Certification Policies

Refunds

Applicants requesting a refund due to unique or special circumstances rather than rescheduling their examination must submit a request in writing to the UCNS office for review. A notification letter will be sent to candidate with a decision and a refund, if applicable. Refund determinations are not subject to appeal. Qualifying refunds will be issued in the same method in which the original payment was received.

Candidate Withdrawal (3.08.C.1)
The examination fee may be refunded to candidates withdrawing from the examination, provided that the UCNS Executive Director is notified in writing no less than three months prior to the first date of the date range for the examination. Failure to notify the UCNS in writing no less than three months prior to the first day of the date range for the examination shall result in forfeiture of the examination fee.

Cancellation and Rescheduling (3.08.C.2)
Candidates who are unable to sit for the examination on the date they are scheduled must first contact the testing center at least 24 hours in advance to reschedule the examination. If the testing center is unable to reschedule the examination date, candidates should then contact the UCNS office to determine the availability of rescheduling opportunities. Candidates may be rescheduled, provided there is an opening in the testing date range. If there is no other date available, the applicant must sit for the originally scheduled date or forfeit their fees.

Cancellation Due to Emergency (3.08.C.3)
Candidates who are unable to sit for their scheduled examination due to an emergency should submit written documentation of the emergency to the UCNS office no later than 30 days after the date of examination. This includes those candidates who are in the final year of the practice track. The UCNS will evaluate the documentation and determine whether the absence was excusable. If the absence is determined excusable, the examination fee shall be refunded and the candidate shall be allowed to apply for the next examination. When applying for the next examination, the candidate shall be responsible for paying the then current examination fee.

Appeals

Application Denial (3.10)

Applicants who disagree with an adverse decision of the Certification Council may appeal, following the process in this policy, to the UCNS Board of Directors.

1. Definitions (3.10.A.1)
   Unless the context clearly indicates otherwise, the following definitions apply to this policy:
   • "Adverse decision" means a decision that denies, in whole or in part, an application to sit for a certification examination.
   • "Appellant" means a person who has filed a notice of appeal with the UCNS.
   • "Applicant" means a person who is applying for certification by the UCNS.
   • "Council" means the UCNS Certification Council.
   • "UCNS" means the United Council for Neurologic Subspecialties.
   • "The Board" means the UCNS Board of Directors.
   • "Chair" means the Chair of the UCNS Board of Directors.
2. Notice of Appeal (3.10.A.2)
   An applicant who disagrees with an adverse decision of the Certification Council may file a written notice of appeal with the UCNS Executive Director. The notice must be filed within 30 calendar days after the applicant has been notified of the adverse decision and include a $100 filing fee.
3. The Appeal (3.10.A.3)
   Within 10 calendar days after filing the appeal, the appellant shall submit documentation that supports the appeal to the UCNS Executive Director. The preferred format of the documentation is a detailed letter explaining the basis of the appeal, accompanied by enclosures that support any statements within the letter.
4. Submission to the UCNS Board of Directors (3.10.A.4)
   When the UCNS Executive Director has received the appeal, any supporting documentation, and filing fee, they shall promptly submit the Certification Council's decision and the appellant's documents to the Board.
5. Decision by the UCNS Board of Directors (3.10.A.5)
   The Chair shall determine whether to convene the Board for a formal meeting (in person or by telephone conference) or to rule on the appeal by an electronic vote. The Board shall act on the appeal within 60 calendar days after the Executive Director received the appellant's documents described in paragraph four. The decision of the Board is final.
6. Service of the Board's Decision (3.10.A.6)
   The UCNS Executive Director shall promptly serve the Board's decision by certified or registered mail to the appellant.
7. Record of the Appeal (3.10.A.7)
   The UCNS Executive Director shall retain all documents related to the appeal for five years. The Executive Director may provide a copy of the record to the appellant, if requested, at no charge.

Appeals Regarding Examination Administration (3.11)

Examinees who disagree with a negative determination on a certification examination may appeal to the UCNS Board of Directors in accordance with this policy.

