Category: bacb-blog

Being an RBT Supervisor can be rewarding. After all, you’re directly impacting someone’s professional development and growth! But the journey of a supervisor isn’t always a straightforward one. This blog post was made to help you navigate the difficult, unexpected parts of being a supervisor, no matter how long you’ve been doing it. Keep reading to learn how to prevent and address these common scenarios.

Scenario: An RBT under your supervision has multiple supervisors and clients at your organization, and they just told you that they didn’t meet the supervision requirements for the month.

How to Prevent It: If you haven’t encountered this scenario yet, that’s great! Here are some tips to continue setting you and your supervisees up for success:

• Make sure the RBT supervision structure at your organization is effective. You can start by reviewing the roles of RBT supervisors in the RBT Handbook. For example, if you don’t have an RBT Requirements Coordinator at your organization, that might be something to consider implementing.
• Think about establishing a communication system between the supervisors, coordinators, and managers at your organization. That way, you can work together to ensure that all RBTs are in compliance and all documentation is properly completed and stored.
• Clearly communicate to your supervisees how, where, and when they must document their supervision. For example, you could give them a supervision log, show them how to use it, and share tips for remembering to update it after each supervision session.
• Become familiar with the Supervision Checklist for RBTs, and share it with your supervisees. Beyond keeping them organized, it will help them better understand the supervision requirements and encourage them to take ownership of their supervision experience.

How to Address It: As you know, when a certificant doesn’t comply with a BACB requirement—accidentally or otherwise—they must self-report the violation to the BACB. As their supervisor, you can support them through the process. Consider showing them the Self-Reporting web page, guiding them through the submission process, and helping them gather any documentation they might need. Reassure them that self-reporting doesn’t always lead to consequences like the suspension of their certification. Lastly, make sure they know that they can continue working and representing themself as an RBT while they wait to hear back from us.

Additional Resources: We have two podcast episodes to get you and your supervisees up to speed on this scenario: Your Ethical Responsibilities as an RBT, which covers self-reporting in-depth, and RBT Supervision Systems, which covers effective supervision structures, communication systems, and much more.

Scenario: You just started supervising an RBT who recently left another organization. They need to renew their certification soon, but they just disclosed that they didn’t consistently receive the minimum amount of supervision at the other organization.

How to Prevent It: It’s not uncommon for RBTs to work in multiple service-delivery settings throughout their career, so it’s best to be prepared for scenarios like this. When an RBT first starts at your organization, consider asking them about the supervision they received in previous settings. Taking care to ask this question early on means that important disclosures like this won’t come as a surprise later. We also encourage you to review the maintenance requirements described in the RBT Handbook together. By putting everything on the table from day one, you can get ahead of misunderstandings, confusion, and accidental noncompliance.

How to Address It: Similar to the previous scenario, the first thing to do is encourage them to self-report—even if they aren’t currently renewing their certification. Don’t forget to offer your support along the way, and moving forward, make sure that you and the other supervisors at your organization are providing sufficient supervision. One way to offer support is to review the RBT Supervision Audit Process infographic with them.

If we end up auditing the RBT’s supervision after receiving their report, we will only contact the RBT and the RBT Supervisor(s) and/or RBT Requirements Coordinator on record during the audited time period. If that includes you, check your email regularly, and be prepared to give us information or documentation upon request. If we find that the RBT substantially failed to comply with the requirements and they end up losing their certification, this will take effect the day the audit determination is issued.

Additional Resources: Listen to the Better Understanding Supervision as an RBT podcast episode for an in-depth discussion about RBT supervision and why it matters, and be sure to share it with your supervisees. Another great resource for supervisees is the Maintaining Your RBT Certification video.

Scenario: An RBT under your supervision failed to inform you that their certification expired, and they just billed for services.

