NOTICE REGARDING USER ACCOUNTS FOR COURSE REGISTRATION
If you are paying on behalf of another individual to attend a course, they need to create their own profile (click here to go to profile creation). They will then register for this course with their profile and login information (or you may login and register for them), and then you will be able to input the relevant payment information during the registration process. Each individual who would like credit for attending a course will need to create their own profile (click here) and register for the course under their individual profile(s). Please only use your profile to register for a course if you are the individual who would like to receive credit for the attendance.
Course Transfer Policy
We understand that scheduling conflicts can arise. To accommodate our participants, we offer the option to transfer to a different course date under the following conditions:
- Transfer Request Deadline and Administrative Fee: Transfer requests must be submitted in writing prior to the originally scheduled course date. A non-refundable administrative fee will apply to all approved transfer requests. The following is an outline of the administrative fee assessment based on calendar days between the transfer and the course date:
- 30+ days prior to course date, we can transfer 1 time to another course at no cost
- 15-29 days prior to course date, we can transfer 1 time to another course at 10% of the cost of the course or $25 (whichever is cheaper)
- 7-15 days prior to course date, we can transfer 1 time to another course at 25% of the cost of the course or $50 (whichever is cheaper)
- Fewer than 7 days prior to course date, we can transfer 1 time to another course at 50% of the cost of the course or $100 (whichever is cheaper)
- The same day of the course, we can transfer 1 time to another course at 75% of the cost of the course or $250 (whichever is cheaper)
- Availability: Transfers are subject to availability in the desired course date. We cannot guarantee placement in a specific future session.
- One-Time Transfer Limit: Each participant is allowed one transfer per registration. Additional transfers will require a new registration at full cost.
- No-Show Policy: Failure to attend the course without prior written notice will result in forfeiture of registration fees, ineligibility to receive CE, and ineligibility for transfer.
- How to Request a Transfer: To request a transfer, please email smile@uthscsa.edu with your full name, usercode, course title, original course date(s), and preferred new date(s).
For questions or assistance with the transfer process, please contact us at smile@uthscsa.edu or call us at 210-567-3177 during normal business hours, 8:00 AM - 5:00 PM CST.
Refund Policy
If you must cancel your registration for any type of continuing dental education course, please notify the Office of Continuing Dental Education as soon as you determine that you are unable to attend so that a refund may be considered.
Note that, if you begin attending a course, you are no longer eligible for a refund for that course. This includes once you begin taking online courses.
Any cancellation made prior to the start of the program will be subject to an administrative fee assessment. This assessment varies based on the number of calendar days prior to the course date that the cancellation is communicated with our office.
The following is an outline of the administrative fee assessment based on calendar days between the cancellation and the course date:
- 30+ days prior to course date, we will refund your tuition minus a 10% admin fee
- 15-29 days prior to course date, we will refund your tuition minus a 20% admin fee
- 7-15 days prior to course date, we will refund your tuition minus a 30% admin fee
- Fewer than 7 days prior to course date, we will refund your tuition minus a 50% admin fee
- Within 24 hours prior to course start, we will not issue a refund
Please note that any cancellation made within 24 hours prior to when the course begins does not qualify for a refund. However, participants may choose to place their tuition, minus an administrative and direct cost fee assessment, into a holding account for future use. “No Shows” will not qualify for refunds. Written notification by mail, fax, or e-mail is required within five business days to initiate the refund process. Please allow four to six weeks for all refunds. This refund policy applies to all of our courses. Thank you.
Hands-On Course Eligibility
To provide a high-quality and well-prepared learning experience, certain Continuing Dental Education (CDE) courses require that participants must complete the online portion of the course materials prior to attending the hands-on portion. Please review the following guidelines:
Completion of Online Course Materials
Participants must complete all required online course materials before the day of the hands-on course. These materials provide essential foundational knowledge needed for the in-person training.
CE Credit & Hands-On Course Eligibility CE credit will not be issued to participants who do not complete the required online coursework in advance.
Participants who fail to complete the online requirements will not be eligible to attend the hands-on session. If there are incomplete online requirements, an email will be sent to you by 4:00 PM the day prior to the hands-on session advising you not to attend.
