Assisted Living Facility Administrators-In-Training FAQ

NEW - Helpful information on the Assisted Living Facility AIT program

What are the steps to obtain my license through an Administrator-in-Training (AIT) program?

One pathway to licensure as an Assisted Living Facility Administrator (ALFA) is to complete an Administrator-in-Training (AIT) program based upon your experience and education. Below is a summary of the process.

TO APPLY FOR AN AIT REGISTRATION:

1. Establish an agreement with an available Preceptor who can supervise you for the length of your training program in an Assisted Living Facility
   Note: A Preceptor can only have two approved trainees at one time
2. Complete the Proposed AIT Training Plan/Domains of Practice form with your Preceptor and submit it to the Board
3. Complete the online Assisted Living Facility Administrator-In-Training application and submit the required documentation by mail to the Board with original signatures

ONCE YOUR AIT REGISTRATION IS APPROVED/ISSUED BY THE BOARD:

• Complete and submit by email or mail your Monthly Reports reflecting the total number of hours and type of training completed. The form must include original signatures.
• Submit the Documentation of Completion form by email or mail once all training hours are complete. The form must include original signatures.

Note: You will not receive credit for training hours before approval and registration as an AIT with the Board.

 STEPS FOR LICENSURE: (Once your AIT program is complete and the Board has approved your reports)

• Submit the online ALFA initial application by examination and supporting documentation
• Complete the online registration for RC/AL and CORE examinations through the National Association of Long Term Care Administrator Boards (NAB)
• Receive Board approval to take the examination

Once the Board receives your passing score on both examinations and all required documentation for licensure, a license is issued. (The Board must receive official passing scores from NAB for both examinations before a license is issued.)

What are the minimum educational requirements to start my AIT program?

To qualify for licensure through the ALF AIT program, you must:

• complete at least thirty (30) semester hours of postsecondary education in an accredited college or university with at least fifteen (15) of the thirty (30) semester hours in business or human services or a combination thereof; or
• complete an educational program as a licensed practical nurse and hold a current, unrestricted license or multistate licensure privilege; or
• complete an educational program as a registered nurse and hold a current, unrestricted license or multistate licensure privilege; or
• complete at least thirty 30 semester hours in an accredited college or university with courses in the content areas of (i) client/resident care, (ii) human resources management, (iii) financial management, (iv) physical environment, and (v) leadership and governance; or
• hold a master's or baccalaureate degree in a healthcare-related field or a comparable field that meets the requirements of the Board's Regulations; or
• hold a master's or baccalaureate degree in an unrelated field; or
• have at least three years of healthcare experience, to include at least one consecutive year in a managerial or supervisory role in a healthcare setting within five years prior to the application.

Each educational requirement listed above requires a certain number of AIT hours according to your educational qualifications.

For more information, please review the Board's Regulations (18VAC95-30-100) or the Assisted Living Facility Administrators Education and Experience matrix.

How are hours calculated based upon education?

Review the Board’s Regulations and the Assisted Living Facility Administrators Education and Experience matrix for this information.

Do I need to receive Board approval prior to beginning the AIT program?

Yes. Board approval is required before any program hours can be counted toward licensure.

How do I find a Preceptor?

The Board offers a Voluntary Preceptor Directory. It contains contact information from Preceptors who volunteered to share their information publicly and may be available to provide training. Keep in mind that the Preceptor you choose may not be available during the time you request.

You may also use the DHP License Lookup feature to search by occupation or area.

You can use the Department of Social Services website to verify the Assisted Living Facility’s name, address, contact information, administrator of record, number of residents, and recent facility inspection information.

Finally, the long-term care provider associations in Virginia (Affiliated Associations page) may provide additional information to assist you in locating a preceptor.

What is the Board’s processing time for applications?

Complete applications are reviewed within thirty (30) days of receipt of all required documentation and in the order they are received. Board staff may contact the applicant by email with any questions or concerns regarding the documentation submitted.

If I have past convictions, what documentation do I need to submit to the Board?

Attach your original criminal history record, a certified copy of any final order, decree, or case decision by a court or regulatory agency, and any other information you want considered with your application (e.g., information on the status of incarceration, parole, or probation, reference letters documentation of rehabilitation, etc.).

For more information, please review the Board’s Guidelines for Processing Applications for Licensure: Examination, Endorsement and Reinstatement.

How do I document my completed hours?

Complete the monthly report that documents your hours, shifts, activities, and learning experiences for each month of training. At the completion of your hours, you should submit the original monthly reports and the signed Documentation of Completion form to the Board for review and approval.

Note: You do not receive credit for training hours before approval and registration as an AIT with the Board

How often do I need to submit my reports to the Board?

Submit the accumulated monthly reports and AIT Documentation of Completion form to the Board (by email or mail) with original signatures within thirty (30) days following the completion of the AIT program.

How do I find the status of my application?

Access the online application website to view your checklist, track your application's progress, and print any additional instructions and forms provided by the Board.

Once you successfully log in, click the View Checklist link located next to your licensure type under Pending Licenses on the Initial Applications Welcome page. At the bottom of the Checklist Information page, view the Checklist (License Requirements) that the Board uses to track items received as they process your application.

If you need assistance accessing or navigating the site, contact the DHP Call Center at (804) 367-4444.  

How do I change my Preceptor or Training Facility?

