Seal of Excellence Annual Renewal
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The Wisconsin Association of Free & Charitable Clinics, Inc. (WAFCC) Seal of Excellence award is based on a comprehensive self-study model by which a free/charitable clinic have an opportunity to show the extent to which they meet the “required” evidence, “optimal” evidence, or both for each Standard, and to outline how they plan to maintain that level of excellence throughout the next year. Similarly, the annual renewal process builds on the initial Seal award by requiring clinics to provide an attestation, and in some cases, narrative description of the clinic’s ongoing work in the areas of the three Standards of Excellence sections. In addition, the renewal process assures that Seal recipients continue to comply with the Standards by demonstrating adherence with any new Standards met since the clinic’s previous receipt of the Seal or with any newly created Standards by WAFCC.
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Renewal Process
The annual renewal for the Seal of Excellence is due each year in the month that the clinic was awarded the seal. The WAFCC will award the upcoming year Seals at the WAFCC Safety Net Summit on the first Friday of November. Receiving the Seal of Excellence is a significant accomplishment and WAFCC encourages awardees to send a representative and invite board members, volunteers and staff to this prestigious recognition.
Eligible clinics will receive a renewal application link via email to the clinic’s main contact one month before the renewal due date. This email notification will come from [email protected] with the subject line of “WAFCC Annual Renewal Seal of Excellence Request - YEAR”. A clinic applying to renew their Seal award should submit an application, upload required documentation for newly achieved standards, and schedule a site visit if needed.
Eligible clinics will receive a renewal application link via email to the clinic’s main contact one month before the renewal due date. This email notification will come from [email protected] with the subject line of “WAFCC Annual Renewal Seal of Excellence Request - YEAR”. A clinic applying to renew their Seal award should submit an application, upload required documentation for newly achieved standards, and schedule a site visit if needed.
Renewal Requirements
The WAFCC requires each Seal recipient to submit an annual renewal application that is distinct from the initial application. Completion of the renewal application may require documentation and/or evidence not previously requested or submitted if, for example: a) new Standards have been created by the WAFCC, b) the clinic has achieved additional Standards, c) the clinic has modified previously submitted documentation, or d) the clinic has developed new materials not included in the original binder (i.e. forms, protocols, minutes, templates, training checklists, guidelines, written plans, policies or procedures, etc.).
The WAFCC will conduct annual site visits according to the schedule in Table 1 below.
Table 1: Renewal Site Visit Requirement
The WAFCC will conduct annual site visits according to the schedule in Table 1 below.
Table 1: Renewal Site Visit Requirement
Seal Type |
Renewal Required |
Renewal Site Visit with Evidence Review |
Years Permitted |
Gold |
Yes |
Every Three Years |
Unlimited |
Silver |
Yes |
Every Three Years |
Unlimited |
Bronze |
Yes |
Annually |
Maximum of Three Years |
At WAFCC’s sole discretion, we may request that renewal clinics schedule a “virtual site visit” (teleconference) or in-person site visit. The visit could be used to verify that the clinic continues to have the necessary policies and processes in place for successfully maintaining the Seal of Excellence.
Renewal Application Review
The WAFCC uses an application review process for both initial and renewal Seal-awarded clinics. The benefits of this process are:
- Enhanced initial screening of applications;
- Prompt feedback of current Seal-awarded clinics; and
- Increased opportunity for clinics to implement necessary changes to come into compliance with the Seal of Excellence.
Final Decision Notification
The WAFCC will notify renewal applicants of the application review results over the phone or via direct email.
The evaluator can reach one of three possible decisions regarding the renewal of the Seal:
A clinic receives the Provisional Seal (Bronze) upon completing an initial application and executing a signed Memorandum of Understanding (MOU) with a timeline and reporting dates for achieving all the Standards at the required evidence level. Clinics who achieve a Provisional Seal must submit a final report of compliance with the Standards when applying for the next Seal level (Silver or Gold). If the final report is not submitted, the Seal will not be considered. The Bronze Seal of Excellence will be awarded for no more than three years following MOU signing, because WAFCC expects clinics to achieve Silver or Gold Seal status in this time.
Appeal process
For first time renewal applicants following a Seal renewal denial, the clinic may simply sign a Memorandum of Understanding (MOU) to work on the supporting documentation without reapplying again.