How to Prevent It: To get ahead of this scenario, you’ll want to do something that may seem self-explanatory: make sure that every RBT at your organization is on record with their RBT Supervisor(s) and/or RBT Requirements Coordinator. That way, all relevant parties will get the automated renewal reminders that we send via email. Look out for the first notification 45 days before the RBT’s certification expiration date. That being said, the RBT should take responsibility for their own certification, proactively working with you and others on record to meet the maintenance requirements and complete their renewal application on time. You can always help by creating internal deadlines and having regular check-ins. Just make sure to reach out to the RBT as early as possible so that they have enough time to renew.

How to Address It: If the RBT happens to provide and/or bill for services with an expired certification, remind them that they cannot represent themself as an RBT, and they must self-report the violation to the BACB. Their next step should be alerting your organization and relevant funder(s) to the billing issue. At that point, you could help the behavior technician (i.e., former RBT) find out whether they are still within their 30-day reinstatement period. If they are, they can complete the maintenance requirements, submit their renewal application, and pay all standard and late fees. Just remind them that they cannot provide or bill for services until their RBT certification is reactivated. If they are not within the 30-day reinstatement period, unfortunately, they must meet the then-current eligibility requirements and reapply for certification.

Additional Resources: To give your supervisee more insight into the renewal process, go over the RBT Renewal Steps infographic together, and answer any questions they might have.

Scenario: An RBT under your supervision had a Notice of Alleged Violation (Notice) filed against them, and they have been given an opportunity to respond (OTR).

How to Prevent It: Ethics, ethics, ethics! To help prevent this scenario from happening, it’s important to make discussions about ethical practices and the RBT Ethics Code (2.0) an integral part of your organization’s culture, from onboarding to regular meetings and check-ins. Having these conversations often is a great way to ensure that your supervisees feel prepared, supported, and comfortable enough to talk freely about the subject.

How to Address It: Part of your job as a supervisor is to offer support in challenging situations like these, so here are a few things that you can do: You can review the Code-Enforcement Procedures with the RBT, helping them become familiar with the Notice intake and routing process so that they know what to expect. You can also make sure they fully understand the notification email we sent, which includes important deadlines, consequences for not responding, the OTR form, and guidance on preparing a response.

Additional Resources: Although your number one resource for this scenario is the RBT Ethics Code (2.0), brush up on the Reporting to the Ethics Department web page for a comprehensive look at the reporting process, considerations, timelines, and much more.

Scenario: An RBT under your supervision just quit without providing notice.

How to Prevent It: Although this scenario is ultimately out of your control, you can lay groundwork early on that will help discourage it. Introduce your supervisees to the Continuity of Services: Reminders for RBTs document, which was designed to help them navigate changes in their ability to provide services. It highlights the importance of RBTs as service providers and the impact they can have on their clients, both positive and negative, so we suggest reviewing it together as often as you see fit. If you happen to be the one leaving a service-delivery setting, check out its companion resource, the Continuity of Services toolkit, for guidance on successfully transitioning the cases you manage.  

How to Address It: First things first, if you are on record as the RBT’s supervisor or requirements coordinator, remove them from your BACB account. This releases you from the responsibility to provide oversight for their service delivery and certification moving forward. Your next thought might be to report them to the BACB, but we ask you to consider that not all situations like this are reportable. Although we encourage all certificants to be mindful of their impact on clients when transitioning services, the RBT Ethics Code (2.0) doesn’t specify the when or how. So, make sure to review all relevant resources before making your decision.

Additional Resources: The March 2023 BACB Newsletter goes into greater detail about what to do when an RBT quits without providing notice. Take a look if you want to learn more.

RBT Supervisors, RBT Requirements Coordinators, and others who oversee or manage RBTs, thank you for taking the time to become familiar with these scenarios. You can never be overprepared! With preparation comes safe practice, adherence to the requirements, and smooth(er) sailing through your journey as a supervisor. Until next time.

