HRIA Registration Manual - External Document v5

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HRIA Registration Manual – External

Document

Table of Contents

1 Role of the Registrar ................................................................................................... 1

2 Purpose Of HRIA Registration Manual ..................................................................... 2

3 HRIA Service Standards ............................................................................................. 3 3.1 Membership Applications ................................................................................................3

3.2

Experience Validation Assessment Outcomes.............................................................3

3.3 Continuing Professional Development Log Reviews ..................................................3

3.4 Continuing Professional Development Log Audits ......................................................3

3.5 Appeals ..............................................................................................................................3

4 Membership ................................................................................................................. 4 4.1 Membership Application Documents Deadlines ..........................................................4

4.2 Policy for Pending Membership Applications at End of Year .....................................4

4.3 Documents for Associate, General, and Student Membership Applications ...........5

5 Retired Members ......................................................................................................... 6

6 Fellow CHRP ................................................................................................................ 7

7 Good Character attestation Policies and Processes ............................................. 8 7.1 Appeals of Registrar Decisions on Good Character Assessment .............................9

8 Reapplying for Membership .................................................................................... 10

9 Reinstatement Policy for CHRPs and Candidate members ................................ 10

10 National Knowledge Exam (NKE) ........................................................................ 11 10.1 Deferral Policies ..........................................................................................................11

10.2 Accommodations for Exams ..................................................................................... 12

10.3 Refunds ........................................................................................................................12

10.4 Limited Attempts to Pass the National Knowledge Examination ......................... 12

11 Candidate member Policies .................................................................................. 13 11.1 Extensions – Between Passing NKE and Passing EVA ......................................... 13

12 Year End Processes .............................................................................................. 14 12.1 Policy / Process for Transfer Outs End of Year ...................................................... 14

12.2 Process for Changing Student Membership ........................................................... 14

12.3 Notifying Candidates Who Must Complete the EVA Following Year .................... 14

13 Experience Validation Assessments ................................................................... 15


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13.1 Functional Dimensions ..............................................................................................16

13.2 Enabling Competencies .............................................................................................17

13.3 Defining Professional Level Experience .................................................................. 17

13.4 Defining Human Resources Experience .................................................................. 20

13.5 Defining what is not professional human resources experience ......................... 22

13.6 Other EVA Notes .........................................................................................................22

13.7 Documents to Submit ................................................................................................. 23 13.8 Deadlines for EVA Payments .....................................................................................23

14 Experience Validation Assessment Process ..................................................... 24

15 APPLYING FOR THE V ALIDATION OF EXPERIENCE ........................................................ 26 15.1 EVA Reassessments and Appeals ............................................................................ 27

16 Certif ication Policies and Processes .................................................................. 29 16.1 Submitting CPD Log Early ......................................................................................... 29

16.2 Submitting CPD Log Late ........................................................................................... 29

16.3 Incomplete CPD Log ...................................................................................................29

16.4

Certif ication Extensions .............................................................................................30

16.5 Reminders to Submit CPD Logs ............................................................................... 30

17 Continuing Professional Development Audi t .................................................... 31 17.1 HRIA Audit Process ....................................................................................................31

17.2 Guidelines For CPD Audit Supporting Documents ................................................ 32

17.3 Valid CPD Audit Supporting Documents ........................................................................... 33

18 Moving to another Province and your Designation .......................................... 35 18.1 Moving to Alberta ........................................................................................................35

18.2 Moving Out of Alberta ................................................................................................. 35

19 Recogni tion of Ontario Designations .................................................................. 37

20 Replacement of CHRP Certif icates ...................................................................... 38

21 Revocation of a CHRP ........................................................................................... 39

22 Dues Deadlines ...................................................................................................... 40

23 Appendix 1 - Experience Validation Assessment Report ................................ 41

24 Appendix 2 - Tips for f il ling out the EVA Form .................................................. 42

25 Appendix 3 – Tips for Continuing Professional Development Audit .............. 44

26 Appendix 4 – Tips for Fill ing Out CPD Logs ...................................................... 46


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1 ROLE OF THE REGISTRAR

The Office of the Registrar is the centre of regulatory activity at HRIA. HRIA is the sole

designating body for the Certified Human Resources Professional (CHRP) designation in the

province of Alberta. HRIA protects the public interest by ensuring that human resources

professionals registered with and certified by HRIA are competent and act in an ethical manner.

HRIA has applied to the Alberta government for the self-regulation of the human resources

profession which would grant HRIA certain legal and regulatory tools to ensure the public

interest is protected.

The Registrar oversees the registration process of the human resources profession ensuring

that applicants seeking certification meet the minimum professional standards set by HRIA’s

Board of Directors.

The Office of the Registrar includes a combination of staff, acting on behalf of the Registrar, and

standing regulatory committees including volunteer CHRPs that assess applications and

conducts audits of continuing professional development logs as well as experience validationassessments. The Registrar ensures the smooth operation of each committee by acting as the

record keeper and facilitator.

The Registrar is also tasked with assisting the Discipline Committee in reviewing complaints

against CHRPs made by the public or other members of the profession. In this role, the

Registrar ensures that each party to a complaint is treated fairly and that due process is

followed at all times.

In addition, the Registrar is responsible for maintaining HRIA’s Register of Members.

You may reach the Office of the Registrar by email at [email protected].

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2 PURPOSE OF HRIA REGISTRATION MANUAL

This document is the comprehensive reference for those pursuing the CHRP designation. It

contains information on all criteria and requirements, and all policies and procedures. It covers

information on:

• obtaining, maintaining and reinstating HRIA membership;• filling out the Good Character Attestation;

• writing the National Knowledge Exam;

• submitting the Experience Validation Assessment;

• submitting Continuing Professional Development logs to maintain the CHRP;

• what to do if you are selected as part of a CPD audit; and,

• moving between provinces and mutual recognition of CHRP status.

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3 HRIA SERVICE STANDARDS

3.1 MEMBERSHIP APPLICATIONS

- Every membership application will receive a response from HRIA.

- Every membership application will be treated fairly and objectively.

3.2 EXPERIENCE V ALIDATION ASSESSMENT OUTCOMES - All experience validation assessments (EVA) will be done by trained EVA assessors

using Board approved guidelines.

- EVA outcomes will be sent to all applicants no later than 8 weeks after the EVA

submission deadline.

- All applicants will have the opportunity to request a re-assessment of their EVA

application upon submission of a request form outlining the reasons for the re-

assessment and such other information as necessary.

- Re-assessments of EVA applications will be reviewed by EVA assessors not involved in

the first assessment.

- All assessments will be conducted independently of HRIA staff.

- Should HRIA require more time to process an EVA application the applicant will be

informed of the new timelines.

3.3 CONTINUING PROFESSIONAL DEVELOPMENT LOG REVIEWS

- All continuing professional development (CPD) logs will be reviewed within 60 days of

receipt and the result will be communicated at that time.

- Any errors or required changes to the CPD log will be identified and communicated to

the Certified Member within the 60 day timeline.

3.4 CONTINUING PROFESSIONAL DEVELOPMENT LOG AUDITS

- All audits will be performed by a trained HRIA auditor using Board approved guidelines.

- An auditor will communicate to the Certified Member undergoing the audit during the

entire process.

- A Certified Member will not be required to re-submit a new log should certain hours not

be verified.

- Every Certified Member will be given a reasonable opportunity to provide supporting

documentation.

- Audits of continuing professional development will be completed within 60 days of

receiving all necessary documentation.

