How to Manage RBT and BCaBA Supervision Monitoring Logs (for administrative staff)

This guide provides a comprehensive overview of the Supervision Monitoring Log. It explains how to access and navigate the log, calculates supervision percentages, and checks for additional agency requirements. The guide also explains how to interpret the results and provides the option to download reports with all the necessary signatures. Overall, this guide is essential for staff members who need to ensure high standards of service and comply with certification and agency policies.

The Supervision Monitoring Log is a tool generated automatically by the system every month. This is an essential tool for maintaining compliance with supervision requirements. It automatically tracks and calculates supervision percentages, checks additional agency requirements, and enforces restrictions if requirements are not met. This ensures that RBTs and BCaBAs receive the necessary supervision to maintain high standards of service and compliance with certification and agency policies.

1. Accessing "Supervision Monitoring Log" tabs

1. From your account, you will find the RBT and BCaBA Supervision Monitoring Logs for all your clients. Both logs work the same way.

2. You can filter by Assistant or BCaBA, status or date. You can split the logs by analyst and by client. You can also activate the checkbox to display inactive assistants or BCaBAs.

2. Calculation of Supervision Percentage

Calculation of Supervision Percentage

  • Total Hours Scheduled: The log sums up all hours scheduled by the RBT or the BCaBA in the given month.
  • Total Hours of Completed Supervision: The log sums up all supervision hours completed in the same month.
  • Percentage Calculation: The log calculates the supervision percentage (SP) using the formula:

SP = (Total Supervision Hours / Total Scheduled Hours) × 100  

Example: If an RBT scheduled 100 hours and completed 6 hours of supervision, the supervision percentage would be: (6/100) × 100 = 6%

3. Additional Agency Requirements

Aside from the 5% supervision requirement, the agency may have additional requirements such as minimum number of in-person supervisions or a minimum number of individual supervisions.

  • The log takes these additional requirements into account and marks whether they have been met. If the requirements are not met, the log will flag this.

3. Among the agency settings, there are several aimed at ensuring compliance and oversight for BCaBAs and RBTs in their Supervision Logs.

4. For BCaBAs, these settings include criteria such as minimum in-person supervision counts, requirements for individual sessions, sessions observed with clients, percentage thresholds, counts of real-time sessions, and specific percentages of supervision hours spent with clients.

Additionally, there are restrictions on session submissions and creation by both analysts and BCaBAs.

5. Similarly, RBT supervision logs adhere to minimum requirements for in-person supervision, individual sessions, sessions observed with clients, and real-time session counts, along with specified percentages of supervision hours observed with clients.

The logs also detail restrictions on session creation and submission by RBTs and analysts.

6. Furthermore, there is an option known as the Supervision Log Verbose Format, which enhances the detail and clarity of logging these critical supervision activities

3. Monitoring Log Compliance

7. We have 2 type of status:

  1. Based on the dates:
    • In progress (within the time period of the Log) and
    • Completed (after the Log's end date).

8.

2. Based on the requirements: Based on the agency restrictions, the system will automatically classify each log entry as either

  • "Not Met" (if certain requirements have not been fulfilled) or
  • "Met" (if all agency requirements have been satisfied).

9. If you access to each log, you'll see which specific restrictions have been met and which ones haven't.

4. Interpreting and Managing Supervision Log Records

  • Met Requirements: If the supervision percentage is at least 5% and other agency-specific requirements are met, the log will indicate that the supervision criteria have been fulfilled.
  • Unmet Requirements: If the supervision percentage is below 5% or other requirements are not met, the log will highlight the areas needing attention.

4.1 Filter Options in RBT Supervision Log

10. Use the filter panel to narrow or customize the supervision records displayed.

  • Select Assistant(s): Filter by one or more RBTs.
  • Select Status: Filter by supervision status (e.g., In Progress Met, In Progress Not Met, Completed).
  • Show Inactive Assistants: Include records of inactive RBTs.
  • Start Date / End Date: Set a date range for the supervision log.
  • Split by Analyst: Show supervision data grouped by analyst.
  • Split by Client: Show supervision data grouped by client.
  • Apply Filter: Apply the selected criteria.
  • Clear Filter: Reset and view all records.

4.2 Apply Met Restriction

Enabled by default, Apply Met Restriction ensures that the system verifies each supervision log for compliance and enforces agency rules when required—for example, preventing analysts or assistants from creating or submitting sessions, or preventing BCaBAs from submitting sessions, when the previous month’s supervision log is Not Met.

If disabled, the log will still appear as Not Met, but the therapists involved will retain the ability to create and submit sessions, providing flexibility while maintaining accurate supervision tracking.

11. - Locate the RBT Supervision Log.

  • Click the three-dot icon (︙) on the right.
  • Click "Apply met restriction"

4.3 Create Note

The Create Note feature allows you to document important observations, comments, or any additional information directly within the supervision record.

This is particularly useful for keeping detailed logs of supervision activities, adding context to specific sessions, or recording clarifications that may support compliance and reporting.

By using Create Note, all related details remain organized in one place and are easily accessible for future review.

12. You can create a note.

  • Locate the RBT Supervision Log.
  • Click the three-dot icon (︙) on the right.
  • Select Create Note.

13. Enter the content of the note and save.

14. In the Supervision Monitoring Logs list, you can identify which records contain a note, and by opening the record, you can view the note in detail.

4.4 Assign Weeks

The Assign Weeks function allows you to manually select or adjust the supervision weeks that are counted toward meeting goals.

This is especially useful when automatic calculations need to be corrected—for example, if a week should not be supervised by a specific analyst or requires adjustments for compliance reasons.

By using Assign Weeks, agencies can ensure that supervision periods remain accurate and aligned with regulatory or internal requirements, providing full control over which weeks are included in goal calculations.

15. You can assign weeks.

  • Locate the RBT Supervision Log.
  • Click the three-dot icon (︙) on the right.
  • Select Assign Weeks.
  • Deselect the weeks you want to unassign.

4.5 Download the Reports

16. You can download the reports:

  • Locate the RBT Supervision Log you wish to remove.
  • Click the three-dot icon (︙).
  • Select Download.

17. Then you will have the log with all the signatures.

4.6 Delete

18. You can delete a record.

  • Locate the RBT Supervision Log you wish to remove.
  • Click the three-dot icon (︙).
  • Select Delete.

  • A confirmation window will appear with the message:

    “You are about to delete the RBT Supervision Monitoring Log for this case. This action will remove all associated case records for this supervision log. Are you sure you want to proceed?”

  • Click Confirm to permanently delete, or Cancel to stop the action.

This action is permanent and cannot be undone. Deleting the RBT Supervision Monitoring Log for this case will permanently remove all associated records linked to this supervision log.