1. Definitions (3.11.B)
• “Examinee” means an individual who has completed a UCNS certification examination.
• "Invalidated examination” means an individual examination score that, because of test site problems or other administrative problems, has been invalidated by the UCNS Board of Directors. An invalidated examination is not a failed examination.
• "Negative Determination” means a failing grade on a certification examination.
2. Notice of Appeal (3.11.C)
   An examinee may submit a written notice of appeal concerning a negative determination based on the belief that the examination was not properly administered at the examination site (e.g., if unanticipated problems in the testing environment at the examination site interfered excessively with the examinee’s ability to focus on the examination).
   1. The notice of appeal must be delivered to the UCNS Executive Director within 30 calendar days after the examinee has been notified of a negative determination.
   2. The notice of appeal must include a non-refundable $200 filing fee.
   3. The preferred format of the documentation is a detailed letter explaining the basis of the appeal with documentation that supports any statements or allegations in the letter.
3. Submission to the UCNS Board of Directors (3.11.D)
   When the UCNS Executive Director receives the notice of appeal, filing fee, and any supporting documentation, they shall promptly submit these appeal documents to the UCNS Board of Directors.
4. Standard of Review (3.11.E)
   The UCNS Board of Directors shall apply the following criteria to the appeal:
1. The Board of Directors shall only consider whether the examination was properly administered at the examination site (e.g., if unanticipated problems in the testing environment at the examination site interfered excessively with the examinee’s ability to focus on the examination).
2. The Board of Directors shall not consider challenges to individual questions and answers in the examination.
3. If the Board determines that the examination was not properly administered at the examination site, the Board shall declare the individual score to be an “invalidated examination score,” and allow the examinee to apply to sit for the next available examination without paying the examination fee.
5. Decision by the UCNS Board of Directors (3.11.F)
   The Chair of the UCNS Board of Directors shall determine whether to convene the Board for a formal meeting (in person or by telephone conference) or to rule on the appeal by an electronic vote. The Board shall act on the appeal within 60 calendar days after the candidate has submitted the notice of appeal and filing fee. The Board’s determination is final.
6. Service of the Board Decision (3.11.G)
   The UCNS Executive Director shall promptly serve the Board’s decision by certified or registered mail to the examinee.
7. Record of the Appeal (3.11.H)
   The UCNS Executive Director shall retain all documents related to the appeal for five years. The Executive Director may provide a copy of the record to the candidate, if requested, at no charge.

Revocation of Certification

The Certification Council has the authority to revoke any certificate it has previously issued. A diplomate who has been given written notification of a revocation of their certification may appeal, following the process in this policy, to the UCNS Board of Directors.

