For I/DD and direct support agencies
Switching from Relias? Start with your renewal date.
Whether you're ready to move now or just want to keep your options open, the date that matters most is the last day you can give notice. This guide walks you through finding it, getting your training records out, and keeping every staff file audit-ready while you switch.
This page is general guidance, not legal advice. Your own agreement and order form govern your terms.
1. Check your renewal date first
Many training platform agreements renew automatically unless you give written notice before a deadline. The notice deadline is usually well before the renewal date itself, so a missed deadline can mean another full term.
A Relias Master Services Agreement filed in a public county record reads:
“Subscription Services shall automatically renew at the end of a term (whether the initial term or a renewal term) unless either party gives written notice of termination at least sixty (60) days prior to the end of the term. The length of the renewal term shall be the same as that of the ending term.”
In practice that means:
- Your notice deadline is at least 60 days before your term ends. Count back from the end date on your order form, then add a buffer for internal sign-off.
- A renewal matches the term that's ending. If your current term runs for several years, the renewal term can too.
- Terms can differ by agreement version and order form. Check your own signed agreement and order form for your exact dates, notice method and address.
2. Plan backward from your renewal date
A switch goes smoothly when it's planned around your notice deadline, not around the busiest week of the year. Here's a simple timeline you can adapt. The day counts are planning suggestions, not contract terms.
| When | What to do |
|---|---|
| Now | Find your signed agreement and current order form. Note the term end date, the notice period and how notice must be delivered. |
| About 6 months before term end | List what your staff must complete by state, setting and role. Ask alternative providers for a live demo, and invite the people who'll run it day to day. |
| About 4 months before | Make the decision with leadership. Confirm who signs the notice and who receives it. |
| Before your notice deadline, with a buffer | Send written notice the way your agreement requires. Keep proof of delivery. |
| After notice, before term end | Export your training records (see section 3) and check the export is complete. Set up your new platform and pathways. |
| Term end | Staff train in the new platform. Historical records are already in each learner's file. |
3. Get your training records out, and check the window
Your training history is your proof of compliance. Surveyors can ask about training completed years ago, so plan the export before your access ends.
The same filed agreement addresses client data after termination:
“Company has no obligation to retain Client Data more than three (3) months following the expiration or termination of Subscription Services; however, in cases where Client is current on all fees under the Agreement, Company shall provide Client Data to Client, upon reasonable request and during Company's normal business hours, for no additional fee during these three (3) months, after which additional fees may be incurred.”
What to export (checklist):
- Staff roster with unique IDs, hire dates, roles and locations
- Course completion history for every current and former employee you're required to keep
- Completion dates, scores and hours/credits for each course
- Certificates (PDFs or images), especially ones with expiration dates
- Records of in-person training and skills check-offs
- Current assignments and due dates, so nothing falls through during the switch
- A written confirmation of what was exported and when
Tip: Open the export and spot-check it before your access ends. Pick a few staff files and confirm every required training shows up with its date.
4. Map your records to your state's requirements
Moving records is only half the job. Each completion needs to land against the requirement it satisfies, so your files keep proving compliance after the switch.
- Start from your state's rulebook. TES has researched DSP training requirements state by state. See our DSP state requirements guide.
- Use a requirement-specific pathway. TES state compliance pathways are mapped requirement sets: each requirement carries its regulatory citation, cadence and mapped courses. Browse compliance pathways. Don't see your state? We support it. Tell us your state and we'll set up your state pathway for your team. Get your state compliance pathway →
- Bring your external certificates with you. Some trainings, like CPR/First Aid or state-run modules, happen outside any vendor. Those certificates can be uploaded and tracked as external evidence beside your online courses, with their expiration dates.
- Don't assume a retake. Whether past training counts depends on your state's rules and the course content, not on which platform delivered it. We'll help you sort out what carries over and what's due.
5. What switching to TES looks like
We've heard the story before: a contract that renews before you've decided, and a platform that doesn't map to the rules you're actually held to. Training & eTracking Solutions has trained 200,000+ professionals since 2010. Here's how a switch to TES works:
- See it for yourself. We present the platform live, then give you a demo environment with its own login so everyone involved can explore on their own time.
- We handle the migration. Our team takes your training records, hosts them, and maps them to your compliance pathways, so you keep proving compliance without a gap.
- Start training. Every new organization gets 15 hours of setup consulting to configure the platform and build any trainings you need.
What I/DD agencies get
- Requirement-specific compliance pathways for many states, so each DSP, manager and QIDP trains against the rule that applies to them. If your state's pathway isn't in the catalog yet, we'll set it up for your team.
- Recognized training. TES is an NADSP-approved continuing education provider, and the NADSP eBadge credential pathway (DSP-I through DSP-III) is built in. Our training also carries state approvals listed on our Approvals page, including Maryland DDA, DC DDS (QIDP training), Nevada Desert Regional Center and Nebraska DHHS. CARF-aligned role pathways are available too.
- Audit-ready tracking. A live compliance grid shows every staff member against every requirement, with evidence attached and exports ready when a surveyor asks.
- A catalog of 400+ courses and programs across human services. Browse the catalog.
- Automation that chases completions: auto-enroll new hires, auto-renew annual requirements and send scheduled reminders.
- Live skill demonstrations for courses that require competency to be shown, not just attended. Pass/fail lands on the training record.
- A team that answers. Tell us about your agency and we'll respond within one business day.
6. Frequently asked questions
When should I send my non-renewal notice?
Before the deadline in your own agreement, with a buffer. Under the published Relias MSA quoted above, notice is due at least 60 days before the term ends. Your order form and signed agreement are the final word. This page isn't legal advice, so ask your counsel if you're unsure.
Can I keep my old training records?
Yes, if you export them. Request your data before or soon after your term ends. The published MSA describes a three-month window after termination. TES then hosts your records in each learner's history.
Do I have to do the migration myself?
No. Our team takes your training records, hosts them and maps them to your compliance pathways.
Will my staff have to retake training they've already completed?
Not automatically. What counts depends on your state's requirements and the training itself. We'll map past completions against your pathway and show you what's current and what's due.
What does TES cost?
It depends on your staff size, states and programs. Individual courses and pathways are listed in our catalog. For an organization quote, contact our team.
Is Relias the wrong choice?
Not necessarily. The right platform depends on your settings, states and how you prove compliance. We'd rather you decide with your dates and requirements in front of you. For a side-by-side look, see our Relias vs. TES comparison.
What if TES doesn't have a pathway for my state yet?
We support your state. Tell us where you operate and we'll set up your state compliance pathway for your team. Get your state compliance pathway.
Know your date. Keep your records. Stay audit-ready.
Tell us your states, your settings and your renewal timeline. We'll show you the pathways that match, live, and how your records would move.