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Instructions & Forms for Required Monthly Submissions

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CNA Reporting Schedule

Required Monthly Report Documents for CNA Certification Training

(Certified Nurse Aide)

NURA 1401 – Fall

NURA 1160 – Spring

TVCC’s CNA training is managed by the Continuing and Workforce Education Department.  The state of Texas requires that specific documents be available for:  (1) CNA certification training audits and (2) college regulatory audits.  Item (1) above is a state credentialing process that is incorporated into two college credit courses, but items (1) and (2) require separate and different processes and documentation for course completion.  The TVCC Dual Credit process requires additional documents and processes that are generally different from these. 
The TVCC Continuing and Workforce Education (CWE) Department is responsible for course/training management that meets training criteria for student CNA certification and college dual credit for NURA 1401 and NURA 1160.
Each ISD CNA (dual credit) course must meet these reporting requirements and deadlines to ensure that the students are eligible to participate in CNA certification testing. 

TVCC CWE Department completes state required criminal background checks on each student.  No ISD report needed for this task.  These documents are on file in the CWE office and available for audits.

Students must have taken the college TSI exam and score a minimum of 340 on math and 346 (or successfully completed the ISD 10th grade STARR test).

MONTHLY CNA REPORT REQUIREMENTS:

  • LISTED BELOW BY DUE DATE AND REQUIRED DOCUMENTATION
  • TO BE SUBMITTED BY EVERY ISD CNA INSTRUCTOR
    • Must assure that all documents are completed and signed correctly
    • Must assure that they are submitted for monthly internal (TVCC) audits
    • Failure to correctly complete and submit documents jeopardizes the students’ eligibility to participate in State of Texas Certification Testing.
    • ISDs with multiple incomplete and/or inaccurate documentation, or documentation submitted late on a reoccurring basis, will be placed on an improvement plan.   TVCC will provide professional development and guidance for correcting documents and reports.  Continued failure to provide complete and correct documents on the needed schedule will result in students’ ineligibility to participate in certification testing and/or the ISD’s eligibility to offer the certification training.
    • Assure that clinical activities and classroom/lab activities are clearly identified on the daily sign-in sheet.
August/September Report - Due on October 5 - NURA 1401 - (classroom/lab)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • LEAPS pre-test (one for each student- graded) this is to be submitted with LEAPS Submission Form for ISD teachers. 
  • Individual student drug test results. This should be a report for each student not a broad statement from the ISD. Submit the Drug Testing Report Form with indvidual results attached. Should there be a student with a negative test result, contact Gayla Roberts, TVCC CWE Dean (groberts@tvcc.edu) for process guidance.
  • DAD/HHS required First 16 Hours of Training list. List the students completing the first 16 hours of CNA training. Note:  This list can be sent in early at the ISD completion the first 16 hours.  TVCC will provide each individual student with a letter on TVCC letterhead and signed by the TVCC CNA Director, Mrs. Fritz. This is an employment document for students at Texas Nursing Homes if the student remains in CNA training Monthly reporting is required only once. This list must be accompanied by the time sheets that verify completion. 
  • NURA 1401-classroom (fall) course syllabus this template has to be customized to your specific course: daily meeting times, instructor information, etc. Include listings of additional instruction you are adding to CNA classroom/lab. (Example:  clinical site learning activities, CPR, etc.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.)
  • Individual student documentation that they have completed the Infection control and blood borne disease test/verification. Must complete prior to any clinical practice. (Can be submitted next month)
  • Calendar documentation of CNA instruction. - section 1.This form documents when specific topics were presented in CNA training for this classes DADS/HHS audit. The report (Part 1, Section 1) for the first 16 hours of must be completed and submitted to TVCC before starting the remainder of the training. This is a one time report. 
October Report - Due on November 6 - NURA 1401 - (classroom/lab)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Individual student immunization records (there is no form for this.) Immunizations must meet college medical student requirements listed with the medical training requirements within the TVCC Continuing Education web site.
  • Begin process for spring student enrollment in NURA 1160 - Clinical - Nursing Assistant/Aide. Follow instructions of TVCC Dual Credit Office. Pre-requisites for student enrolling in NURA 1160 are: Must have passed NURA 1401 with a grade of A or B, must have completed all immunization requirements*, and must have a negative random drug test on file. Must have completed documentation of training in Infection Control and Bloodborne Disease (*check college medical student requirements on web site.) (No enrollment forms due to CWE department)
  • Student withdrawal process for students exiting.  (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