Zoom Webinar Attendance Policy: Attendance Requirements and Other Important Information
Participants are required to maintain continuous attendance throughout the entire webinar session to receive continuing education (CE) credits. Please note the following attendance policies:
- Attendance Verification Requirement: Please register for and sign into the Zoom call with your first and last name, or the first and last name of the attendee who is to receive credit for this course. When you register for the Zoom call, the email address that you register with must match the email address associated with your CDE profile.
- Device Requirement: Each attendee who is to receive CE must each register for the course and must each log in to the call on their own device (laptop, computer, etc.) that is named after the attendee. This will allow Zoom to identify you and record your attendance.
- Joining Zoom Via Phone Call:We do not recommend joining webinar courses via phone call as this can prevent us from confirming your attendance. If you are joining a Zoom webinar by phone call, please email smile@uthscsa.edu the course title, course date, your first and last name, and the phone number that you are calling in from. If you are considering calling in to a Zoom webinar via phone call, please use a second device such as a laptop or computer to join the call so that your attendance may be verified. Understand that, if we cannot confirm your attendance, you will not be eligible to receive CE.
- Full Attendance Required: You must remain connected to the webinar for the entire duration of the session. Partial CE credits will not be issued under any circumstances. Please join the call in a timely manner, as those who miss 15 minutes or more of any portion of the webinar course times will not be eligible to receive CE credits.
- Disconnection Protocol: If you are disconnected from the webinar for any reason, you must make immediate and persistent efforts to reconnect to the session.
- Webinar Course Breaks/Lunch Breaks: Some speakers may announce brief 5-10 minute breaks or lunch breaks during course times. During those breaks, DO NOT leave the call, as those who miss 15 minutes or more of any portion of the webinar course times will not be eligible to receive CE credits.
- Waiting Room Protocol: When in the waiting room, please remain there until you are admitted by the host. Do not exit the waiting room or attempt to rejoin through a different method unless instructed to do so.
- Credit Eligibility: Continuing Education credits will not be issued to participants who fail to maintain attendance for the full duration of the webinar, regardless of the reason for disconnection or early departure. There is no partial credit for our courses and partial credit will not be awarded for any reason.
- Course retakes are subject to a 10% administrative fee.
- Pertains Only to Coronal Polishing/Pit Fissure Sealants Course: Please note that participation in the full Continuing Education webinar series is required. If a session is missed, individual make-up of that session is not permitted. Instead, the entire webinar series must be attended from the beginning at the next available course offering. Each participant is allowed one make-up opportunity only, which must be completed during the next scheduled course. It is the participant’s responsibility to contact a staff member of the Continuing Education Department within one week of the missed session to request a transfer. All transfers are subject to availability and will incur a 10% administrative fee. Failure to contact the department within the specified timeframe may result in forfeiture of the make-up opportunity.
If you experience technical difficulties, especially those that prevent you from rejoining the webinar, contact the webinar host Aimilina Chaperon at chaperon@uthscsa.edu or call 210-567-2458
By registering for and attending any of our webinar or hybrid courses, you acknowledge and agree to comply with these attendance requirements and understand that failure to do so will result in forfeiture of CE credits.
No Recording and Transcription Policy
Also pertains to webinar courses
To protect the privacy, security, and integrity of our programs, meetings, and events, recording of any kind is strictly prohibited unless expressly authorized in writing by the department director. This includes, but is not limited to:
- Video recordings (camera, phone, webcam, or other devices)
- Audio recordings (phone, microphone, digital recorders, etc.)
- Screen captures or screen recordings
- AI-based or automated transcription tools (e.g., apps or software that convert speech to text)
Guidelines:
All participants are expected to respect this policy at all times.
If recording is necessary as an accommodation, or for education or administrative purposes, prior approval must be obtained in writing.
Unauthorized recording or transcription may result in removal from the session and/or further administrative action.
Exceptions may only be granted by the department director in advance.
Taking detailed notes is encouraged, and participants are welcome to take pictures of the presentation slides for personal use.
Purpose:
This policy ensures a safe and respectful environment, protects sensitive and proprietary information, and upholds the confidentiality of all participants.
The UT Health San Antonio, School of Dentistry is an ADA CERP Recognized Provider. ADA CERP is a service of the American Dental Association to assist dental professionals in identifying quality providers of continuing dental education. ADA CERP does not approve or endorse individual courses or instructors, nor does it imply acceptance of credit hours by boards of dentistry. UTHSCSA designates the number of credit hours for each course individually. Concerns or complaints about a CE provider may be directed to the provider or to ADA CERP at www.ada.org/cerp.
