IAAP CAP Recertification Handbook

IAAP CAP Recertification Handbook Contact Information: International Association of Administrative Professionals Certification Department 10502 N Ambassador Drive, Suite 100 Kansas City, MO 64153-1291 816.891.6600 Email: certification@iaap-hq.org Web Site: www.iaap-hq.org

Table of Contents The Value of Maintaining Your Credentials...3 Requirements of Recertification...3 Qualifying Activity Categories...3 Qualifying Activity Examples...4 Professional Development...4 Calculating Professional Development Activities...5 Notary...5 Toastmasters...6 Industry-specific Professional Development...6 Calculating Industry-specific Professional Development Activities...6 Documenting Your Professional Development Activities...7 Acceptable Forms of Documentation...7 CEUs, CPEs, College Credit and Other Measurements of Education...7 Leadership...7 Documenting Leadership Positions...8 Recertification Overview...9 Recertification Fee...9 Processes and Appeals...9 Examples of Activities that Do and Do Not Qualify for Recertification...10 CAP Body of Knowledge (BOK) and Performance Outcomes (POs)...12 IAAP The International Association of Administrative Professionals (IAAP) is a 501(c)(6) registered not-for-profit professional association for office and administrative professionals. IAAP strives to ensure individuals working in office and administrative professions have the opportunity to connect, learn, lead, and excel. The association was founded in 1942 as the National Secretaries Association to provide a professional network and educational resources for secretarial staff. The association s name was changed in 1998 to the International Association of Administrative Professionals to encompass the large number of varied administrative job titles and recognize the advancing role of administrative support staff. 2 RECERTIFICATION HANDBOOK

The Value of Maintaining Your Credentials The administrative professional is constantly evolving. As a CAP holder, it is important to keep abreast of current trends, technology advancements, and methods to streamline work within the office. Recertification is an assessment that validates your commitment to the profession, lifelong education, and professional development. The IAAP CAP Body of Knowledge (BOK) is the basis for the CAP credentials. The CAP BOK was created by academic subject matter experts and validated by administrative professionals working across multiple industries through a series of extensive research studies. The BOK is updated periodically to ensure it is consistent with current administrative practices. It consists of 7 functional area domains and 55 performance outcomes. Performance Outcomes (POs) are detailed, measurable knowledge goals based on the most significant information and skills the administrative professional should know in order to be successful in their positions, in support of the well-being of the organization. To maintain the CAP credentials, individuals are required to engage in professional development activities that directly relate to the CAP BOK. Requirements of Recertification CAP holders are required to earn 60 recertification points within a five-year cycle. All points are due five years from the month/year certification was earned or five years from the month/year last recertified. For instance, if you certified in March 2015, your CAP certification would expire March 31, 2020. If you recertified in September 2013, your CAP certification would expire September 30, 2018. Periodic reminders will be sent to remind you of your renewal. However, it is the individual s responsibility to make note of their recertification due date, which is provided on your CAP certificate, and to keep IAAP informed of any changes with your name, company, address, and email. Qualifying Activity Categories Recertification points can be earned in three categories: Professional Development Industry-specific Professional Development Leadership It is not necessary to earn points in every category, but it is mandatory to have at least 30 of the 60 points in the category of Professional Development. Points in the categories of Industry-specific Professional Development and Leadership are optional and limited to 20 points per category. 3 RECERTIFICATION HANDBOOK

Qualifying Activity Examples Category Description/Examples Points per 5-year cycle Professional Development Continuing education activities including Conferences Seminars/programs Web-based courses Workshops E-learning (self-paced and instructor-led) IAAP Approved LAN programs Self-study materials, such as Crisp 50-minute books or IAAP Options Technology modules Formal education, such as College/University courses Required category 30 points required; No maximum Industry-specific Professional Development Leadership Others, such as IAAP OM and TA Specialty Microsoft Office Specialist (MOS) certification Notary, legal assistant, etc. Toastmasters or other similar achievement recognitions Presenter of a CAP approved program In all cases, the education must align with the CAP BOK. Continuing education activities including Conferences Seminars/programs Web-based courses Workshops E-learning (self-paced and instructor-led) Formal Education, such as College/University courses In all cases, the activity must provide transferable skills within an industry; such as banking, education, healthcare, and relevant to the duties of an admin or office professional in an office environment. Elected or Appointed positions, including but not limited to President Vice President Treasurer Secretary Chair as defined in this handbook IAAP-specific positions, including Board Member LAN Coordinator Branch Advisor Branch Supporting Position Others as specified in this handbook Lead Coordinator of an IAAP CAP or OM Course or Study Group Optional category No minimum; 20 points maximum Optional category No minimum; 20 points maximum Professional Development Continuing education in the category of Professional Development must align with the CAP Body of Knowledge (see page 12) and provide a minimum of 30 minutes of education. After the initial 30 minutes, credit is awarded in 15 minute increments. 4 RECERTIFICATION HANDBOOK