- An outcome will be communicated by HRIA staff to the Certified Member undergoing the

audit.

3.5 APPEALS

- All members and prospective members will be permitted to appeal decisions of the

Registrar.

- A response on whether the appeal has been accepted will be provided in writing from

the Registrar on behalf of the Chair of the appeals panel of the Registration Committee.

- Outcomes of appeals will be provided in writing.

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4 MEMBERSHIP

Applications for membership with HRIA can be submitted at different times during the year.

Applications are only reviewed once all supporting documentation is provided.

There are six membership categories including:

• General

• Associate

• Candidate

• Certified (CHRP and FCHRP)

• Student

• Retired

4.1 MEMBERSHIP APPLICATION DOCUMENTS DEADLINES

When membership applications are received, they often require corresponding documents such

as transcripts, resumes, student schedules/confirmation of enrollment letters, etc. These

documents can take a long time to arrive or the applicant may sometimes forget to submit them.Certain deadlines apply for applications depending on when they are submitted during the year.

If a membership application is received in the first half of the year (from December of

previous year to June 1), and appropriate documents have not been obtained by HRIA:

The applicant will receive an email from HRIA that he/she has until June 30 to submit all

necessary documents or his/her membership application will be deactivated.

If a membership application is received in the second half of the year (from June 2 to

November 30), and appropriate documents have not been obtained by HRIA:

The applicant will receive an email from HRIA that he/she has until December 19 to submit all

necessary documents or his/her membership application will be deactivated.

4.2 POLICY FOR PENDING MEMBERSHIP APPLICATIONS AT END OF YEAR

HRIA will stop approving new members for that calendar year starting on December 1 each

year and will commence approving membership applications again after the issuance of the

Annual Member Dues for the following year (usually mid-January).

This is to ensure that all of those who have been approved already have sufficient time to paytheir new member dues before the issuance of the annual dues the following year. On

December 2, pending members waiting for New Member Dues will be notified that they need to

pay their dues as of December 20. Pending members who have not yet paid their new

member dues as of December 20 will have their orders deleted, their membership application

deactivated and their status returned to Prospect so that they can apply for membership again.

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4.3 DOCUMENTS FOR ASSOCIATE, GENERAL, AND STUDENT MEMBERSHIP APPLICATIONS

Associate Member

An Associate Member is one who wishes to obtain the CHRP and is preparing to take theNational Knowledge Exam (NKE).

Acceptable documents for Associate membership include those that verify the completion of a

minimum of an undergraduate degree or Bachelor Degree (any field) including official

transcripts from an accredited Canadian post-secondary institution. These must come directly

from the university in the original sealed envelope.

Post-secondary education from a university outside of Canada (including the U.S.) will need to

be verified by IQAS (in Alberta) using a basic assessment. HRIA will also accept assessments

from other members of the Alliance of Credential Evaluation Services of Canada (ACES) if

applicant previously had their education assessed by them prior to moving to Alberta(http://www.canalliance.org/).

In both cases, only original assessments mailed from the assessment centre are accepted.

General Member

The general membership category is open to all persons wishing to become members of HRIA.

Professional corporations and businesses may not apply for membership. Applicants must apply

as an individual to conform to the purposes of the Society and the maintenance of the Member

Register.

Student Member

Student membership is valid for individuals who fall into one of the below categories:

1. Enrolled in full-time or part-time studies in any degree program at an accredited post-secondary institution;

2. Enrolled in a continuing education program toward a certificate or diploma in HumanResources Management;

3. Internationally educated professionals in Human Resources enrolled in a career bridgingprogram, Language Instruction for Newcomers to Canada (LINC) program at a recognizedpost-secondary institution or immigrant-serving agency

Acceptable documents for Student membership that verify current student status include a letterfrom the university, a screen shot of the person’s current schedule or official working transcripts.The document will only be accepted if it shows the student’s name, the school in which he/sheis enrolled, the name of the courses in which he/she is currently enrolled, and the date thathe/she is enrolled.

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5 RETIRED MEMBERS

An HRIA Retired Member is a CHRP who has completely retired from the practice of human

resources and no longer actively uses her/his designation for work purposes.

Members requesting retired status must meet all of the following criteria:

1. The member is permanently retired from full-time employment and earning less than

$20,000 annually in active income as defined below*.

2. The member is not engaged in any activity where they would present themselves as a

CHRP.

3. The member is at least 55 years old.

Retired members are not required to submit a continuing professional development log. They

must only represent themselves as “CHRP, Retired”.

A member who obtains the retired membership status is not eligible to vote at HRIA’s Annual

General Meeting.

A Retired Member who re-enters the workforce is required to apply for a change in membership

status to “Certified”.

• Members who are reinstated to CHRP from Retired CHRP will have to pay back duesfrom the time they left to the time they reinstate their designation.

• These members will not need to pass the NKE or EVA again.• Members who reinstate their designation within their certification period will receive an

extension to submit a CPD log equal to the time they were listed as Retired.• Those who reinstate their designation outside of their certification period will get three (3)

years from the time they successfully reinstate to complete their continuing professional

development log.• There is a maximum of one retirement and one reinstatement per member, subject tothe Registrar’s discretion.

HRIA reserves the right to request verification of income at any time. The criteria above is

similar to peer professional associations that allow members to seek retired status ensuring the

profession retains knowledgeable and seasoned veterans of the professional practice who want

to give back to their professional association while ensuring the protection of the public interest.

*Active income includes gross income from all employment or director's fees and/or net income

from self-employment; it does not include pension or other retirement income, investment

income, support payments or disability income. All other sources of income are consideredactive."

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6 FELLOW CHRP

Each year as part of the Awards Program and the Annual Conference, Certified Members may

be nominated as a Fellow CHRP. FCHRP nominations are reviewed by the Fellowship Award

Committee who then makes recommendations to HRIA’s Board of Directors on which

nominees, if any, should be granted the FCHRP. FCHRPs are awarded at the annual

Conference as part of the Awards Program.

FCHRPs are exempt from paying any annual membership dues but they must maintain their

CHRP through the usual CPD log process including completing 100 hours in each 3 year

continuing professional development log submission period.

Further information on the FCHRP nomination process can be found on HRIA’s website.

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7 GOOD CHARACTER ATTESTATION POLICIES AND PROCESSES

Most professional associations have a reputation test as part of the registration process that

likely includes the completion of several questions regarding their background and an

attestation or affirmation of their good character. HRIA uses seven good character questions to

verify the good character of current members and new applicants.

The Registrar makes the final decision whether a new applicant or current member meets the

on-going requirement of this good character attestation subject to a potential appeal to the

Registration Committee. Decisions are made based on precedent, a point-in-time assessment

of the reputation of a member or applicant, whether the particular situation would bring disrepute

to the profession and/or whether there is an on-going risk to the public by having an applicant

certified or a current member continue to hold their designated status.

Failing to pass the Good Character Attestation (GCA) in any given year does not prevent future

applications. Depending on the gravity of the matter, the Registrar determines at that point and

time whether an applicant or member passes the good character test. As circumstances change

and applicants or members are able to present a convincing case that their character haschanged or improved then a new decision can be made. There are certain conditions of failing a

GCA, however, which will prevent an applicant or member from ever being a member of the

human resources profession because of the severity or type of offense.

