Program Files and Monitoring

For each SCECH program, there needs to be a person responsible during the program to inform presenters and participants of SCECH attendance rules, execute the chosen attendance method, and report SCECH participant attendance to coordinator. This program monitor may be the coordinator, or any responsible individual familiar with attendance rules and designated method. 

A program monitor is responsible for attendance of the program and to make participants aware that:  

• During registration, the participant’s name and PIC must match their Michigan Online Educator Certification System (MOECS) record exactly, with special attention to spaces and hyphenated names. 
• Participants will receive a system generated email from MOECS after the Coordinator has uploaded the participant information. 
• Participants must complete the evaluation in order to be awarded the SCECHs. 

The monitor must submit the following documentation to the coordinator preferably within 15 calendar days of the program completion date to ensure time for participation upload:  

• The original attendance documentation is required by the sponsor for that a program unless it is required for grant approval, then a copy is acceptable. 
• Verification of the attendance in some way (signature, email if done electronically, etc.). 

Sponsors of State Continuing Education Clock Hours (SCECH) programs are required to collect and maintain records of all programs and eligible participants who are awarded SCECH credit for seven years after the last end date of a program. Below is a description of what should be collected and included in the program file. 

Program File Contents

Once attendance and other important documentation of the program is collected, it should be maintained in either a physical file, electronic file, or both.  Sponsors of State Continuing Education Clock Hours (SCECH) programs are required to collect and maintain records of all programs and eligible participants who are awarded SCECH credit for seven years after the last end date of a program. Below is a description of what should be collected and included in the program file. 

Program files must contain:

• A copy of the approved program application with the program approval number included or the email confirmation. 
  • Include ALL program modifications, such as changes to contact hours, dates, and agendas.  Changes must be completed in MOECS prior to the start date. 
  • If there were modifications or changes made in MOECS after the program was accepted, include the original program application submitted by the program facilitator/creator. 
• The required documentation that is attached to the online application.   
• Attendance documentation which may include but not limited to sign-in/out sheets, certificate of completion, passports, tracking logs, electronic attendance (Google Docs, KALPA, Powerschool, etc.).  
  • All attendance should be verified in some way by the program monitor/coordinator. The Monitor Verification Form may be used but is not required.  
• Information and printout of any offering(s) that were canceled, not held, or in which no SCECHs were awarded. 
  • Canceled offerings must be canceled in MOECS as soon as possible and noted in the file. 
• Individual agendas of activities (including District Provided Professional Development).
• Optional documentation for file:  
  • SCECH Verification Form (if used; it is no longer required)  
  • Any other evidence that the program took place 

Closing Program Files

The program file must be closed 31 days after the program end date, making sure all required documents are included.  

Closing a program:  

• Coordinator verifies all documentation listed under Program Files is complete and located in the file. 
• All participants of the program should be uploaded no later than 30 days after the end date of the entire program. For yearlong programs, this is the end date of the entire program and not the individual activities.