Calculating Professional Development Activities Activity How Calculated Example Conferences Seminars/programs Workshops IAAP Approved LAN programs In all cases, education must align with the CAP Body of Knowledge Web-based courses E-learning (Instructor led and self-paced) Self-study materials or courses, such as Crisp 50-minute books IAAP Options Technology modules Lynda.com Ed2go.com Points are determined by the education time spent on activity. Points determined by the approximate education time as published by the provider. 30 minutes =.5 point 60 minutes = 1 point 75 minutes = 1.25 points 90 minutes = 1.5 points Crisp 50-Min Book = 2 points per book Options Technology = 6 points per module In all cases, education must align with the CAP Body of Knowledge University or College Courses 15 points per credit 1 credit course = 15 points 3 credit course = 45 points In all cases, education must align with the CAP Body of Knowledge IAAP OM* and TA Specialty 5 points per specialty OM specialty = 5 points TA specialty = 5 points *Does not apply to those who were granted the OM specialty through designation change in 2011. Microsoft Office Specialist (MOS) 5 points per certification MS Word certified = 5 points MS Excel certified = 5 points Notary, legal assistant, etc.* 5 points 5 points per IAAP recertification cycle *Must provide proof of education/training leading to achieved distinction. Toastmasters* or similar organizations with specific recognized achievement milestones and/or defined competencies. 2 points per recognition CC = 2 points DTM = 2 points e.g. Competent Communicator (CC) or Distinguished Toastmaster (DTM) Presenter* of IAAP Approved program 1 point for prep time 2 hours education time + 1 hour prep time = 3 points. Professional development is a required category in which you will need at least 30 points. *Note: Individuals whose job includes educating others (e.g. teachers, instructors, those who train staff) do not receive recertification points for training they have conducted as part of their employment. Notary The requirements for being a notary vary among each state. Some states have very strict guidelines which require an individual to complete training and pass an examination. Other states do not require training or an examination. To receive credit for being a notary, you must have completed training (required by state or voluntary) or passed an examination. It is not necessary that you earned or renewed your commission within your five year cycle; however, your commission must be active at the time you apply for recertification. You may only claim credit for being a notary once within your five-year cycle. Notaries who have not passed an examination or completed training are not eligible to claim recertification credit. 5 RECERTIFICATION HANDBOOK

Toastmasters Individuals who participate in the Communication or Leadership tracks offered by Toastmasters International will receive 5 recertification credit for each achievement completed. The achievement recognitions within the Communication and Leadership tracks are: Communication: Competent Communicator (CC) Advanced Communicator Bronze (ACB) Advanced Communicator Silver (ACS) Advanced Communicator Gold (ACG) Leadership: Competent Leader (CL) Advanced Leader Bronze (ALB) Advanced Leader Silver (ALS) Distinguished Toastmaster (DTM) Industry-specific Professional Development To qualify for recertification in the category of Industry-specific Professional Development, the activity must be specific to an industry; such as banking, insurance, healthcare, education, government, etc. and transferrable within that industry. Additionally, the activity must be relevant to the duties of an administrative or office professional in an office environment. Activities that are unique to your company do not qualify for recertification. Here are a few examples: An admin who works for XYZ Insurance Company may find it necessary to know common insurance terms. This knowledge would be transferable within the industry should the admin accept a position for another insurance company. This type of training would qualify for CAP recertification. An admin who works for A&E Company is required to complete the Company s annual Code of Ethics/Code of Conduct training. Since this type of training includes rules, regulations, and policies unique to A&E Company, this would not qualify for CAP recertification. An admin who works for Mercy Hospital is required to have yearly CPR training. Although this training is usually required in the healthcare industry, it is not education that directly supports the administrative profession in an office environment. This type of training would not qualify for CAP recertification. Industry-specific professional development is an optional category and limited to 20 points. Calculating Industry-specific Professional Development Activities Activity How Calculated Example Conferences Seminars Workshops E-learning (instructor-led) Web-based courses E-learning (self-paced) Points are determined based on actual education time spent on activity. Points determined based on education time as published by the provider. 30 minutes =.5 point 60 minutes = 1 point 75 minutes = 1.25 points 90 minutes = 1.5 points 30 minutes =.5 point 60 minutes = 1 point 75 minutes = 1.25 points 90 minutes = 1.5 points In all cases, the education must provide transferable skills within an industry; banking, education, healthcare, etc., and fall within the realm of admin or office professional duties. 6 RECERTIFICATION HANDBOOK