If an applicant answers “yes” to any of the seven GCA questions, HRIA will notify the individual

via email to communicate the following:

a. The circumstances surrounding the situation to which one replied “Yes” on theattestation. This should include a brief outline of the incident or situation and anyfollow up or consequences that resulted from the situation.

b. An explanation with regard to why the situation or incident will NOT affect theirability to provide competent and ethical HR services to the public (i.e.organizations, clients, employees, etc.).

c. A statement as to why their continued membership should be accepted by theRegistrar, given the situation or incident that prompted the “Yes” response on theattestation.

d. Any supporting documentation that is relevant to an appeal. In instances of acriminal conviction or finding of unprofessional conduct with another professionalbody, description of the situation and supporting documents must be provided.

If necessary documents are not received by the noted deadline in the email, HRIA will send areminder via regular mail to offer a new deadline by which one must submit this documentation.

Finally, after those two attempts to obtain a response have failed, a letter will be sent via courierwith a required signature notifying the applicant or current member their membership applicationhas been rejected or their membership has been revoked. Only current members will be sent aletter via courier. Prospects will be notified that they cannot apply for membership with HRIA viaa letter through regular mail.

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7.1 APPEALS OF REGISTRAR DECISIONS ON GOOD CHARACTER ASSESSMENT

A member or membership applicant may appeal the decision of the Registrar directly to theRegistration Committee. A panel of three members of the Registration Committee including acombination of assessors and auditors will be struck for the review of the appeal. The Chair ofthis panel will determine whether the appeal is in order and whether to proceed with a hearing.

An applicant may choose either an oral in-person hearing or a written hearing where they do notneed to appear in-person. The Panel of the Registration Committee would be tasked withdetermining whether the Registrar acted properly in making his or her decision. They willconsider whether there were any errors in the administration of the decision or whether therewas bias in the decision-making that would violate the principles of natural justice. An appeal isnot a re-hearing of the decision. The Panel members will determine whether a reasonableperson presented with the facts as they are would have made a similar decision.

The Panel Chair may choose to not hear the appeal if he or she believes there are insufficientgrounds to proceed or if the appeal request is frivolous or vexatious.

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8 REAPPLYING FOR MEMBERSHIP

All former CHRPs and Candidate Members revoked for non-payment of dues will only beconsidered for reinstatement pursuant to HRIA bylaws (3.14 Reinstatement Policy), unless theyare seeking to return as General or Associate members.

If a member returns to pay within the calendar year there will be a late fee applied to theirmembership renewal unless they were Certified or Candidate Members and revoked.

Members who had their membership revoked for non-payment of dues and did notcommunicate with HRIA regarding their dues payment indicating they wished to voluntarilyterminate their membership will be dealt with on a case-by-case basis by the Registrar.

If these members choose to return at a later date they will have to fill out the Good Character Attestation appropriately. This means that one must answer “yes” to the question: “Has yourregistration, membership or a similar status in a professional organization ever been terminatedinvoluntarily?” when they next apply for membership with HRIA.

9 REINSTATEMENT POLICY FOR CHRPS AND CANDIDATE MEMBERS

Certified Members or Candidate Members who have had their certification or status with HRIA

revoked due to non-payment of dues may apply to have their status restored. Upon completion

of the appropriate form and the repayment of past dues as well as any other fee approved by

the Board, a former CHRP or Candidate Member will have their status restored.

If a CHRP missed a CPD submission log during their time as a non-member of HRIA then he or

she will be required to submit the log as directed by the Registrar. Candidates who are

reinstated will still need to complete the EVA within seven years of passing the NKE. No

extension will be granted due to their time away from HRIA.

A CHRP or Candidate Member who had their membership revoked due to a Discipline

Committee finding of unprofessional or unethical conduct may not apply for reinstatement

through this policy.

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10 NATIONAL KNOWLEDGE EXAM (NKE)

The National Knowledge Exam (NKE) assesses the comprehension of academic knowledge

related to the professional competencies across nine functional areas of the human resources

profession. Examples of academic knowledge tested in the exam include the rights and

responsibilities of management and labour during union organizing and negotiation processes,

the various methods of training and developing staff, human rights, employment equity and payequity legislation.

The NKE is made up of 160 questions including 10 questions which are added to the exam to

allow new questions to be pre-tested. These pre-test questions are randomly placed into the

exam and will not count towards your total score. The 160 questions are all multiple choice.

Exam writers have 4 hours and 15 minutes to complete the examination.

You may obtain further information at www.chrp.ca.

The NKE is run twice per year on the first Saturday in June and the first Saturday in November.

HRIA will arrange to have exams written in Calgary, Edmonton, Fort McMurray, Grande Prairie,

Lethbridge, Medicine Hat and Red Deer. HRIA can also assist with arranging exams in remote

areas of Alberta, the NWT and Inuvik as needed.

CHRP members of HRIA are selected to proctor exams in each location. Each location has a

minimum of 2 proctors and there is usually 1 proctor per 35 exam writers.

10.1 DEFERRAL POLICIES

Prior to the exam registration deadline, registrants can either cancel their exam registration or

defer to the next examination date. After the exam registration deadline has passed, registrants

cannot cancel their exam registration. Instead, they must defer to the next exam sitting. Those

who choose not to defer and who do not show up for the exam will be considered a "no show"

and will forfeit the exam fee. Their exam will be recorded as “failed”.

Registrants who defer to a future sitting and then cancel their registration any time prior to this

sitting will forfeit their initial exam fee plus any deferral fee paid.

A maximum of two deferrals are allowed per exam. If a registrant has reached the maximum of

two deferrals but cannot write the exam, they can request to cancel the exam but will not be

reimbursed any part of the exam or deferral fee.

If an exam registrant becomes ill on the day of the exam and cannot attend, they have a

maximum of two weeks following the exam to submit a doctor’s note to HRIA to confirm themedical situation. If a doctor’s note is received in this time, the exam can be deferred to the next

exam session without charge. If a doctor’s note is not received in time, the registrant will be

recorded as a “no show” for the exam and their exam will be recorded as “failed”.

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10.2 ACCOMMODATIONS FOR EXAMS

Please note that with clear documentation provided by a medical professional, HRIA can make

accommodations for exam writers including:

- extra time to write the exam

- a private room in which to write the exam

HRIA will work to meet requests for accommodation and create a reasonable accommodation

without causing undue financial hardship to the association.

If the date of the exam interferes with a religious observation of an exam writer, HRIA will make

arrangements to have the exam written on a different date - usually the Friday before the

nationally scheduled exam date.

All requests for accommodation must be sent in writing to HRIA no later than 8 weeks in

advance of the exam date. Proctors selected by applicants as part of the accommodation

process will have to prove their qualifications to oversee the exam writing and submit to any

other such requirements as HRIA or CCHRA may require.

10.3 REFUNDS

According to the national standards, exam registrants are able to request to cancel or defer their

exam online and will be reimbursed as follows:

- 60 days or more before the exam, 100% refund for exam cancellation

- 30 - 60 days before the exam, exams can only be deferred. There is no cost

to defer in this time period and the exam fee is transferred to the new exam

date.

- 7 – 30 days before the exam, registrants can defer the exam but there is a

deferral fee of $125.00

- Within 7 days of the exam, exams cannot be cancelled and can only be

deferred for serious medical reasons and documentation must be provided to

HRIA. Deferrals approved in this time can be subject to the same deferral fee

of $125.00.

10.4 LIMITED ATTEMPTS TO P ASS THE N ATIONAL KNOWLEDGE EXAMINATION

Effective November 1, 2014, Associate Members are allowed three initial attempts to pass the

exam. If, after three attempts they have not passed, they must take a one-year break before

they may sit for the examination a fourth and final time.