Other Helpful Resources

• August 2020 BACB Newsletter, Taking Supervision Seriously Article: Recognize the vital role you play in service delivery and supporting service providers during their professional-development journey.
• 7 FAQs for RBTs Pursuing BCBA or BCaBA Certification Blog Post: Learn how to answer common questions about how trainees can accrue fieldwork hours while working as RBTs, all while meeting both sets of supervision requirements.
• Considerations for Reporting an Alleged Violation Against an RBT: Before a situation arises, know what is and isn’t reportable to the BACB.
• Self-Reporting section of the RBT Handbook: Remember the important details of self-reporting so that you can offer guidance.

In a perfect world, your experience as an RBT would be free of roadblocks and complications—and for the record, we hope that it is! In reality, you might end up in a situation that could negatively impact your certification. But where there’s a problem, there’s a solution. This blog post is here to help you find it.

Scenario: You need to take a break from service delivery.

Solution: There are two ways that you can maintain your RBT certification while on a service-delivery hiatus:

• Renew as usual. As you know, 5% of the hours you spend delivering behavior-analytic services each month must be supervised. What happens when you aren’t providing services? You don’t need supervision! All you have to do is keep up with the renewal process, so remember your renewal date, make sure you’re meeting the maintenance requirements, and renew on time. OR
• Apply for voluntary inactive status. If you’re planning to take an extended leave from service delivery, consider voluntary inactive status, which lets you take a break from maintaining your certification for up to two years. The only catch is that you can’t provide services, bill for services, or represent yourself as an RBT until your certification status is reactivated. Review the Inactive Policy in the RBT Handbook to learn more about eligibility and getting started.

Scenario: You’re considering leaving your job as an RBT.

Solution: We know there could be many reasons why you might consider leaving your job, but let’s focus on two:

• Changing organizations. If you’re planning to deliver services as an RBT at another organization, give your current organization plenty of notice so that they can smoothly transition your caseload to other providers. And as you already know, you must have another supervisor on record before you start delivering services again. The Supervision Checklist for RBTs details the steps to take when your supervisory relationship is coming to a close.
• Changing career paths. If you’re on the fence about working as an RBT again in the future, consider going on voluntary inactive status. The other option is letting your certification expire. Just know that if you let it expire and decide to become an RBT again down the line, you must start from the beginning and meet the requirements in effect at that time.

Either way, the most important thing to consider is the impact this transition will have on your clients. A lack of sufficient notice may negatively impact a client’s service-delivery experience and progress, so please consult the Continuity of Services: Reminders for RBTs document to ensure you get the details right.

Scenario: You were terminated from your job as an RBT.

Solution: Although this is the last thing you might expect to happen, it’s best to be prepared for anything. So, according to the RBT Ethics Code (2.0) (RBT Code), you must submit a self-report to the BACB within 30 days that explains why you were terminated. Chances are your supervisor will have already removed you from their BACB account, making your certification inactive. What comes after that? If you plan to stay in the field, just make sure that you have another supervisor on record before working with clients again.

Scenario: You aren’t sure if you have a supervisor on record with the BACB.

Solution: When we say that you must have a supervisor “on record” with the BACB, we mean that all of your RBT Supervisors and RBT Requirements Coordinators must list you as a supervisee in their BACB accounts. When that information is updated, it’s published on the BACB Certificant Registry so that anyone can verify it. So, if you’re unsure, talk to your supervisor(s) to determine who’s responsible for your supervision, and look up your name in the registry to confirm that they’re on record.

Scenario: You don’t have a supervisor anymore, but you want to continue providing services.

Solution: First, there’s no reason to worry. Throughout your journey as an RBT, it won’t be uncommon for your supervisor on record to change. It could happen because your supervisor’s transitioning to a different practice setting—or maybe because you are. Regardless, your supervisor should walk you through the transition process.