Submit a Notice of Change of Status or Discontinuance form to the Board for processing. Once the Board approves your new preceptor or training facility, credit is given for any training hours under a resumed AIT program. You are notified by the Board when the approval is complete.

What type of training facility is approved for my AIT program?

Training in an ALF AIT program or for an internship shall be conducted only in:

• An assisted living facility or unit licensed by the Virginia Board of Social Services or by a similar licensing body in another jurisdiction;
• An assisted living facility owned or operated by an agency of any city, county, or the Commonwealth, or of the United States government; or
• An assisted living unit located in and operated by a licensed hospital as defined in § 32.1-123 of the Code of Virginia, a state-operated hospital, or a hospital licensed in another jurisdiction.

Training in an ALF AIT program or for an internship shall not be conducted in:

• An assisted living facility with a provisional license as determined by the Department of Social Services in which the AIT program is a new ALF AIT program;
• An assisted living facility with a conditional license as determined by the Department of Social Services in which the AIT applicant is the owner of the facility;
• A facility that is licensed as residential only and does not require an administrator licensed by the Board of Long-Term Care Administrators; and
• An assisted living facility with a licensed resident capacity of fewer than twenty (20) residents.

You can use the Department of Social Services website to verify the Assisted Living Facilities name, address, contact information, administrator of record, number of residents, and recent facility inspection information.

How long does it take to complete an AIT program?

Once the Board approves your request to begin a training program, hours must be completed in no more than twenty-four (24) months from the date of approval, unless the Board approves an extension. An AIT receives credit for no more than forty (40) hours of training per week.

For AITs who serve concurrently as acting administrators of assisted living facilities (“Acting AITs”), the timeframe for completion of the AIT program is found in Regulation 18VAC95-30-150.

What shifts do I need to work during my AIT program?

An ALF AIT is required to work weekday, evening, night, and weekend shifts to obtain training in all areas of an assisted living facility operation. An AIT does not receive credit for more than forty (40) hours of training per week.

How many trainees can a Preceptor supervise?

A Preceptor cannot supervise more than two AIT's at any one time.

What if the AIT program is interrupted or terminated?

If the program is interrupted because the registered Preceptor is unable to serve, the trainee must notify the Board within ten (10) working days and obtain a new preceptor who is registered with the Board within sixty (60) days.

Credit for training resumes when a new Preceptor is assigned and approved by the Board.

If an alternate training plan is developed, submit it to the Board for approval before resuming your training.

If the training program is terminated before completion, you and the Preceptor must each submit a written explanation to the Board of why the program was terminated. The Preceptor must also submit all monthly progress reports completed before termination. Both of these items are due within ten (10) business days of program termination.

To notify the Board of the interruption or termination of the AIT program, submit the original signed Notice of Change of Status or Discontinuance form, with an updated Proposed AIT Training Plan/Domains of Practice form detailing the number of hours left to complete.

Does the Board have any guidance on the completion of monthly reports?

As stated previously, accumulated monthly reports and Documentation of Completion forms must be submitted to the Board by mail or email, with original signatures.

Some AITs have questions related to questions one through four of the monthly report. The Board offers the following suggestions:

• Question 1 refers to the hours spent completing assigned tasks or activities related to different departments within the facility. The reporting of hours should correlate generally to the total hours listed on the monthly report calendar.
• Question 2 should be answered with details about what you learned for the month of your training.
• Question 3 is your description of any issues that occurred during the month of your training and what insights or experience you gained from those issues. Examples include how you addressed and/or what you learned from responding to a complaint from a resident who was dissatisfied, or what you learned from addressing resident needs during a power outage at the facility. Provide as much detail as possible.
• Question 4 refers to the attendance of any training or conferences that occurred outside of the training facility. An applicant can indicate "not applicable" if there was no outside training during the reporting period.

Be as complete as possible in your responses. Leaving blank responses to any question can result in additional information being requested by the Board. 

Are there any required areas of training for completion of an AIT program?

An AIT is required to receive training in all areas of assisted living facility administration as appropriate to the experience and training of the AIT, in accordance with the NAB Domains of Practice and as outlined in the AIT Manual. In addition, effective December 21, 2022, an AIT must complete training on the care of residents with cognitive or mental impairments, including Alzheimer's disease and dementia.

What is an Acting Administrator-in-Training?

An Acting AIT is an AIT who also assumes the responsibility as the acting administrator in an assisted living facility while simultaneously completing their AIT program. A facility may name an acting administrator following circumstances such as the death, resignation, or discharge of a previous administrator of record. If the acting administrator intends to become the licensed administrator, an AIT program is required before applying for licensure.

To serve as the Acting AIT, the Acting Assisted Living Facility Administrator-in-Training application must be completed.

For further information, review Virginia Code §54.1-3103.1.

Is there a set number of AIT training hours required related to care of residents with cognitive or mental impairments?

In December 2022, the AIT Program regulations were updated to require training on the care of residents with cognitive or mental impairments, including Alzheimer's disease and dementia.

The regulations do not define a specific number of hours because the hours may depend on several factors, including the setting in which the AIT is training, the residential population being served, or the experience and education of the AIT upon entry and throughout the AIT Program.

Each AIT and their Preceptor should use their professional judgment to ensure the AIT receives the adequate training necessary to care for residents with cognitive or mental impairments. The AIT and Preceptor must attest to completing these hours throughout the AIT Program using the Monthly Report form.