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1 Registration Manual Contact Registrar Last updated: March 10, 2016

2 HRIA Registration Manual External Document Table of Contents 1 Role of the Registrar Purpose Of HRIA Registration Manual HRIA Service Standards Membership Applications Experience Validation Assessment Outcomes Continuing Professional Development Log Reviews Continuing Professional Development Log Audits Appeals Membership Membership Application Documents Deadlines Policy for Pending Membership Applications at End of Year Documents for Associate, General, and Student Membership Applications Retired Members Fellow CHRP Good Character attestation Policies and Processes Appeals of Registrar Decisions on Good Character Assessment Reapplying for Membership Voluntary Temporary Suspension of Membership for CHRPs and Candidate members Reinstatement Policy for CHRPs and Candidate members National Knowledge Exam (NKE) Deferral Policies Accommodations for Exams Refunds Limited Attempts to Pass the National Knowledge Examination Applying for a Waiver of the NKE Candidate member Policies Extensions Between Passing NKE and Passing EVA Year End Processes... 16

3 13.1 Policy / Process for Transfer Outs End of Year Process for Changing Student Membership Notifying Candidates Who Must Complete the EVA Following Year Experience Validation Assessments Functional Dimensions Enabling Competencies Defining Professional Level Experience Defining Human Resources Experience Defining what is not professional human resources experience Other EVA Notes Documents to Submit Deadlines for EVA Payments Experience Validation Assessment Process Applying for the Validation of Experience EVA Reassessments and Appeals Certification Policies and Processes Submitting CPD Log Early Submitting CPD Log Late Incomplete CPD Log Certification Extensions Reminders to Submit CPD Logs Continuing Professional Development Audit HRIA Audit Process Guidelines For CPD Audit Supporting Documents Valid CPD Audit Supporting Documents Moving to another Province and your Designation Moving to Alberta Moving Out of Alberta Recognition of Ontario Designations Replacement of CHRP Certificates Revocation of a CHRP Dues Deadlines Appendix 1 - Experience Validation Assessment Report Appendix 2 - Tips for filling out the EVA Form Appendix 3 Tips for Continuing Professional Development Audit Appendix 4 Tips for Filling Out CPD Logs... 48

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5 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 validation assessments. 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 at registrar@hria.ca. HRIA 1

6 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. HRIA 2

7 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 VALIDATION 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 reassessment 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. HRIA 3

8 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 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 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 pay their 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. HRIA 4

9 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 the National 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 ( 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, with two (2) or more courses per semester, in any degree program at an accredited post-secondary institution; 2. Enrolled in a continuing education program, taking two (2) or more courses per semester towards a certificate or diploma in Human Resources Management; 3. Internationally educated professionals in Human Resources enrolled in a career bridging program, Language Instruction for Newcomers to Canada (LINC) program at a recognized post-secondary institution or immigrant-serving agency Acceptable documents for Student membership that verify current student status include a letter from 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/she is enrolled, the name of the program and courses in which he/she is currently enrolled, and the date that he/she is enrolled. HRIA 5

10 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 dues from 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 to the 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 considered active." HRIA 6

11 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. HRIA 7

12 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 has changed 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 to communicate the following: a. The circumstances surrounding the situation to which one replied Yes on the attestation. This should include a brief outline of the incident or situation and any follow up or consequences that resulted from the situation. b. An explanation with regard to why the situation or incident will NOT affect their ability 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 the Registrar, given the situation or incident that prompted the Yes response on the attestation. d. Any supporting documentation that is relevant to an appeal. In instances of a criminal conviction or finding of unprofessional conduct with another professional body, description of the situation and supporting documents must be provided. If necessary documents are not received by the noted deadline in the , HRIA will send a reminder 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 courier with a required signature notifying the applicant or current member their membership application has been rejected or their membership has been revoked. Only current members will be sent a letter via courier. Prospects will be notified that they cannot apply for membership with HRIA via a letter through regular mail. HRIA 8

13 7.1 APPEALS OF REGISTRAR DECISIONS ON GOOD CHARACTER ASSESSMENT A member or membership applicant may appeal the decision of the Registrar directly to the Registration Committee. A panel of three members of the Registration Committee including a combination of assessors and auditors will be struck for the review of the appeal. The Chair of this 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 not need to appear in-person. The Panel of the Registration Committee would be tasked with determining whether the Registrar acted properly in making his or her decision. They will consider whether there were any errors in the administration of the decision or whether there was bias in the decision-making that would violate the principles of natural justice. An appeal is not a re-hearing of the decision. The Panel members will determine whether a reasonable person 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 insufficient grounds to proceed or if the appeal request is frivolous or vexatious. HRIA 9

14 8 REAPPLYING FOR MEMBERSHIP All former CHRPs and Candidate Members revoked for non-payment of dues will only be considered for reinstatement pursuant to HRIA bylaws (3.14 Reinstatement Policy), unless they are 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 their membership renewal unless they were Certified or Candidate Members and revoked. Members who had their membership revoked for non-payment of dues and did not communicate with HRIA regarding their dues payment indicating they wished to voluntarily terminate 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 your registration, membership or a similar status in a professional organization ever been terminated involuntarily? when they next apply for membership with HRIA. 9 VOLUNTARY TEMPORARY SUSPENSION OF MEMBERSHIP FOR CHRPS AND CANDIDATE MEMBERS Certified Members and Candidate Members who are facing financial hardship or have had to take a temporary leave from employment as a result of health problems may apply for a voluntary temporary suspension of their membership, and if applicable, their certification. The suspension of membership is valid for one (1) calendar year, from January to December. Members applying for temporary suspension must apply prior to revocation of their status with HRIA and they must complete and submit the Voluntary Temporary Suspension Form, where they will provide consent to HRIA to automatically invoice them for all outstanding dues, plus applicable fees, and upon receipt of payment, to reinstate their membership. Certified Members are not permitted to use their CHRP designation during the time of their voluntary temporary suspension, as they are not currently members in good standing with HRIA. If a CHRP missed a CPD submission log during their voluntary temporary suspension then he or she will be required to submit the log as directed by the Registrar. Candidates who return from their voluntary temporary suspension 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. HRIA 10

