In this article we disclose the process for enrollment, walk through how enrollment works, and cover the renewal process for re-certification going forward.  We touch on the aspects of the process of enrollment, the steps taken, and how we communicate with you during the process. This article is focused on just enrollment and renewals and the process or workflow exercised.  This article does not cover the certification itself, expiration details, or the submission process.  All of these items are covered in additional KB articles.

Enrollment

Enrollment is easy – simply fill in the enrollment form when the enrollment window is open.  Do not delay in enrolling.  No exceptions to the enrollment window are made.  Anyone missing the enrollment window must wait until the following year to apply.

Enrollment Window

We allow enrollment beginning December 1st of the current year, through January 31st of the current year + 1.  For example: December 31st of 2022 through January 31st of 2023.   The enrollment windows are fixed and open only during this time.  The reasons for this are listed below:

• Provides consumers with a dedicated timeline
• Helps the vendor achieve certification on their tool at the start of a new year
• Provides maximum time to market during the year
• Engages all vendors at the same time
• Provides DataVaultAlliance ample time to schedule marketing and promotion activities

Process / Workflow

The process of enrollment is described below in a step-wise fashion.

1. Fill in the enrollment form
2. DVA will review the enrollment application, and may ask for clarification
3. If clarification is needed: DVA will request clarification over email
4. IF the vendor is denied, DVA will provide an email explaining why.  The vendor will have additional chances to re-submit during the enrollment window (pending fixes – if any needed) to their tool or submission.  Otherwise, the vendor will be required to wait for the next enrollment window to open.
5. If accepted in to the program, continue with the following steps:
6. DVA will send a binding contract for the VTCP program
7. Once the contract has been signed by the Vendor, DVA will invoice the vendor for the appropriate fees
8. Once the fees have been paid, DVA will list the vendor on https://datavaultalliance.com website as: enrolled in the VTCP program.  You can see a list of actively enrolled vendors here: https://datavaultalliance.com/vtcp-vendor-enrollment/

Further Instructions Once Enrolled

Further instructions, once enrolled, are available in follow-on articles here in the knowledge base.

Renewal

Each vendor that enrolls and is accepted is enrolled for a period of two (2) calendar years.  In order to remain in good standing the re-enrollment for renewal must happen within the 23rd or 24th month from the original enrollment date.  Renewals ensure the ongoing success of new versions of the vendor tool and allow the vendor to submit new versions of their tool going forward.  Thereby keeping their certification status up to date.  Any company failing to re-enroll in the open enrollment window will be removed from the program, and then, must wait until the next enrollment window to re-apply.

The expiration date of the certificates is covered in another article in this series.   Costs of renewal are covered in the enrollment contract.  We are happy to discuss either or both prior to a vendor submitting their enrollment form.

Renewal Windows

The renewal window is the same window as the enrollment window covered above.   There are no exceptions.

Process / Workflow

The process of renewal is described below in a step-wise fashion.

1. Fill in the enrollment form.
   Why? because we require (legally) all information be current and valid, including contact information, contract signatories, and technical resources executing the process.
2. DVA will review the enrollment application, and may ask for clarification
3. If clarification is needed: DVA will request clarification over email
4. IF the vendor is denied, DVA will provide an email explaining why.  The vendor will have additional chances to re-submit during the enrollment window (pending fixes – if any needed) to their tool or submission.  Otherwise, the vendor will be required to wait for the next enrollment window to open.
5. If accepted in to the program, continue with the following steps:
6. DVA will send a binding contract for the VTCP program
7. Once the contract has been signed by the Vendor, DVA will invoice the vendor for the appropriate fees
8. Once the fees have been paid, DVA will list the vendor on https://datavaultalliance.com website as: enrolled in the VTCP program.  You can see a list of actively enrolled vendors here: https://datavaultalliance.com/vtcp-vendor-enrollment/

Reasons to Maintain Enrollment

DataVaultAlliance will offer a discount to vendors who remain in good standing and renew their enrollment within the 23rd or 24th month – prior to expiration of the current enrollment.  We encourage vendors to maintain a good standing to demonstrate a long term commitment to working with DVA to ensure their tool is consistently compliant.

Scenario:
VTCP – Our re-enrollment is every 24 months

The Plan:
The vendor may receive up to 4 certifications (for the same, or different tool versions) within 2 years.

• certificates never expire, and are locked to the Major.Minor Version (set in the submission processing) and a date of issue
• use it or lose it, the vendor must use the certifications or they lose the opportunities at the end of the enrollment period.
• Example:
  • 5.2 gets certified (granted forever)
  • 5.3 gets certified (granted forever)
  • 6.0 gets certified (granted forever)
  • Vendor allows enrollment to expire or renews.  4th certification from the previous period expires (was not used).