First appeal level: If a clinic disagrees with the WAFCC evaluator’s Seal award determination, they can request a review by the WAFCC Standards Committee by contacting the Standards Committee Chair. The Standards Committee will then organize a site visit by at least three committee members who did not perform the initial evaluation and were not part of the Evaluation Team. The Standards Committee will then vote on whether a Seal of Excellence will be awarded.
Second appeal level: If a clinic disagrees with the Standards Committee decision, they can request a review by the WAFCC Board of Directors by contacting the Board Chair. The Board Chair will then organize a site visit by at least three board members who did not perform the initial evaluation and were not a part of the Standards Committee or Evaluation Team review. The Board of Directors will then vote on whether a Seal of Excellence will be awarded. The Board of Directors decision is final.
Contact information for the Standards Committee Chair and Board Chair can be located on the WAFCC website.
The evaluator can reach one of three possible decisions regarding the renewal of the Seal:
- Seal awarded to clinic.
- Bronze Seal awarded with compliance reporting (see compliance reporting details below).
- Standards Seal not achieved (see appeal process below).
A clinic receives the Provisional Seal (Bronze) upon completing an initial application and executing a signed Memorandum of Understanding (MOU) with a timeline and reporting dates for achieving all the Standards at the required evidence level. Clinics who achieve a Provisional Seal must submit a final report of compliance with the Standards when applying for the next Seal level (Silver or Gold). If the final report is not submitted, the Seal will not be considered. The Bronze Seal of Excellence will be awarded for no more than three years following MOU signing, because WAFCC expects clinics to achieve Silver or Gold Seal status in this time.
Appeal process
For first time renewal applicants following a Seal renewal denial, the clinic may simply sign a Memorandum of Understanding (MOU) to work on the supporting documentation without reapplying again.
First appeal level: If a clinic disagrees with the WAFCC evaluator’s Seal award determination, they can request a review by the WAFCC Standards Committee by contacting the Standards Committee Chair. The Standards Committee will then organize a site visit by at least three committee members who did not perform the initial evaluation and were not part of the Evaluation Team. The Standards Committee will then vote on whether a Seal of Excellence will be awarded.
Second appeal level: If a clinic disagrees with the Standards Committee decision, they can request a review by the WAFCC Board of Directors by contacting the Board Chair. The Board Chair will then organize a site visit by at least three board members who did not perform the initial evaluation and were not a part of the Standards Committee or Evaluation Team review. The Board of Directors will then vote on whether a Seal of Excellence will be awarded. The Board of Directors decision is final.
Contact information for the Standards Committee Chair and Board Chair can be located on the WAFCC website.
Assistance Available to Meet Standards' Renewal Requirements
The WAFCC provides a variety of support in many formats to assist clinics with the Seal renewal application. This assistance includes, but is not limited to: a) information on WAFCC’s Standards of Excellence and the Seal of Excellence renewal process, b) training sessions, c) webinars, d) technical assistance, e) on-site visits, f) resource library, and g) presentations. Standards assistance is free of charge to WAFCC members and supporters and can be requested at any time. Non-WAFCC members and supporters will be charged $500.00 (due upon request for assistance.)
Please contact the Manager at (763) 567-9572 or WAFCC Executive Director at (414) 308-6839 for more information about Standards assistance.
Please contact the Manager at (763) 567-9572 or WAFCC Executive Director at (414) 308-6839 for more information about Standards assistance.
Disclaimer: The Wisconsin Association of Free & Charitable Clinics and the WAFCC Standards Committee may rescind awarded seals at its sole discretion, with or without justification to the clinic, and irrespective of the requirements and responsibilities of the agreement. The information contained in the WAFCC Standards of Excellence is not intended to serve as legal advice nor should it substitute for legal counsel. The WAFCC Standards of Excellence is not exhaustive, and readers are encouraged to seek additional detailed technical guidance to supplement the information contained herein.
It is the policy of the Wisconsin Association of Free & Charitable Clinics (WAFCC) not to discriminate on the basis of age, disability, race, creed, color, national origin, religion, sex, gender identity, or sexual orientation.
This project is funded in part by the Advancing a Healthier Wisconsin Endowment of the Medical College of Wisconsin.
It is the policy of the Wisconsin Association of Free & Charitable Clinics (WAFCC) not to discriminate on the basis of age, disability, race, creed, color, national origin, religion, sex, gender identity, or sexual orientation.
This project is funded in part by the Advancing a Healthier Wisconsin Endowment of the Medical College of Wisconsin.