1. Definitions (3.15.B)
   In addition to the definitions provided in the application denial and failed examination policies, and unless the context clearly indicates otherwise, the following definitions apply to this policy:
   • "Adverse decision" means a decision by the Council that has revoked the certificate of a diplomate in any way under this policy. As used herein, the term "adverse action" includes suspension or limitation of the diplomate's certificate status.
   • "Appellant" means a person who has filed a notice of appeal with the UCNS under this policy.
   • "Board" means the UCNS Board of Directors.
   • "Certificate" means a certificate issued by UCNS.
   • "Council" means the UCNS Certification Council.
   • "Diplomate" means a person who has been given diplomate status by UCNS.
2. Circumstances for Revocation of Diplomate Status (3.15.C)
   The UCNS Certification Council may, at its sole discretion, revoke a certificate as a result of, but not limited to, the following events:
   • the diplomate was not eligible to receive the certificate, whether the facts concerning ineligibility were known to the UCNS at the time the certificate was issued;
   • the diplomate has become ineligible to hold the certificate;
   • the diplomate has made any material misrepresentation or omission in the application for certification or in any other statement to the UCNS or has failed in timely fashion to supplement any response to any question on any application for certification or recertification with respect to criminal conduct, loss or suspension of a medical license, medical staff privileges, or medical society membership;
   • the diplomate is convicted of, or pleads guilty or nolo contendere to a crime, which in the judgment of the Council is related to the provision of health care services;
   • the diplomate is found to have engaged in conduct which, in the judgement of the Council,
     • reflects unethical activity relating to the practice of medicine, or
     • casts significant doubt on the ability of the diplomate to practice medicine in the best interests of patients; or
   • the diplomate is found by the Council to have
     • engaged in unethical or irregular behavior in connection with the examination, which may include, but is not limited to, copying answers from or knowingly giving answers to another individual, using notes during an examination, or copying or distributing examination questions;
     • had their license to practice medicine revoked or suspended, placed on probation, or voluntarily relinquished in order to avoid potential sanctions, or restricted or limited in any way;
     • been expelled from a medical society for reasons other than non-payment of dues or failure to attend meetings;
     • had medical staff privileges revoked or suspended for reasons relating to the practice of medicine; 
     • willfully and materially violated any rule of policy of the Board; or
     • taken other action reasonably deemed by the Council to be inconsistent with diplomate status.
3. Service of the Council's Certification Revocation Decision (3.15.D)
   The Council shall promptly serve its decision by certified or registered mail to the diplomate providing the reason for the review and decision.
4. Submission of Certification Revocation to the Board (3.15.E)
   The Council shall promptly submit its decision to the Board.
5. Notice of Appeal (3.15.F)
   A diplomate who disagrees with a decision of the Council may file a written notice of appeal with the UCNS Executive Director. The notice must be filed within 30 calendar days of the date of the adverse decision notification letter and must include a nonrefundable $500 filing fee.
6. Status During Appeal (3.15.G)
   Until the appeal is completed, the adverse action remains in effect.
7. The Appeal (3.15.H)
   Within 10 calendar days after filing the notice of appeal, the appellant shall submit documentation that supports the appeal to the UCNS Executive Director. The format of the documentation must be a detailed letter explaining the basis of the appeal accompanied by enclosures that support statements within the letter. The appeal shall include all information upon which the appellant relies for the contention that the Council's proposed revocation or suspension of the certificate is erroneous.
8. Submission of Appeal to the UCNS Board of Directors (3.15.I)
   The UCNS Executive Director shall promptly submit the Council's decision and the appellant's documents to the Board upon receipt the notice of appeal and any supporting documentation.
9. The Appeal Format (3.15.J)
   At the discretion of the Board, the appeal shall either be a review of the written documents or as a hearing. If the Board chooses not to grant a hearing, it shall render its decision based on the written materials submitted by the appellant.
10. Request for Appeal Hearing (3.15.K)
    The Board may, in its discretion, grant an appellant's written request for an oral hearing. A written request for a hearing must:
    • be made in the appellant's notice of appeal;
    • be accompanied by a $1,000 hearing fee, which shall be refunded to the appellant in the event the Board does not grant the request for a hearing, and include a statement justifying the need for an oral hearing.
11. Appeal Hearing (3.15.L)
    In the event the Board grants an appellant's request for a hearing, the Board shall schedule a hearing within 120 calendar days after receiving the notice of the appeal. The Board shall determine the time and place for the hearing and may choose to conduct the hearing by teleconference. At least 30 days prior to the hearing, the Board shall notify the appellant of the time and place of the hearing. The hearing is to be informal in nature and structured as deemed appropriate by the Board. A representative of the Council may attend the hearing to be available to the Board to provide clarification of the record. The appellant may give a presentation at the hearing.    
12. Appeals Decision by the Board of Directors (3.15.M)
    The Chair shall determine whether to convene the Board for a formal meeting (in person or by teleconference) or to rule on the appeal by an email vote. The Board shall act on the appeal within two weeks of the hearing. The decision of the Board is final.
13. Service of the Decision (3.15.N)
    The UCNS Executive Director shall promptly serve the Board's decision by certified or registered mail to the appellant.
14. Record (3.15.O)
    The UCNS Executive Director shall retain all documents related to the revocation and any appeal for five years. The UCNS Executive Director may provide a copy of the record to the appellant upon payment of a reasonable fee.
15. Reinstatement (3.15.P)
    A physician who has had their certification revoked shall be considered "Not Certified." A physician will be considered reinstated only after they are able to meet the following terms:
    
    • Apply for reinstatement by submitting a formal letter that provides evidence of that the Board's action has been satisfactorily resolved.
      • If the certification revocation is less than five years, the physician must pay $400 revoked reinstatement fee, pay back annual C-cert fees for each year revoked, and take and pass quizzes for the revoked period.
      • If the certification revocation is greater than five years, the physician must take and pass the initial subspecialty examination.
    Upon successful completion of the requirements above, as determined by the Board, diplomates shall be considered "Certified - Meeting Requirements."

Staff Contact

Todd Bulson, Senior Manager Certification
[email protected]
(612) 928-6067