Approving NHA CCMA Exam Student Roster

Assigned To: Jessica Myers, Sarah Dungan, Dan Tietz, Victor Alfaro, Carly Cavagnoli

Category: Student Life Cycle

Department: Student Success Admin

SOP Rule: Cadence

Status: Approved by CEO and Implemented

Purpose

This SOP outlines the process for reviewing and approving CCMA exam rosters in the NHA platform prior to scheduled exam dates.

Scope

This procedure applies to Student Success Admin responsible for approving exam rosters before CCMA exam deadlines.

Definitions

• NHA: National Healthcareer Association certification provider.
• Exam Date: Scheduled date for student certification exam.
• Application Deadline: Final date for students to submit exam applications.
• Re-open Exam: Request to allow late application submissions.
• External Candidate: Non-student applicant not associated with the school.

Responsibilities

• Students: Submit exam applications before the deadline.
• Instructors: Assist students with registration.
• Student Success Admin / Academic Advisor: Review, approve, or reject candidates.

Procedure

Step 1: Identify Upcoming Exams

• Monitor upcoming CCMA exam schedules
• Locate "Exam Closed - Roster Approval Needed" email

Step 2: Access NHA Portal

• Log in to NHA portal
• Select the appropriate organization
• Navigate to "View Exam Rosters"

Step 3: Select Exam Roster

• Choose exam date
• Select CCMA certification

Step 4: Review Candidates

• Verify candidates against internal class rosters
• Confirm students belong to the correct cohort

Step 5: Approve or Reject

• Approve all eligible students
• Reject:
  • External candidates
  • Students registered under incorrect location or date

Step 6: Handle Exceptions

• If a student has not applied:
  • Email request to reopen application deadline

Step 7: Finalize Approval

• Complete approvals within 24 hours
• Ensure all candidates are reviewed before deadline
• Note that unreviewed applications may auto-approve next business day

Tools and Resources

• NHA Portal (nhanow.com)
• Internal Class Rosters
• NHA Approval Guides (video or PDF)

Revision History

• 1st Version - 07/18/25
• 2nd Version - TBD
• 3rd Version - TBD