  • DAD/HHS required First 16 Hours of Training list. List the students completing the first 16 hours of CNA training. Note:  This list can be sent in early at the ISD completion the first 16 hours.  TVCC will provide each individual student with a letter on TVCC letterhead and signed by the TVCC CNA Director, Mrs. Fritz. This is an employment document for students at Texas Nursing Homes if the student remains in CNA training Monthly reporting is required only once. This list must be accompanied by the time sheets that verify completion. 
  • Calendar documentation of CNA instruction - section 1. This form documents when specific topics were presented in CNA training for this classes DADS/HHS audit. The report (Part 1, Section 1) for the first 16 hours of must be completed and submitted to TVCC before starting the remainder of the training. This is a one time report and does not require resubmission if submited in September or October.
  • Individual student documentation that they have completed the Infection control and blood borne disease test/verification. Must complete prior to any clinical practice. (Can be submitted next month)
  • Submit copies (not originals) of individual student’s Texas Nurse Aide Performance Records. You retain the originals to continue to use through the rest of the CNA training. This is for a TVCC quarterly internal audit to assist in correcting error.
  • Submit documentation of individual student HIPAA/Privacy & Confidentiality Agreement training.
  • Submit documentation of Student Code of Conduct training for TVCC (four pages to be reviewed and signed by student.)
  • Submit documentation of each student’s agreement to Medical Insurance/Personal Financial Liability Release Form.
  • Drug testing report form.   All CNA students must have passed a random drug test and it be reported to TVCC prior to their participation in any off campus clinical activity.  Please submit each student’s individual test results attached to the cover sheet.
November Report - Due on December 5 - NURA 1401 - (classroom/lab)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record. 
  • Complete spring enrollment in NURA 1160 and submit to TVCC Dual Credit Office.(does not require a form.)
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
  • Individual student documentation that they have completed the Infection control and blood borne disease test/verification. Must complete prior to any clinical practice and is a pre-requisite for NURA 1160. 
  • Notice to instructor: Final grades for NURA 1401 are due into TVCC by noon, December 12 does not require a form.
  • Drug testing report form.   All CNA students must have passed a random drug test and it be reported to TVCC prior to their participation in any off campus clinical activity.  Please submit each student’s individual test results attached to the cover sheet. This is a one time report a negative drug tes is a pre-requisite for student enrollment in spring NURA 1160
  • .Calendar documentation of CNA instruction - section 2. This is a continuation of the calendar documentation of CNA instruction. This must be completed during the fall semester NURA 1401 prior to beginning spring clinicals in NURA 1160. This is a one time report that can be reported with November or December reports.
December Report - Due on January 10 - NURA 1401 - (classroom/lab)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign - In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Note: TVCC dual credit class start January 16. Medical training activities can be conducted between January 1 and January 16, but they will not count toward the 80 clock hours (96 contact hours) required for NURA 1160. Those hours college credit hours begin with the start of the college semester. However, they can count toward DADS/HHS required hours for certification.
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
  • Provide TVCC CWE a copy of the individual student grades for NURA 1401 that have been submitted to the college through Cardinal Connection(there is no form required.)
  • Submit copies (not originals) of individual student’s Texas Nurse Aide Performance Records. You retain the originals to continue to use through the rest of the CNA training. This is for a TVCC quarterly internal audit to assist in correcting error. 
  • Submit to CWE a copy of your NURA 1160 - clinical (spring) course syllabus that has your specific course schedule and information. (This is used for the DADS/HHS audit of your course.) Posting the NURA 1160 syllabus to Cardinal Connection is a dual credit task that is separate and different from submitting this with your monthly reports.
  • LEAPS post-test (one for each student- graded) this is to be submitted with LEAPS Submission Form for ISD teachers. 
  • .Calendar documentation of CNA instruction - section 2. This is a continuation of the calendar documentation of CNA instruction. This must be completed during the fall semester NURA 1401 prior to beginning spring clinicals in NURA 1160. This is a one time report that can be reported with November or December reports.
January Report - Due on February 7 - NURA 1160 - (clinical)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record.
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
February Report - Due on March 7 - NURA 1160 - (clinical)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
March Report - Due on April 6 - NURA 1160 - (clinical)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
  • Request for TVCC Director of DADS/HHS CNA to approve students for certification testing for students who have successfully completed the minimum required 100 clock hours of DADS/HHS training processes. The Step by Step CNA online registration for CNA credentialing testing is also available on the web site with other forms. (Note: A student/class completion of the DADS/HHS requirements for certification do not automatically fulfil all of the college requirements for students to have completed the dual credit ISD/TVCC college credit course requirements.) This is a one-time monthly report not requiring duplication with other monthly reports.
