by applying for initial certification and completing all current requirements. This will include providing the necessary documentation at the time of application, taking the current E-AEC Exam, and paying all applicable fees.
Certification Extensions
⦁ For hardships caused by unforeseen medical conditions or natural disasters, ELSO may consider brief extensions if requested prior to the lapse and supported by sufficient documentation. All requests will be subject to review and approval at ELSO’s sole discretion.
Incomplete Applications
⦁ Only complete applications will be reviewed. It is the sole responsibility of the individual applying for E-AEC recertification to verify that their application is complete and includes all required documents as outlined in this document.
Denied Recertifications
⦁ Recertification applications that are denied will be notified of reason for denial, and request for additional documentation if applicable. This notice will include information on how to request reconsideration.
⦁ If additional documentation is required, the individual applying for E-AEC recertification will have 30 days to submit all requested documentation for recertification.
Request for Reconsideration of Denied Recertifications
⦁ If recertification is denied, the individual applying for E-AEC recertification may submit a written request for reconsideration within 30 days of receiving the notification of recertification denial.
⦁ Request for reconsideration must include a detailed explanation of the grounds for reconsideration, including any supporting documentation or evidence not previously submitted.
⦁ ELSO will review the submitted required alongside the original application and any new evidence.