Those who had written the National Knowledge Exam prior to this policy’s introduction will not

have past sittings of the exam counted toward these three failures.

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11 CANDIDATE MEMBER POLICIES

Candidates must maintain membership with HRIA or another provincial human resources

association outside of Alberta in order to maintain their Candidate Member status. Failure to

pay annual membership dues will result in the loss of the Candidate Member status, potentially

resulting in having to restart the certification process including having to take the National

Knowledge Exam. Candidate Members should be mindful of the reinstatement policy of HRIA.

Candidates must pass the Experience Validation Assessment within seven (7) years of passing

the National Knowledge Exam. If a Candidate Member has held that category of membership

for more than seven (7) years without passing the Experience Validation Assessment, they must

have their status reverted to Associate or to General depending on the status of their degree

and other HRIA requirements for those categories.

11.1 EXTENSIONS – BETWEEN P ASSING NKE AND P ASSING EVA

Candidate Members have seven (7) years between passing the NKE and applying to pass their

Experience Validation Assessment. Any Member who does not submit their EVA before the

seven (7) year period will have their status reverted to Associate Member.

Extensions on the seven (7) year period between passing the NKE and submitting an EVA will

be granted for maternity leave or medical leave from the workforce in that time or any such

circumstances that the Registrar deems appropriate. Documentation such as a letter from the

employer confirming this leave will be required for the Registrar to approve the extension.

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13 EXPERIENCE VALIDATION ASSESSMENTS

The purpose of HRIA’s certification process is to ensure its members, employers, and the public

that HR professionals who obtain the Certified Human Resources Professional (CHRP)

designation possess the knowledge and skills required to practice competently and ethically. To

be certified and earn the right to use the CHRP designation, applicants must demonstrate they

have accumulated three years of professional level experience in human resources.

An important distinction between an academic credential and a professional designation is that

an academic credential attests to knowledge of theory and having passed a particular course of

study while a professional designation attests to a certain warranty of competence or expertise.

The certifying body is the third-party that warranties or confirms the competence of a

practitioner. An academic institution may confirm an individual holds a certain degree or other

program completion status with them but does not warrant the work done by them.

The experience validation assessment process is the final step in achieving a CHRP and

requires applicants to prove they have obtained a minimum of three (3) years of professional

level experience in the practice of human resources.

The criteria to pass the EVA includes:

• A minimum of three (3) years of professional-level experience in Human Resourcesmust have been obtained within the past ten (10) years;

• A minimum proficiency in two (2) out of nine (9) functional dimensions OR completeproficiency in one (1) out of the nine (9) functional dimensions;

• A minimum proficiency in 20% or 9 of the 44 proficiencies; and,• Qualify in three (3) out of five (5) of the enabling competencies.

The other requirements for obtaining the CHRP designation are:

• Membership in good standing with HRIA;• Completion of an accredited university degree or an undergraduate degree from an

international institution that has been assessed as the equivalent of a Canadian degreeby IQAS or another recognized assessment organization;

• Successful completion of the National Knowledge Examination (NKE); and,• Successful completion of the Good Character Attestation.

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13.1 FUNCTIONAL DIMENSIONS

Applicants are required to attest to the areas in the functional dimensions in which they have

proficiency and at what level it exists. Applications will be assessed comparing the

competencies an applicant believes they have acquired to the content of their application.

Applicants must be able to demonstrate the level of knowledge and/or proficiency in a givencompetency through their application. It is highly recommended that applicants cite specific

competencies when describing their role to assist the Assessors.

Applicants must have a majority of the competencies in a functional dimension in order to have

it credited towards their application. For example, the functional dimension of Total Rewards

has four (4) competencies and an applicant would need to possess at least three (3) out of the

four (4) to have this functional dimension with sufficient depth within a particular competency to

count towards the breadth requirement.

Assessors will make the final determination as to whether an applicant qualifies as possessing acertain proficiency therefore applicants are asked to check all proficiencies that they possess

instead of a minimum of nine (9).

Functional Dimensions FD Subsections

Number and Proport ion

Strategy 6 14%

Professional Practice 7 16%

Engagement 4 9%

Workforce Planning & Talent Management 4 9%

Labour & Employee Relations 4 9%

Total Rewards 4 9%

Learning & Development 6 14%

Health, Wellness & Safe Workplace 4 9%

HR Metrics, Reporting & Financial

Management

5 11%

44 100%

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13.2 ENABLING COMPETENCIES

The Competency Framework outlines that CHRPs need these Enabling Competencies as part

of their skill set:

-

Strategic and Systems Thinking- Professional and Ethical Practice- Critical Problem-Solving and Analytical Decision Making- Change Management and Cultural Transformation- Communication, Conflict Resolution and Relationship Management

To verify whether an applicant qualifies in an enabling competency, they must complete the

EVA form and provide a reasonable example from a current or previous role where their

experience demonstrated that particular competency. Assessors will judge the relevance and

consistency with the application to determine whether it may be validated as part of the EVA

process.

13.3 DEFINING PROFESSIONAL LEVEL EXPERIENCE

In determining whether HR experience is at the professional level, the following factors are

taken into consideration:

• Independence of actions – relates to the amount of planning, self-direction, decision-making and autonomy involved in the work experience.

• Depth of work requirements – relates to the extent to which work experience requiresdata analysis and interpretation.

• Level of interaction – relates to the degree to which the individual interacts with abroad spectrum of contacts, including decision-makers.

• Responsibility for work outcome – relates to accuracy and extent to which theindividual is held accountable for his/her work and decisions.

Professional does not necessarily mean supervisory or managerial. It does not matter whether

one is working as an independent contractor or as an employee of an organization.

Professional does not need to mean senior level. Professional does not require that one haveoverall responsibility for the HR function.

Junior levels within a human resources department performing administrative functions that are

clerical in nature are not considered at the appropriate level. Time spent in these positions will

not be credited towards the work experience component of the CHRP.

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Professional level experience can be obtained whether one is in a specialist position or a

generalist position.

This chart can help you to determine if your specialized HR role is either too junior in nature or

at the professional level.

Specialized Field Junior Level Tasks Professional Level Tasks

Recruitment Posting Jobs

Writing Job Descriptions

Creating Interview Questions

Assisting in Interviews

Attending career fairs

Tracking applicants

Checking references and

background checks

Phone screening ofcandidates

Screen resumes for

managers

Creating Workforce Plans

Putting in policies and

processes around Talent

Management

Making final decisions on

hiring

Implementing innovative

strategies for recruitment or

interviewingTalent mapping

Conduct or lead interviews

with prospective candidates

Analysis of talent needs and

gaps

Train and supervise

recruiters

HR Analysts Collect and organize

information in report format

Develop presentations basedon info collected

Manage technical, analytical

and audit functions of HR

departmentResponsible for quality

control protocols related to

HR

Conduct and ensure integrity

of overall system

infrastructure

Develop HR policy, analytics,

job analysis, recruitment

plans etc. based on info

collectedLearning and Development Tracking learning needs and

training progress of

employees

Presenting pre-existing

workshops or learning

lunches to employees

Identify organizational

learning priorities aligned with

business strategy

Implement learning and

development programs

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Coordinating training for

colleagues or employees

Evaluate existing learning

and development priorities

and programs and work to

evolve them to meet current

needs of business

Develop an organizationalculture that enhances the

learning of all employees

Creating workshops, learning

assessment tools, and other

training programs.