  • Submit copies (not originals) of individual student’s Texas Nurse Aide Performance Records - UNLESS your students have completed all of their 100 hours of CNA certification training. If they have completed CNA training, you submit the originals and retain a copy for your records. If they have NOT completed all of the certification train, you retain the originals to continue to use through the rest of the CNA training. This is for a TVCC quarterly internal audit to assist in correcting error
  • Provide TVCC a copy of the Receipt of Copy of Texas Nurse Aide Performance Record which is to be signed by each CNA student as conformation that their completed Performance Record is given to them to personally retain as a certification and employment record. This is a one-time monthly report not requiring duplication with other monthly reports. Once this has been submitted, the TVCC CNA DADS/HHS Director of CNA training will issue a letter of training completion to the individual students on TVCC Letter Head. (Please continue reading directions into the next bullet below.)
  • ISD will present letter of completion (on TVCC Letter head) to the completing student. (This sometimes is done during spring student awards ceremonies, but does not have to be done that way.)
  • Students sign the Conformation of Receipt of Letter of Nurse Aide Couse Completion and it is submitted to TVCC for DADS/HHS audit. (This is a one-time report not required in additional months.)
April Report - Due on May 7 - NURA 1160 - (clinical)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Conformation form for off campus clinical site approval and planned training schedule of approval to use clinical sites for certification clinical and other practice clinical. This is to provide TVCC a list of your scheduled out of the classroom clinical activities. (TVCC must approve your clinical site in advance. Failure to obtain approval from TVCC will likely result in hours not counting, and the liability insruance that covers your students will not be in effect.)
  • Student withdrawal process for students exiting. (Contact dual credit office, AND complete the CNA audit notification form and send to CWE.) Monthly reporting required only one time for each withdrawing student.
  • Request for TVCC Director of DADS/HHS CNA to approve students for certification testing for students who have successfully completed the minimum required 100 clock hours of DADS/HHS training processes. The Step by Step CNA online registration for CNA credentialing testing is also available on the web site with other forms. (Note: A student/class completion of the DADS/HHS requirements for certification do not automatically fulfil all of the college requirements for students to have completed the dual credit ISD/TVCC college credit course requirements.) This is a one-time monthly report not requiring duplication with other monthly reports.
  • Provide TVCC a copy of the Receipt of Copy of Texas Nurse Aide Performance Record which is to be signed by each CNA student as a copy of their completed Performance Record is given to them to personally retain as a certification and employment record. This is a one-time monthly report not requiring duplication with other monthly reports
  • ISD will present letter of completion (on TVCC Letter head) to the completing student. (This sometimes is done during spring student awards ceremonies, but does not have to be done that way.)
  • Students sign the Conformation of Receipt of Letter of Nurse Aide Couse Completion and it is submitted to TVCC for DADS/HHS audit. (This is a one-time report not required in additional months.
May Report - Due on May 18 - NURA 1160 - (clinical)
  • DADS/HHS Daily sign in Record called: Texas Department of Aging and Disability Services, Regulatory Services, Nurse Aide Training Program, Daily Sign-In Record
  • Non-DADS/HHS Daily Sign in Record for clinical activities NOT required for CNA certification and not at a DADS/HHS approved nursing home, submit Trinity Valley Community College, NURA 1160 Clinical Training, Daily Sign-In Record.
  • Request for TVCC Director of DADS/HHS CNA to approve students for certification testing for students who have successfully completed the minimum required 100 clock hours of DADS/HHS training processes. The Step by Step CNA online registration for CNA credentialing testing is also available on the web site with other forms. (Note: A student/class completion of the DADS/HHS requirements for certification do not automatically fulfil all of the college requirements for students to have completed the dual credit ISD/TVCC college credit course requirements.) This is a one-time monthly report not requiring duplication with other monthly reports.
  • Provide TVCC a copy of the Receipt of Copy of Texas Nurse Aide Performance Record which is to be signed by each CNA student as a copy of their completed Performance Record is given to them to personally retain as a certification and employment record. This is a one-time monthly report not requiring duplication with other monthly reports.
  • ISD will present letter of completion (on TVCC Letter head) to the completing student. (This sometimes is done during spring student awards ceremonies, but does not have to be done that way.)
  • Students sign the Conformation of Receipt of Letter of Nurse Aide Couse Completion and it is submitted to TVCC for DADS/HHS audit. (This is a onetime report not required in additional months
  • Provide TVCC CWE a copy of the individual student grades for NURA 1160 that have been submitted to the college through Cardinal Connection (no form required.)

 

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Posted Date:
5/29/2018 8:59:58 AM

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