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Administrator Certification Program

Current list of Approved and No Longer Approved vendors.

Your Frequently Asked Questions

You are going to read information about the Administrator Certification Section, specifically the Vendor Unit. You will also read information about how you can become a vendor of training to licensees and administrators of Community Care Licensing Division (CCLD), Residential Care Facilities for the Elderly (RCFE), Adult Residential Facilities (ARF), and Group Homes (GH). The California Department of Social Services (CDSS), like many other state departments, is committed to making information and services available to all customers in the most convenient and effective medias.

In January 1992, the Legislature required CDSS to implement a certification program for administrators of RCFEs. This was subsequently followed by the legislative mandate to implement an identical certification program for administrators of ARFs in January of 1996 and GHs in January 2000.

The purpose of the certification program is to require the completion of initial and continuing education training and to upgrade the knowledge and educational levels of persons wishing to become administrators of RCFEs, ARFs, and GHs and those who are administrators. This is important as administrators in these facilities are responsible for the overall management of facilities and ensuring that the activities of daily living and needs of their clients are met. Administrator responsibilities include hiring, training, directing and supervision of all staff working in direct client care as well as in other equally important duties supporting facility operations and care and supervision services to clients.

Initial and Continuing Education Unit Training Vendorship

The Vendor Unit is responsible for approving/disapproving individuals and organizations as vendors and reviewing and approving/disapproving courses to be offered to persons wishing to become certified administrators and those wishing to recertify. Training courses that are approved for vendors to offer focus on CCLD licensing regulations and other related areas. These regulations pertain to the roles and responsibilities of the administrator in the overall management of their facilities, including meeting the activities of daily living of their clients.

As you can see, this training is very important for administrators as they perform their jobs and to the clients living in, and receiving care and supervision in RCFEs, ARFs and GHs.

Where can I get more information about these categories and becoming a vendor?

You start the process by deciding which category of training you would like to provide instruction. Do you want to teach classes for the ARF (client ages 18-59), RCFE (client ages 60+) and/or GH (client ages 6-18)? You must also decide whether you want to teach the RCFE or GH 40-hour or ARF 35-hour initial training program or continuing education program. Perhaps you would like to teach some combination of these six (6) programs. Detailed information about these licensing categories can be obtained through the Internet or through contact with any of the local licensing district offices.

What is an Intial versus Continuing Education Training Program?

The initial training program is a 35/40-hour instruction program required to be completed by persons who wish to become certified for the first time. The continuing education training program is for administrators and certificate holders who have become cerified and are required to complete on-going training in order to recertify. A vendor approved by ACS must teach the intial traiing program.

Where can I get information to apply to become a vendor?

You will need a copy of the "Vendor Guidelines and Procedure" manual and licensing regulations to apply to become a training vendor. The manual and regulations will inform you about the requirements to become a vendor and requirements once you are an approved vendor.

How do I apply to become a vendor?
(Refer to page 4 of the Vendor Guidelines and Procedure Manual)

  1. A completed Vendor Application/Renewal form, LIC 9141.

    Initial Certification Training Program applications musts include the application form, LIC 9141 and course approval form, LIC 9140. Approval as a 35/40-hour vendor and the course are treated as a single unit.

    Continuing Education Training Program requests for course approval may be submitted at any time after the vendor is approved.

    The ACS will not accept substitute or alternate forms. Please use the forms contained in this manual or an exact replica. If you do not have a current form, please contact the ACS for assistance.

    The ACS must be notified of all changes in any of the information submitted on the Vendor Application/Renewal form as soon as possible. Failure to notify the ACS may result in your inability to receive important information and/or disapproval of your application.

  2. A vendor application processing fee. Make the check or money order payable to the California Department of Social Services (CDSS).

    A $150 processing fee is required of proposed vendors of the initial certification training process.

    A $100 processing fee is required of proposed vendors of the continuing education training courses.

  3. Mail the completed Vendor Application/Renewal form and applicable fee to:
    California Department of Social Services (CDSS)
    Administrator Certification Section
    744 P Street, M.S. 19-47
    Sacramento, CA 95814

Complete Applications:

If your application is approved, a signed copy of your approval application will be returned to you. At the bottom of the LIC 9141 application form, you will find a vendor approval number and expiration date. The vendor approval number is the number that you will use when submitting applications for approval of training courses. You will also use this number on certificates that you issue to participants of your training courses.

Expiration Date of Vendorship:

Vendor approvals automatically expire two (2) years from the date of issuance. As a courtesy, the ACS sends renewal notices 90 days prior to the vendor expiration date. the notice will be mailed to you at the last address on record in our office. If you do not receive a notice, you are still responsible to apply for renewal prior to the expiration date of your training program. Use the Vendor Application/Renewal (LIC 9141) form provided in the Vendor Guidelines and Procedures manual.

Incomplete Applications:

If your application is denied, a copy of your application will be returned to you with a letter of explanation within 30 days of its receipt. You will have 15 days from the date of the letter to appeal the denial of your application.

Denied Applications:

If your application is denied, a copy of your application will be returned to you with a letter of explanation with 30 days of its receipt. You will have 15 days from the date of the letter to appeal the denial of your application.

Now that you are an approved vendor, what next?

COURSE APPROVAL!!

How do you apply for approval of a course?

(Refer to page 9 of the Vendor Guidelines and Procedures manual.)

A vendor must request approval of all courses on a Department-provided Request for Course Approval (LIC 9140) form for each course to be offered for certification credit.

Sixty (60) days prior to the first class, mail your completed Request for Course Approval and the course approval outline to:

California Department of Social Services (CDSS)
Administrator Certification Section
Vendor Unit
744 P Street, M.S. 19-47
Sacramento, CA 95814

Complete Applications:

Each approved continuing education course will be issued a separate course approval number that is generated by a computer. The complete course approval number must be on the certificates you issue to the administrator/participants upon completion of the course. Approved course numbers are not transferable to another vendor or to other courses. Only the vendor who receives course approval is authorized to offer and advertise the course.

Expiration Date of Approved Course:

Course approvals expire at the same time that the vendor program approval expires. Therefore, the length of a course approval may vary from one day to two years.

Incomplete Applications:

The ACS will reject incomplete requests for course approvals and will return them to you with a letter of explanation.

You are now an approved vendor with approved courses. Now what?

Now that you are an approved vendor with approved courses, the ACS will add you to the list of approved vendors which is distributed to anyone wishing to become a certified administrator and to certified administrators required to complete continuing education hours. the list is published monthly, and is also available through the internet.

It is important to report any address and phone number changes to the ACS to ensure that current information is published for use by the public and certified administrators. You can provide addresss and phone number updates directly to the ACS in a letter.

Now that you have read this information about becoming an approved vendor of training for the CCLD, complete your application and send it to the ACS. We look forward to receiving your application and your assistance to increase the number of training courses available to certified administrators and persons wishing to become certified administrators.

Thank you for your interest.