The time frames for applications are in the Rules:
- R4-26-208, Table 1 for Psychologists, and
- R4-26-417 for Behavior Analysts.
Types of Time Frames
Essentially, five (5) types of time frames are tracked. Three for Board staff, and two for applicants.
For Board staff, the time frames are:
- "Administrative Completeness Time Frame" (administrative review) - 30 days
- "Substantive Review Time Frame" (substantive review) - 90 days
- Overall Time Frame - 120 days - the sum of Admin Review and Substantive Review time frames.
For applicants, the time frames are:
Administrative Review"Time to Respond to Notice of Deficiency" (Incomplete Notice) - 240 days. The incomplete notice is sent out during the initial 30 days of administrative review. Once the incomplete notice is sent, the clock stops. The time frames for Board staff are suspended until all the materials listed in the incomplete notice have been received in the Board's office. The applicant has 240 days to submit all the materials listed in the incomplete notice.
- Once all the materials are in, the clock starts ticking again until a notice of administrative completeness is emailed to the applicant.
- The date the admin complete notice is emailed to the applicant is the date the administrative review stops and the substantive review begins.
- For example, an application was received on 4/03/2019 and the incomplete notice was sent out on 4/10/2019. The last of the materials in the incomplete notice arrived in the Board's office on 4/17/2019. The administrative completeness notice was emailed on 4/22/2019, five (5) days after the application was technically administratively complete. These latter 5 days are counted under the administrative review timeframe, and substantive review started on 4/22/2019 for this application.
Substantive Review"Time to Respond to Request for Additional Information" - 365 days. During substantive review, the Application Review Committee (ARC) or the Committee on Behavior Analysts (CBA) meet in Open Meeting (via Zoom) to review complete applications to determine if requirements have been met and the applicant is qualified for whatever they've applied for. The ARC only reviews Psychologist applications, and the CBA only reviews Behavior Analyst applications.
- During this review, the ARC or CBA may determine that more information is needed to be able to make a final decision. If this happens, the Committee will make a "Formal Additional Information Request" or FAIR. When this happens, a letter is written detailing the Committee's concerns and the additional information the Committee needs to resolve those concerns. The letter is emailed to the applicant after it is approved by the Committee Chair. The applicant has 365 days from the date of the FAIR letter to respond with the materials and explanation(s) requested. The clock stops the day the FAIR letter is sent and resumes when all materials are received.
- This can happen more than once. Historically, the Committee will do this no more than three (3) times before forwarding the application to the Board for substantive review if it still has concerns. Historically, the Board may also go through this process up to three (3) times. On agendas, applications that are back for review on an agenda after a FAIR letter was issued will have "FAIR" written next to the applicant's name.
- Substantive review ends when the Board makes a final decision on an application.