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USER GUIDE

NMLS Course Renewal Application Process

Version 3 August, 2016

Nationwide Mortgage Licensing System State Regulatory Registry, LLC

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NMLS Course Renewal Application Overview

Thank you for your continued support of the SAFE Act. It’s been an action-packed year and now it’s time to renew your course(s). This guide is intended to assist you through the entire course renewal process. Similar to the initial course application process you went through, you will submit your courses for renewal using two online application platforms. Like our other user guides, this guide makes note of those unique situations and alerts you when you have to pay close attention to detail during the renewal process. If for any reason you encounter a problem during the application process, please contact SRR Staff at nmls.ed@stateregulatoryregistry.org. Course Renewal Rules: The renewal window for a course opens on the 1st day of the one year anniversary month that the course was originally approved. The renewal window ends on the last day of the course renewal month. For example: if your course was approved on August 15, 2012, the renewal window will be open from August 1-31, 2013. There are four primary steps associated with submitting courses for renewal:

Step 1: Preparing Required Documentation – documentation includes renewal application, course survey, course content, syllabus, and instructor guides. Step 2: Submitting the Online Application – registering the course for renewal in the EMS portal and paying the fee(s). Step 3: Accessing the NMLS Course Approval Portal (Basecamp) and uploading the required application form and documentation.

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Step 1: Preparing Required Documentation

As part of the course renewal process, you will need to submit the course materials to NMLS for review. NMLS will review the documentation to ensure updates and changes have been made throughout the year in accordance with state and national laws. The CHANGES to the course materials need to be HIGHLIGHTED IN YELLOW. You will need to submit to NMLS the below listed documents. Prior to submitting your course for renewal, please review and have the following course specific documents saved electronically with all changes highlighted in YELLOW and ready to upload prior to beginning the online application process:

NMLS Course Renewal Application Form

Download and complete the NMLS Course Renewal Application Form. The renewal form is a comprehensive form that will probably take an hour or more to complete. Once you have completed the form, you will need to save it to your desktop. It will be a part of the files that you will be required to upload into Basecamp.

Course Syllabus with Learning Objectives and Time Allocations Document provides a summary or outline of the course and the content to be covered. The syllabus needs to also contain the Learning Objectives associated with the course (those key points that the student needs to know by the end of the course). You also need to note how much time is going to be allocated to each module of instruction in order for the course evaluators to determine if the course meets the minimum number of required hours requested. Please note any updates or changes to the syllabus or time allocations by highlighting them in YELLOW. Course Survey (specific to this course) Provide the course survey for the course being renewed.

Course Content NMLS will review the course as it is intended to be presented to students. Accordingly, you will need to submit the course and its content in its entirety. Please prepare and submit any instructor guides, exams, quizzes, case studies, grading keys, student content, outlines, etc. As previously stated, changes to the course content that have been made over the past year need to be highlighted in YELLOW.

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Checklist

Before moving on to Step 2, you should have completed the following:

Visited the Course Provider Section of the NMLS Resource Center.

Become familiar with the Policies and Processes associated with renewing a course with NMLS.

Prepared the following required documentation:

The Documents Required to Be Uploaded/Submitted

- Renewal Application Form with summary of course changes - Course Syllabus with Learning Objectives and Time Allocations - Course Survey(s) specific to the course that is being renewed - Course Content including any instructor guides, exams, quizzes, case studies,

grading keys, student content, outlines, etc. with highlighted changes

- New Instructor Roster(s)/Resume(s)

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Step 2: Submitting the Online Application

Now that you have completed the renewal form and prepared the necessary documentation, you are ready to begin registering your course for renewal. The next step requires you to access the EMS portal. You can follow the hyperlinks below or simply start by going to the Education Management System. To register your approved course for renewal:

1. Visit the Course Providers Section in the NMLS Resource Center. Click on the EMS button in the upper right portion of your screen. This will take you to the NMLS Education Management System.

2. After you log in, please click the Renew Courses button near the top of the screen.

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3. On the next screen, you will see all courses that are eligible to be renewed. Please

select the course you wish you renew. You can only submit one course for renewal at a time, but you can submit one payment for all of your renewals in the month.

Note: If you do not see any courses being populated, then you do not have a course that is eligible for renewal.

