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Board hears software, renewal and CE problems; executive officer outlines database and renewal fixes
Summary
Board staff reported problems with the licensing database and continuing education processing, including a $5,000 backend fix to address CE tracking and next‑year data migration; members discussed online reference/photo uploads and a biannual renewal structure.
Board staff reported on licensing renewals, problems in the current online system, and planned fixes to ease next year’s renewals.
Executive officer (identified in the transcript as Miss McTee) said the recent renewal cycle had "gone smoothly, I guess," but noted a software mismatch: the board’s CE regulation had been changed so only 12 live hours were required, but the legacy database still looked for 16 live hours; some renewals therefore required staff overrides. McTee said Kansas.gov can apply a back‑end update to the current system at a quoted one‑time cost of about $5,000 (the vendor’s yearly maintenance fee of $18.50 per license would be included in that quote). She told the board the new statewide licensing database the board plans to purchase isn't yet live and may not be available for another year or two; to avoid renewal problems next year she recommended paying Kansas.gov to patch the existing system.
Staff and board members discussed additional digital upgrades: allowing applicants to upload a photo directly instead of embedding a photograph on three paper reference forms, and enabling referees to submit references electronically. Board staff suggested adding a drop‑down list in the renewal form to let licensees select an approved practice location (trade name) at renewal; if the selected location isn’t present, the renewal could be blocked to force correction before submission.
Other administrative items noted in the meeting record: staff said roughly two dozen license records were active retirements/expirations around this renewal cycle (the transcript gives an approximate count and staff said she would check exact numbers). Staff also described logistical details associated with moving physical files and a large locking file cabinet to new office space and provided an update on changing the board’s address on letterhead, website footers and envelopes.
The board discussed budgeting implications and confirmed the staff directive to have Kansas.gov update the current system so renewals next year reflect the board’s regulation changes.
Direct quotes in the record include the executive officer saying, "They went smoothly, I guess," about renewals and that the $5,000 fix would "make it easier on renewals next year."