Research field of

methodologies and programs

to keep up to date on current

organizational trends and use

this info to improve programHealth and Safety Performs onsite safety

checks

Provides safety training

Maintain records

Coordinate, implement, and

monitor safety program

Develop health, safety and

wellness policies and

programs

Track and analyze accident

trends and rates

Recommend and give

guidance to operations to

make maintain safe

environment

Review compensation dataand work with company

representatives to resolve

workers’ compensation

issues

Research and rewrite

recommendations for existing

Health and Safety programs,

policies and procedures

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13.4 DEFINING HUMAN RESOURCES EXPERIENCE

The scope of HR practice is the creation and implementation of all policies, practices and

processes to effectively organize and manage human capital resources in the workplace in

service of the ultimate goal of enhancing business outcomes. Human resources management

involves maintaining or changing relations among employees, between employers or betweenemployers and employees.

The practice of human resources management includes, but is not limited to, one or more of the

following:

1. The development and implementation of human resources policies and procedures;2. Consultation in the area of human resources management;3. Providing advice to clients, managers and employees in matters pertaining to

management of human resources;

4. The representation of clients and organizations in proceedings related to humanresources management;5. Program development and evaluation in the area of human resources management6. The supervision of other Human Resources professionals;7. Coaching of employees, manager, and other individuals in matters relating to work and

employment;8. The conduct of research in the area of human resources management; and,9. Teaching in the area of human resources management.

To be credited toward the experience requirement, 50% or more of an applicant’s time must

be in human resources as defined above to achieve the 3 years full time equivalent . In

instances where the workload is less than 100%, the Candidate Member would have to report a

period of time that is sufficient to meet the 3 years full time requirement. For example, 6 years

of work in a position which is 50% human resources would be required.

A. General Managers

General management work may be considered if the human resources work comprises at least

50% and there is no HR department in the workplace. The general manager must be the

person who has direct responsibility and accountability for the strategy, design implementation

and coordination of one or more HR functional areas for the organization.

B. Small Business

Small business owners/operators may gain suitable work experience towards the experience

requirement provided their business is established to provide HR advice. However, time spent

on business development – supervising staff, for example – is not applicable towards the

experience criteria. The remainder of the work would be calculated to come to the three year

full-time equivalency.

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C. Labour Union Representatives

Work experience gained while serving as a labour union representative or a union

employee may not necessarily be considered to meet the cr iteria toward the experience

requirement unless these activities fall within a position clearly identified as an HR position. An

elected labour union position is excluded from qualifying for experience validation.

D. Lawyers

Employment lawyers may be able to meet the experience requirement depending on the type

of work they do. Work experience advising clients or conducting litigation is not eligible. Applied

human resources work experience for the law firm they are part a member of may qualify if it is

professional-level and a significant part of their work day. Professional level work for a client,

such as conducting labour negotiations, mediation, or conducting downsizing activities, would be

considered. Negotiating the terms of a contract would be considered human resources work while

writing out the contract at the direction of a client would not. Activities identified as practicing

human resources must be a significant part of the applicant's work experience and will be

prorated accordingly.

E. Chief Executive Officers and Chief Administrative Officers

Chief Executive Officers and Chief Administrative Officers (CAO) may meet the experience

requirement if the organization they are leading does not have an HR department or HR position

and if they are spending at least 50% of their time performing professional HR work. This

means they are going beyond simply line management work of supervising staff, assigning

work, setting pay, approving sick days or vacations, etc. This means they must be doing this

work independently of an HR professional and not acting on HR advice of others. CAOs may

wish to submit the municipal bylaw outlining their duties and responsibilities in addition to any

other documentation required to properly assess their experience.

F. Instructors and Professors

Teaching in the field of human resources is a practice of human resources. Teaching

experience alone can be used to accumulate all three years of required professional level HR

experience. In order to meet the requirement of being at the professional level in HR, courses

taught must be HR courses taught at an accredited college or university.

Teaching “full-time” means teaching a course load of at least three HR courses per semester.

Faculty will need to send in a course outline and/or syllabus so the committee can determine if

the course is an HR course. Those who are not teaching at least three HR courses persemester will have their time pro-rated as follows:

• Teaching one HR course per semester – 1/3 of 100%• Teaching two HR courses per semester – 2/3 of 100%

Academic research conducted by professors in the field of human resources may be eligible for

experience validation if it is a significant part of their work and/or replaces a course. Only

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primary research in the field of human resources is eligible for inclusion in the experience

validation.

13.5 DEFINING WHAT IS NOT PROFESSIONAL HUMAN RESOURCES EXPERIENCE

Levels of work experience which are not considered to meet the requirement of being in HR at theprofessional level include the following:

• Junior levels within a human resources department performing functions that are clerical

or administrative in nature are not considered at the appropriate level.

• Transactional work is not considered to meet the professional level. Transactional means

work that is of an administrative or support function, meaning, there is no judgment,

analysis or interpretation done to the data or information in the scope of your work.

• Work experience gained while serving as a labour union representative or a unionemployee (such as a Grievance Officer) is not considered to meet the criteria towards the

experience requirement unless these activities fall within a position clearly identified as an

HR position.

• Supervisory work experience refers to the supervision of the strategy, design,implementation and co-ordination of one or more human resources functions. Supervisorywork does not mean the supervision of staff including assigning work, conductingperformance appraisals, approving vacations etc. This type of activity is a linemanagement function and does not qualify towards the experience requirement .Line management experience of supervisors or managers working outside the human

resources field such as in production, accounting, marketing, sales, or customer servicedoes not qualify towards the experience requirement.

• Professional experience is not considered if all policies and procedures are developed at

a corporate level and not by the on-site HR management. The individual is in effect

administering the managerial decisions made elsewhere. This may be applicable in such

situations as a government, branch plant, mine or mill location with Corporate HR.

• All volunteer work for which a Candidate Member is not receiving monetary compensation

or financial reward cannot be credited towards the experience validation.

13.6 OTHER EVA NOTES

NKE 7 in 10 rule – Once an Associate Members passes the NKE exam they have 7 years from

the date of passing to submit an experience validation assessment to HRIA including up to 10

years of work experience for validation.

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Canadian or International Experience – HRIA does not have a Canadian experience

requirement and does not limit the amount of international experience that may be submitted

towards experience validation.

Unemployed Candidates – Candidates are requested to submit an Employer Verification from

their most recent employer. If that is not possible then a previous employer would be suitable.

Candidates with Multiple Employers – Candidates are instructed to submit one assessment

form per employer, and a separate employer attestation for each.

EVA Audit – Every year HRIA conducts a verification audit of information submitted by

applicants to confirm the validity of the employment history submitted.

13.7 DOCUMENTS TO SUBMIT

For an experience validation assessment to be done, applicants must submit a complete EVA

form with a supervisor’s signature, a current resume, and job descriptions (when possible) for all

roles cited in the EVA form. Additionally, Candidates may be asked for an organizational chart if

assessors feel this will better demonstrate the experience. Instructors must submit course

syllabuses with their EVA application.

Documents received after the EVA submission deadline will not be reviewed within that

submission period. Unless otherwise approved by the Registrar for an exemption, all

documentation for the review must be submitted by the EVA submission deadline.

13.8 DEADLINES FOR EVA P AYMENTS

The EVA submission fee is $100.00 + GST. This fee must be paid by the submission deadline

in order for the EVA to be submitted for review to the Registration Committee. Each year there

are three submission deadlines – January 31, May 31 and September 30.

