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Institutional Subscription FAQs

Institutional subscriptions offer easy-to-manage yearly course access for your entire program. Subscribers have access to more than just Aquifer cases with a range of valuable resources, teaching tools, assessment options, and features to enrich and customize your experience.

Billing

  • What is Aquifer’s standard purchasing process?
    • Aquifer sends official quotes to your Program Service Administrator.
    • The Program Service Administrator reviews and accepts the quote online, allowing Aquifer to send an invoice.
    • An invoice is sent to your Billing Contact within 10 days.
    • Invoices are due within 30 days of receipt.
  • Where can I find key documents related to my purchase?
    • Current W-9
    • EIN# (employer identification number): 20-4755198
    • Billing & Vendor Inquiry - Please submit a support ticket and choose "billing" as the "support area."
  • Do you offer any discounts or special packages?
  • What payment methods does Aquifer accept?
    • Aquifer accepts the following payment methods: check, wire transfer, and ACH payment. Credit cards are not accepted for institutional subscriptions. All prices are in US Dollars.
  • Does Aquifer negotiate pricing?
    • No. Aquifer offers its products under published pricing, which is the same for all customers of similar total student enrollment, and does not negotiate pricing from published. Aquifer sells directly, and products are not available through distributors.
  • What is your pricing structure based on?
    • Our pricing tiers are based on total enrollment for your program (pre-clinical through clinical years inclusive). While we understand many programs limit Aquifer course usage to the clinical years, total program enrollment pricing allows us to objectively verify enrollment across a wide array of appropriate accreditation bodies around the world. As a result, access is available to ALL faculty and students in your program—and we encourage you to use courses for all levels of learners.
  • Which entity will invoice me?
    • Aquifer Inc. for both in and outside of the U.S.
  • What if my program requires a purchase order?
    • If your program necessitates a purchase order, please first sign your quote and then notify your Relationship Manager that you will require a P.O. We can provide you with any required information prior to sharing your P.O., which you can forward to subscription.billing@aquifer.org. Your P.O. number will be included on your invoice.
  • If I terminate my subscription, can I receive a refund?
    • Unfortunately, no. Payment obligations are non-cancelable, fees paid are non-refundable, and quantities purchased cannot be decreased during the relevant Subscription Term. Please refer to our Subscriber Agreement Section 5.1 for more details.
  • Does Aquifer have Sole Source documentation?
    • Yes, Aquifer does have Sole Source documentation available upon request. To request these documents, please reach out to your Relationship Manager.
  • Does Aquifer provide a Certificate of Insurance?

Subscriptions

Remember, your subscription dollars are an investment in our non-profit mission to advance healthcare education.

  • What if I need to make changes to my account?
    • For changes in role, billing contact, billing address, etc, please reach out to your Aquifer Relationship Manager via email with your requested changes.
  • How do Institutional Subscriptions work? Can I share with an MD/DO/PA/NP program at my same institution?
    • Institutional subscriptions are applicable to a single-accredited program at your institution. Institutional subscriptions may not be shared across separately accredited programs at your institution.
  • When does Aquifer's subscription year start? What if it doesn't match my school's academic year?
    • Aquifer’s subscription year runs from July 1 – June 30. For programs starting a new subscription or adding a course at a time other than July 1, pro-rated pricing is available for the first year to get your access started when you need it.
  • Who can use my institutional subscription?
    • Once you purchase a subscription, courses are available to all faculty and students in your program. We encourage you to use Aquifer courses with all levels of learners. Prices are designed to be reasonable even if only clinical students are accessing them.
  • Does Aquifer have a subscriber and user agreements? What are your terms and conditions?
  • How does the annual subscription renewal process work?
    • Steps to Review Your Quote & Confirm Your Annual Subscription Order
      1. Email Notification 
        Once prepared, you will receive an email from Aquifer with a secure link to view your quote.
      2. Review and Sign Quote
        The email you receive will include a button labeled “Review and Sign Quote.”
        1. After clicking the button, review the quote details:
          • Your program name and billing contact information
          • Courses and subscription options selected
          • Authorization
          If any details need to be updated, let your Relationship Manager  know before signing.
        2. Scroll to the bottom and select “Verify to Sign.”
           
      3. Identify Verification
        You will receive a second email prompting you to verify your identity for security. Follow the link in that message to complete your e-signature.

        Once completed, you will receive a confirmation email for your records.

      4. Countersignature and Invoicing
        After you sign the quote, Aquifer’s team will countersign the quote.
        1. Once fully signed by all parties, the quote is marked Accepted, and both sides receive a completed copy.
        2. An invoice will be generated based on the signed quote. If a P.O. is required, please ensure your Relationship Manager is aware.  
      5. Payment
        You will receive the invoice via email with payment instructions. Payment is due within net 30 days from the date of the invoice.

Please note that your quote is based on your program’s current enrollment and only applicable to a single accredited program at your institution. Separately-accredited programs that do not already have a stand-alone subscription to Aquifer should not be rostered on an existing subscription. For example, your institution’s medical school/physician assistant/nursing programs are required to have separate subscriptions even if you are part of the same home institution.

If separately accredited programs at your institution are using the subscription, please contact your Relationship Manager who will advise you on our licensing terms and help you to update your account and manage your subscription.

 

Data & IT Security

  • What steps does Aquifer take to secure user data?
    • At Aquifer, we prioritize safeguarding the security and privacy of our information systems and customer data. We’ve completed the rigorous SOC 2 Type 2 audit, meeting industry standards for security, availability, and confidentiality. This verifies that our security controls align with AICPA Trust Services Principles and Criteria. These best practices are ingrained in our work processes across all teams, from software development to people operations. It’s important to note that we apply the same security standards to all customers on our platform, and we cannot customize security terms on a per-customer basis.
  • Can we request to see your SOC-2 Type 2 audit?
    • Yes, you may request to see our SOC-2 Type 2 audit report by emailing a request to your Aquifer Relationship Manager. See trust.aquifer.org for more information. 
  • Has Aquifer completed the Voluntary Product Accessibility Template (VPAT)?
    • Yes, you may request to see our VPAT by emailing a request to your Aquifer Relationship Manager. See trust.aquifer.org for more information. 
  • Does Aquifer offer LMS integration?
    • Unfortunately, we do not offer LMS integration at this time.
  • Does Aquifer offer Single Sign On (SSO)?
    • Yes, we provide Single Sign-On (SSO) for Microsoft and Google.
  • What steps does Aquifer take to protect my credentials?
    • Data security at Aquifer is comprehensive. We use encryption, MFA for secure authentication, and role-based access. We also provide ongoing employee training on handling sensitive data and security threats.

 

Additional Questions?

If you have more specific questions, please direct them to your Aquifer Relationship Manager.

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