4. You will now be presented with the Fee Summary page. Please review the fee summary very carefully. All fees in the system are NON-REFUNDABLE. Click the Next button to acknowledge the fees.

5. The next page you will see is the Attestation page. The attestation page contains the NMLS Standard of Conduct Agreement. Please click the NMLS Course Provider Standards of Conduct link. You will need to read through this document before proceeding to the next page. Once you have read the Standards of Conduct, sign the electronic signature and click Next.

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Important: In signing your name, your organization agrees to abide by the NMLS Course Provider Standards of Conduct.

6. After you click the Next button, the Confirmation screen displays. If you need to edit any of the information you can do so by clicking the Previous button on the bottom of the screen. If the information is accurate, please click Submit Application to proceed.

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7. Once you’ve clicked the Submit Application button you will be required to pay the application fee. You can pay by Visa, MasterCard or ACH. Please select your desired payment method and enter in the required information. Once complete, click Submit.

Important: If you decide to pay with ACH, under bank account type, ALWAYS select personal checking. Do not select business checking. Business checking will result in an error message and the payment will not be processed.

8. Can you see the Payment Successful screen? Congrats! You have completed the online

renewal application. You should print this page for your records. A confirmation email

should be arriving in your inbox shortly as a receipt.

9. To complete your application, you will need to upload your course content and other documents into the NMLS Course Approval portal (Basecamp). Please continue on to Step 4 on the next page for specifics.

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Step 3: Accessing Provider Portal and Uploading Documentation

You have reached the last step in the course renewal application process. The final step will take place in the NMLS Course Provider portal at https://nmlscourses.basecamphq.com. Please review to ensure you have all of the documents listed in the box below prior continuing on.

The Documents Required to Be Uploaded in the NMLS Course Approval Portal

- Course Renewal Application Form - Course Syllabus with Learning Objectives and Time Allocations - Course Survey(s) specific to the course that is being renewed - Course Content including any instructor guides, exams, quizzes, case studies,

grading keys, student content, outlines, etc. with highlighted changes - New Instructor Roster(s)/Resume(s) - PLEASE NOTE ALL CHANGES BY HIGHLIGHTING IN YELLOW

Within 24 hours (Monday through Thursday, or on the first business day following a Friday, Saturday or Sunday), of receiving your confirmation email, an email message will be sent to you with a link to your renewal project.

If you do not receive a link to the Course Provider Portal within the period listed above, please contact SRR Staff at nmls.ed@stateregulatoryregistry.org immediately. We will not be able to begin reviewing your course renewal application until all of the required documents have been submitted.

1. Login into the Course Provider Portal (Basecamp)

2. In the right corner of your screen, you will see a “Your projects” Section. Click on the

course project that pertains to your renewal.

3. You will be taken to your course’s renewal overview page. Click on the tab labeled

“Files.”

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4. Click on the “Upload a file” button near the top right corner.

5. Choose the “browse” button to select the appropriate file from your computer.

6. Click “Upload the files.”

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7. Once all the files are uploaded and the course is ready to be reviewed, notify NMLS by sending a message through the project. Mark the box to notify SRR Staff then click send.

ALERT! Check the box to notify SRR Staff so we get an email notification. Otherwise, we will not be notified that the course is ready for review.

Congratulations! You have just completed the Course Renewal Application Process

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OK, I submitted my course for renewal, now what? Great question! Once the required course renewal content has been uploaded, the course will be given conditional approval. Please allow 30 business days from the date of the upload for the renewal application to be reviewed and processed. Once the renewal evaluation is complete, the course’s conditional approval status will be removed and you’ll receive a final renewal approval notice along with a list of any conditions.

After the renewal application is processed, you will be notified of your renewal status via the message board located under the “message” tab of the course renewal project.

What if I do not want to renew my course’s NMLS approval?

If you choose not to renew a course or your course renewal is denied, you will have a 30 day window before the course is made inactive. For courses not being renewed, the window begins at the first of the month following a course’s renewal month. For a course that is denied renewal, the window begins on the day you receive your official notice of denial from NMLS. The window will allow you to teach out any existing offering(s) and allows for late credit banking. Please do not schedule any offers outside the 30 day window. The course will no longer be NMLS approved and the student’s will not receive NMLS credit.

Please remember if you have a problem uploading files or accessing the Course Provider Portal contact SRR Staff at nmls.ed@stateregulatoryregistry.org.