If the EVA application is successful and the Candidate Member is approved as a CHRP,

applicants must pay the second EVA fee for $450.00 + GST. This should be paid within 2

weeks of the notification that the order has been created. A final deadline of 3 months from the

time results were sent is in place. Candidate Members are not updated to Certified and are not

sent the Certificate until they have paid the second EVA fee.

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14 EXPERIENCE VALIDATION ASSESSMENT PROCESS

Assessors use their professional judgment to determine whether an applicant has the requisite

type of experience to earn their CHRP. Assessors use HRIA Board approved certification

standards and policies when reviewing each and every application.

The Assessors will follow this process for assessing experience:

1. HRIA receives the Candidate Member’s application including the EVA form, relevant jobdescriptions, a current resume, and other such documents as necessary to assess theirexperience.

2. The Registrar assigns randomly two Assessors to independently review a CandidateMember’s application and provide a recommendation as to whether they meetcertification standards.

3. Assessors can only judge an application based on the contents of a Candidate

Member’s application and any supporting documentation to determine whether theapplication meets the minimum experience requirements and are an accurate reflectionof the position, responsibilities and accountabilities described.

4. Assessors determine if the experience documented is sufficient in length andresponsibility to meet the three year requirement.

5. Assessors do not communicate directly with the applicants. If necessary, the Assessorscan request further information or clarification from the applicant through the Manager,Professional Standards, before making a final recommendation to the Registrar.

6. The Assessors submit their recommendations separately to the Manager, Professional

Standards.

7. The Manager, Professional Standards notifies all applicants of their outcome via email.Those who were unsuccessful will also be mailed their outcome with a note that theyhave 30 days to request a reassessment.

8. Those who do not pass the initial assessment have 30 days to apply for a reassessment.

The Candidate Member must fill out the reassessment application form indicating the

reason why their initial assessment was incorrect and submitting any such additional

information they believe would validate their experience. Applying for a reassessment

without a reasonable reason or purpose will result in the reassessment request beingrejected.

9. Reassessment requests are approved by the Registrar at their sole discretion subject to

Board guidelines. Approved reassessment requests will be assigned to two new

assessors with no prior knowledge of the initial assessment. This second round of

assessment will be deemed the final outcome.

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10. Appeals of the final reassessment must be sent to the Registrar within 30 days of receipt

of the decision. The Registrar will appoint three members of the Registration Committee,

a mix of Assessors and Auditors, who have not been involved in the review of the case

file to consider the appeal as a Panel. The Chair of the Panel will rule whether the

appeal is in order.

If the appeal request is accepted, this Panel will decide if the Registrar erred in process

or in fairness when making the final decision. Fairness can be determined whether the

person requesting the appeal was singled out for refusal, was treated differently from

others or was treated more harshly than another similar applicant. The fairness or

justness of the decision can be also assessed on whether there was bias in the decision.

This Panel will also review the process of assessment to ensure that no errors were

made in the assessment process.

An appeal can go one of three ways:

a. The final outcome was found to be fairly assessed and the process was carriedout correctly. The final outcome stands.

b. An error was made in the processing of the assessment or the outcome wasinfluenced by bias. Two more assessors would be asked to do one more finalassessment.

c. A clear error or bias is apparent and the outcome is overturned to be replacedwith the Panel’s decision.

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15 APPLYING FOR THE VALIDATION OF EXPERIENCE

An experience validation assessment application is decided on the merits of the written application

and supporting documentation. Accordingly, an applicant must submit all requested information,

explanations and materials supporting the contention that experience requirements have been met.

The assessors assigned to assess an applicant’s experience can only judge the merit of an

application based on its contents and the quality of the presented documentation within theguidelines set by HRIA’s board of directors.

The application form was designed specifically to give assessors the information that is most

relevant to judging whether an applicant has sufficient professional experience to meet the

criteria. Applicants must attest that all information provided is accurate and complete. Applicants

should also be aware that they may be contacted for further information if required by the Registrar

and that they may be asked to provide a reference to verify information about their experience.

Assessor may refer to publicly available information to validate certain information contained in

an application.

The initiating step in the experience validation process is for the applicant to fill out the applicationform. The form also requires supporting documentation including:

1. A chronological resume;

2. Job descriptions detailing current and relevant jobs;

3. An organizational chart, if available; and,

4. Any other such document as necessary to prove or validate an entry in the form.

Employer documents are preferred; however, if you cannot obtain up-to-date job descriptions, you

should create your own. Applicants are also asked to relate how their position(s) compare to the

criteria for professional level. Applicants must indicate the proportion or percentage of theiractivities that fall within the area of human resources.

The member's application is reviewed by the Registrar for completeness before it is forwarded to

the assessors for review. The first step in the experience validation process is to determine

whether the experience is both in human resources and at the professional level. The second step

is to add up the professional experience to confirm it reaches the three year requirement. The

third step is to ensure that a sufficient breadth of HR experience has been shown in the

application.

If the credited time for the current position is less than the required three years, the assessors will

consider the prior position, and so on, up to a maximum of 10 years back.

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Experience isNot in HR

Experience isin HR

Experience is at the

Professional Level

Experience is at the

Professional Level but not

in HR

Experience is in HR and at

the Professional Level

Experience is not at the

Professional Level

Experience is neither in HR

nor at the Professional

Level

Experience is in HR but not

at the Professional Level

Assessors will make a recommendation to the Registrar that will result in one of the following

outcomes:

1. Determine that the applicant’s experience meets the requirement and recommend to the

Registrar that the applicant be granted the CHRP.

2. Determine that the applicant’s experience does not meet the requirement in some respect

and recommend to the Registrar that the applicant not obtain the CHRP at this time.

3. Determine that a further review is needed and request another assessor review the file in

addition to their own review to confirm the finding.

The decision as to whether one fulfills the experience requirement is entirely based on the

criteria outlined above. This means that the only factor that counts is where applicants stand

with respect to these criteria. Assessors must make decisions based on the information

provided by the applicant and cannot make assumptions about the applicants’ experienceoutside of what is contained in the application documents. The experience requirement criteria

are never adjusted based on the number or proportion of applicants that pass the experience

requirement— there are no quotas and there is no targeted pass rate.

15.1 EVA REASSESSMENTS AND APPEALS

Reassessments

Applicants who do not pass the initial assessment have 30 days to apply for a reassessment.

The Candidate Member must fill out the reassessment application form indicating the reason

why their initial assessment was incorrect and submitting any such additional information theybelieve would validate their experience.

Applying for a reassessment without a reasonable reason or purpose will result in the

reassessment request being rejected.

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Reassessment requests are approved by the Registrar at their sole discretion subject to Board

guidelines. Approved reassessment requests will be assigned to two more assessors with no

prior knowledge of the initial assessment. This second round of assessment will be deemed the

final outcome.

Appeals

Appeals of the final reassessment must be sent to the Registrar within 30 days of receipt of the

decision. The Registrar will appoint three members of the Registration Committee, a mix of

Assessors and Auditors, who have not been involved in the review of the case file to consider

the appeal as a Panel. The Chair of the Panel will determine whether the appeal is in order and

whether to accept it.

If the appeal request is accepted, this Panel will decide if the Registrar erred in process or in

fairness when making the final decision. Fairness can be determined whether the person

requesting the appeal was singled out for refusal, was treated differently from others or was

treated more harshly than another similar applicant. The fairness or justness of the decision canbe also assessed on whether there was bias in the decision. This Panel will also review the

process of assessment to ensure that no errors were made in the assessment process.