Documenting Your Professional Development (Including Industry-specific Professional Development) You could be asked to provide supporting documentation if your application is audited or if additional details are needed to determine eligibility of points. Recertification credit might not be awarded if your documentation does not support the activity. For Professional Development, the documentation should support each of the following: 1. Verification of attendance or completion 2. Session or course title and description 3. Date 4. Length Additionally, If you attend a conference or meeting, list the specific sessions you attended. Indicating only the conference or meeting name is not sufficient. Specific dates must be provided. Submitting a range of dates is not sufficient. Only education time should be considered when calculating points. Do not include non-education activities such as receptions, meals, breaks, exhibit hall, or networking. Acceptable Forms of Documentation Usually a certificate will be sufficient in verifying your attendance, education topic, date and length, but not always. It may be necessary to attain a combination of documents to ensure you are able to support each key element of the activity. A few examples include: Certificate of completion or attendance Email thanking you for participating (which is often sent after a webinar) Course program or outline College transcript Company transcript Letter or other information from the provider CEU, CPE, College Credit and Other Units of Measurements Continuing Education Unit (CEU), Continuing Professional Education (CPE), and college credit are other measurements of education..1 CEU = 1 hour of education, or 1 recertification point;.5 CEUs = 5 hours, or 5 points One CPE = 50 minutes of education. Six CPEs = 5 hours, or 5 recertification points One college credit = 15 recertification points; a three-credit course is 45 points. Eligible programs published as 1-day or all day will be awarded 6.5 recertification points. If the program provided more than 6.5 hours of education, supplemental documentation would be necessary to support the additional time. Leadership Approved leadership positions are those of a standing committee in which a person has specific responsibilities and duties that directly support the organization or committee. Typically, the person serving in an Officer or Chair position is elected or appointed by the members. Additionally, the person must have served at least 7 of 12 months within the leadership role. Volunteer work does not qualify for recertification. For instance, volunteering to organize an event such as a golf tournament; chairing a time-based project such as a yearly audit or United Way campaign; or being asked to perform a task, such as working at a registration table. 7 RECERTIFICATION HANDBOOK

Current Positions within IAAP IAAP Board of Directors The Foundation of IAAP Board of Directors Branch Advisor Branch Supporting positions* LAN Coordinator *TBD by Branch Advisor. In any case, the position must meet the guidelines as stated on page 7. Lead facilitator of study group or course Previous Positions within IAAP (2015 and prior) IAAP Board of Directors Foundation Board of Regents President President-elect Vice President Secretary Treasurer Membership Chair Certification Chair Education/program Chair Newsletter Chair Webmaster Student Chapter Chair Bylaws and Standing Rules Chair Retirement Trust Foundation Chair How Calculated 5 points per position, per year 2 points per year How Calculated 5 points per position, per year Positions outside IAAP Board member President Vice President Secretary Treasurer Officer or Chair as defined above 5 points per position, per year Leadership is an optional category and limited to 20 points. Documenting Your Leadership Position For leadership positions served, attain a letter from the organization that includes the position held, primary duties of the position, and dates of term. 8 RECERTIFICATION HANDBOOK