Here’s a basic rundown of what to expect:

When your last RBT Supervisor or RBT Requirements Coordinator removes you from their BACB account, your certification status immediately changes to inactive. Remember that you can’t provide services, bill for services, or represent yourself as an RBT until you have another supervisor on record, as their advanced training, education, and expertise are vital to consumer protection.

If your supervisor is transitioning to a different setting, they probably have another supervisor lined up for you already. To be safe, check with one of the supervisors at your organization. If you’re transitioning to a different setting, one of the eligible supervisors there will add you as a supervisee before you start working with clients. In both scenarios, it’s worth checking the BACB Certificant Registry to confirm that your supervisor is listed accurately.

Scenario: It’s the end of the month, and you didn’t meet the supervision requirements.

Solution: There are two things we suggest you do in this situation:

1. Work with your supervisor. As you know, you are solely responsible for your RBT certification, so you must take the initiative to tell your supervisor when you aren’t in compliance with a requirement. Together, you can discuss what happened, find out why, and create an action plan to decrease the likelihood that it’ll happen again. Document these conversations by saving emails and taking detailed meeting notes, and send them to your supervisor so that they have a copy as well. AND
2. Self-report to the BACB. Although this sounds serious, remember that submitting a self-report does not necessarily mean you’ll be in trouble with the BACB. It’s simply a way to acknowledge potential ethics violations and provide context. For example, in your self-report, you should say why you didn’t meet the supervision requirements that month and include your action plan. The BACB will review your submission and contact you about the next steps.

If you find that you are consistently unable to meet the supervision requirements and your supervisor isn’t taking your concerns seriously, we encourage you to reach out to the appropriate supports at your organization, like your RBT Requirements Coordinator.

Scenario: You waited too long to renew your certification, and the deadline passed.

Solution: We understand that things can get hectic in service-delivery settings, making it easy to miss your renewal date. That’s why we have a 30-day reinstatement period, which gives you an extra 30 days after your certification expiration date to submit and pay for your application.

If you’ve already applied for renewal and are waiting to hear back, take a look at the Application Processing Updates web page and the RBT Renewal Steps infographic.

Scenario: You’re struggling with your supervisory relationship.

Solution: Your supervisor is there to help shape your professional skills, so having a positive relationship with them is important. If you want to talk to your supervisor about something but don’t know how, ask a trusted colleague for guidance. Consider role-playing the conversation. If you don’t think you can fix the issue with one-on-one communication, you should use the appropriate chain of command at your organization, just as you would for any other workplace problem.

Scenario: You think that your supervisor may have violated the Ethics Code for Behavior Analysts.

Solution: This is never an easy situation to navigate, but it’s possible. First, try to communicate with your supervisor directly, as some alleged ethics violations can be chalked up to misunderstandings or solved without BACB intervention. We even have a handy resource to help guide you, the Addressing Potential Ethics Violations with Others podcast episode. However, if you don’t feel comfortable talking about it or the issue persists, you should review the Considerations for Reporting an Alleged Violation Against a BCaBA/BCBA document and the Reporting to the Ethics Department web page. These resources will help you decide whether you should submit a Notice of Alleged Violation.

Scenario: You violated the RBT Code, and/or you’re involved in an ongoing investigation.

Solution: If you violated the RBT Code, you must self-report it to the BACB within 30 days of the event or of becoming aware (e.g., your supervisor identifies a violation and informs you, you receive a Notice of Alleged Violation). The same applies to investigations that involve you.

If you’ve been named in a Notice of Alleged Violation, a few things will happen: Your supervisor will be notified, but as a professional courtesy, you should inform them as soon as you find out. This also gives them the chance to support you along the way. Later, you’ll be given an opportunity to respond to the alleged violation(s). We’ll give you instructions on what to do and how to provide supporting documentation. See the Code-Enforcement Procedures and Responding to Requests web page for details.

Thank you for taking the time to consider these scenarios that you might encounter as an RBT. We hope this blog post gives you all the tools you need to navigate the more complicated parts of your journey. Until next time.