An appeal can go one of three ways:

d. The final outcome was found to be fairly assessed and the process was carriedout correctly. The final outcome stands.

e. An error was made in the processing of the assessment or the outcome wasinfluenced by bias. Two more assessors would be asked to do one more finalassessment.

f. A clear error or bias is apparent and the outcome is overturned to be replacedwith the Panel’s decision.

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16 CERTIFICATION POLICIES AND PROCESSES

16.1 SUBMITTING CPD LOG E ARLY

It is recommended that CPD Logs not be submitted earlier than a couple months in advance of

the Certification End Date. Please note that if you submit early:

• It does not change the beginning of your new Certification Date. For example, if yousubmit your log in January but your certification period does not end until August, your

new certification period will begin in August again, not January.

• Points gained in the last several months of your Certification period (after you have

submitted your CPD log) will not count towards your next CPD log submission.

• Your CPD log can be audited any time in the year after your Certification End date so be

sure to maintain all of your supporting documents for your CPD hours even if you submit

early in case you are audited in the next year or so after your CPD log has been

approved.

16.2 SUBMITTING CPD LOG L ATE

CPD Logs must be submitted online through Member Profiles by the End Date of their

respective Certification Period. Certified Members will receive a final email the day prior to their

Certification End Date warning that their CHRP designation will be suspended once the End

Date has passed and that they are at risk of having their designation revoked and membership

terminated pursuant to HRIA’s bylaws. CPD Logs can still be submitted online within the 30

days after the Certification End Date but a late fee will automatically apply.

If a Certified Member passes the 30 days after their Certification End Date they must contact the

Registrar’s office to obtain an extension of no more than 30 days to submit their CPD log.

If a Certified Member has not been in touch with the Registrar about an exemption and has not

submitted their CPD log in the 30 days after their Certification End Date then their CHRP

designation is revoked pursuant to HRIA’s bylaws. Certified Members whose CHRP designation

has been revoked will be sent a registered letter notifying them that their CHRP has been

revoked and Membership terminated. Certified Members have 30 days from the date of the

letter to contact the Registrar and submit an appeal of the decision to revoke their CHRP

designation and terminate their membership. Appeals submitted after this 30 day period has

elapsed will be denied.

16.3 INCOMPLETE CPD LOG If a Certified Member submits a CPD Log application which contains errors, miscalculations or is

missing information which makes it impossible for HRIA to accept it, the Registrar will contact

the Certified Member and request that they correct the errors and re-send their CPD log. In this

case the Certified Member has 2 weeks to correct the CPD log and submit it to HRIA. If

corrections are not received within 2 weeks, the CPD log will be recorded as denied.

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- If this occurs within the Certified Members’ certification period, they can

simply submit another CPD log before their Certification End Date.

- If this occurs within the thirty days after the Certification End Date, the

member can submit another CPD log before their extra thirty days end but

will be charged a late CPD submission fee at that time.

- If this occurs past the Certification Expiry Date (65 days after the Certification

End Date) the member will be sent a registered letter notifying them that their

CHRP and membership have been revoked and that they have 30 days to

appeal the revocation to the Registration Committee.

16.4 CERTIFICATION EXTENSIONS

CHRP renewal extensions may be granted for special circumstances:

a) Short Term Extensions

Based on written requests, the Registrar may grant an extension of 30 days (maximum).

The reasons for requesting an extension may vary and their approval is at the sole

discretion of the Registrar. If the request is approved, Certified Members will be requiredto pay a late fee.

b) Leaves of Absence

Members who are granted maternity, disability or personal leave from their workplace

during a given CPD submission interval are entitled to apply for and receive an

extension of that CPD submission interval for any length of time up to the lesser of the

total length of the leave granted or one (1) year.

Members can be granted up to two extensions per certification period, each a maximum of one

year meaning that the maximum a certification period can be extended is two years.

Applications for extension must be accompanied by written confirmation from the workplace of

the type and term of leave granted. In the case of self-employed members, confirmation from a

physician is required in lieu of an employer confirmation. Records of Employment (ROE) and

scanned copies of child’s birth certificates are also acceptable documents to allow extensions

as long as the leave is clearly stated there.

16.5 REMINDERS TO SUBMIT CPD LOGS

Email reminders are sent to Certified Members about their impending Certification End date and

the need to submit a CPD log. These are sent from HRIA’s database to members as follows:

- 6 Month Reminder email

- 90 Day Reminder email

- 30 Day Reminder email

- 15 Day Phone Call Reminder – made by HRIA staff

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17 CONTINUING PROFESSIONAL DEVELOPMENT AUDIT

Each year, HRIA randomly selects 3% of the approved continuing development (CPD) logs

submitted the previous year to be audited by the Registration Committee. This is consistent with

other professional associations and the practice of other provincial HR associations across

Canada. The Registrar selects CPD logs for auditing using specialized software that

randomizes the selection process to avoid any real or perceived bias.

Only Certified Members can be audited as they are the only ones who submit CPD logs. CPD

audits are undertaken between March and April each calendar year. HRIA is beginning the

transition of its audit period to a January to December timeline each calendar year. There will be

no visible effect on those selected for the audit.

Audited members are notified of their audit via email and have 90 days from the date of the

email to send in supporting documents. Auditors complete the audit within 60 days of receiving

ALL supporting documents.

Extensions may be granted in exceptional cases and will be reviewed and granted based onindividual circumstances. All such requests should be directed to the Registrar and not the Auditor reviewing the audit files.

Failure of a member to respond to notice of CPD Audit can result in the loss of their CHRP

designation. If the audited member does not respond to email notices, phone calls and

registered mail within 30 days of the registered letter’s date, their CHRP will be revoked by the

Registrar. They will be offered 30 days to appeal this decision pursuant to HRIA bylaws.

If an audited member is on Maternity Leave when audited, the audit will be put on hold until the

Certified Member returns from leave.

17.1 HRIA AUDIT PROCESS 1. The Registrar randomly selects Certified Members for the 3% CPD audit and distributes

evenly the audit files between Auditors on the Registration Committee.

2. A primary Auditor and secondary Auditor (reviewer) are assigned to each audited CPDlog by the Registrar.

3. Auditors identify any real or perceived conflicts of interest. Audit files are re-assigned asnecessary.

4. HRIA sends communication to audited member (notifying of audit and requestingdocumentations) to commence audit process.

5. Audited members have up to 90 days from the date of the notification to submit

documentation to HRIA.6. HRIA forwards documentation to Auditor for and informs the secondary reviewer of the

receipt of the documents.

7. Extensions may be granted in exceptional cases and will be reviewed and granted bythe Registrar based on individual circumstances.

8. Auditor commences audit upon receipt of supporting documentation.

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9. Auditor completes audit within 60 days of receipt of ALL supporting documentation,meaning that the 60 day timeline for the audit starts when the auditor receives the finalsupporting documentation required to complete the audit.

10. Auditor may need to seek clarification and/or further information from the auditedmember and will communicate directly copying HRIA staff as necessary.

11. Auditors will keep notes and emails from all direct contact with audited members toretain in the audit file.

12. Situations may arise that may dictate an exception to the aforementioned process. HRIAwill decide on how best to proceed, ensuring that fairness in the audit process ismaintained and the audit can be completed.

13. Auditor assigned as reviewer ensures that primary Auditor has conducted the CPD logaudit appropriately and that no errors were made in the calculation of hours, approval ofdocumentation or other matters.

