Consulting hours are entered into the Client Data Information System (CDIS) as preparation hours, consulting hours, and travel time. Hours must be entered into the CDIS case no later than 48 hours after the consulting took place and a hardcopy must be filed in the case folder (green file) no later than 96 hours from the time a session/activity ends. The consultant is ultimately responsible for entry into CDIS.
In order to enter consulting hours into the Client Data Information System (CDIS),
The client must first receive �at least one hour of substantive and significant counseling assistance,� (2002 SBA Proposal, page A-1) and
There must be a signed SBA Form 641 in the file and a Form 100. [For exception, see Electronic Consulting.] The Form 641 must be signed prior to any consulting due to issues of liability.
Countable consulting hours are �all time spent by consultants in the following activities:
direct one-on-one time spent with a client in person, using electronic communication technology [See Electronic Consulting], or by telephone,
preparation time spent for a particular client meeting, including preparation of correspondence or communication by whatever the medium,
research activity spent on behalf of a specific client [which is counted as preparation time], and
travel to and from a client�s facility/location or outreach center.� (2002 Accreditation Standards at www.asbdc-us.org/directors/index.html. Under Links for State Directors, click on ASBDC Accreditation Standards.) If travel time to an outreach center is to be counted and more than one client was seen, then the travel time should be prorated over all clients seen on that trip.
If more than one consultant actively participates in a session because of the needs of a client (i.e., not because one of the consultants is supervising or mentoring), then each consultant�s hours are counted and the total entered into the CDIS. The narrative write-up should substantiate the client�s need and each consultant�s role in the session.
Time spent by administrative assistants doing clerical work with files and with CDIS may not be counted as preparation time under consulting hours.
See related topics in this section:
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Counting Consulting Hours | |