Recertification Overview 1. Track Your Points: As soon as you certify or recertify, start a spreadsheet (or something similar) to track points as earned. We encourage you to set a goal of 12 points each year, rather than wait and struggle to gain points at the end of your five-year cycle. A sample recertification spreadsheet is available on the IAAP Website to help track your progress. Not only will the spreadsheet help you stay on track, it can be shared with your manager to showcase your accomplishments throughout the year. 2. Keep a File of Supporting Documentation: In addition to your spreadsheet of points earned, start a file of your supporting documentation. For all professional development, your supporting documentation must verify attendance and include: the subject and/or description of education date of completion length of education For leadership positions, attain a letter from the organization that includes: the position held primary duties of the position, and length of term served 3. Apply: When you have earned at least 60 points and are due to recertify, you will submit an application, fee, and your spreadsheet of points earned within your five-year cycle. 4. Begin a New Cycle: A new 5-year cycle begins when your recertification application has been approved and processed. Additional points over the required 60 do not carry over to your next cycle. Individuals who maintain their professional credentials will be mailed a letter of completion, certificate, or plate. Recertification Fee IAAP Member $100 Nonmember $150 Late fee $100 Processes and Appeals Recertifying Early You may apply for recertification any time within the five-year cycle. A new cycle begins when your application is approved and processed. For instance, if you are due to recertify in May 2016 and you recertify in January 2016, your next recertification would be due January 2021. Any additional points over the required 60 do not carry over to your next cycle. Audit Process In order to protect the integrity of the CAP certification program, IAAP will randomly audit a percentage of recertification applications. It is very important to document your professional development and leadership activities. If your recertification application is audited, you will be required to verify, with supporting documentation, the activities listed on your recertification spreadsheet. Additionally, you may be asked to submit supporting documentation if it is needed to determine eligibility of an activity. Late Submissions Individuals who have missed their recertification due date are given a 120-day grace period in which they can submit a late application. No special permission is necessary if applying within the grace period. However, it is important to note that the grace period is not extra time to accumulate points; it s additional time to submit the information. All points submitted must be earned within the original five-year cycle. Individuals are required to pay the recertification fee, plus a $100 late fee, when applying for recertification during the grace period. If the application is approved, recertification will be backdated to the month/year originally due. 9 RECERTIFICATION HANDBOOK

Appeals Those who are beyond the 120-day grace period must submit an appeal before applying for recertification. This type of appeal is for those who experienced extenuating circumstances which prevented them from earning points or applying for recertification within their five-year cycle. Examples include, but are not limited to, serious personal illness, serious illness of a family member, tragic event, long-term unemployment, or military deployment. If the appeal is accepted, the individual may be given additional time to earn points. Letters of appeal may be sent to certification@iaap-hq.org and should include the circumstances, documentation, and your plan for gaining the required points. Expired Status The CAP certification and any specialty you hold are revoked if you fail to comply with the mandatory recertification requirements. To become certified again, retesting would be required. Retired Status IAAP CAP holders who retire from the profession prior to their recertification due date are not required to recertify but must notify the Certification Department with the date of retirement. Note: Changing your IAAP membership status to Merited does not automatically exempt one from recertification. Contact the Certification Department directly certification@iaap-hq.org Examples of Activities that Do and Do Not Qualify for Recertification To qualify for recertification in the category of Professional Development, a program or activity must align with the CAP Body of Knowledge and provide at least 30 minutes of education. Microsoft 2013 Tips and Tricks and Management Fundamentals are examples of programs in which the title adequately describes the education an attendee will learn, also known as a Learner Outcome (LO). In other cases, the title alone does not provide enough details and the learner outcomes must be reviewed closer to determine eligibility of the program. Here are a few examples in which the learner outcomes determine if a program qualifies for CAP recertification. Qualifies Qualifies in the Content Area Does not Qualify Diffusing a situation using critical thinking or communication skills Protecting or recovering company resources or documents in the event of a disaster Reducing stress using time management, organizational skills, or interpersonal relations Proper office set-up, layout, or lighting in the office Professional branding Professional Image Networking Professional attire; e.g. dressing for an interview Workplace Violence Domain 1 PO 2 Emergency Preparedness Domain 4 PO 4 Stress Management Domain 5 PO 1 & 5 Domain 1 PO 2 Ergonomics Domain 4 PO 6 Professionalism/Marketing Yourself Domain 1 PO 3 Domain 1 PO 1 & 5 Active shooter preparedness Self-defense techniques Domestic abuse How to protect yourself or others in the event of an emergency or disaster, FEMA training, CPR, medical techniques Physical stress management using breathing techniques, diet, exercise, yoga, meditation, or similar means Treatments to alleviate physical conditions caused by an inadequate office set-up (stretching, chiropractic treatments) Self-esteem building How to be happy Wardrobe building, style tips, fashion shows 10 RECERTIFICATION HANDBOOK

