Monthly Archives: October 2013

Reviewing Credit Banking Rosters in the EMS


Over the past month, NMLS has received many calls and emails requesting verification of past credit banking in the EMS. Below is a brief description on how approved course providers can access previously uploaded/expired credit banking rosters in the EMS.

  • Once logged in to the EMS, click on the Credit Bank link which is located in the Menu box on the lower left of the screen.
  • After the Credit Bank link expands, click “Show All.”
  • The next screen will show all the rosters that have generated in the EMS. To view a roster, click the orange “Details” button.
  • The roster detail screen will show all the information for a specific roster to include the course name, date/time the roster was created, its status (processed/expired), and information on the fees paid.   Clicking on the “Record Report” tab will show the number of MLOs processed as well as a full listing of all the students who received credit for the course.

A few additional notes course providers should keep in mind:

1)      If the credit banking processes is not completed within one hour after it is initiated, the roster will expire.  The only way to complete the process is to create a new roster.

2)      If during the MLO name validation check, the roster report comes back with the error message “Violates Successive Year Rule” it means the MLO has already received credit for the course OR the MLO is on the roster twice.

3)      When viewing the roster page, note the “Level” column.
“Completed” means the credit banking process was completed.
“Expired” means the roster was not processed.
“Staff Review” means SRR needs to take action on the roster.
“Cancelled” means the course provider cancelled the credit banking process.

4)      Both the course provider and SRR receive an e-mail receipt when the credit banking process has been completed.  The e-mail is sent to the address listed in the organization e-mail field on the EMS account details page.  To ensure you receive EMS notifications, always make sure this e-mail address is current (course providers can edit this information without assistance from NMLS).

If you have any questions about credit banking, setting-up a stored payment method, or the EMS in general, please contact Alan Ridenour at aridenour@csbs.org

Correction – Reporting Instructor Credit


Correction: NMLS has been made aware of several incidences from company compliance officers and MLOs where course providers are incorrectly submitting course completions with the roster configured to report instructor credit.  Reporting an MLO as an instructor has the effect of doubling the credit hours the course was approved for.  For state agencies that require a higher number of CE hours than eight, awarding instructor credit when the MLO is not an instructor has the effect of placing false information on the record which creates CE compliance problems.

There are, relatively speaking, very few CE course instructors so the reporting of instructor credit should be an extremely rare occurrence.    Unless the instructor is an MLO that also needs to complete CE, all course completions should be reported with column F of the excel or .csv file LEFT BLANK.   when credit banking manually, the far right drop-down should to be set to “N” for no.

Questions regarding the reporting of instructor credit should be directed to Rich Madison at rmadison@csbs.org.

Correctly Reporting Instructor Credit


NMLS has been made aware of several incidences from company compliance officers and MLOs where course providers are incorrectly submitting course completions with the roster configured to report instructor credit.  Reporting an MLO as an instructor has the effect of doubling the credit hours the course was approved for.  For state agencies that require a higher number of CE hours than eight, awarding instructor credit when the MLO is not an instructor has the effect of placing false information on the record which creates CE compliance problems.

There are, relatively speaking, very few CE course instructors so the reporting of instructor credit should be an extremely rare occurrence.    Unless the instructor is an MLO that also needs to complete CE, all course completions should be reported with a “N” in column F of the excel or .csv file of the roster; when credit banking manually, the far right drop-down should to be set to “N” for no.

Questions regarding the reporting of instructor credit should be directed to Rich Madison at rmadison@csbs.org.

Notes for the Annual CE Season


The annual CE season is well underway.  Here are some notes and reminders to help you get through the season successfully:

Encourage MLOs to review their course completion record.  The redesigned course completion record provides a complete history of every course completed by an MLO going back as far as 2009.  The record also tracks federal and state PE/CE compliance for every license an MLO is approved for: a green checkmark next to a license type means the MLO is PE/CE compliant; the yellow caution symbol means education is required.   If an MLO does not have a requirement for CE in a given year, the record will say “No Federal CE Requirements” or “No State CE Requirements.”  (And if there is no requirement then the MLO does not need to take a course for that year for that license).   Directions for how to view the record are available on the NMLS Resource Center.

Remember the Successive Year Rule: MLOs are prohibited by the SAFE Act from taking the same CE course in successive years (two years in a row).  If the same course is taken two years in a row the course may appear on the Course Completion Record with zero credit hours applied and the MLO will have to complete another CE course.

PE Does Not Count as CE: If an MLO has a CE requirement but instead completes a PE course, NMLS will not count the course as meeting the annual CE requirement and the MLO will be prevented from filing for renewal.

Make Use of the State Specific PE/CE Education Charts: The most current State Specific PE/CE Education Charts are dated October 1, 2013.  There is a chart of every state agency which includes information on PE and CE requirements, any specific or unique information about the agency, and each agency’s annual CE deadline.    This year’s document also includes information on the Uniform CE Policy and Q&A’s on the new course completion record.

SMART Deadlines: Last year we initiated SMART deadlines which proved to be extremely popular.   The CE deadlines for 2013 are as follow:

SMART Deadline: Friday, December 20
At-Risk-to-Miss Renewal Deadline: Friday, December 27
Guaranteed to Miss Renewal Deadline: Tuesday, December 31
*Note: some agencies may have an earlier deadline.

Credit Bank on Time: One of most frequently call/e-mail topics of the renewal period is from MLOs inquiring about missing course credit.   Courses appear on the MLO’s record immediately following the successful completion of the credit banking process (there is no delay).   Here are the top reasons why a course will not appear on the record:

– Number One Reason: The provider is banking a large number of MLOs and an individual was missed.
– Number Two Reason: The credit banking process was initiated but not finished (usually because the fees were not paid and the roster expired)
– Number Three Reason: MLO did not have or did not provide their correct NMLS ID number.
– Number Four Reason: the course provider did not report within seven (7) calendar days of the course end date.  Credit banking as soon as possible after the course end date will help to reduce the number of calls/e-mail we all receive.

The EMS provides a roster report number and an e-mail confirmation at the successful completion of the credit banking process.  These tools are accessible to both course provides and SRR staff and can be very useful to confirm that an MLO’s course was reported.

Stored Payment Method Now Available in EMS: Another useful feature now available in the EMS is the ability to set-up a preferred ACH or credit card payment method.   Setting-up a preferred payment method will prevent you from having to re-enter account information for every transaction which helps to reduce errors and can save you time.

Points of Contact for Assistance: For technical assistance with the EMS, setting-up course offerings, or with credit banking, your POC is Alan Ridenour at aridenour@csbs.org.

If you or an MLO need assistance with information that is appearing on a course completion record, or if corrections need to be made to the record, your POC is Rich Madison at rmadison@csbs.org.

NMLS Credit Banking Process Available


NMLS system maintenance has been completed and the credit banking process is now available.  We apologize for any inconvenience.

NMLS Credit Banking Process Temporarily Unavailable


The name and NMLS ID validation process which is associated with credit banking is unavailable at this time because of system maintenance.  NMLS will notify course providers when the credit banking process is available again.  Course application and course scheduling processes are available.