15 10 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. HRIA 11

16 11 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 pay equity 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 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 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 the medical 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. HRIA 12

17 11.2 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 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 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 days before the exam, registrants can defer the exam but there is a deferral fee of $ 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 $ LIMITED ATTEMPTS TO PASS THE NATIONAL 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. HRIA 13

18 11.5 APPLYING FOR A WAIVER OF THE NKE Associate Members who are graduates of a CCHRA accredited post-secondary education program may apply to waive the NKE requirement for the CHRP. To qualify for a waiver a member must have an overall average grade of at least 70% for the CCHRA accredited program. To apply for the waiver the member must: complete the NKE Waiver Form and submit it to HRIA, request that the post-secondary institution send the member s official student transcript directly to HRIA, and pay the NKE Waiver fee when directed to do so by HRIA. Once HRIA receives the transcript, HRIA will verify that the program is accredited by a CCHRA Member Association during the time period the member was enrolled in the program and that the overall average grade was at least 70%. Once the NKE waiver is approved and the fee paid, the Associate member will be transferred to Candidate membership. Candidate members have 7 years to complete the Experience Validation Assessment from the year the waiver was granted. Note: A list of CCHRA accredited programs/institutions is available on HRIA s website. HRIA 14

19 12 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 EXTENSIONS BETWEEN PASSING NKE AND PASSING 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. HRIA 15

20 13 YEAR END PROCESSES 13.1 POLICY / PROCESS FOR TRANSFER OUTS END OF YEAR Each year in December, the Registrar will notify those who have transferred out and who have clicked not renewing that this is their last opportunity to download receipts or other information from their profile before we deactivate their record at the end of the year. Members will be given a last access date to collect necessary documents or receipts and then HRIA will deactivate their account PROCESS FOR CHANGING STUDENT MEMBERSHIP Student Members will be contacted and asked to show proof of their continuing status as a Student Member every two years. If they can no longer prove that they are still an active student, their status will be changed to General. Student Members can request to be changed to Associate Members by choosing the option to Transfer Membership Category through their member profile and submitting official transcripts which confirm they have now completed their degree NOTIFYING CANDIDATES WHO MUST COMPLETE THE EVA FOLLOWING YEAR Each year in December, HRIA will find Candidate Members who passed the NKE six years ago and these Candidates will be notified that: They need to submit and pass their EVA within the next year in one of the three EVA submission periods (January, May, or September). If they do not pass the EVA in the next year, their status will return to Associate and they will need to re-write the NKE to start the certification process again. If HRIA does not have confirmation of their degree (official transcripts on file) they will also be informed that HRIA needs to have these transcripts sent in before their EVA can be reviewed. HRIA 16

21 14 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 Resources must have been obtained within the past ten (10) years; A minimum proficiency in two (2) out of nine (9) functional dimensions OR complete proficiency 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 degree by IQAS or another recognized assessment organization; Successful completion of the National Knowledge Examination (NKE); and, Successful completion of the Good Character Attestation. HRIA 17

22 14.1 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 given competency 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 a certain 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 Proportion 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% % HRIA 18

23 14.2 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 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, decisionmaking and autonomy involved in the work experience. Depth of work requirements relates to the extent to which work experience requires data analysis and interpretation. Level of interaction relates to the degree to which the individual interacts with a broad spectrum of contacts, including decision-makers. Responsibility for work outcome relates to accuracy and extent to which the individual 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 have overall 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. HRIA 19

24 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 HR Analysts Learning and Development Posting Jobs Writing Job Descriptions Creating Interview Questions Assisting in Interviews Attending career fairs Tracking applicants Checking references and background checks Phone screening of candidates Screen resumes for managers Collect and organize information in report format Develop presentations based on info collected Tracking learning needs and training progress of employees Presenting pre-existing workshops or learning lunches to employees Creating Workforce Plans Putting in policies and processes around Talent Management Making final decisions on hiring Implementing innovative strategies for recruitment or interviewing Talent mapping Conduct or lead interviews with prospective candidates Analysis of talent needs and gaps Train and supervise recruiters Manage technical, analytical and audit functions of HR department Responsible 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 collected Identify organizational learning priorities aligned with business strategy Implement learning and development programs HRIA 20

25 Health and Safety Coordinating training for colleagues or employees Performs onsite safety checks Provides safety training Maintain records Coordinate, implement, and monitor safety program Evaluate existing learning and development priorities and programs and work to evolve them to meet current needs of business Develop an organizational culture 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 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 data and work with company representatives to resolve workers compensation issues Research and rewrite recommendations for existing Health and Safety programs, policies and procedures HRIA 21

26 14.4 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 between employers 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 human resources management; 5. Program development and evaluation in the area of human resources management 6. 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. HRIA 22

27 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 criteria 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 per semester 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 HRIA 23

28 primary research in the field of human resources is eligible for inclusion in the experience validation 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 the professional 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 union employee (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. Supervisory work does not mean the supervision of staff including assigning work, conducting performance appraisals, approving vacations etc. This type of activity is a line management 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 service does 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 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. HRIA 24

29 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 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 DEADLINES FOR EVA PAYMENTS The EVA submission fee is $ 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 $ 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. HRIA 25

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