Qualifies Qualifies in the Content Area Does not Qualify Company budgets, understanding financial statement Succession planning and effects of retirement on an organization Domain 7 PO 1, 2 Domain 6 PO 2 Finance HR Personal finance Family budgeting, couponing Wills or funeral planning P-card training Personal retirement Investing Grammar Business writing Using digital images in presentation or publication Active foreign language courses Multicultural/diversity course Mobile technology Cyber security Website development Holding Officer or Chair position Earning a Toastmaster achievement recognition Writing / Office Publications Domain 2 Poetry course PO 1, 3 Basic photography course Domain 1 PO 7 Domain 3 PO 5-9 Domain 1 PO 6 International Technology Leadership Other History course Inactive foreign language courses (e.g. Latin or Ancient Greek) Religion course How to navigate the IAAP Web site Being a member of an organization or committee IAAP Member of Excellence Volunteer work Event or time-based positions, e.g. Relay for Life, United Way, Staff Outings Attending Toastmaster meetings History of Toastmasters How to prepare for the CAP exam How individuals learn; study tips Memory Power How to earn a degree or certification 11 RECERTIFICATION HANDBOOK

CAP Exam Domains and Performance Outcome Subjects IAAP CAP Domains 2016 D1: Organizational Communication 25% D2: Business Writing and Document Production 20% D3: Technology and Information Distribution 15% D4: Office and Records Management 15% D5: Event and Project Management 12% D6: Human Resources 8% D7: Financial Functions 5% BODY OF KNOWLEDGE Performance Outcome Subject Areas Domain 1: Organizational Communication D1 PO 1 Terms and Theory D1 PO 2 Customer Service D1 PO 3 Professional Networking D1 PO 4 Team Dynamics D1 PO 5 Interpersonal Communication in Organizations D1 PO 6 Public Speaking D1 PO 7 Multi-cultural and International Business D1 PO 8 Organizational Structure, Systems, and Strategy D1 PO 9 Business Ethics and Legality Domain 2: Business Writing and Document Production D2 PO 1 Business Writing and Document Terms D2 PO 2 Proofreading D2 PO 3 Grammar D2 PO 4 Document Creation and Editing D2 PO 5 Office and Web Publishing D2 PO 6 Charts, Graphs and Tables D2 PO 7 Document Finishing D2 PO 8 Meeting Minutes Domain 3: Technology and Information Distribution D3 PO 1 Information Distribution Terms D3 PO 2 Traditional verses Electronic Information Distribution D3 PO 3 Copyrights, Intellectual Property, and Confidentiality D3 PO 4 Data Analysis D3 PO 5 Internet Communication D3 PO 6 Office Software and Hardware D3 PO 7 Computer Operating Systems D3 PO 8 Transferring and Storing Information D3 PO 9 Information Security 12 RECERTIFICATION HANDBOOK

CAP Exam Domains and Performance Outcome Subjects (continued) Domain 4: Office and Records Management D4 PO 1 Records Management Terms D4 PO 2 Manual and Electronic File Management D4 PO 3 Filing Rules and Standards D4 PO 4 Records Security D4 PO 5 File Retrieval, Maintenance, and Retention D4 PO 6 Office Design and Effective Workspaces D4 PO 7 Office Management and Purchasing D4 PO 8 Inventory Management D4 PO 9 Virtual Office Domain 5: Event and Project Management D5 PO 1 Event and Project Terms D5 PO 2 Travel Preparation D5 PO 3 Meeting Planning D5 PO 4 Time Management and Planning D5 PO 5 Project Management Domain 6: Human Resources D6 PO 1 Human Resources Terms D6 PO 2 Basic HR Duties and Processes D6 PO 3 Employee Files D6 PO 4 Training and Procedure Manuals D6 PO 5 Recruitment, Staffing, and Hiring D6 PO 6 Diversity D6 PO 7 Onboarding and Off-boarding D6 PO 8 Human Resource Law Domain 7: Financial Functions D5 PO 1 Finance Terms D5 PO 2 Budgets and Financial Statements D5 PO 3 Banking D5 PO 4 Journal Entries D5 PO 5 Reconciliation D5 PO 6 Statistical Analysis D5 PO 7 Charitable Fundraising and Donations Certified Administrative Professional, and CAP are registered service marks of the International Association of Administrative Professionals, IAAP. 13 RECERTIFICATION HANDBOOK