14. HRIA staff will communicate to audited members the outcome of their CPD log audit.

15. Audit outcome letters will be mailed/emailed to members within 60 days of receipt oftheir supporting documentation received at HRIA’s office in Calgary. Failed outcomeswill be sent via registered mail and will note the revocation of the audited members’CHRP designation and membership as well as provide information on the appealprocess.

17.2 GUIDELINES FOR CPD AUDIT SUPPORTING DOCUMENTS

The supporting documents should contain all the information to align with the CPD log.

Documents should clearly show:

• Date of activity;• Hours of learning for activity;

• Content description of the activity; and,

• How the learning relates to the Competency Framework if it is not immediately

clear.

Auditors need to see that you have learned from the activity cited and they need to be given a

clear idea of how many hours of learning were gained.

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17.3 VALIDCPD AUDIT SUPPORTINGDOCUMENTS

1. Work Projects, Program Development or Implementation, Significant Process Updates and

Improvements:

• Official report or documentation of the project or program

• Templates provided to track projects with supervisor signature• Official outlines that were publicized within the organization of the programs

developed or processes improved

• Meeting attendance / minutes with your name on it are proof of work in project

• Use templates provided to track and have managers sign off on projects and save

these as supporting documents

2. Teaching Post Secondary Courses, Facilitating, Presenting, Mentoring or Leading Others

and Personal Development

• Official copy of course description taught• Copy of appointment or notification from institute to teach course

• Course outline for workshops facilitated – to include name of workshop, date

presented and presenter’s name

• Signed contract or agreement to facilitate

• Mentorship agreements and signed meeting notes to support mentoring relationships

– template for tracking mentoring meetings provided. Documents need name and

signature of mentor and mentee as well as time and dates of meetings; topics

discussed would be helpful. Mentoring done through a non-profit or charitable

organization can be supported by an official letter from the organization confirming

the hours the audited member mentored for their organization.• To support speaking or presenting hours, an outline or agenda from the presentation

noting time, topic, date and presenter’s name.

• Service contract with professional coach outlining meetings, dates and times met,

topics discussed and possibly outcomes.

3. Board or Committee Chair or Membership

• Documents outlining the purpose, role and activities of the board or committee from

the organization

• Meeting minutes with attendees listed

• Letter of confirmation from the organization of the time put into the board or

committee

• Volunteer time log signed by the organization outlining hours spent

4. Courses, Seminars, Workshops, Conferences, Development of Courses or Workshops

• Document that shows a final grade or outcome of completion (transcript, professional

designation, certification)

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• Printouts from an event with your notes on them as well as an agenda of the course

with name, date and topic

• Certificate of Completion from the course or activity provided

• Copy of course material

• Course outline of courses or workshops developed

• Signed confirmation from institute or workplace of courses or workshops developed

5. Research and Publication

• Copy of the publication or article

• Reference to where the publication can be accessed or viewed

• Documentation from post-secondary institute verifying successful defence of

Master’s Thesis or Doctoral Dissertation

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18 MOVING TO ANOTHER PROVINCE AND YOUR DESIGNATION

Membership within provincial HR associations is not transferrable but the CHRP designation

and Candidate Member status may be recognized between provincial HR associations when

those members move from one province to another. It is the responsibility of the member to

inform HRIA if they are moving to another province.

Professional designations in Canada are a matter of provincial jurisdiction. Despite the CHRP

being a national designation, the recognition of the certification is done by each province. As a

Certified Member moves from province to province, they must ensure they have their

designation recognized by the provincial HR association responsible for the CHRP designation.

In provinces where human resources is a self-regulated profession this becomes even more

important to ensure compliance with legislated requirements. Other professions have similar

restrictions on their designations and all professional associations in Canada work towards

ensuring a greater amount of labour mobility between the provinces and territories.

18.1 MOVING TO ALBERTA

When a CHRP or a Candidate applies as a Transfer-In to HRIA, they do not have to pay anapplication fee with HRIA. Once approved, they must pay pro-rated New Member Dues to

attain full membership. To approve Transfer-Ins for membership, HRIA must obtain a

Confirmation of Good Standing form from the HR provincial association from which an applicant

is moving from. This form will confirm the status of the member and current good standing

regarding dues payment.

CHRPs that are successful in their application will have the Certification End date by their past

provincial HR association assigned as their current Certification End date for Alberta.

Thereafter, their CPD reporting requirement will continue as normal every 3 years.

If the Confirmation of Good Standing shows that the member moving to Alberta has notmaintained their membership and/or designation with the other provincial association (whether

due to a failure to pay dues or omitting to submit a CPD log), we cannot accept their application

to recognize their CHRP. They must apply as either General or Associate and begin the

designation process again.

CHRPs who move to HRIA from elsewhere in Canada can use CPD activities and hours gained

in their previous province towards their CPD log in Alberta. Professional development

undertaken by a member towards their CPD is not invalidated due to travels across Canada or

outside of Canada.

18.2 MOVING OUT OF ALBERTA CHRPs or Candidates who want to move from HRIA to another province must be a member ingood standing with HRIA in order to have their designation or status recognized in the otherprovince. This means members are up to date with membership fees and have no violationsagainst them.

Professional designations in Canada are a matter of provincial jurisdiction. Despite the CHRPbeing a national designation, the recognition of the certification is done by each province. As a

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Certified Member moves from province to province, they must ensure they have theirdesignation recognized by the provincial HR association responsible for the CHRP designation.In provinces where human resources is a self-regulated profession this becomes even moreimportant to ensure compliance with legislated requirements.

Members are responsible for obtaining membership in the new association as prov incialmembership is not transferable.

Transfer-Out Process:

1. Log in to member profile and click on Transfer CHRP Designation.

2. Complete "Confirmation of Good Standing" form

3. Pay the $75.00 Transfer out fee.

4. Email “Confirmation of Good Standing” form to Certification Coordinator

5. HRIA forwards the form to the new association if the member is truly in good standing.

6. Receiving association will complete the CHRP designee’s enrolment as a professionalmember in their province.

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19 RECOGNITION OF ONTARIO DESIGNATIONS

On October 29, 2014 the Ontario Human Resources Professional Association (HRPA)

introduced three laddered HR designations. They retained the nationally recognized Certified

Human Resources Professional (CHRP) and added two new designations including the

Certified Human Resources Leader (CHRL) as well as the Certified Human Resources

Executive (CHRE). Of these three, only the CHRP is considered a self-regulated protected titlein Ontario. Neither the CHRL nor the CHRE enjoy any type of legislated title protection in

Ontario or elsewhere in Canada.

As the designating body in the province of Alberta for the Certified Human Resources

Professional (CHRP), HRIA has future obligations under the Agreement on Internal Trade (AIT)

that require it to ensure labour mobility for HR professionals. HRIA is proactively addressing the

labour mobility concerns of human resources professionals by moving forward with the mutual

recognition of certain HRPA designations after an analysis of their registration requirements.

These decisions will ensure the public in Alberta is protected and that human resources

professionals have clarity regarding the transfer and mutual recognition of other provincial HR

designations.

The Ontario CHRP is considered equivalent to the status of Candidate members in Alberta. A

CHRP member from Ontario will be recognized as a Candidate in Alberta if they decide to

transfer their membership. They will enjoy no protected title nor have the permission to use the

CHRP designation until such time as they meet the minimum requirements for the CHRP

designation in Alberta. These Candidates will need to prove that they meet the degree

requirement, complete the good character attestation and pass the Experience Validation

Assessment process to become a CHRP in Alberta.

The CHRL designation in Ontario is equivalent to the CHRP